Title
Receive a status report on Fleet Management process improvements.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors receive a status report on Fleet Management process improvements.
SUMMARY:
In early March of 2013, the need for improvements within the County's Fleet Operations was identified. In late March of 2013, the Contracts/Purchasing Officer submitted a written proposal proposing a structural change in the oversight of Fleet Operations. The proposal submitted was reviewed and accepted by both the County Administrative Office staff and the Resource Management Agency, thus creating a new oversight structure. The Contracts/Purchasing Officer (CPO) was given the direct oversight authority for operational and budgetary responsibilities for Fleet Management.
DISCUSSION:
The first official act taken by the CPO was to perform internal reviews of the existing fleet systems and procedures in order to identify those areas that required immediate attention. Through the analysis it was determined that both the existing Fleet Management and Fuel Management Systems were outdated and needed immediate replacement. A Request for Proposals (RFP) #10417 was immediately developed and released, soliciting proposals from qualified vendors for replacement of the two (2) systems. In addition, the process began to immediately reclassify the existing General Services Manager position within Fleet to an actual industry standard Fleet Manager title which assisted in the recruitment process to ensure applications were received from industry professionals. An Interim Fleet Manager with extensive experience was brought onboard while recruitment for a full time candidate took place.
Listed are some accomplishments fulfilled for FY 2013-14:
· Through the RFP process both FASTER and EJ Ward were selected as the new system providers for the new Fleet Management & Fuel Management Systems. Both systems are currently being implemented with a targeted completion date of October 2014.
· Successfully hired a permanent professional Fleet Manager (Dennis Scamardo, Certified Fleet Manager);
· Reopened the previously closed mini-lube facility located at the Laurel Yard; and
· Spent the past six months addressing ineffective and outdated internal processes and procedures and have made a number of changes.
Fleet is currently in the process of bringing online a new "Car Share" program from INVERS which is targeted to "Go-Live" this month. Lastly, negotiations were completed between the City of Monterey and approval from the Board of Supervisors was received on May 13, 2014 to execute an agreement to co-share space within the City of Monterey's Ryan Ranch Automotive Facility. Shared operations began in July 2014.
OTHER AGENCY INVOLVEMENT:
This has been a collaborative process with participation from both the County Administrative Office and the Resource Management Agency.
FINANCING:
There is no budget impact to receive this report.
Prepared by: Michael R. Derr, Fleet Business Manager x4992
Approved by: Approved by:
__________________________________ __________________________________
Michael R. Derr Dewayne Woods
Contracts/Purchasing Officer - Assistant CAO x5309
Fleet Business Manager x4992
Attachments: Fleet Management Project - PowerPoint presentation