BCC Minutes 05/05/2015 W (Fleet Operations) BCC
WORKSHOP
MEETING
MINUTES
May 5, 2015
May 5, 2015
MINUTES OF THE COLLIER COUNTY BOARD OF COUNTY
COMMISSIONERS WORKSHOP MEETING
Naples, Florida, May 5, 2015
LET IT BE REMEMBERED the Board of County Commissioners in and for the
County of Collier, having conducted business herein, met on this date at 1:00 PM in
WORKSHOP SESSION in Building "F" of the Government Complex, Naples, Florida
with the following members present:
Chairman: Tim Nance
Vice Chairwoman: Donna Fiala
Georgia Hiller
Tom Henning
Penny Taylor
ALSO PRESENT:
Leo Ochs, County Manager
Jeff Klatzkow, County Attorney
Tim Durham, Executive Manager, Corporate Business Operations
Mark Isackson, Director of Corporate Finance
Len Golden Price, Department Head, Administrative Services Department
Don Croft, Director, Fleet Management Division
Troy Miller, Communications & Customer Relations
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COLLIER COUNTY
Board of County Commissioners
`1 I //
WORKSHOP AGENDA
Board of County Commission Chambers
Collier County Government Center
3299 Tamiami Trail East,3rd Floor
Naples FL 34112
May 5,2015
1:00 P.M.
Commissioner Tim Nance,District 5-BCC Chair
Commissioner Donna Fiala,District 1-BCC Vice-Chair;CRAB Chair
Commissioner Georgia Hiller,District 2 -Community&Economic Development Chair
Commissioner Tom Henning District 3-Public Safety Coordinating Council Chair
Commissioner Penny Taylor,District 4-TDC Chair;CRAB Vice-Chair
1. Pledge of Allegiance
2. Fleet Maintenance Operations
3. Public Comment
4. Adjourn
Notice: All persons wishing to speak must turn in a speaker slip. Each speaker will receive no more than three(3)minutes.
Collier County Ordinance No.2003-53 as amended by Ordinance 2004-05 and 2007-24,requires that all lobbyists shall,before
engaging in any lobbying activities(including but not limited to,addressing the Board of County Commissioners),register with the
Clerk to the Board at the Board Minutes and Records Department.
May 5, 2015
Any persons in need of the verbatim record of the meeting may request a copy of the video recording
from the Collier County Communications and Customer Relations Department or view online.
1. Pledge of Allegiance
Chairman Nance called the meeting to order at 1:00 p.m. The Pledge of Allegiance was recited.
2 Fleet Maintenance Operations
Ms. Golden Price presented the PowerPoint"Collier County Fleet Management Department—
Overview and Considerations" for informational purposes. She noted the department's mission
statement is "To provide efficient, effective, and customer-oriented centralized fleet services. "
She highlighted the following:
• The department provides a variety of services for the county's fleet of 2,898 vehicles that are
owned operated by various departments.
• The vehicles range from light-duty cars and trucks to heavy machinery and services provided
include maintenance and repairs, contract administration and fuel services.
• The department is funded by money received for (labor)work on vehicles, parts and fuel
surcharges.
• Services that include vehicle towing, glass replacement, collision or body work are
outsourced.
• The current labor rate charged by the department is $83, which is based on the previous year
costs and is less than available private market rates.
• The department is reviewing operations to determine if outsourcing additional services and
leasing of vehicles would be a more efficient use of county resources.
• In early January, 2014 staff met with leaders of Hertz and their subsidiary Donlen, (a Hertz
affiliate providing fleet leasing services)to determine whether partnership opportunities may
exist.
• Following a review of operations, Donlen recommended:
• Implementing telematics (a technology that tracks detailed information on a vehicle
such as speed being driven, vehicle location, fuel consumption, acceleration rates,
etc.)to encourage driver behavior changes.
• Implementing a vehicle lease program to reduce life cycles and number of spare
vehicles.
• Continue exploring the use of Compressed Natural Gas (CNG) as infrastructure
becomes available.
During commission member discussion the following was noted:
• Given the aging fleet, it is an optimal time to consider options for replacing vehicles,
including leasing.
• Leasing may be more suited to a class of vehicles, especially heavy machinery, as
opposed to the entire fleet.
• The cost of implementing telematics is $35k- $50k for 600 vehicles and personnel would
be required to monitor the data. Is it a wise use of County funds?
• The advantages of leasing include preserving capital, reducing the age of vehicles in the
fleet and the number of spare vehicles on hand.
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May 5, 2015
• The disadvantages of leasing include reduced flexibility, loss of government pricing and
perpetual financial obligations.
• Any leasing options may want to include maintenance and repairs.
• Outsourcing options could be expanded to include vehicle maintenance and parts
management.
• The advantages of outsourcing include possible cost savings, improved performance and
increased responsiveness.
• The disadvantages of out sourcing are possible cost increases, lack of control and
flexibility and loss of continuity.
• The department is aggressive in monitoring fuel usage and employs the most efficient
means to refill vehicles including minimizing distances for refills by issuing fuel cards
for vehicles.
• The department does investigate and uses partnering opportunities with outside parties
when feasible, such as the Collier County School District, City of Naples, etc.
Staff provided two recommendations for consideration:
1. Conduct an efficiency and effectiveness study, including a review offleet's operational
competitiveness, BMPs and facility adequacy for recommendations on reducing costs,
increasing efficiency and improving responsiveness to agency/customer needs.
2. Provide a third party analysis on outsourcing.
Speakers
Chief Greg Smith, Collier County Sheriff's Department was present as requested, to provide
input on the department's fleet operations. However he noted their operation is significantly different
than the county's given their use of highly specialized and tactical vehicles.
Sean Williams, Collier County Sheriff's Department provided an overview of their operations
noting they do not outsource maintenance.
Discussion occurred on:
• The department plans to address the $750 of carryforward from the previous year with staff,
noting it may be offset by future labor charges or returned to the departments.
• Staffing concerns at the Immokalee facility were given; at periodic times only one person is
present when work is done on a vehicle creating a possible occurrence of mishaps.
The Board requested that staff prepare a detailed study for their review, including but not limited
to leasing vs.purchase options for vehicles, outsourcing of additional services such as vehicle
maintenance and repairs and the installation of the telematics system in vehicles.
Speaker
Dr. Joseph Doyle noted the decision made on fleet operations may also affect any MSTU's with
fleet vehicles and consideration should be given to any impact on those operations.
3. Public Comment
None
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May 5, 2015
*****
There being no further business for the good of the County, the meeting was adjourned by
order of the chair at 2:25 p.m.
COLLIER COUNTY BOARD OF
COUNTY COMMISSIONERS
Chairman, Tim Nance
ATTEST:
DWIGHT E.BROCK, CLERK
atAilk
Attest as to Chaim
signature only.
These minutes a oved by the Board/Committee on Mal ato, �s as
presented V or as amended 1
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