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Roll Call: Chair Zucal, Affa, Hendricks

Discussion: Fleet Maintenance Cost Analysis Strategy and RFP

I. WORKSCOPE A. Background: For decades, the City has outsourced the maintenance of its fleet vehicles, including, but not limited to, vehicles and equipment used for policing, firefighting, heavy duty vehicles, and snow removal. The prompt and cost-effective maintenance of these assets is, therefore, of paramount importance to the administration and to City Council. The City is neither the owner of the real property which hosts the garage, nor the assets used to repair and maintain the fleet. The employees that service the vehicles are not employees of the City, although the tradesmen employed there are members of the Service Employees International Union ("SEIU"). The City and its governing body wish to obtain a complete cost assessment and operational impact of insourcing the fleet maintenance operations. For the purposes of this request, the bidder should assume that all tradesmen and maintenance staff insourced would collectively bargain under the City's existing SEIU contract, and that these bargaining employees would be supervised by non-bargaining staff. B. Project Scope: The selected vendor will provide a complete direct and indirect cost analysis of insourcing the fleet maintenance operations, as well as long-term liabilities. The direct cost of insourcing will compute all personnel costs, including, but not limited to, wages, premium pay, health and prescription coverage, pension fund contributions (the MMO), FICA, and shift differential. Direct cost computations will also include the acquisition of capital assets to perform maintenance, average annualized cost of parts, supplies, utilities, leases, fuel, oil, grease, office supplies and IT equipment, equipment maintenance, uniforms, training, third-party contracts, and any other fixed or variable costs not enumerated in this subsection. Indirect costs will compute estimated annualized burden on HR, finance, procurement, IT, risk management, and legal services. Software support and licensing charges will be included.

Pension, worker's comp, and OPEB liabilities must be computed. The calculations will assume the placement of SEIU members into the City's bargaining unit at their current level of service and compensation based on the existing collective bargaining contract. Actuarial analysis of pension and OPEB liabilities may be subcontracted by agreement of the parties. C. Requested Services: 1. Quantify fleet maintenance demands; 2. Quantify cost of workforce; 3. Quantify capital costs; 4. Quantify other operational costs; 5. Quantify internal costs; 6. Quantify liabilities, 7. All of which relate to insourcing versus outsourcing fleet maintenance, less current contract cost. 8. Using the data, opine on the cost benefit of insourcing versus outsourcing fleet maintenance. D. Deliverable: A report consistent with this section. Respondent will propose a timeline of deliverables in stages.

15-4924 Draft - Fleet Consult Services

Legislation Text 2022-10 RFP Fleet Consulting Services Draft

15-4838 R13 Recommends Establishing a Committee to Review Bringing the Fleet Service Repairs Back Under the Control of the City.

Legislation Text R13 Fleet Maintenance Resolution Resolution #30371

Adjournment