Report to/Rapport au:

 

Community and Protective Services Committee

Comité des services communautaires et de protection

 

17 February 2011/ 17 février 2011

 

 

Submitted by/Soumis par : Steve Kanellakos, Deputy City Manager/Directeur municipal adjoint, City Operations/Opérations municipales

 

Contact Person/Personne ressource : John Manconi, General Manager

Public Works/Travaux publics

(613) 580-2424 x 21110, John.Manconi@ottawa.ca

 

City Wide/à l'échelle de la Ville     

Ref N°: ACS2011-COS-PWS-0006

 

 

SUBJECT:

 2011 vehicle growth Annual report - INFORMATION SUPPLEMENTAL TO THE BUDGET ESTIMATES

 

 

OBJET :

AUGMENTATION DES DEMANDES DE VéHICULES DE 2011- Renseignements supplémentaires aux prévisions budgétaires

 

 

REPORT RECOMMENDATIONS

 

That the Community and Protective Services Committee receive this report as supplemental information to the 2011 Draft Budget.

 

 

RECOMMANDATION DU RAPPORT

 

Que le Comité des services communautaires et de protection prenne connaissance de ce rapport à titre d’information supplémentaire au budget préliminaire de 2011.

 

 

BACKGROUND

 

In January 2005, Council carried motion 27/139, which directed staff to provide pre-budget reports in advance of the draft budget for the purchase of any new fleet.  The pre-budget reports detail the following information:  proposed vehicles to be purchased, programming rationale for purchase, expected cost and expected savings through strategic procurement.

The Fleet Services Branch prepares the Annual Fleet Growth and Replacement reports respectively, on behalf of its clients, based on client-identified requirements. 

In preparation, the respective client groups identify their growth and/or replacement requirements and the Fleet Services Branch prepares minimum vehicle specifications to meet the requirements in the most cost effective way.

Growth Reports are prepared and presented to each of the following five standing committees: 

 

Only three reports are required this year since clients represented by the Finance and Economic Development Committee and Planning Committee have no vehicle growth requirements for 2011.  Each of the remaining three reports contains specific data relative to the respective client groups under each committee. 

As described in Document 1 (attached), this report provides the Community and Protective Services Committee with the 2011 Vehicle Growth requests for the following branches:

 


DISCUSSION

 

The City’s fleet is an integral component in achieving corporate operational objectives.  As a result, a significant portion of the City’s annual Capital Budget is expended on the procurement of new fleet.  In order to maintain an operationally efficient and cost effective fleet, it is critical that vehicle and equipment build-out and delivery deadlines are met each year.

 

The process to acquire fire trucks, heavy vehicles and ambulances is between twelve months and two years, while light vehicles can take up to twelve months if the spring manufacturing deadlines are not met.  Vehicle manufacturers have a typical last-order or “build-out” date in March of every year.  This date is in place to ensure the manufacturer has capacity to manufacture the requested units before re-tooling for the production of subsequent models in the fall.  If the March build-out date is missed, the manufacturer no longer accepts orders on the current tendered model and the only option is to re-tender for the fall model.

 

In the past, Fleet Services has been permitted to issue a request for tender or proposal in advance of the approval of the Annual Capital Budget and order the vehicles immediately following budget approval.  This practice will be reinstated, which will permit the City to provide for a more timely delivery of vehicles


 

Fleet 2011 Vehicle Growth Analysis

 

Fleet 2011 Total Vehicle Growth

 

The Fleet 2011 vehicle growth requests for all three Committees totals $9.3M $3.7M in capital costs with an annual operating cost of $1.124M.  Only a prorated portion of the annual operating costs of $913,437will be required for 2011 based on the planned in-service date of related vehicles and equipment; the remaining $210,257 will be requested in 2012.  The Draft 2011 Operating and Capital Budgets to be tabled for approval with Council will include these expenditure items.   The purchase of these vehicles and the associated costs are subject to the approval of Council during the 2011 budget process.

 

Community and Protective Services Committee 2011 Growth

 

The Community and Protective Services Committee - 2011 Vehicle Growth Requests attached as Document 1 details the 2011 vehicle and equipment requests along with the models and specific unit acquisition justification for the following branches:

 

·         Fire Services;

·         Ottawa Paramedic Services; and,

·         Parks, Buildings and Grounds Operations & Maintenance.

 

The report details the estimated capital cost and the operational impacts for the requested units. The operating impacts are the costs associated with operating the units including maintenance, fuel and depreciation.

 

The Fire Services Branch is requesting $210,000 in operating funding for growth units already approved in previous years.

 

The Ottawa Paramedic Services Branch is requesting two (2) Paramedic Response Unit Equivalents to meet its 2011 operational requirements.  The total capital cost for these units is $309,350 with an annual operating cost of$140,000.  Only a prorated portion of the annual operating costs of $60,000 will be required in 2011 based on the planned in-service date of related vehicles and equipment; the remaining $80,000 will be requested in 2012.

 

The Parks, Buildings, and Grounds Operations & Maintenance Branch is requesting thirty seven (37) vehicles to meet its 2011 operational requirements including: three (3) scissor lifts, one (1) covered trailer, one (1) ½ ton pickup truck, one (1) ¾ ton pickup truck, one (1) mini garbage packer, one (1) fertilizer spreader, one (1) single axle tilt and load trailer, five (5) aerators, two (2) sand sifters, one (1) silt seeder, two (2) ball diamond groomers, one (1) ride on mower, one (1) service truck, one (1) 22’ trailer, one (1) farm tractor, one (1) rear mounted blower, one (1) 12’ tilt bed trailer, one (1) tractor, one (1) 17’ mower, one (1) salt spreader, five (5) landscape trailers, one (1) ¾ ton utility van, one (1) seeder, one (1) cultivator and one (1) drag hallow.  The total capital cost for these units is $884,497 with an annual operating cost of $229,981.


 

Only a prorated portion of the annual operating costs of $99,724 will be required in 2011 based on the planned in-service date of related vehicles and equipment; the remaining $130,257 will be requested in 2012.

For the Community and Protective Services Committee, the total Capital costs for 2011 fleet Growth is $1,193,847 with a total annual operating cost of $579,981.  Only a prorated portion of the total annual operating costs of $369,724 will be required in 2011 based on the planned in-service date of related vehicles and equipment; the remaining $210,257 will be requested in 2012.

 

RURAL IMPLICATIONS

 

There are no rural implications as the result of implanting the recommendations contained within this report.

 

CONSULTATION

 

No public consultation was required.

 

COMMENTS BY THE WARD COUNCILLOR(S)

 

This is a city wide report.

 

LEGAL RISK MANAGEMET IMPLICATIONS

 

There are no legal/risk management impediments to receiving the recommendation in this report.

 

CITY STRATEGIC PLAN

 

There are no implications to the City Strategic Plan as a result of implementing the recommendations contained in this report.

 

TECHNICAL IMPLICATIONS

 

There are no technical implications to implementing the recommendations in this report.

 

FINANCIAL IMPLICATIONS

 

The 2011 vehicle growth requests will form part of the Draft 2011 Operating and Capital estimates that will be considered by the respective Committees and Council during the budget process.

SUPPORTING DOCUMENTATION

 

Document 1 - Community and Protective Services Committee - 2011 Vehicle Growth Requests

 

DISPOSITION

 

Upon approval of this report, the Public Works Department - Fleet Services Branch will implement the recommendations outlined in this report.