ADMINISTRATIVE UNIT REVIEW RECOMMENDATION #1B

 

Title:                             Specialized Vehicles/Maintenance Equipment

Description:                  Notify departments with specialized vehicles and department owned equipment that we will no longer be purchasing additional specialized vehicles.  Talk to departments about Fleet handling the equipment on specialized vehicles.

Team Leader:               David Franklin

Team:                           Dennis Lepenske, Jenny Heidrick, Nate Cacciari, Tom Pomroy,

Ed Anderson, Jay Smith and Dale Hendrickson

Identified Issues:           Not all departments are aware that Fleet Services has always offered campus departments our services in handling their maintenance and repair needs on their equipment on Fleet vehicles. The team believes our most important task is to communicate this to departments.

Fleet Proposal:             The Team began the discussion with the idea that Fleet Services be a one-stop-shop for specialized vehicles and equipment on vehicles owned by Fleet.

We will send a letter to the owning departments of specialized vehicles explaining that Fleet is (and always has been) a one-stop-shop for their equipment.  We will explain to them that we encourage them to bring these types of vehicles/equipment to Fleet and we will handle (either internally or outsourcing) their maintenance and repair on a recharge basis.

We will also inform these customers that when purchasing new specialized vehicles/equipment (cab and chassis, liftgates, booms, etc.), Fleet with assist them in their selection process.  We will inform them that when they purchase equipment to be installed on our equipment, or when purchasing a new specialized vehicle, they have the option of paying depreciation on the vehicle and equipment.  By doing this, when it comes time to replace the equipment Fleet will have collected the funds to replace this equipment.

Justification:                  The team believes that the above options will give departments choices when purchasing vehicles and equipment.  It will be our job to make sure departments understand the consequences of the choices they make.

Impact:                         Due to the fact that Fleet Services has offered the service of taking responsibility for equipment on vehicles for quite some time now, we believe that there will be no impact on personnel or budget. 

 

There will be an impact on departments who require additional specialized vehicles. The departments will be responsible for funding the initial acquisition of these vehicles. 

U.C. Davis: Fleet Services

 

 

Date:    April 4, 2005

 

To:       Departments with Specialized Vehicles

 

In an effort to improve our service to campus departments, Fleet Services has instituted a one-stop shop for your vehicle service as well as equipment mounted on your vehicle (ex. - lift-gates, buckets, booms, etc.).  Fleet will perform scheduled maintenance, repairs, retrofitting, etc. on this equipment. Please call our shop foreman at 752-9669 or the Service Office at 752-0789 for more information.

 

Repairs beyond the capability of Fleet Services will be outsourced on a recharge basis.  When outsourcing repair work, we actively seek to find the best quality service at the lowest price.  Repairs on your equipment completed by Fleet Services will be made on a time and material basis.  We will monitor your satisfaction with all of the work performed on your vehicles including that work done internally as well as outsourced.  Fleet will also assist departments when purchasing specialized equipment on vehicles.

 

In the past, Fleet Services has funded the purchase of new, additional specialized vehicles (usually one ton and over) for campus departments.  To avoid having multiple campus departments subsidizing the specialized vehicle needs of one department, effective immediately, Fleet Services will require departments to fund their new, additional specialized vehicle needs.  Unless otherwise instructed by your department, Fleet will collect depreciation as part of the monthly lease rate to allow for the replacement of the vehicle at the end of its life.  If your department chooses not to depreciate the specialized vehicle, no depreciation funds will be collected as part of your monthly lease rate and funds necessary to replace the vehicle will be the financial responsibility of your department.

 

Fleet Services will be establishing annual vehicle contracts with your department that will identify the components of the monthly lease rate and the responsibilities for maintenance and use of the vehicle.

 

I look forward to meeting with you and discussing how Fleet Services can assist you with your vehicle needs.  If you have questions or require additional information, call me at 752-9666 or email Barb Greene                 

 

Sincerely,

 

 

 

Barbara Greene

Manager