Scope of Work Operational ReviewRFP 7123
Scope of Work-Specifications
The City of Denton is seeking a professional services firm to perform an operational review and
assessment of the organization’s Fleet Services department. The purpose of this review is to benchmark
the effectiveness and efficiency of Denton’s Fleet Services against high performing fleet services in both
the public and private sectors. Operations and key functions included in this assessment include
procurement, preventative maintenance, maintenance & repair, salvage, motor pool, fuel management,
parts management, warranty work, performance management, and contract management. At a high
level, the deliverables associated with this engagement should include a thorough analysis of key fleet
operations, conclusions based on industry knowledge and onsite observations, and an action plan based
on the firm’s recommendations. Detailed deliverables and specifications follow:
General Business – Assessment of the department’s overall performance compared to industry best
practices for quality, efficiency, effectiveness, and cost. Evaluations and recommendations sought for:
- Processes and procedures related to procurement, preventative maintenance, and maintenance
and repair
- Policies associated with fleet administration and operation (ex: Motor pool, vehicle utilization,
and preventative maintenance)
- Control mechanisms such as separation of duties and management oversight
- The use of performance measures to assess the department’s quality, efficiency, cost controls,
and process effectiveness
- Resource management systems and processes for workforce planning, tools, equipment, parts,
and other assets
Organization & Staff – Assessment of the department’s organizational structure, culture, leaders, and
line staff. Evaluations and recommendations sought for:
- Organizational structure, size, span of control, and appropriate staffing levels (i.e. technician to
vehicle ratio; bay to technician ratio)
- Leadership philosophy and management competency
- Workplace culture as it relates to safety, teamwork, quality, and customer service
- Staff morale, work ethic, and approval of management
- Adequacy of staff training and development processes
Financial & Rate Structure – Assessment of the department’s budget, cost containment strategies, and
cost recovery methods. Evaluations and recommendations sought for:
- Cost recovery/charge back rate design and cost competitiveness
- Fleet funding programs and use of grant funds
- Budget structure, planning, processes, and ongoing management
- Decision making process and criteria for repair or replace scenarios
- Fleet utilization review processes and criteria
Asset Management – Assessment of the department’s asset management practices. Evaluations and
recommendations sought for:
- Vehicle procurement practices including interdepartmental coordination and specification
development
RFP 7123
Scope of Work-Specifications
- Replacement planning processes based on vehicle use, age, condition, and optimum life
- Recommended fleet size based on current fleet utilization, use of motor pool, and mix of
municipal services
- Vehicle and equipment standardization practices and opportunities
- Auction and salvage process efficiency and effectiveness
- Fuel management program and processes
Maintenance Program – Assessment of the department’s preventative maintenance and repair
functions. Evaluations and recommendations sought for:
- Preventative maintenance standards, processes, adherence, and effectiveness
- Pre-trip/post-trip inspection standards, systems, adherence, and effectiveness
- Maintenance and repair standards, processes, efficiency, and quality
- Sublet maintenance (contract or warranty) efficiency and effectiveness
- Quality assurance and quality control for repairs and maintenance
- Parts availability and third-party parts supplier’s performance
Fleet Information Systems – Assessment of the department’s information system, communication
technologies, reporting capabilities, and use of business intelligence. Evaluations and recommendations
sought for:
- Current system features, capabilities, and deficiencies
- Opportunities to better leverage existing technologies
- Features and capabilities available through the procurement of new/complimentary
technologies
- Use of data, reporting, exceptions, and analysis
Facilities and Resources – Assessment of the department’s facilities and the resources available to staff
to perform optimally. Evaluations and recommendations sought for:
- Functionality and adequacy of existing facilities
- Opportunities to improve and/or optimize existing facilities and work spaces
- Work bay and facility requirements based on current and future workloads
- Workplace design