§ 106.216. Replacement of fleet vehicles.

(a)

The Chief of Fleet Management shall prepare a list of vehicles recommended for replacement in the upcoming fiscal year and transmit it to the Budget Office not later than April 1 of each year. Such list shall also include vehicles that have reached normal replacement age but are recommended for retention for an additional year as provided in Section 106.216(c) hereof. The list shall include estimated replacement costs for each vehicle and related data supporting each vehicle's replacement recommendation. The recommendations will be based on a point system generally constructed as follows:

(1)

Age of vehicle. One point for every year beyond normal life expectancy for the respective vehicle.

(2)

Mileage. One point for each 10,000 miles above 60,000 for light vehicles. One point for every ten percent of additional mileage or hours above normal life expectancy expressed in miles or hours for heavy and off-road vehicles.

(3)

Operating maintenance costs. One point for each one cent operating cost per mile or hour above the average cost per mile or hour for all City peer group vehicles. For purposes hereof, the term "Operating Maintenance Costs" is defined to be total maintenance costs less costs due to accidents, abnormal/abuse repairs and vehicle modifications.

The Chief of Fleet Management may recommend additional replacements based on other factors such as suitability to task, technical obsolescence or other factors as appropriate. Justification for such additional replacements will be submitted in writing along with the annual replacement listing.

(b)

Notwithstanding the above and based on the points assigned, the Chief of Fleet Management shall recommend any vehicle with ten or more points to the Director of Finance and Administration for replacement and the vehicle shall be placed on the replacement list. This list shall be submitted to the City Council as part of the annual budget process along with the Director's modifications, if any, to the list. The Chief of Fleet Management shall also recommend in a separate section of the replacement list those vehicles that should be removed from the fleet due to very low usage.

(c)

With the prior written approval of the Director of Finance and Administration, the Chief of Fleet Management may defer replacement of any vehicle on the replacement list if he determines that the vehicle is of further economic use and value to the City. For purposes hereof, the economic useful life of a vehicle will be based on the estimated cost to maintain the vehicle in a reliable condition for the using agency.

(d)

Beginning in the fiscal year 2005-2006 budget and in each successive annual budget thereafter, the Mayor shall provide sufficient funding to replace all City owned vehicles that have reached the end of their useful lives by the end of the preceding fiscal year. As provided herein, the Chief of Fleet Management shall submit a list of all vehicles expected to meet or exceed normal useful life in the then-current fiscal year according to the procedure set forth in Section 106.216(a) hereof.

(e)

The Chief of Fleet Management shall purchase vehicles according to the final list described herein as funds are budgeted for the same. No SUV or large sedans shall be authorized for purchase within the City Fleet, unless special exceptions have been requested in writing by the requested party and approved by the Chief of Fleet Management and the director of the Department, overseeing the Fleet Management Division. The Chief of Fleet Management shall provide a list of all special exceptions and written requests annually with the Fleet budget to City Council.

(f)

In the event that a replacement is deemed necessary before the next successive budget cycle, the Chief of Fleet Management shall communicate the need and justification in writing to the Mayor's Budget Review Committee for its review and disposition.

(g)

Effective October 1, 2005 and thereafter, the costs of replacement vehicles and associated expenses, including interest on financed vehicles, will be charged back to respective users in accordance with Section 108.103, Ordinance Code.

(h)

Beginning with Fiscal Year 2010—2011, the City will not borrow to purchase fleet replacement vehicles, but will return to its past practice of cash funding vehicle replacement.

(Ord. 2003-1105-E, § 1; Ord. 2005-807-E, § 10.12; Ord. 2005-1373-E, § 2; Ord. 2007-813-E, § 10.6; Ord. 2011-732-E; Ord. 2016-140-E , § 16; Ord. 2017-2-E , § 1)

Editor's note

Ord. 2003-876-E, § 11.1, amended the Code by repealing former § 106.216 in its entirety. Former § 106.216 pertained to the replacement reserve fund/replacement pool, and derived from Ord. 89-832-416, § 2; Ord. 91-723-282, § 1; Ord. 1999-510-E, § 1; and Ord. 2002-1196-E, § 1. Subsequently, Ord. 2003-1105-E amended the Code by adding a new § 106.216.