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Fleet Division

Blue Seal of Excellence

Vision: To provide unparalleled customer service to the citizens of Norman and internal Department agencies by having certified personnel available in the most cost effective manner to diagnose, analyze, and repair vehicles and equipment or provide outsourcing for repairs not provided in-house for vehicles and equipment. To provide encouragement and support to Fleet  technicians to maintain the ASE Blue Seal of Excellence Program, keep the shop as an ASE Certified facility, keep the shop as an American Public Works Association (APWA) accredited Department, and continue to offer 24 hour public access to the City's first compressed natural gas (CNG) station.

Mission: The Fleet Division’s mission is to provide safe, economical, state-of-the-art, environmentally friendly transportation and service to allow Departments to fulfill their official duties. By using computer programs that track mechanic productivity, repair types, work orders, parts issued, inventory, fuel, and equipment replacement needs as well as exploring viable options for the alternative fuel program, the Fleet Division is able to achieve a higher accountability to the citizens of Norman.

Objectives:

  • To provide 24 hour public access to the CNG Facility.
  • To provide all fueling needs to the departments.
  • To provide for the health, welfare, and safety of the department’s employees as it relates to personnel, equipment, shop, and environmental safety.
  • To increase the awareness of the City’s personnel in the need to support the Preventive Maintenance Service program for vehicles and equipment so that safety standards are continually met, liabilities are reduced, and an overall reduction in maintenance costs can be achieved.
  • Deliver the highest level of customer service.
  • Conduct all Division business in an ethical manner.
  • Treat the Division’s employees with respect and dignity while administering favorable and unfavorable actions in a fair manner that is conducive with existing policies and procedures.
  • Work with City Divisions to obtain equipment and vehicles that will be utilized to their maximum potential and remove obsolete and under-utilized equipment and vehicles from inventory.
  • Create a Division culture that fosters and promotes teamwork.
  • Maintain, service, and repair vehicles that meet or exceed manufacturer’s specifications to include Federal, State, and local regulations.
  • Purchase vehicles and equipment that are in the top three of their fuel class.
  • Always take a proactive rather than reactive approach to identify problems or issues and initiate corrective action immediately.
  • Fleet staff committed to keeping up with industry standards and current state laws in relative field.

Guiding Principles:

  • The Fleet Division will make every effort to deliver top quality vehicles and customer service.
  • The Fleet Division will view employees, customers, and vendors as partners.
  • The Fleet Division will tactfully and professionally address employees, customers, and vendor problems and concerns.
  • The Fleet Division will continue to improve its service as it relates to new technology and education/training for its employees.
  • The Fleet Division will provide a safe and healthy work environment for its employees.

Service Level Indicators:

  • The Fleet Division will always welcome feedback to ensure quality service is met.To leave feedback, click here.
  • The Fleet Superintendent and Fleet Supervisors will conduct spot checks to insure the highest quality and standards are met.
  • The Fleet Division will also monitor vehicle/equipment comebacks between services to determine the cause of the returns.
  • The Fleet Division will write specifications for new equipment to include technician training.
  • The Fleet Division will conduct periodic face-to-face meetings with internal Division heads to get their opinions and recommendations on how Fleet can improve the service provided. Fleet will also use other communication media to obtain feedback such as telephone, fax, and email.

Description:

This division consists of 21 employees who provide administrative, logistical, and mechanical support. The Fleet Division is responsible for the acquisition, disposition, and maintenance of approximately 840 vehicles and pieces of motorized equipment at the lowest long-term cost to citizens of Norman.

In 2011, Fleet administrative staff recieved certification with the Oklahoma Corporation Commission with class A & B underground fuel storage take licensing.This is a fully automated repair shop. The automated fuel system, installed in 2013, meets all new EPA regulations, including tank gauging and intersential monitoring system. It is chip key activated and tied to the Fleet computer system by modem. We currently have 2 fire stations with computerized fuel sites, 2 main computerized fuel sites, along with a hands free AIM2 device on some of our vehicles that works in conjunction with the fuel system. AIM2 features an onboard diagnostics interface that automatically downloads idle time and vehicle diagnostic needs into our data base system. In 2006, Fleet began using an automated oil system and in 2008, a camera system was installed to monitor parking lots at Fleet, Traffic, Line Maintenance, and Sanitation. The complex is under 24/7 video surveillance for security measures.

The Fleet system is FASTER on CCG System which includes: parts inventory and issuing, bar coding, mechanic work stations, and fuel inventory. All monthly division billing is compiled by use of the system. This system produces needed reports such as: fuel usage, productivity, vehicle maintenance, mileage, cost per mile, scheduled preventive maintenance, budget analyses, a Five Year Vehicle Replacement Report, monthly billing for labor, parts, tires, and fuel, and Warranty Recovery.

Fleet Staff is responsible for determining the base fuel, parts and outside repair accounts for all divisions that operate city owned vehicles and equipment. Using the first six months of the current fiscal year as the basis. For fuel, we spreadsheet the actual gallons used per division and then determine a base price for unleaded and diesel based on current and projected economic indicators. For parts and outside repair costs, the first six months of the fiscal year are used with a general 2% - 5% increase in costs. Projected budgets are completed in January of each year with the funding made available on July 1st of each year. To view past fiscal years' actual expenditures for the City of Norman, please click on the "Benchmarking" link below.

Fleet Division also is responsible for determining vehicle and equipment replacements for the City. By using the Vehicle Replacement Report in FASTER, a base projection of units is determined. This list gives each "unit" a numeric total of up to five (5) points in each category: mileage, maintenance costs and age, for a total of 15 points maximum. Once a unit has a numeric total of between 13 to 15, they are then visually inspected. A spreadsheet with the unit's description, current mileage/hours and life-to-date maintenance costs is used with the inspection report to determine replacements. Each unit is then ranked by need to replace along with the projected cost to replace. Final report is submitted for approval by the end of February with the funds available for purchase on July 1st of each year. To view past fiscal years' expenditures for capital replacement, please click on the "Benchmarking" link below.

We support all departments by providing "Stand-By" service when requested and 24 hour wrecker service. A rotation schedule for the technicians is posted 3 months in advance for on-call service. All technicians are required to carry the cell phone for a one week period to respond to any division’s needs after hours and/or holidays. We also assist any surrounding municipalities in times of inclement weather by means of vehicle mounted bulk tanks for fueling and on site tire repair. To ensure the safety of its citizens, in 2006, Fleet in conjunction with City Council, began inspecting all taxi cabs, limousines and/or all vehicles that are licensed to transport citizens in the City of Norman. Inspection costs are $35.00 per vehicle, with a $20 re-inspection fee, if needed.

February 2009, City Council adopted the Alternative Fuel Program. Fleet began purchasing CNG vehicles to replace units where viable. In Fiscal Year Ending 2010, Fleet purchased one CNG Front Load Refuse truck and one CNG Side Load Refuse truck as part of a pilot program to test the viability of CNG use in refuse trucks. This was deemed successful and now the City purchases CNG Refuse Vehicles. 

October 2008, the Fleet Division became recognized as an ASE Blue Seal Shop from the Blue Seal of Excellence Recognition Program and the National Institute for Automotive Service Excellence. This was achieved by having at least 75% of technicians National Institute for Automotive Service Excellence (ASE) certified, with at least one technician ASE certified in each area of service offered. The Fleet Division has received an engraved plaque to acknowledge the outstanding accomplishment. Fleet has maintained the blue seal status for over eight years.