Fleet Management


Summary of Services

Fleet Management facilitates the acquisition, disposal, maintenance, repair, fuel consumption needs, and historical data collection for all the City’s vehicles and construction equipment with the exception of StarMetro buses. The Fleet program has five divisions.


The Administration Division directly supports the Parts and Service Divisions to include routine operational and administrative functions. The Superintendent is proactive in participating in meetings with the City’s leadership groups and communicates departmental issues and activities. The division analyzes and addresses the funding of the vehicle replacement reserve fund to maintain the long-term viability of the City’s fleet.


The Service Division manages the City of Tallahassee’s diverse vehicular equipment assets. It emphasizes improving preventive maintenance and equipment availability. This focus benefits customers and enhances other equipment-related performance measures.


The Parts Division is responsible for ordering and receiving parts for approximately 2,700 City vehicles and off-road equipment that Fleet mechanics maintain. The inventory consists of a vendor consignment program. Critical components kept on-hand for immediate use, slow-moving stock replaced with fast-moving parts, fewer vendor deliveries, and freed-up capital dollars are advantages of this program.


The Motor Pool Division tracks the costs associated with the rental of vehicles to various departments. Fleet maintains a pool of vehicles in two separate locations: the Fleet facility and City Hall (maintained at Fleet’s expense). The motor pool has been a beneficial resource for the customers. It provides reliable, safe, and clean vehicles while maximizing equipment utilization.


The Garage Unit Division manages the City of Tallahassee’s public transit vehicle and equipment assets. This division emphasizes equipment availability and preventive maintenance, benefitting customers and improving performance measures.


The Fleet Department is an internal service and is fully allocated to the operating funds.


FY22


The Fleet Department has 84 full-time equivalent (FTE) employees and eight temporary employees. FTEs increased by two in FY22 due to workers who were reclassified from temporary Other Personnel Services (OPS) to FTE positions.


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Short-Term Action Plan

Maintain/Increase Fleet's availability average by increasing Ford's warranty by adding in-house diesel repairs. Implementing agreements with new vendors as well as renewing vendor contracts that include in-house factory technicians and consignment parts. Apply for Top 100 Fleet award. In-service 14 New Chevrolet Bolts-35% of the five year goal (will have a total of 52 EV/Hybrids in service). Analyze department procedures and processes during AssetWorks integration. Utilizing the City's Internship and TEMPO program to employ 5 Lively Automotive students and 2 additional TEMPO positions. Maintain 100% Transit availability.

Challenges

Customer EV acceptance, Fleet Usage and Motorpool delivery. Installing additional EV chargers. Hiring qualified technicians. Replacing 2 Transit buses. Complete bus charging study. Budgetary restraints.

Long-Range Plan

Develop strategies to maintain Top 100 Fleet Status. Partner with other departments for EV placement and charging solutions. Participate in the design of state-of-the-art garage and fueling facility at the new police station. Continuing research and collaboration with vehicle industry professionals. Transit bus charging infrastructure Phase 1, planning, construction, and charger install for 15 additional battery elerct



3-C-4: Attain status as a "Top 100" Fleet.

The City Fleet Management Department is responsible for the maintenance, acquisition, disposal and fuel management of approximately 2,700 City vehicles and equipment. Fleet Management maintains a 96% availability rate to its City department customers, meaning that at any given time 96% of the City’s vehicles and equipment are available for use. Given the efficient management of the City’s fleet, staff set its sights on being recognized as a “Top 100 Fleet” nationwide. This goal underlined the Fleet Management Department’s goal to be a national leader in the delivery of fleet services. 


In 2020, the City’s fleet department was recognized as one of the top government fleets in the nation by two different organizations. The City Fleet Management Department was ranked as a Top-50 Leading Government Fleets in the nation by Government Fleet Magazine & American Public Works Association. It was also ranked 19th in the nation overall by 100BestFleets.com. These two distinctions reflect the professionalism and hard work of staff and ensuring the entire City workforce has the vehicles and equipment at their disposal to fulfill their duties.