Fleet Division

Fleet Division

The mission of the Public Works Fleet Division is to provide safe, economical state-of-the-art, environmentally friendly transportation and service to allow departments to fulfill their official duties and to ensure the City’s Public Compressed Natural Gas (CNG) Fueling Facility remains open to the public 24 hours a day. Fleet Administration uses a computer program, FASTER Fleet Asset Solutions, to ensure accurate technician productivity, repair types, work orders, parts issued, inventory, fuel, and equipment replacement needs are posted. In addition, FuelMaster is a fuel management system utilized by the Fleet Division to track usage of CNG, Unleaded, and Diesel. FuelMaster allows the Fleet Division to report accurate bi-weekly usage of public and private sector use of CNG to the Internal Revenue Division for tax purposes.

Division Description

There are 23 employees within the Fleet Administration and Fleet Repair Sub-Divisions providing the administrative, logistical, and mechanical support to all City Departments who operate City owned equipment and vehicles and for the public and private sector who utilize Norman’s CNG Fueling Facility.

Fleet Administration is responsible for establishing citywide budget figures based on a five year average usage for the coming fiscal year with regards to the internal fuel, parts, and sublet repair accounts. Fleet Administration staff establishes capital funds by awarding bids and/or using state contracts relating to the acquisition of new equipment and vehicles.

The Fleet Repair Sub-Divisions support the City Departments and agencies in the delivery of municipal services by ensuring that City vehicles and equipment are available, dependable, and safe to operate in a timely manner.  The shop Supervisors are responsible for prioritizing equipment repairs to ensure all departments have a safe and ample amount of equipment available at all times. The Supervisors oversee the day to day operations, provide for the health, welfare, and safety of the division employees as it relates to personnel, equipment, shop, and environmental safety. The Fleet Repair Technicians are responsible for the daily maintenance and the periodic repair, including ordering all parts and supplies for the City’s private Unleaded/Diesel Fueling Facility and the private and public sector used CNG Fueling Facility, over 895 vehicles and equipment, along with eighteen generators located throughout Norman to ensure no disruptions to electricity occur for essential divisions during emergencies and natural disasters.

The Preventive Maintenance Program is designed with the intent to “prevent” major repairs before they happen. Vehicles and equipment are scheduled on a routine basis, specifically every 5,000 miles (250 hours for those with meters) or every 6 months, whichever comes first. With the cleaner burning fuel on our CNG vehicles, they are scheduled on a routine basis, specifically every 7,500 miles (500 hours for those with meters) or once a year, whichever comes first.

Maintenance Program

GOALS

  • Provide safe and reliable repairs to all City Divisions.
  • Maintain the ASE Blue Seal of Excellence Program and keep the Fleet Division ASE Certified.
  • Provide outsourcing for repairs not provided in-house for vehicles and equipment.
  • Deliver the highest level of customer service.
  • Complete 75% of repairs in 24 hours and 25% of repairs in 48 hours.
  • To have 95% fleet availability at all times for vehicles and equipment.
  • To uphold a higher standard relationship with all Fleet Heavy Truck/Equipment Repair customers.
  • Per the Parts Service Contract, our in-house NAPA parts store will Provide 95% parts on hand.

OBJECTIVES

  • Conduct all Department business in an ethical and timely manner.
  • Always take a proactive rather than reactive approach to identify problems or issues and initiate corrective action immediately.
  • 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 repair costs can be achieved.
  • Benchmark repairs with industry standards.
  • To keep comeback repairs to a minimum.

Fleet Vehicle Repair Work Order

The most commonly used form during the course of business is the Fleet Vehicle Repair Work Order sheet. Each time an employee brings a vehicle or piece of equipment to the Fleet division for repairs or routine maintenance, they are required to complete the Fleet Vehicle Repair Work Order form. There are several areas on the form that allow the employee to communicate the needs of their division with the repairs or routine maintenance needed for the unit. This allows the Fleet Supervisor to prioritize shop floor work throughout the course of the day. Click here for an example Fleet Vehicle Repair Work Order.

Maintenance Program

The Preventive Maintenance Program is designed with the intent to “prevent” major repairs before they happen. Vehicles and equipment are scheduled on a routine basis, specifically every 4,000 miles (250 hours for those with meters) or every 6 months, whichever comes first. With the cleaner burning fuel on our CNG vehicles, they are scheduled on a routine basis, specifically every 7,000 miles (500 hours for those with meters)or once a year, whichever comes first.

 PM-C For vehicles, this is our most common PM Service and is completed every 4,000 miles or 250 hours. It is a 20 point inspection that includes oil/filter change. Click here for an example PM-C checklist.

 PM-D For vehicles, this is our more in depth PM Service and is completed every 28,000 miles or 1000 hours. It is a 50 point inspection that includes oil/filter change and Brake/Transmission flush. Click here for an example PM-D checklist.

 PM-A For trailers, this is our PM Service that includes an inspection and fluid top off and is completed once or twice a year, as recommended by the manufacturer. Click here for an example PM-A checklist.

 PM-B For construction equipment, this is our PM Service that includes an inspection and fluid top off and is completed once a year. Click here for an example PM-B checklist.

 PM-N For Compressed Natural Gas equipment/vehicles, this is our CNG inspection that is completed every 7,000 miles or once a year, whichever comes first, by our Oklahoma state certified Alternative Fuel Equipment technicians. Click here for an example PM-N checklist.

 PM-9 For construction equipment, this is Boom and Crane inspection that is completed once a year by a certified vendor. 

 

Field Service Program

The Field Service Program is designed with the intent of performing necessary, complex repairs to specialized vehicles and equipment to accommodate an excessive workload out in the field. This program has a dedicated Field Service Mechanic II and a specialized Field Service Truck. The Field Service Mechanic II is able to have quality repair services performed in the field resulting in less downtime created by equipment and vehicles waiting for technicians to administer necessary repairs on equipment that cannot physically travel to fleet under its own power or travel on public road systems.

Benchmarking Program

The Benchmarking Program is designed with the intent of tracking technician productivity and comparing repair times on vehicles and equipment with industry standards. Fleet technicians complete benchmark comparisons once a week to ensure they meet industry standard times on all repairs. This helps keep unnecessary time from being spent completing repairs and reach our goal of having 75% of repairs being completed in 24 hours and delivering the highest level of customer service. Benchmarking helps the Fleet Division identify any training employees may need with the ever changing technology requirements.

Norman Alternative Fuel Program

Compressed Natural Gas Fueling Station

On February 24, 2009, Norman City Council adopted the Norman Alternative Fuel Program, one of very few such municipal programs in Oklahoma. Since that time, the City has become a leader in alternative fuel technology. Out of 101 Public/Private Compressed Natural Gas (CNG) Fueling Facilities located in the Oklahoma Natural Gas (ONG) network, the City of Norman's CNG Fueling Facility is ranked 10th in Oklahoma for total volume throughput with a total dekatherm  usage of 161,656 translating into 1,293,248 gas gallon equivalents. In addition to environmental benefits, the city has saved approximately $1,453,303 since 2009 in fuel costs by replacing traditional fuel vehicles with CNG vehicles.

On January 9, 2012, The City of Norman opened a CNG Fueling Facility with public access. The station provides CNG for citizens and city vehicles. The facility was built with the aid of stimulus funds. In 2016, extra storage was added to the station and a smart control panel was added to take advantage of off-peak compressor use so our CNG compressors do not run as much during peak hours. Staff anticipates annual savings of electricity costs of demand charges by OG&E from 11 cents to 5 cents per KWh, translating into savings of $4,000 over the 5 month period each year.  

Where applicable, green procurement is used by buying CNG or Biofuel vehicles whenever possible and every vehicle we purchase must be in the top 3% of fuel efficiency in its class. We partner with the Association of Central Oklahoma Governments (ACOG) and utilize grants to help offset the cost of alternative fuel technology for vehicles and the fueling facility.

 

Taxi Cab Inspection Program

The Taxi Cab Inspection Program is designed with the intent of ensuring the safety of Norman citizens. In 2006, Fleet in conjunction with City Council, pursuant to chapter 13 in the City of Norman Code of Ordinance, began inspecting all taxi cabs, limousines, and/or all vehicles that are licensed to transport citizens in the City of Norman. Inspections are due by the end of March each year and are $35 per vehicle with a $20 re-inspection fee, if needed.