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Council hears proposal to standardize fleet asset management; staff recommends Beehive tracking and 10-year/100,000-mile baseline
Summary
Public works recommended citywide adoption of the Beehive asset-management system, a 10-year/100,000-mile baseline replacement guideline and a maintenance-cost trigger for surplusing vehicles; council asked staff to return with policy language and lease alternatives for police cars.
City staff presented a fleet and asset-management overview and recommended broadening the city's tracking practices and replacement criteria.
Eric De La Cruz (public works) reviewed the city fleet inventory, recent surplus history and resale market dynamics. He reported that Beehive (the city's current asset-management tool used by public works) could be deployed across all departments at no additional licensing cost and could store maintenance records, life-cycle data and replacement recommendations. Staff also noted the city uses Samsara for dash cameras and GPS and that Samsara can provide real-time engine-health alerts; adding retention of Samsara health records would cost approximately $20 per vehicle.
De La Cruz proposed a baseline life-cycle policy of 10 years and 100,000 miles for passenger vehicles (with exceptions made where maintenance costs or condition warrant earlier replacement). He also proposed a maintenance-cost formula (cumulative maintenance divided by current resale value) with a threshold (for example, 50%) as a supplemental trigger to consider retiring an asset.
Council members asked several practical questions about implementation, including whether police vehicles would be treated differently because of high engine hours from on-scene idling. Several councilors suggested exploring a hybrid approach: lease police vehicles and purchase other fleet items. Staff said vendors and other cities have used hybrid approaches and that the city could analyze cost comparisons.
Council directed staff to gather more detailed policy language, consult peer cities, and return with a proposed formal asset-management policy and any cost estimates for expanding system integrations (Beehive/Samsara) and exploring leasing options.
Ending: Council asked staff to return with draft policy language, a cost estimate to extend tracking and retention, and a lease-versus-purchase comparison for high-usage vehicles.
