agreement compliance: parties will comply with all...

2011-2014 Fleet & Communications Division

Consistently understanding, anticipating, and maintaining our customer’s expectations and needs in a collaborative manner that is efficient, effective, and professional. All services performed will focus on maximizing our available resources to achieve this service goal.

Internal Service Agreement2011-2012

document.docx 09-12 Fleet & Communication I.S.A.

1) Purpose and Objective

Fleet & Communications is a section of the Operation’s & Maintenance Division of the Civic Services Department and provides services to other City Departments. It is an internal service fund called the Equipment Rental Fund (ERF). This fund has two sub-funds: Mechanical Equipment Rental Fund (MERF) and the Electronic Equipment Rental Fund (EERF). For more information on ERF, please see the ERF Policies on the Intranet under Fleet and Communications.

The purpose of this agreement is to describe the level of services performed by Fleet & Communications (F&C). Our objective is to provide superior customer service, and is defined as:

Consistently understanding, anticipating, and maintaining our customer’s expectations and needs in a collaborative manner that is efficient, effective, and professional. All services performed will focus on maximizing our available resources to achieve this service goal.

More specifically, it is our intent to:

To provide services that is in collaboration with our customer’s service delivery goals. Acquire and maintain superior fleet and electronic communication equipment based

on industry benchmarks. Manage our equipment and services in a dependable and consistent manner. Acquire equipment that is consistent so that we can maintain it at the most efficient

and effective levels. Increase the day-to-day reliability of the equipment, provide effective services, and

extend the useful life of the equipment. Become a leader in our community by collaborating with the Environmental Initiatives

and fulfilling our directives to reduce consumption of fuel and Green the Fleet with hybrid and other alternative fuel vehicles.

2) Scope

The body of this agreement will list the general services provided to the using Department by F&C for 2011 through 2012. A Department may use all or a mix of services, based on their equipment needs. Department specific services and/or amendments to the general services described below will be listed in a separate Department-specific appendix. All equipment covered by the Equipment Rental Fund (ERF) Policies and used by the Department will be covered by this agreement, unless excluded by the Department Head during the budget process. This agreement works in conjunction with the ERF Policies. If any issues of conflict arise between the ERF policies and this agreement, the ERF Policies take precedent. For a complete Equipment Rental Fund Policies, please go to the intranet and look under Civic Services Department Fleet and Communication Division.


3) Roles and Responsibilities

The management of the equipment will be a collaborative effort and will be guided by the following:

a) Assignment and Use: the Department is responsible for assigning equipment and managing the day-to-day use of that equipment. F&C will assist and advise the Department by recommending operational best management practices (BMPs) from a maintenance perspective. The Department will assist F&C by assigning and operating the equipment in a manner that minimizes the need for extraordinary maintenance needs and extends the useful life of the equipment. The Department will be the responsible party for reporting accidents and managing user abuse. Accidents and abuse fall outside the scope of normal maintenance. F&C will make every effort to expedite these types of repairs but in most cases normally scheduled work will take precedent.

b) Maintenance and Support Functions: The Department is responsible for taking the lead on BMPs related to the service delivery use of the equipment. F&C is responsible for determining the vehicle/equipment or radio-related BMPs, with input from the Departments. F&C will determine the proper procedures and schedules, working with the customer to ensure that the Department’s operational needs are met. The goal here is to increase the day-to-day reliability of the equipment, provide effective services, and extend the useful life of the equipment.

c) Replacement: This applies to ERF-owned equipment only. Both the Department and F&C will share the responsibility of managing the replacement of equipment as defined in the ERF Policies.

4) Issue Resolution

Issues between F&C and the Departments over service delivery will be resolved based first on ERF Polices, then on this agreement. If not clearly covered by these two documents, the F&C Manager will meet with Department management, using an interest-based methodology to resolve the issue. If unsuccessful, the Department has the option of meeting with the Director of Civic Services to resolve the matter.

5) Recovery Methodology: During the budget process, the Fleet & Communications Manager along with the Civic Services Fiscal Manager will establish rates and charges for all Department equipment covered by this agreement. The table below is an overview of our rate methodology for the next biennium:

Rate Methodology

Asset Management1) Replacement(MERF & EERF)

RF: Monthly replacement charge is calculated by taking the asset’s total cost and

dividing it by its accounting life in months. In the past it was one amortized fee. Now the replacement is calculated at the fund level and not the individual asset. This has been adjusted now toward a cash flow methodology.

The monthly replacement is collected in the replacement fund. Interest and salvage is collected in the replacement funds. Billed monthly via JDE’s “allocation” module

2) Asset Management for ERF: Asset management costs (e.g., management, administration, interfund charges, specifications, purchasing and disposal) are defined and collected by sub-fund (EERF & MERF).

These costs are divided by the number of assets in each fund to establish a flat rate per asset.

Departments are charged based on the number of assets they use. Billed one time per year via JDE’s “allocation” module


Rate Methodology

Fleet Operations

3) Maintenance Rates for Fleet Operations (Contract Rate and Time & Materials)

Operational costs (e.g., labor, parts, outside services, oils, lubricants, training, interfunds, equipment, fuel, and other overhead charges) are defined for maintenance services. This includes operating reserves and approved operational investments.

Off-setting revenue is collected for almost every asset by the establishment of a monthly contract rate. This rate includes regular and preventive maintenance, repairs, and predictable modifications on equipment, emissions testing, and road calls. For more information, see the “Time and Charges Billing Policies” below

Time and materials include: special or project oriented modifications; repairs for accidents related to abuse (and not covered by risk), or negligence; installation of new or special equipment; unanticipated special needs or services, special projects, and unique assets not suitable for contract rates (eg.: vehicles owned by other jurisdictions, summer rentals, etc.). (See “Time and Charges Billing Policies” below). This includes shop rate for labor, parts, outside services, taxes, and overhead.

Billed monthly via JDE’s “allocation” module (contract rate) or “billing” (time and charges).

4) Fuel Fuel is budgeted based on historical estimates, planned changes in usage, additions to the fleet, and industry trends.

Fuel is billed based on actual cost plus overhead. Billed monthly.

5) Motor Pool Department’s budgets are set based on historical use of the motor pool. Each Department is billed based on a monthly allocation method (1/12th per

month) of their budget.

ECS Operations6) ECS Operations Operational costs (e.g., labor, parts, outside services, training, inter-funds,

equipment, etc.) are defined for maintenance services. This includes operating reserves and approved operational investments.

Budgets are apportioned by historical share of service usage plus forecasted special needs.

Billed monthly.

6) Time and Charges Policies

a) Background: As part of the normal contract maintenance rate, Fleet will perform service requests that support the customer in their service delivery effort. These requests must fit Fleet's service delivery mission as described in this Internal Service Agreement. There will still be situations where Fleet will have to bill for service at "time and charges". Examples include:

b) Fleet will perform modifications and special service requests that support the customer in their service delivery effort. SERVICE REDUCTION (This will be very limited due to staffing levels. Proposal to add (2) additional staff for this effort was not accepted in the 2011-2012 Budget. This work will have to be approved by the Fleet Manager and the Organization’s Director. The billing for this work is on Time and Charges.)

i) Assets owned by other entities (e.g.: Eastside Narcotics Task Force). This will be negotiated between Fleet and the main customer contact.

ii) Temporary equipment loans (e.g.; the “Summer Rental” program).

(1) Customers may request something of Fleet that was not part of our service agreement, but are willing to pay for the service directly out of their budget (and


not part of the interfund with MERF). (See item B on reduced services)

iii) Equipment abuse and/or neglect.

iv) Accidents/incidents under $500 that would normally go to Risk. This is due to the Risk policy of not paying for accidents or incidents under $500, as stated in section III of the Risk ISA:

“The Risk Management Office will not cover losses, including vehicle losses, whose actual cash value is $500 or less, unless subrogation activity against an identified responsible third party will result in reimbursement to the City for the loss”.

The following business rules have been developed for these situations and to assist Fleet in controlling current (and future) Departmental costs.

c) Labor: Any equipment-related modification will be scheduled as appropriate. In most cases, normally scheduled work will take precedent over modification or special requests. If the customer requests that work not critical to their service delivery mission be done immediately (and fleet agrees) and if this requires staff to work overtime, the customer will be billed for that overtime. (Note: Fleet may choose to develop a modification request form for our customers to use.) (See item B on reduced services)

d) Parts: When the request for a modification or special service requires unique parts not normally supplied by Fleet, the Department will pay for these items directly out of their budget. If this is not possible or practical, then Fleet will purchase them and bill the department. SERVICE REDUCTION Parts Inventory has been significantly cut by a reduction proposal for the 2011-2012 Budget. (See item B on reduced services)

e) Additional Equipment: When the request for a modification or special service requires additional equipment installation not normally supplied by Fleet, the Department will pay for these items directly out of their budget. F&C Manager or a designee will approve additions before installation. If this is not possible or practical, then Fleet will purchase the equipment and bill the department. (See item B on reduced services)

Please note: for policies on “capital additions,” see the ERF Policies.

f) Outside Services: When the request for a modification or special service requires Outside Services not normally supplied by Fleet, the Department will pay for these items directly out of their budget. If this is not possible or practical, then Fleet will purchase them and bill the department. F&C Manager or a designee will approve work orders before installation. Any vehicle work on any vehicle going to a vendor will be handled by the Outside Services Specialist.(See item B on reduced services)

g) Approval: For requests between 0 and $2,500, the Department's Supervisors can approve. Between $2,500 and $4,999 Manager's can approve. For requests over $ 5,000 the customer's manager and the Fleet & Communication's manager must approve. (See item B on reduced services)

7) Communication


Communication will occur through a Department-designated Fleet coordinator. Daily, weekly, and monthly communication will occur whenever it is needed. F&C or the Department will meet whenever an issue cannot wait for the annual customer meetings, at the request of either party.

Communication Between Departments:Customer department will designate a fleet coordinator(s) as a contact person for the fleet. This coordinator is to provide all directional decisions with regard to management of the fleet and be the main point of contact for Fleet Operations. Other duties may be delegated within the department, such as requests for smog (emissions) inspections, service reminders, arrival of new vehicles, damage report requests (accident reports), specing decisions and signed approval, communicating parts and repair delays from Fleet Operations.

Customer departments will report vehicle malfunctions and other needed repairs to the Fleet Operations Division promptly or as soon as practical following notice of such condition. Customer Department will review departmental programs for driver training so that Fleet Operations may contribute its expertise and suggestions for developing driver training programs for employees of the department. Customer Department will take appropriate steps to minimize actions resulting in driver responsible repairs on vehicles and equipment. These could include non-compliance with preventative maintenance schedules, misuse of equipment and accidents. Customer Department will report all actions taken in such cases to Fleet Operations.

Fleet Operations will designate the F&C manager as the point of contact for all vehicle programs, disposal of surplus vehicles and all policy matters. The F&C manager will further delegate responsibility to the appropriate supervisor or specialist.

F&C will also conduct a minimum of one informational meetings per year to discuss the following items:

Service issues. Costs. New equipment technology. Current needs. Future needs. Replacement strategies. Safety issues Budget Impacts Impact on Fleet Operations Impact on ECS Operations

8) Services

a) Administrative:

F&C will provide administrative services to the Departments, serving as the Department’s representative in the F&C business lines. Included in these services will be management oversight of Fleet Operations and the Electronic Communication Services. Additionally, we will represent our customer’s interests with vehicle/equipment and radio industry specific organizations like the Eastside Public Safety Communications Agency (EPSCA), the Public Fleet Manager Associations (PFMA), the National Association of Fleet Administrators (NAFA), the Federal Communications Commission (FCC), North East King County Regional Public Safety Communication Agency (NORCOM), to name a few.


Additional administrative services include updating and administering ERF Policies; provide monthly billing and cost information; provide operating and technical information on Departmental equipment; and process and pay all bills associated with the services that F&C provides.

b) Asset Management:

F&C will provide asset management services in a manner consistent with ERF Policies, Departmental Objectives, and best management practices for the equipment in question. This includes specifying vehicle/mechanical and radio assets, purchasing all equipment, and receiving it for the city. Additionally, we will license and perform title services. Working with the Purchasing Division of Finance, we will provide salvage services.

Equipment replacement services are provided and are guided by the ERF Policies. F&C will collaborate with the Departments to ensure the goals of the ERF Policies are met. Working with the Departments, F&C will be responsible for setting equipment accounting life, replacement rates, and salvage values to assist the Departments in utilizing their replacement funds to ensure adequate funding for equipment replacement.

Asset management and replacement rates are described in section 5 of the document. SERVICE REDUCTION (Fleet Operations requested a Specification Writer to help reduce the time to design vehicles and deliver them to the customer. Proposal to add (1) additional staff for this effort was not accepted in the 2011-2012 Budget. Fleet Operations will work diligently to get replacements done in a timely manner, but delays are anticipated due to workload)

c) Fleet Maintenance

F&C, through the Fleet Operations, will provide mechanical repair, preventive maintenance, component repairs/rebuilding, mobile service, emission inspections, modifications, welding and fabrication, glass replacement, and body repair. These services will be provided using a mix of city staff and outside services. Additionally, F&C will manage towing and tire repair services as necessary. In general, it is the Department’s responsibility to deliver the equipment to the Fleet Shop. All services will be performed to industry specifications and standards, in conjunction with the Department’s service delivery needs.

i) Mechanical Repair: Fleet Operations will repair equipment based on resource availability, severity and, when necessary, the prioritization of work section (xiv).

ii) Preventive Maintenance (PM): Fleet Operations will collaborate with the Departments to develop industry based preventive maintenance procedures and schedules. This will include routine inspection and servicing to maximize the availability of equipment and to minimize unscheduled repairs. In addition to following BMPs for the equipment, Fleet Operations will ensure that the procedures used meet the terms and conditions required to comply with the manufacturer’s specifications, warranties, and recommendations. Additionally, Fleet Operations will work with the Departments to meet any specific provisions for equipment as dictated by their business lines. Fleet will work with the department representatives to establish notification timelines for PMs. It is the responsibility of the Department to make the equipment available to F&C.

iii) PM Program Focus: A comprehensive PM program is the cornerstone of effective fleet maintenance. The objective of a PM program is to minimize equipment failure by maintaining a constant awareness of the condition of equipment and


correcting defects before they become serious. A PM program minimizes unscheduled repairs by causing most maintenance and repair activities to occur through scheduled inspections. An effective PM program pays dividends not only in improved equipment safety and reliability, but also financially by extending the life of equipment, minimizing the high cost of breakdowns, and reducing lost employee productivity resulting from equipment downtime.

iv) PM Service Types: There are several types of PM services that we provide based on the manufacturers recommendations and Fleet best practices. Typically, a PM “A” service consists of oil and filter change, and a full safety inspection. The PM “B” consists of a PM “A” as well as tune-ups, transmission service and a front end alignment. PM’s are specialized for the type of vehicle and at a minimum, meet all required maintenance activities required by the manufacturer.

v) PM Schedule: Fleet Supervisors or a designee are responsible to schedule all vehicles for repairs and service. Light trucks and sedans are scheduled every 4,000 miles or 6 months, whichever comes first. Fleet Operations will make every attempt to notify the appropriate parties and work collaboratively in scheduling equipment in to the shop for maintenance and repair. Ultimately, the responsibility of preserving the 4,000 mile/ 6 month service intervals falls on Fleet Operations, Fleet Coordinator and the Operator of the vehicle. Vehicles that do not come in for regular service may be charged for repairs that were caused by abuse and not covered by a maintenance contract. Fleet Operations has a duty to perform PM services on time and this is a performance measure for the City. Fleet Operations will affix the appropriate inspection and certification stickers to vehicles and maintain the proper records. Services will be performed at the Bellevue Service Center 2901 115th Ave NE Bellevue, WA 98004

vi) Intervals and Scheduling PM’S: Fleet Operations will interface with the City’s fueling systems for up to date meter readings in order to properly schedule preventative maintenance services and required inspections and certifications. Fleet Operations will track maintenance of vehicles and equipment in our fleet management information system (Maximo). Fleet Manager or designee will contact the customer department fleet coordinator to schedule maintenance and repairs. Fleet Operations will also contact the customer department fleet coordinator on any vehicles that need to come in for service based on meters. Shop hours are 6:00 a.m. to 3:30 p.m. Monday – Friday.

vii) PM and Vendor Work: Fleet Operations will negotiate contracts with local vendors in close proximity to the Bellevue Service Center where practical. Fleet Operations may also negotiate and provide services with vendors who provide services on-site, depending on shop space. Invoices for such services will be sent directly to Fleet Operations and included in our internal billing, either contract or time and charges. Fleet Operations recommends that all PM activity services be performed at the Bellevue Service Center facilities in order to maintain consistent standards of service and to maximize economies of scale.

viii) PM Compliance Goal: Fleet Operations will achieve a PM compliance rate of 95% for department’s vehicles. That is, 95% of scheduled services will be completed before they are overdue. Departments agree to cooperate in scheduling PM services by responding promptly to PM schedule requests and by honoring PM appointments.

ix) Rescheduling PM Services: If operational priorities require rescheduling of a PM appointment, then the Department agrees to do so at least 24 hours in advance of the original appointment by calling or emailing the Shop Supervisor or designee. Missed appointments with no call will count against the department’s achievement of


the PM compliance goal. Fleet Operation will report all missed PM appointments to the Department Fleet Coordinator.

x) Mandatory State and Federal Inspections and Certifications: State annual emissions inspections (smog checks) for all gas powered

automotive vehicles under 1 ton, including marked patrol units, and other emergency vehicles.

All other Federal and State required vehicle inspections and certifications including lift truck certifications, OSHA inspections, aerial device, tank certifications, diesel engine opacity inspections and mandatory State inspections. There will also be a Department of Ecology reporting on Green House Gas emissions that is expected in 2012.

xi) On Demand Safety Checks: Fleet Operations will perform on demand, safety checks when a department employee makes a personal determination that the vehicle may be unsafe. Fleet Operations will communicate with the Department coordinator when a vehicle is delivered for an on demand, safety check. Fleet reserves the right to determine when a vehicle will or will not be placed “Out of Service”.

xii) Repair Program: State of Readiness- Vehicles will be kept in safe operating condition within

manufacturer’s specifications and in a state of readiness.

Standards of Maintenance- Vehicles will be maintained and repaired according to the level of effort described in department’s Standard of Maintenance. Repair services will be provided on an as needed basis according to the department’s level of service.

xiii) Repair/Replace Decisions: If Fleet Operations believes that vehicle replacement is more cost effective than repair of the unit; it will present these recommendations to the Department along with the financial implications. Further discussion may be needed with the budget office.

xiv) Priorities of Work Repairs: F&C realizes that our customers are at time competing for our services and that our resources are limited. F&C also understand that our customers have significant and important service delivery responsibilities and need their equipment to perform these. During normal maintenance, F&C will prioritize our resource over our entire customer base in a system like manner so that F&C can be effective to all Departments. During an emergency (short or long in duration), F&C will use this prioritization system where our customer’s equipment is needed:

Priority 1: Life/Safety/Emergency ResponsePriority 2: Property or Environmental DamagePriority 3: All Other Operational Emergency needs.

Fleet Operations recognizes that priorities can change on a daily basis

depending on emergency situations, work priorities and the availability of back up units. Fleet Operations shop supervisor will constantly discuss repair priorities with the Department coordinators. A nightly email is sent to all coordinators for the latest status of their equipment.


xv) Vendor Services: In addition to our regular repair services, Fleet Operations also will coordinate contract repair services for City of Bellevue Departments. The decision to use a outside vendor will be based on shop workload and services that require special tools, equipment or expertise. Roadside tire services, towing services, auto body and repair, windshield repair, stationary generator repair, are just a sample of the vendor services provided. Shop supervisor and the Outside Services Specialist will coordinate the needed repair. These are available through contracts managed by Fleet Operations.

xvi) Tire Services: Tire costs are one of the largest expenses for fleet. Fleet Operations manages tire costs through the best value purchases of new tires, use retread tires where appropriate, and a combination of in-house tire staff and tire vendors for large truck roadside service. For light duty vehicles, roadside tire changing is not permitted by employees; it may be done by our contracted towing service if the vehicle is equipped with a spare. The vehicle needs to come to Fleet Operations immediately after the tire has been changed. Typically the vehicle is towed to the BSC and repairs are completed. Drivers should contact Fleet Operations and a tire vendor or tow truck will be dispatched to assist the driver.

xvii) New Vehicles: Fleet Operations will take the lead in preparing new automotive equipment for service. This will include safety checks, marking, coordinating radio installation, and other make ready work. If the equipment is a replacement, the Department must turn in their old equipment before the new equipment will be issued (unless other arrangements have been made with the F&C Manager or Supervisor). F&C will make every effort to expedite the up-fitting of new vehicles but in most cases normally scheduled work will take precedent. SERVICE REDUCTION. Proposal to add (2) additional staff for this effort was not accepted in the 2011-2012 Budget. The Upfit of vehicles will take additional time as it will compete with normal maintenance. Requests that need fabrication and or specialty parts may have to be sent to an outside vendor.

xviii) Tire Chains: Fleet will also place snow chains/cables in all new vehicles as of 2002 as part of the upfit process of new vehicle. The cost of these will be covered in the make-ready upfit charges. If the chains become damaged due to abuse or lost, the customer’s misc. account will be charged. Normal wear and tear will be covered by the maintenance agreement.

xix) Road Calls and Field Repairs: When a vehicle breaks down in the field, Fleet Operations will either arrange for a tire repair, service truck, tow truck or mechanic, depending on the situation and the resources available. During normal business hours, it is Fleet Operations goal to respond to the customer request a.s.a.p. When dispatching staff resources, arrive at the site within one hour (depending on location and priority as stated above). For after-hours calls, it is our goal to respond verbally within 30 minutes of the call (when there is not designated standby) and if dispatching staff resources, arrive at the site within a maximum of two hours. Please note: staff will make every reasonable effort to reduce the time it takes to arrive at the site. This is dependent upon where the staff lives, weather conditions, and traffic conditions at the time of the call. It is Fleet Operations safety policy to have a minimum of 2 persons in a shop at any given time. In the glove box of each vehicle is the Motor Pool Operations Vehicle Packet. The top card inside of the packet is the Roadside Assistance Information card. The first line of this card indicates that this applies to "vehicle breakdowns, dead batteries and flat tires". The policy on the card indicates to contact Fleet and provides 24 hour contact information for breakdowns. Risk issues the Vehicle Packets with the understanding that Fleet is the City Department that is chartered with handling vehicle breakdowns, which includes flat tires. This position is taken to avoid possible immediate or future injuries/damage to


personnel and or equipment. It is established as a policy in order that all employees receive vehicles that are maintained to the same high standard. Our vehicles carry the City's liability with them wherever they travel and we want to know that they are in the best possible operating condition and maintained in accordance with the manufacturers recommendations. We rely upon Fleet to maintain this safe operating condition and to obsolete vehicles that might pose a risk to our employees or others. This cannot be reliably accomplished if every City employee changed flat tires or performed any other form of vehicle repair which resulted from a breakdown

xx) Emergency Events: During actual or developing emergency events (e.g., snow storms, wind storms, earthquakes), Fleet Operations may assign a staff member to standby, and assign them a cell phone to wear during the event. Emergency Operations Command Center and Fleet Coordinators will be provided this number. The standby will be called at home. It is our goal for staff to respond verbally within 15 minutes of the call (depending on where they are when they receive the call) and, if needed at a site, arrive within two hours. Please note: staff will make every reasonable effort to reduce the time it takes to respond verbally and/or arrive at the site. This is dependent upon where the standby is at the time of the page, where they live, weather conditions, and traffic conditions at the time of the call.

xxi) Vehicle Appearance: Assigned users are responsible for the general day-to-day upkeep and cleaning of their equipment. The vehicle is a representation of the City’s Departments and professional services that are performed. F&C realizes that it is a BMP to keep the vehicle/equipment held to a reasonable appearance standard and by doing so, increases its useful life. Fleet Operations and the Departments will collaboratively establish the appearance standards for their vehicles. Please note that work performed in this regard by Fleet or outside vendors is not covered by the maintenance contract and is billed on a time and charges basis using the customer’s miscellaneous account.

xxii) Modifications requests: All requests for modification of equipment will be

submitted by the Departmental designee to the Fleet Supervisor. Estimated costs will be prepared and returned to the Department designee, who will be responsible for giving or arranging for final approval by the Department. These costs will be the responsibility of the Department. SERVICE REDUCTION. Proposal to add (2) additional staff for this effort was not accepted in the 2011-2012 Budget. Modifications will be limited and have to be approved by the Fleet Manager and the Customer Department Director.

xxiii) Warranty and Rework: Fleet Operations shall identify and track repairs that are covered under warranties or repairs that require rework due to part failure, manufacturer’s defects, or improper repairs. Fleet Warrany Specialist is charged with these duties. Warranty or rework costs will be the responsibility of Fleet Operations and will not be charged to the vehicle. For work performed by Fleet Operations or our contractors, our goal is to maintain rework rate at less than 1% of all work orders.

xxiv) Notification: Fleet Operations shall notify the Department designee by telephone or E-mail of any vehicle that will be detained for repairs for more than 24 hours, unless previously discussed with the Fleet coordinator or operator of the vehicle. The notification shall state the vehicle number, the cause of the delay, and the anticipated completion date. Additionally, the Department will be notified by Fleet Operations whenever the cost is significant and/or has budgetary implications (current or future budgets). If any delay of equipment significantly impacts the Department’s service delivery, F&C and the Department’s designee will meet to


discuss options available to return the equipment to service in the most efficient and effective manner.

xxv) Vehicle Damage, Accident Repair, and Safety: Fleet Operations will be responsible for processing of accident repairs including estimates of damage, obtaining three competitive bids (when necessary) from vendors, arranging for the transport of vehicles to and from the repair vendor, managing repair quality and timeliness, and administration including coordination with Risk Management. Fleet Operations will also conduct vehicle/equipment and mechanical investigations (required by Risk), which will be billed separately to the requesting department. Examples of this include operational reconstruction of a problem and vehicular forensic investigation. SERVICE REDUCTION. Proposal to add (2) additional staff for this effort was not accepted in the 2011-2012 Budget. Vehicle Forensic Investigations will be limited and have to be approved by the Operations, Deputy Chief of Police and the F&C Manager

.xxvi) Fleet Operations will alert the Departmental contact immediately when any type

of vehicle damage is found. The repair costs due to misuse, abuse, or negligence will be the responsibility of the Department and billed separately, either through the Department’s misc. account, a Department-supplied account number, or be billed to Risk Management. It is the Department’s responsibility to follow Risk’s procedures for reporting accidents. Please contact Risk Management directly for an understanding of their processes and procedures. Fleet and the Departments will be jointly responsible for using equipment in a safe manner. The Department will be responsible for the safe use of equipment and will communicate to Fleet any problems with equipment they suspect to be unsafe.

Vehicle Replacement: Fleet Operations is responsible for preparing replacement recommendations for all vehicles in the City of Bellevue. Replacement recommendations are prioritized according to a formula that considers vehicle age, life usage, life costs and a condition review. The ERF fund is set to replace vehicles on a planned cycle. Fleet Operations prepares specifications, contracts, and purchase agreements and works with Purchasing to coordinate acquisitions from equipment vendors and manufacturers. SERVICE REDUCTION (Fleet Operations requested a Specification Writer to help reduce the time to design vehicles and deliver them to the customer. Proposal to add (1) additional staff for this effort was not accepted in the 2011-2012 Budget. Fleet Operations will work diligently to get replacements done in a timely manner, but delays are anticipated due to workload)

xxvii) New vehicles are prepared to go into service and replace the older vehicles within that same year. Priority is given to Public Safety and new (add)’s vehicles. Fleet Operations will strive to purchase vehicles with all necessary equipment already installed in order to expedite delivery to customers. Fleet Operations will be responsible for preparing Departmental vehicles for service including installation of decals, and other equipment during upfit described below. . SERVICE REDUCTION. Proposal to add (2) additional staff for this effort was not accepted in the 2011-2012 Budget. Upfit and Make Ready work will be delayed as we will have to use existing staff that is responsible for repairs and maintenance of current vehicles. This work takes priority over new vehicles going into service. This applies to all of the below.

(a) Development of specifications with the Customer Department, New vehicle order form signed as approval for the purchase and acquisition of the new vehicle.


(b) Vehicle numbering, license processing, and entry into Maximo (MMIS System) and Ward (Fuel System).

(c) Fleet Operations will identify the most effective disposal method of surplus vehicles and transportation if required.

(d) Administrative processing for disposal and coordinated with Purchasing Department.

(e) Management, financial and information services.

(f) Research of changes to equipment technology.

(g) Specialized Services: such as negotiate, design, and build or purchase specialized equipment such as radio brackets, racks, shields, and support for laptop computers, headache racks, emergency lighting, etc. determined annually.

(h) Specialized Driver Training Vehicle Services: Identification of surplus police vehicles as for potential vehicles for driver training programs like EVOC and specialized training for Police motorcycle riding.

(i) Confiscated and Surplus Vehicle Services such as parking and storage

(j) Maximo Fleet Management Information System: Fleet Operations has installed a new computer information system to manage vehicle maintenance operations. This system provides equipment life cycle cost information, shop productivity data, preventative maintenance scheduling, warranty tracking, asset management data, and other operational information. Fleet Operations will also provide Customer Departments with special reports that are required to support management decisions for budget preparation.

(k) Internal Pool Vehicles: Fleet Operations maintains an inventory of vehicles that are available for short term rental to replace vehicles under repair, to meet daily transportation needs from the City of Bellevue.

(l) Replacement priorities are assigned by the F&C Manager depending on resources available. Fleet Maintenance takes priority over Up-fitting of vehicles. It is the intent of Fleet Operations to have a replacement asset completed and in service within the replacement year. F&C and the Departments also realize that this is dependent on the resources available.

xxviii) Fuel: Fleet Operations will operate and manage the automated fuel system at all locations. Fuel is available at the fuel sites located at the Bellevue Service Center, Bellevue Golf Course and all Fire Stations. Fleet Operations will insure environmental and regulatory compliance, administer a fuel dispensing system, monitor fuel tank levels, maintain use records, and direct bill for products used. Fleet will issue and maintain vehicle and employee fuel cards to control use of the system. Fleet Operations Parts Supervisor is responsible for the following Fuel Issues:

(a) Maintenance of fuel inventories and operations of fuel stations in City Of Bellevue.


(b) Maintenance of automated fuel dispensing software, hardware, and pumps and equipment at the City of Bellevue fueling stations and at the bulk tanks at City Hall.

(c) Issuance of vehicle identification and employee identification cards for easy processing and security of in house fuel.

(d) Processing outside inventory of credit card bought fuel. E.g., Motorcycle fuel data that is processed monthly and odometer readings turned in.

xxix) “Key” Management: Fleet Operations will be responsible for maintaining a master key(s) for all equipment that are under their maintenance services. Initial sets will be delivered to the department. Extra keys may be charged to the Department’s misc. accounts (depending on cost). Please note that some keys must be programmed and will have to be sent out to a vendor. Master keys shall remain in the possession of Fleet Operations.

xxx) Special Support: Fleet Operations will provide resources to support special customer training and special events, upon direct request of the Department designee, or Division Manager. All costs will be billed to the Department based on the prevailing shop rate, plus actual costs for overtime, travel etc. for the required period of time. The Department will need to co-ordinate these activities with Fleet Operations sufficiently far in advance to assure staffing can be provided for the event.

xxxi) Motor Pool: Fleet Operations will provide rental vehicles to Departments to meet basic transportation and work needs that are common to the city and are not satisfied by permanently assigned equipment. Fleet Operations is responsible for the purchase, rental, service, maintenance, and surplus of the motor pool fleet. For rates and rental rules, please see Appendix A and B.

d) ECS Maintenance

F&C, through the Electronic Communications Services (ECS), will provide electronic repair, preventive maintenance, component repairs/rebuilding, mobile service, technical expertise and special modifications related to city owned electronic communication equipment. This includes services to portable radios, mobile radios, dispatching equipment, infrastructure, and facilities using radio-related equipment. It also includes work for other agencies through interlocal agreements executed by the Departments. These services will be provided using a mix of city staff and outside services. All services will be performed to industry specifications and standards, in conjunction with the Department’s service delivery needs.

i) Preventive Maintenance (PM): ECS will collaborate with the Departments to develop industry based preventive maintenance procedures and schedules. This will include routine inspection and servicing to maximize the availability of the electronic communications equipment and to minimize unscheduled repairs. In addition to following BMPs for the equipment, ECS will ensure that the procedures used meet the terms and conditions required to comply with the manufacturer’s specifications, warranties, and recommendations. Additionally, ECS will work with the Departments to meet any specific provisions for equipment as dictated by their business lines.

ii) Field Repairs: When equipment breaks down in the field, ECS will work with the customer to either have it delivered to the ECS shop or make a site visit. During normal business hours, it is the ECS goal to respond to the customer request a.s.a.p., and if dispatching staff resources, arrive at the site within one hour (depending on location and priority as stated above). Please note: staff will make every reasonable effort to reduce the time it takes to arrive at the site. This is dependent upon where the staff lives, weather conditions, and traffic conditions at the


time of the call. With the implementation of additional fire stations outside of the City limits, we cannot predict a response time.

iii) Standby and Emergencies (Regular or Events): F&C Manager will authorize standby as needed. The standby will be called at home, and if not there will be paged. It is our goal for staff to respond verbally within 15 minutes of the page (depending on where they are when they receive the page) and, if needed at a site, arrive within two hours. Please note: staff will make every reasonable effort to reduce the time it takes to respond verbally and/or arrive at the site. This is dependent upon where the standby is at the time of the page, where they live, weather conditions, and traffic conditions at the time of the call. With the additional fire stations outside of the City limits, we cannot predict a response time.

iv) Modifications or Special Requests: All requests for modification of equipment will be submitted by the Departmental designee to the ECS Working Crew Chief. Estimated costs will be prepared and returned to the Departmental designee, who will be responsible for giving or arranging for final approval by the Department. These costs will be the responsibility of the Department.

v) New Radio Equipment: ECS will take the lead in preparing new radio-related equipment for service. This will include programming, marking, installation (when appropriate), and other make ready work. If the equipment is a replacement, the Department must turn in their old equipment before the new equipment will be issued (unless other arrangement has been made with the F&C Manager or the Working Crew Chief).

vi) Warranty and Rework: ECS shall identify and track repairs that are covered under warranties or repairs that require rework due to part failure, manufacturer’s defects, or improper repairs. Warranty or rework costs will be the responsibility of ECS and will not be charged to the equipment. For work performed by ECS or our contractors, our goal is to maintain rework rate at less than 1% of all work orders.

vii) Portable Radio Batteries: Batteries are considered “consumables” and are generally not covered by the ECS. ECS staff will be assisting in ordering portable batteries, and will charge the using department directly. ECS will pay for batteries based on the following exceptions:

(1) When the battery is still warranted by the ECS approved manufacturer (Currently Motorola; usually one year).

(2) When an ECS approved battery is over one year, but less than four years, it is warranted by the ECS. The portable radio industry considers four years to be an acceptable life for batteries.

(3) When the failure of the battery is tied to a malfunction of the radio itself.

viii) Notification: ECS shall notify the Department designee by telephone or E-mail of any equipment that will be detained for repairs for more than 24 hours. The notification shall state the equipment number, the cause of the delay, and the anticipated completion date. Additionally, the Department will be notified by ECS whenever the cost is significant and/or has budgetary implications (current or future budgets). If any delay of equipment significantly impacts the Department’s service delivery, ECS and the Department’s designee will meet to discuss options available to return the equipment to service in the most efficient and effective manner.

ix) ECS will be responsible for the licensing of all radio frequencies owned and operated by the City.


x) NORCOM or other agencies will have provisions held within its own separate agreement and payment structure.

Agreement Compliance: Parties will comply with all provisions of this agreement.

Administration Of This Agreement:

a.) This writing is intended both as the final expression of the agreement between the parties hereto with respect to the included terms, and as a complete and conclusive statement of the agreement. No modifications of this agreement shall be effective unless such a modification is evidenced in writing signed by both parties.

b.) The process for modifying this agreement will be for the party requesting the agreement shall be effective unless such modifications is evidenced in writing signed by both parties.

c.) The process for modifying this agreement will be for the party requesting the modification to initiate a change order letter detailing the requested change, the reason for the requested change and the financial impact.

d.) If at any time, a disagreement or problem should arise concerning the operation of this agreement, the parties agree to follow the issue resolution (4) of this agreement.

e.) Neither party shall assign or transfer any interest in or duty under this agreement without the written consent of the other, and no assignment shall be of any force or effect whatsoever unless and until the other party shall have consented in writing.

f.) This agreement shall be effective on the date the parties have signed the agreement and shall extend to typically the next budget cycle. This agreement shall automatically renew for each subsequent calendar year unless terminated or changed by the parties pursuant to the provisions of this agreement.

Department Representative: ________________________________________

Title: ________________________________________

Date: ________________________________________

Fleet & Communications: Peter Bednar________________________


Title: _____F&C Manager________________________

Date: _____ ___________________


Appendix A & B: 2009 – 2010 Rates

Please note:

Rates are sent to Departments in April for review and comments. A “preliminary” version is then sent to the Budget Office in May.

It is, however, common for additional equipment decisions to occur between the Departments and the Budget Office as part of the ongoing budget process. For the actual “final” rates, please see the Budget Development system or contact your budget office analyst.


Appendix C: Fire Department

This appendix defines exceptions and/or amendments to the F&C ISA for the Department specified in the Appendix title. Additionally, any special services are defined.

Asset Management (specification writing): The Fire Department and Fleet will work colabrately writing specification of specialty equipment. The F&C Manager is responsible for purchases and contract adherence. F&C will provide staff to be part of the specification committee and advise on automotive and maintenance principles and issues. Fire and Fleet will collaboratively take the lead in equipment negotiation. The F&C Manager and Supervisor will provide advice, as needed, on BMPs and ERF Policies. For specialty equipment, Fleet will supply personnel as needed to travel to the manufacturer to ensure the automotive and mechanical specifications have been met to the specification and where applicable to the contract. This will be an expense that will be capitalized in the purchase of the equipment.

In all cases, both Fire and Fleet personal need to be present at major inspections that are benchmarks of payments.o In all cases, both Fire and Fleet need to agree on major equipment schedule

changes.o Fire Department, Captain of Supply and Maintenance and the Fleet Manager will be

responsible for negotiations with the manufacturer.o Fleet Manager is responsible for the contract and any change orders.

Amendment to Preventive Maintenance Services:

Minor Repairs that can be performed at Fire Department facilities where the vehicle is located shall ordinarily be completed at the location, with the goal to keep the unit in service as long as possible. F&C staff shall have available a mobile service truck for this purpose. The Fire Department will work collaboratively with F&C to ensure the most efficient and effective use of F&C staff during this type of service. PM Services will be done at Fleet Operations Shop.

F&C will ensure that WAC 296-305-04507 Safety Standards for Firefighters, Fire apparatus, maintenance and repair, is followed. It is critical to keep the current established PM interval on time. Any deviations will hinder the reliability of the apparatus and risk meeting the WAC provisions. Both Fleet and Fire will strive to ensure that PM’s are done per the prescribed interval.

Clarification to Prioritization of Work: This section in part states: “During normal maintenance, we will prioritize our resource over our entire customer base in a system like manner so that we can be effective to all Departments.” This statement in not new and we do not plan any different staffing levels for Fire Department equipment than is currently in place. F&C will still keep three technicians trained in Fire Department equipment. Additionally, 2.5 technicians will always have Fire equipment as their primary assignment. If there are any additional apparatus added to the Fleet, there will be a need to hire additional technicians to meet the requirements of WAC 296-305-04507.


Appendix D: Police Department


Amendment to ECS Maintenance, Comcenter: This is to note that the ECS staff may perform work at outside agencies, through contracts. ECS staff will bill outside agencies for this work and provide the needed information. Outside entities, will be billed separately and a contract will be established with them for a service level..

Special Service, Forensic Investigation: This service is provided to the Police Department only. The Police Department and F&C will work collaboratively to schedule this service only when it is needed to protect the liability of the City or when a fatality (or potential fatality) has occurred. Fleet will be responsible for providing the investigative service and maintaining an accurate SOP on this service. Police will be responsible for paying for training; assisting with work where blood borne pathogens is an issue; covering and/or hiding anything that staff feels is upsetting or bothersome; transcribing tapes into notes; and managing the vehicles in such a manner that ensure that the Fleet shop is not adversely affected by the storage of these vehicles. Police will be responsible for any other investigations and/or observers during the course of the city investigation, (ie lawyers, family etc). All information and/or dealings with a stored vehicle in fleet garage will be managed by Police department personnel only. Fleet will not be called upon to assist with personnel belonging removal etc. SERVICE REDUCTION. Proposal to add (2) additional staff for this effort was not accepted in the 2011-2012 Budget. Vehicle Forensic Investigations will be limited and have to be approved by the Operations, Deputy Chief of Police and the F&C Manager

Vehicle Standards: Fleet Operations and Police Department have developed a standard for classes of vehicles used in the business of Public Safety. Any changes to the design or policy of use must be approved by the City of Bellevue Police Chief and the F&C Manager.

Special Service, Automotive Evidence Searches: This service is provided to the Police Department only. This service includes performing automotive disassembly as part of a police search for drugs and/or investigations involving automotive equipment. The Police Department and F&C will work collaboratively to schedule this service and to minimize the workload impact on Fleet. . SERVICE REDUCTION. Proposal to add (2) additional staff for this effort was not accepted in the 2011-2012 Budget. Vehicle Forensic Investigations will be limited and have to be approved by the Operations, Deputy Chief of Police and the F&C Manager

Special Service, EVOC: This is to document the Police Department’s request that front-line vehicles never be used for Police EVOC training. Upon request from Police, and depending on availability, patrol cars designated to be sold (as part of the standard replacement program) can be used. Police acknowledges that any work to prepare these vehicles will be billed outside the contractual maintenance at “time and charges” rates. Additionally, any work required, after the EVOC training, necessary to restore the vehicle to the same pre-sale condition will also be billed outside the contractual maintenance at “time and charges” rates. . SERVICE REDUCTION. Proposal to add (2) additional staff for this effort was not accepted in the 2011-2012 Budget. Vehicle Forensic Investigations will be limited and have to be approved by the Operations, Deputy Chief of Police and


the F&C Manager

Exception, Narcotics Disposal: The Police Department’s Narcotics section will handle disposal (auction or sale to another government organization) of all seized vehicles assigned to them. This includes transportation and title transfer. Fleet will still conduct a safety inspection prior to disposal when requested to do so by Police.

Spare Tires: exception has been made to allow the (2) K9 vehicles to have spare tires at home for a emergency flat repair. The below is the agreement that is to be followed:

1. The vehicle will not go back into service with the spare tire on it. It is only to be used to get the vehicle mobile again and be able to get to Fleet Operations to be repaired.

2. The vehicle will go to the shop the next available shift/day that MERF is open.

3. This is limited to the (2) K9 cars ONLY and this will NOT be a standard practice.

4. The spares issued will remain at home and be stored properly and used only on the intended vehicle. (as there are several sizes and offsets)

5. The tires are directional and must be mounted on the correct side, thus the 2 spares.

Special Service, Maintaining Vehicle Mix: The Police Department has a business interest of operating a fleet of unmarked vehicles that is varied in type, make, and model. The goal is to support the need of not being identified by the public as a police vehicle. The mix is determined across the entire department (not section by section). Since police business needs may change, determining the mix of vehicles will be reviewed every year, with the purchase of any replacement vehicles.

The F&C Manager and the Deputy Chief of Operations will work together to ensure that the mix” is reviewed every year. Specifically, the F&C Manager will be responsible for providing data on the current mix of unmarked vehicles. The Deputy Chief (or official designee) will then give guidance and approval for the type of vehicle(s) to be purchased, dependent on the budget, automotive, and resource constraints. The type of vehicles may be either new or used. Police recognizes Fleet’s interest that we not bring in makes that are “one of a kind” or bring significant maintenance and resource issues. Fleet recognizes Police’s issues of not wanting to “stand out” and must have the ability to park in areas of Bellevue and/or follow vehicles without being identified as a Police vehicle. The City recognizes the need to also meet our environmental initiatives and as applicable purchase (Green) vehicles.


Appendix E: Utilities Department


Exception to ISA, Replacement: The Utilities Department (not including F&C) will not manage their replacement funds through ERF and will not be charged a replacement fee. Utilities will use the same formula to calculate replacement funding as is used for the General fund and all other departments in the City.

Snow and Ice Program: This program takes place every year and has an impact to Fleet Operations as staffing levels to support a major event are extremely tasking and not accounted for in capacity planning. Fleet Operations will continue to work with the Transportation Department and Utilities Department to keep the emergency snow equipment in a safe and reliable condition. SERVICE REDUCTION. Proposal to add (2) additional staff for this effort was not accepted in the 2011-2012 Budget. Emergency Event Funding Proposal was not accepted in the 2011-2012 Budget and funding will be set aside from Operational Reserves to cover costs. Event support will have to use existing staff that is responsible for repairs and maintenance of current vehicles. Preventative Maintenance work will be delayed as the event takes priority over Preventative Maintenance. After the event is over Fleet Operations will have additional costs of overtime to get caught up with Preventative Maintenance schedule.

Appendix F: Parks Department


Exception to Fleet Maintenance Services: This is to note that the maintenance on the Golf Course landscape equipment assigned to the Golf Course will be handled by Parks Department Golf Maintenance personnel and is not the responsibility of Fleet Operations. Licensed rolling stock (e.g. pickups, cars, trailers, and heavy equipment) is the responsibility of Fleet Operations even when assigned to the Golf Course Department.

Appendix G: Transportation Department


Exception to ECS Maintenance Services: This is to note that the maintenance on the Traffic Signals equipment will be handled by Transportation Department personnel and is not the responsibility of ECS. Other equipment that is on a trailer and licensed along with some misc equipment will be maintained by Fleet Operations.

Amendment to Replacement, MOU on Signals Shortfall: Please note that the there is a Memorandum of Understanding (MOU) between F&C, Transportation, and Finance on how the funds from the approved “Transportation Signals Equipment Shortfall” are used relative to ERF Policies.


Appendix H: Information Technology Department


Information Technology will work closely with F&C to insure that any installations of new technologies into any vehicle will be thoroughly communicated and collaboratively to insure both interests are met. Any installations of components into vehicles will be the responsibility of Fleet Operations and the ECS shop.

Appendix I: CMO and City Clerks Departments


None at this time.

Appendix J: Planning and Community Development Department


None at this time.

Appendix K: Risk


None at this time.


agreement compliance: parties will comply with all...

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