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Home My WebLink About38-City Administrator c o .:) :> COUNCIL ACTION CORRESPONDENCE To Ray Schweitzer Subject Review and Approval of the City Administrator Central Garage Management Audit by Hughes, Heiss and Date May 13. 1987 Associates Meeting Date May 11, 1987 Agenda Item No. 41 Action The report from the City Administrator relative to the Central Garage Management Audit by Hughes, Heiss and Associates, lias cQQ!;;lnJ.l\!(Lt.Q June. ~5.~lla7. SC:dc ce: Garage /~~ Public Works/Engineering ~HAUNA CLARK ",."", .. City Clerk .'...,J ~? o 0 CITY OF SAN BERNARDINO o ::) - REQUEST FOR COUNCIL ACTION From: JAMES C. RICHARDSON Deputy City Admin./Development City Administrator Subject: Implementation Plan for Central Garage Audit Dept: Date: June 3, 1987 Synopsis of Previous Council action: 7/7/86 -- Approved RFP for soliciting Central Garage Management Audit. 9/22/86 -- Resolution adopted selecting Hughes, Heiss & Assoc, to conduct Central Garage Audit. 4/6/87 -- Council workshop to review formal consultants study of Central Garage Division. 5/18/87 -- Review of draft implementation plan for Central Garage Audit. Recommended motion: That the implementation pIan for the Central Garage Management Audit be approved and staff authorized to include in the 87/88 budget, $60,000 for the purchase of two, three-post hoists, and the other recommended staffing and funding requirements costing as estimated $64,100 be considered in the mid-year update of the 87/88 budget. ~~~ Contact penon: Jim Ri r.hi'lrn>;on Phone: 3642 Supporting data attached: yes Ward: city-wide FUNDING REQUIREMENTS: Amount: $60,000 Proposed 87/88 Source: (ACCT. NO.)General & Refuse Funds: Central (ACCT. DESCRIPTION) Gara'i1e Ar.r.T. HoiDt ~ Finance: .. i001-111-'i'i7~9 d..~/ Council Notel: CI1Q OF SAN BERNARDI CO - REQUEO' FOR COUNCIL ACON STAFF REPORT The Central Garage Management Audit by Hughes, Heiss and Associates has been reviewed and accepted and staff has been asked to prepare an implementation plan. A draft plan was prepared and presented to the Mayor and Common Council and staff was asked to finalize the pIan for adoption. The Fleet User Committee met on May 28th to review the draft implementation plan and revise as appropriate. The attached Exhibit "A" is the implementation plan which has been revised as to date, amount and sequence of recommendations and tasks. Exhibit "B" is a summary of costs for the central Garage Management Audit. The most critical funding aspect of the implementation plan is the acauisition of two three-post hoists costing $60,000 to facilitate the swing shift for purposes of preventative maintenance for heavy equipment. Also, the acauisition of the computer hardware at $19,500 will be necessary to establish the management information system. While the total implementation plan will cost $124,100, it is possible that much of the $44,600 beyond equipment cost may be offset during the year by performing better preventative maintenance on heavy and light equipment. Further, the potential of reducing the overall size of the fleet may further offset operating expenses as outlined by the end of the next fiscal year. It should be noted that the attached implementation plan includes numerous changes, the most significant of which are the rescheduling of bin repair transfer to Public Services and an organizational review of the purchasing function regarding placement of Central Stores at the Central Garage. The scheduled dates are targets and may need to be adjusted later and will be outlined at the proposed mid-year review for the Centra 1 Garage Management Audit. Finally, the establishment of a vehicle replacement fund will require greater financial resource than is currently the case. Thus, this issue is delayed until the 1988/89 fiscal year for implementation. 75.0264 j. j -17 . .0 !'" Ul 0 .. ... "'"\ :) " .-..) ... ~ . C 3'" '" c: ,., 0'" '" r- '" . .. . . . " c . .. . . . . < .. < ..... .. .. .. 3 .. 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"- .., .. 0 . 0 n . c o o :) EXHIBIT "B" COSTS FOR CENTRAL GARAGE PLAN '# ITEM AMOUNT 2.a computer terminals $ 19,500 8 Two 3 posthoists $ 20,000 $ 600 $ 11,000 $ 3,000 $ 3,000 $ 60,000 $ 5,000 $ 2,000 3.a Contract smaIl equipment repairs 5.b Swing shift differential 6.b position reclassifications 7.b Part-time maintenance 7.c Part-time parts chaser 12.d Maintenance supplies 13 over-time performance contracts TOTAL $124.100 NOTE: The General Fund portion of funding is estimated at $57,560 and Refuse Fund at $66,540.