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Home My WebLink AboutItem II Discussion re: Budget FY 93-94; Municipal Garage I "CENTER OF GOOD LIVING-PRIDE OF WEST ORANGE" MAYOR•COMMISSIONER Ocoee S.SCOTT VANDERGRIFT CK • '�° CITY OF OCOEE RUSTY N J `� � a 150 N.LAKESHORE DRIVE PAUL W.FOSTER C�0 OCOEE,FLORIDA 34761 (407)656 2322 VERN COMBS # SAM WOODSON .y Of 61:109 CITY MANAGER ELLIS SHAPIRO MEMORANDUM TO: The Honorable Mayor and Board of City Commissioners FROM: Ellis Shapiro, City Manager DATE: August 17, 1993 RE: BUDGET DISCUSSION - MUNICIPAL GARAGE Pursuant to our discussions at mid-year, we asked a garage service provider to bid on our fleet maintenance in an attempt to compare costs between our current method of maintenance, re-tooling and operating our own garage and an outside provider. For the sake of this comparison, I am using Ray Brenner's report at mid-year, versus proposed budget costs and the attached bid from Ryder. I. IN HOUSE GARAGE (ENTERPRISE ACCOUNT) Salary 81 benefits $115,000 1/5 of capital 6,400 Stock 4,000 Parts cost to department 25,000 Operating expense 24,450 $174,850 = $175,000 2. FLEET MAINTENANCE CONTRACT = $304,554 3. PROPOSED BUDGET - CURRENT METHOD Budgeted $93,900 Salary/benefits 38,000 $131,900 = $132,000 Page Two August 17, 1993 IN HOUSE FLEET MAINTENANCE CURRENT METHODS $175,000 $304,500 $132,000 EXCLUDES: EXCLUDES: NO EXCLUSIONS rear end work paint, body 8t glass front end alignment truck tires brakes 8Z rotors major engine overhaul transmissions paint, body 8t glass oil disposal Pursuant to the attached information, I must respectfully recommend continuing our fleet maintenance as is currently operating. Respectfully Su. itted, ES:fdg •/; "CENTER OF GOOD LIVING- PRIDE OF WEST ORANGE" MAYOR•COMMISSIONFR O� Ocoee S.SCOTT VANDERGRIFI' •�o = CITYOF OCOEE COMMISSIONERS Cr RUSTY JOHNSON �- 150 N.LAKESI LORE DRIVE PAUL W.FOSTER (X:OEE,FLORIDA 34761 VERN `40 `�V (4(17)656-2322 SAM WOO COMBS •AWOOD E,P • N.>Op G p09 CITY MANAGER ELLIS SHAPIRO MEMORANDUM • TO: Ellis Shapiro , City Manager FROM: Ray Brenner, Public Works Director ;>5. DATE: May 3 , 1993 RE: CITY GARAGE Pursuant to your request , the attached is an outline of employees , equipment and special tools that will be necessary to staff the garage . Also attached are services that can be provided by in-house mechanics , special services that should be contracted out and materials/parts that should be stocked. Also attached for your review are preventive maintenance inspection sheets and a copy of the City of Apopka Administrative Policy- Fleet Management Policies and Procedures . I hope this information will be helpful to you . RB: jh attachments C: Montye Beamer, Director of Administrative Services 8 CITY GARAGE STAFFING Including Means of Funding These Positions * 1 - Hands on supervisor/Mechanic II * 1 - Mechanic ' s helper - old pay grade 23 ** 2 - Mechanic - 5 years minimum experience , starting salary $10 Certified under A . S . E. ( Automotive Service Engineers ) FUNDING SOURCE: ** 2 Mechanics funded from Water/Wastewater/Stor.mwater/Sanitation/Recycling * 1 Mechanic funded by the General Fund OR Operate as an enterprise fund Annual salary/benefit costs ( assume 30% benefits added ) Salaries based on mid-range of pay grade . Hands on supervisor/mechanic ( pay grade 32 ) $26 ,870 + $8 , 062 . Two mechanics II ( pay grade 28 ) each: 22 , 170. + 6, 650 . One mechanic ' s helper ( pay grade 23 ) 17, 350 . + 5 , 200 APPROXIMATE ANNUAL PAYROLL, INCLUDING BENEFITS = $115 , 000. EQUIPMENT TILE CITY NEEDS TO PURCHASE/SPECIAL TOOLS 3/8" Air Impact Wrench - $ 1.00 . 1/2" Air Impact. Wrench - $200 . Air Conditioning Recovery and Charging Unit - $4 ,000 . D-Base Software Program for inventory control - $650 . Engine Analyzer- hand held , adapts to all cars - $3 .000 . Frame Lift - Benwil , Inc . - $10 ,000 Jack Stands ( 2 sets ) - $350 . Metal Bender ( make brackets ) - $1 ,000 . because oil Oil Filter Crusher - (Gray - Quick Tac , Model QP100 ) , as filltersersare now considered hazardous waste - $2 , . 2 - Electric Overhead Doors to replace the two existing worn out doors on the garage - $1 , 500 . 1/2 Ton Pickup Truck - $5 , 000 . 3 Wheel Pullers - $300 . Testers - accomplishing various testing functions , including battery charging system with alternator testing capabilities - $650 . Timing Lights - $200 . Wet Washer/Parts cleaner ( FDER requirement) leased - $50 . per month Wheel Balancer - spin balancing - $4 , 500 . Approximate cost of equipping garage $32 ,000 . MATERIALS CITY SHOULD STOCK Air Cleaners - all vehicles Alternators - can be acquired under consignment Batteries - can be purchased on consignment Brakes - Bendix - Moses Auto Parts (Ocala) has State Contract - Two day delivery Bulbs - head lights , dash, tail , spot lights , etc . Carburetor Cleaners - spray cleaner, engine additive ( fuel injection) CRS 5-56 Stop Squeaks Filters - oil , fuel , etc . Fluids - starting and transmission Fuses Oil - Located at X103 High Premium Oil - Exxon - 15W40 at $ . 75 quart Spark Plugs Starters Tires - Sanitation, Police and P. P. T. D. Universal Joints Washer Solution - $400 a year - parts cleaner solution Wheel Bearings Wiper Blades (Approximate cost to stock the Parts Room: $4 , 000 ) COST SUMMARY SHEET SALARIES $115 ,000 EQUIPMENT 32 ,000 4 ,000 STOCK OPERATING EXPENSES 24 ,450 TOTAL: $175 ,450 • PRIORITIES • The priority list has been set as follows : * Fire Police Sanitation Water/Wastewater PPTD equipment ( specifically dump trucks , pickup trucks , tractors and mowers ) * Should the Fire Department wish to continue contracting out their repairs , then all other departments will be moved up accordingly. ADMINISTRATIVE POLICIES • It shall be the driver' s responsibility to arrange and schedule his or her vehicle with the garage for servicing . • SERVICES TO BE CONTRACTED OUT Communication radio repair Differential work ( rear end ) Front end alignments Large truck tire change-out - heavy equipment ( tractor, grader, front-end loader) Machine rotors and brake drums Major gas and diesel engine overhauling Paint jobs Replacing glass , such as windshield , door glass Transmission Repair Wrecker service Monitoring Well inspections/Underground Gasoline and Diesel Tanks ( to comply with FDER requirements ) All contracts should go out for bid thus reducing the cost of over-the-counter purchases . SERVICES CITY GARAGE WILL PROVIDE Air Conditioning - including charging and repairing systems Alternator & Starter Change outs Car Battery Change out Brake Jobs - cars and most trucks Engine Diagnostics Head lamp/bulb replacement , fuses , wiring , wiper blades • Hydraulic lines & fittings In-house lube jobs and oil changes Install cages in police cars Minor body work ( NO Painting ) Muffler & Tailpipe Installation Oil Changes Radiator Servicing - flushing/repairing , etc . Road Calls - tire repair , battery charging , etc . Small Engine Repairs_ - lawn mowers , edgers , weed eaters , chain saws, etc . Tire Repairs & Change Out Tractor - minor repairs • Transmission replacement - cars/pick-up trucks Welding on trailers and associated equipment Wheel Balancing Convenience of the garage eliminates two employees from taking a vehicle that needs repair work and then having to return to pick up vehicle when repair is complete . Used Oil Center: Can accept used oil from the public at no cost - used oil can be collected as a service to the residents and can be collected from oil companies free of charge . RY13EPublic Transportation Services Earl E.Avery Managed Logistics Systems,Inc. Vice President 1000 West McNab Road,Suite 103 Sales and Marketing Pompano Beach,Florida 33069 (305)946-5775 Office (813)949-7727 Home (813)949-6119 FAX August 9, 1993 Ms. Montye Beamer Assistant City Manager CITY OF OCOEE 150 North Lake Shore Drive Ocoee, FL 32761 Dear Ms. Beamer: Having completed the cost comparison for your fleet as promised, I enclose a copy of our cost comparison letter for your review. I will be in touch in the near future, but, in the interim, should you have any questions or concerns, please do not hesitate to contact me. Thank you for your time and consideration. Sincerely, MLS, INC. Earl Avery � Vice President Sales and Marketing EEA:sw vo • 8— — f.VDER SYSTEM Cumpanv RYDER Public Transportation Services Earl E.Avery Managed Logistics Systems.Inc. Vice President 1000 West McNab Road,Suite 103 Sales and Marketing Pompano Beach,Florida 33069 (3051 946-5775 Office (8131 949-7727 Home August 9, 1993 (8131949 949-6119 FAX Ms. Montye Beamer Director of Finance CITY OF OCOEE 150 North Lakeshore Drive Ocoee, FL 34761 Dear Ms. Beamer: On behalf of MLS, Inc. , I thank you for the opportunity to present a fleet management and maintenance cost comparison study. Based on 171 vehicles, MLS estimates it can provide services to the City of Ocoee for $304, 554.00. This figure excludes fuel, vehicle/operator abuse, and accident costs incurred. Following is a breakout of the range of MLS services which the City of Ocoee would receive: COMPREHENSIVE MAINTENANCE SYSTEMS: * Preventive maintenance programs * Repairs of unscheduled breakdowns * Mobile maintenance for vehicles in the field * 24-hour emergency service INCREASED ADMINISTRATIVE EFFICIENCY: * Complete computerized record keeping systems * Budget planning * Cost forecasting and vehicle life cycle costing * Operational data comparisons and controls IMPROVED INVENTORY CONTROL: * Purchasing of parts and supplies * Inventory auditing systems * Vehicle specification/purchasing advice A RYDER SYSTEM Company August 9, 1993 Page Two EXPANDED HUMAN RESOURCE CAPABILITIES: * Right of first refusal for existing employees (up to staffing requirements) * Hiring/supervising mechanics and related personnel * Training program for mechanics * Certification program for mechanics * Pay incentives * Comprehensive medical and retirement benefits package for mechanics and other personnel * MLS safety program There are many ways in which MLS can create a customized program to address all of your fleet management and maintenance needs. The services outlined above reflect areas of MLS' proven expertise. We recommend that, as your next step, you and/or any other official consider scheduling a visit to an MLS component in your area. Seeing one of our operations and speaking with those who reap MLS benefits daily is undoubtedly the best way to understand the impact MLS will have on your fleet operations. I will contact you soon to review these options. If I can be of assistance until then, do not hesitate to call me. Sincerely, MLS, INC. Earl E. Aver Vice Preside Sales and Marketing EEA:sw