Exhibit_J_-_City_AR_6.11.pdf

City of Phoenix

ADMINISTRATIVE REGULATION

A.R. NUMBER

6.11 Revised

FUNCTION

1----------'-----------------------t Use of Motor Vehicles SUBJECT Page 1 of 6

FLEET STANDARDS AND UTILIZATION

INTRODUCTION

Transmittal Message

EFFECTIVE DATE

February 7, 2013

REVIEW DATE

This Administrative Regulation (A. R.) has been re-titled and revised to clarify standards for the acquisition, marking, utilization, and maintenance of City vehicles and other fleet equipment. Regulations pertaining to the authorized operation of City vehicles and other fleet equipment have been removed from this A.R. 6.11, and are now contained in A.R. 2.95, "Authorization for Use of City Vehicles." Regulations pertaining to a City employee's qualification to operate a motor vehicle have been removed from this A.R.

because the subject is addressed by A.R. 2.96, "Driver Qualification." Questions regarding this A.R.

should be directed to the Public Works Department Fleet Services Division, Operations Manager at 602- 261-8068.

Summary of Changes A.R. 6.11 was last revised in 1989. This revision clarifies standards for fleet vehicles and conforms this A.R.'s terminology with A.R. 2.95 "Authorization for Use of City Vehicles." The following regulations apply to all motor vehicles owned by the City except those operated by the Mayor and City Manager. Other specific exemptions to certain requirements are noted in the appropriate section of the regulation.

1. PURPOSE

The purpose of this regulation is to establish standards for the acquisition, marking, utilization, and maintenance of City-owned, leased, or rented vehicles ("City vehicles") and other fleet equipment;

except for Police seized vehicles and other exceptions as s~tforth in this A.R.

2. APPLICABILITY OF OTHER A.R.'S

A. Authorization for and Operation of City Vehicles

The use of a City vehicle under any type of use including an Annual or Temporary permit, or via Motor Pool for shift use is subject to the following A.R.s:

A.R. 2.95 Motor Vehicle Authorization and Operation A.R. 2.96 Driver Qualifications A.R. 2.97 Vehicle Permits and Motor Pools A.R. 5.22 Retention of Surplus Vehicles

PTD19-007, Fixed Route Transit Services, North and South Transit Facilities

Exhibit C, City Administrative Regulation 6.11

3. FLEET STANDARDS

A. Definition

A.R.6.11 Fleet Standards And Utilization

City vehicles and other fleet equipment are defined as all vehicles and other fleet equipment owned by the City that have a purchase value of $5,000.00 or more and/or a life expectancy of two years or more.

B. Markings

1. All City vehicles and other fleet equipment, except as exempted by the City Councii,Council shall be plainly marked with the City of Phoenix name and emblem, department name, and unit number. All graphics will comply with the standards set forth by the City of Phoenix Graphics Standards.

2. All City vehicles and other fleet equipment owned or leased for six months or more shall be marked in a visible manner, "For Official Use Only," as required by A.R.S. 38-538.

3. Bumper stickers or other non standard graphics are not allowed unless approved by Fleet Services and the Public Information Office; except that the Police Department will be responsible for approving bumper stickers on undercover assigned vehicles.

4. All City markings shall be removed from each vehicle and other fleet equipment when disposed of by the City.

5. Aviation Department vehicles may be subject to marking requirements as described by Federal Aviation Administration AC 150/5210-5D.

C. Standard Colors

When City vehicles and other fleet equipment is purchased or repainted, the following colors will be used, except when exempted by the City Manager. The standard color requirement shall not apply to the Police Department unmarked force or the Fire Department vehicles.

1. All City vehicles and other fleet equipment will be painted white as available from vehicle manufacturers or otherwise approved by the City Manager. All "off-road" motor equipment is exempted from this requirement.

The Public Works Director, in cooperation with the Fleet Services Deputy Director will be responsible for determining which pieces of equipment fall in the "off-road" category.

Standard white may be disregarded for leased vehicles; however, lighter colors are encouraged for safety.

2. Vehicles used by the Police uniformed patrol will be a white or black and white color combination or otherwise approved by the City Manager.

3. All Fire Department apparatus and emergency vehicles will be painted two-tone: the main body to be Fire Department red, and from the hood line or drip molding up, cab roofs and tops will be painted white. Staff and support vehicles will be painted solid red. Firefighting equipment assigned to the airports will be painted red or chrome yellow (chrome yellow applies to federally funded vehicles.)

4. Aviation department vehicles may be subject to color requirements as described by Federal Aviation Administration AC 150/521 0-5D .

D. License Plates

A.R.6.11 Fleet Standards And Utilization

Vehicles or other fleet equipment that require license plates per State law will not be operated on the stree.ts without plates.

E. Vehicle Accident Packets

The Public Works Department, Public Transit and Aviation Departments will ensure that each new vehicle is provided with a "What to do in case of an Accident" referral card and include in their repair and maintenance standards, inspections assuring that each vehicle continues to have a "What to do in case of an Accident" referral card.

Replacement referral cards, Form 45-11.1 D, can be ordered from City Clerk/Printing Services.

4. ACQUISITION OF CITY RENTED OR LEASED VEHICLES

The rental or leasing of vehicles and other fleet equipment may be accomplished through established rental contracts or by making rental arrangements through Fleet Services. All rental arrangements must be done in a matter conforming to AR 3.1 0. Departments shall endeavor to utilize existing fleet equipment or motor pool vehicles as a first priority before utilizing a rental agreement.

5. MAINTENANCE AND REPAIR OF CITY VEHICLES

Maintenance and repair of City vehicles and other fleet equipment will be performed only in Fleet Services shops by service technicians assigned to Fleet Services, or by Fleet Services authorized vendors, except as follows: Some Parks Department lawn and garden equipment, Aviation vehicles and Public Transit buses, which will be maintained by those respective departments or their agents.

Maintenance of leased vehicles will be arranged for by Fleet Services in accordance with the leasing agreements.

Departments will be responsible for vehicle stewardship including maintaining a clean interior, and exterior, performing vehicle safety checks and ensuring fluid levels and tire pressures are correct before driving. Known d~fects or malfunctions should be promptly reported to the department's Equipment Coordinator and Fleet Services.

6. MODIFICATION OF CITY VEHICLES

Requests for modifications to numbered City vehicles and other fleet equipment shall be submitted to Fleet Services for review and approval.

Modification or customization of City vehicle and other fleet equipment by user departments is prohibited except for fleet equipment maintained by Public Transit and Aviation Departments. This restriction includes but is not limited to, installation of tool boxes, utility or service bodies, flashing lights or other changes to the original vehicle.

The removal, deactivation, or modification of any vehicle/equipment safety device is strictly prohibited. This restriction includes but is not limited to, operator/passenger restraints, and automated warning signals or alarms.

Fleet Standards And Utilization

7. VEHICLE UTILIZATION

Fleet Services shall be responsible for ensuring proper fleet utilization, size, and composition of the City fleet.

Fleet Services will review utilization each calendar year and provide reports to using departments.

The review will identify fleet units that fail to meet minimum utilization goals and recommend disposition of the subject vehicle(s) according to the procedures stated herein. Fleet Services will either redistribute or surplus the vehicle from the fleet. Requests to retain under utilized vehicles or equipment shall be made in writing under the department director's signature and directed to the utilization and retention committee care of Public Works Deputy Director, Fleet Services Division.

A. Utilization Report

B.

Each calendar year, or as requested, Fleet Services will generate and distribute to using departments a utilization report for all vehicles equipped with utilization meters. The report at a minimum shall contain the following data fields:

• Equipment Number

• Class

• Vehicle Make

• Vehicle Description

• Model

• Year

• Life to Date Utilization

• Utilization last 12 Months

• Using Department

• Utilization Target List

Utilization Target List

1. The average annual usage will be calculated by vehicle class for the fleet.

2. The "Utilization Target Point" for each class will be 2,500 or fewer miles in the last 12 months as applicable, or 25 percent (.25) of the class average utilization in last 12 months, which ever is greater. Note, the Aviation Department may use the calculated hour meter equivalent.

3. The list of underutilized vehicles will be identified by determining which vehicles in each class fall below the Utilization Target Point. This list of vehicles will be labeled as the "Utilization Target List." Vehicles on this list that are appealed and approved for retention will be excluded from the Utilization Target List for a period of 36 months.

4. Each department will be provided the Utilization Target List for assigned vehicles with a request to evaluate those vehicles for possible action to include:

a. Removal from the fleet

b. Re-assignment within the fleet

c. Exchanged for a different vehicle that better suits the mission

d. Retention with proper justification

5. Each department will submit a response indicating the recommended disposition of each vehicle on the Utilization Target List. A template memo for retention justification will be provided annually along with the Utilization Target List.

C. Determination of Final Disposition

Fleet Standards And Utilization

1. Fleet Services will review all responses and coordinate with each department to arrange for final disposition including removal from the fleet, reassignment, exchange for other vehicles, or processing the retention request.

2. It is the responsibility of each department to carry out the reassignment and/or exchange for vehicles as determined by Fleet Services. These adjustments will be made to ensure the proper balancing of equipment utilization.

3. A five member vehicle utilization and retention committee shall be established to review department requests to retain under utilized vehicles. The committee shall consist of one representative from the three permanent committee departments of, Public Works, Audit, and Budget & Research, as well as two rotating representatives, one each from two departments selected by the permanent committee. Rotation periods shall be for a two year period. Those departments wishing to retain under utilized vehicles shall provide a justification memo detailing reasons for retaining the underutilized vehicles, utilizing the template provided.

4. Justification criteria to be considered include:

a. Specialized equipment not otherwise available.

b. Vehicle is assigned to a staff position that was vacant, temporarily reassigned, or otherwise unavailable to utilize vehicle.

c. The vehicle is used 3 out of 5 days a week but is assigned with a limited service range;

usage log required for approval.

d. Justification should consider availability of motor pool vehicles, rental vehicles, and consequences of not retaining the vehicle.

5.a. Fleets Services shall coordinate annual meetings, at least one annually, of the committee for the purpose of determining the approval or denial of retention requests. Fleet Services will communicate final results of the committee to the user departments and shall act on those results accordingly.

D. New or Replacement Equipment

1. It is the responsibility of each department to consider utilization of its existing fleet resources prior to requesting supplemental vehicle purchases. Upon request, Fleet Services will provide utilization reports to the using department and Budget & Research Department.

2. Fleet Services will evaluate utilization of the existing fleet resources as a criterion when establishing the annual vehicle replacement schedule.

8. CHANGE IN EQUIPMENT ASSIGNMENT

It is the responsibility of all departments to keep Fleet Services advised of any change in the assigned cost center, activity, or parking location assignment of vehicles and other fleet equipment. This will allow Fleet Services to more effectively track and bill maintenance costs to the correct cost center, schedule vehicles for periodic maintenance and staff service centers.

9. DEPARTMENT EQUIPMENT COORDINATORS

Due to the size and complexity of the City's vehicle and other equipment fleet, it is necessary to pre-schedule and coordinate vehicle repairs to the maximum possible extent. To this end, each department and/or major division shall designate an Equipment Coordinator and an alternate, through whom contacts between that department and Fleet Services will be kept current.

10. COMPLIANCE AUDITS

Fleet Standards And Utilization

The City Auditor Department may conduct periodic audits to evaluate compliance with the requirements set forth in this document.

DAVID CAVAZOS, City Manager

By:~, LA~~~:s::::._/J(J[AL1!Ll\.

ennis Murphy d

Assistant to the City Manager/