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Home My Public Portal About2023-66 Adopting an amended fleet replacement policy; repealing resolution 2019-6RESOLUTION NO. 2023-66 A RESOLUTION OF THE VILLAGE COUN CIL OF THE VILLAGE OF KEY BISCAYNE, FLORIDA, ADOPTING AN AMENDED FLEET RE PLACEMENT POLICY; REPEALING RE SOLUTION NO. 2019-6; PROVIDING FOR IMPLEMENTATION; AND PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, the Village Council of the Village of Key Biscayne (the "Village") approved Resolution No. 2019-6 adopting a Fleet Replacement Policy to provide procedures for the replacement of the Village's fleet of vehicles and motorized equipment (the "Fleet Replacement Policy"); and WHEREAS, the Village Council desires to adopt the amended Fleet Replacement Policy attached hereto as Exhibit "A" (the "Amended Policy"); and WHEREAS, the Village Council finds that this Resolution is in the best interest and welfare of the residents of the Village. NOW, THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE VILLAGE OF KEY BISCAYNE, FLORIDA, AS FOLLOWS: Section 1. adopted, confirmed, and incorporated herein. Section 2. Recitals Adopted. That each of the above-stated recitals are hereby Approval of the Amended Policy. That the Village Council hereby approves and adopts the Amended Policy attached hereto as Exhibit "A" and incorporated herein. Section 3. Repeal. That Resolution 2019-6, which adopted the Fleet Replacement Policy, is hereby repealed. Section 4. Implementation. That the Village Council authorizes the Village Manager to take all action reasonably necessary to implement and enforce the Amended Policy and the purpose and intent of this Resolution. Section 5. adoption hereof. Effective Date. That this Resolution shall be effective immediately upon PASSED and ADOPTED this 10th day of October , 2023. ~ JOE I. RASCO, MAYOR ATTEST: J~~K~~~ VILLAGE CLERK APPROVED AS TO FORM AND LEGAL SUFFICIENCY: WEISS SEROTA HELFMAN COLE & BIERMAN, P.L. VILLAGE ATTORNEY Village of Key Biscayne Fleet Replacem ent Policy Version: 5 - 10/10/2023 The purpose of this policy is to establish procedures for the replacement of the Village's vehicles and motorized equipment (the "Fleet") at lifecycles intended to minimize life-cycle costs and maximize the performance of the Fleet. The Village's Fleet is essential for the efficient delivery of services to residents and visitors. Consequently, a primary focus of this policy is to ensure vehicles are reliable, available when needed, and appropriate for the tasks required to support the Village's operations. The following general replacement cycles will be applied to plan for the replacement of vehicles and equipment: Type Years Mileage/Use Cars 7 or 100,000 Police/Fire Cars 7 or 100,000 Pickups, Vans, SUVs 10 or 100,000 Trucks/Buses 10 or 125,000 ATVs 5 or NA Equipment, trailers, boats 10 or NA Rescue Trucks (Ambulances) 7 or 150,000 Fire Apparatus (Pumpers) 10 or NA Fire Apparatus (Ladders) 12 or NA Replacement cycles are set to comply with generally accepted best management practices adopted by other Florida municipalities. Note that the cycle for fire apparatus' are shorter than in many cities (10 to 12 years vs 12 to 15 years) in recognition of the fact tha t the V illa g e has no sp a re fire ap p aratus w h ic h pro d u ce s sig nifica nt co st sa v in g s , ye t a lso ra ises asso cia ted risks. In the att e m pt to exte nd the Fire R e sc ue T ruc ks' (A m bu la nc e s) life cycle re p la ce m ent th re sho ld be yo nd 7 ye ars or 15 0,00 0 -m ile s , the V illa g e w ill att e m p t to re m oun t the re scue m o d u le (b o x) to pro lon g the life of the veh ic le as lo ng as it doe s no t affe ct the ab ility to pro v id e ad eq u a te e m ergency m e d ica l serv ice s . T he V illa ge w ill e sta blish a V e h icl e M a in te nan ce In te rn a l S ervice Fu n d. T he Fu nd w ill acco u nt fo r the fin an c ial tra nsa ctions of all flee t activities. It w ill deve lop sta n d a rd co sts fo r ea ch fle e t veh icl e typ e de te rm ined by use of the ve h icl e . S ta n d a rd co sts w ill in c lu d e a ll co sts of op e rating the fle e t, in c luding ex p e cte d futu re ca pita l co sts, m ainte na nc e co sts, ins u ra n ce s, overhea d , a nd any dire ct o r indire ct la b or. C a pita l re co very charges w ill be ba se d up on the exp e cte d future acq u is ition price of the veh ic les. D epart m ents w ith flee t ve h icl e s assig n m e nts w ill be charged a m o nthly re nta l co st de ve lop e d fr o m the sta nd a rd co sts asso c ia te d w ith the fle e t. T he goa l of the Fu nd is to isola te veh icl e acq u is ition decisions fro m an n u al bu d g et co nstra in ts w hile pro v id ing sta ble co sts fr o m ye ar-to -ye ar. A dditionally , the fund w ill allo cate ou t to ea ch us in g de p art m ent the actual co st of flee t serv ice s . C ap ita l re p la ce m ent co sts w ill be de te rm ined us ing as a gu id e the ge ne ra l re p la ce m e nt gu id e . T o in itially esta blish the Fu nd, the V illa g e M an a g e r m a y m ake re co m m e nda tion s to the V illa g e C o u n c il on inte rf und fin an c ing of ca p ita l re p lace m ent co sts. O nce fund in g has be en ap p ro ve d in the bud g e t, the V illag e 's de sig n a te d fle e t m anag e r, in co nju n ctio n w ith re p re sentative s fr o m ea c h using dep art m ent, w ill asse ss ea ch veh icl e in the fle e t a nd develop a prioritize d list of the un its m ost dese rv ing of re p lace m ent. Fa cto rs co n s id e re d w ill incl ud e ho w critica l un its are to a de p a rt m ent's m ission , the ava ila bility of sp are s and the re nta l un its, ag e , m ile a g e , co n d itio n , re lia b ility, an d re p air co sts. Fle e t ve h icl e s tha t ha ve serv e d their use ful life m a y be use d as sp a re ve h ic les to ad dre ss fle e t do w ntim e issues w ith the prior pe rm ission of the V illa g e M a na g e r. Fle e t veh ic le s w ill no t be re p u rpo se d to a n o ther usin g dep a rt m e nt to avo id inc urrin g exce ssive re p air co sts a nd do w ntim e . R e tire d fle e t ve h icle s w ill be disp o se d of by fo llo w ing the V illa g e asse t disp osition po lic ie s . V e h icles are to ols tha t he lp the V illa g e eff ic iently serv e the co m m u n ity. T herefo re , re p la ce m ent veh ic le types w ill be m a tche d to the job tha t nee d s to be do ne . T he utility of veh ic les w ill be the prim ary fo c us in selecting the typ e of ve h icl es to pu rchase in cl u ding sa fe and fun ction a l o perating ca p a bilities; req u ire m ents to m ee t sp e cific job de m a nd s (suc h as tow in g , o p e ratin g off ro a d, g ro u n d clea ra n ce , tra n sp o rt ing hea vy pa y loa d s); or perf orm ing la w e nfo rce m e nt or fire serv ice s du tie s. P refe re n ce w ill be given to ve h ic le s tha t ha v e pro ven re liab ility, fue l eco n om y , an d re sa le va lu e . O p tional eq u ip m e n t w ill be lim ite d to ite m s tha t exte n d fun ction ality a nd utility. T he V illa g e is fo cuse d on lo w e ring its ca rb on fo o tp rint. T here fo re, veh ic le type s pu rchase d w ill be the m in im u m size req u ired to do the inte nd e d job. P refe re n ce w ill be give n to veh ic le type s tha t m axim ize fuel eco n om y and m inim ize tailpip e e m issions so long as do in g so do e s not co m pro m ise the utility of ve h ic le s or m a te ria lly in c re a se co sts. O n ce ve h ic le s a re re place d, they w ill be re m o ve d fr o m se rv ice an d so ld or otherw ise disp ose d of. R e te ntion of rep lace d ve h icl e s w ill ge ne ra lly no t be ap pro ve d exce pt by w ritte n a p pro va l fro m the V illag e M a ng er to m ee t a sp ecific pu rpo se (suc h as fo r a short te rm sp ecia l pro ject or to tem p ora rily re p la ce a veh icle tha t is no t econ om ica l to re p a ir) and the n on ly fo r a period not exce e d ing 3 m onths w ithout the V illa g e M ana g er's re a p pro va l.