Operational Audit Services

The Vendor is required to provide operational audit services for include:
1. Existing conditions assessment
• Confirm the inventory of all current vehicles and equipment, mileage, usage history, and maintenance logs (town staff will provide a current list)
• Evaluate the replacement schedule and procurement history
• Evaluate current staff roles, workflows and standard operating procedures
• Evaluate existing state regulations that apply to the town's fleet
• Interview key staff such as the supervising equipment mechanic and the parks and public works superintendent
2. Assess utilization and efficiency
• Determine utilization thresholds for each asset
• Identify underused, overused or misassigned assets
• Benchmark asset size, utilization and staffing ratios against similar sized municipal fleets
• Identify opportunities to streamline the number of assets owned by the town, including increased use of pool vehicles, electrification of certain assets, etc.
• Provide a buy versus lease analysis for representative vehicle and equipment types, with a recommendation on whether the town should shift toward leasing.
3. Evaluate maintenance operations
• Preventive maintenance compliance
• In-house vs. outsourced labor mix
• Downtime, backlog, and response time
• Parts management and inventory
• Safety inspections and compliance
• Ability to support electrification or alternative fuel assets in future plans
4. Review policies and procedures
• Vehicle assignment and take-home policies
• Replacement criteria and lifecycle thresholds
• Procurement and surplus procedures
• Maintenance sops and staff training programs
• Risk management and regulatory compliance
5. Recommendations and implementation plan
• Practical, prioritized recommendations including draft policies or modifications to existing policies for staff consideration
• A clear statement of whether the town's fleet can be reduced, and if so by approximately how much, and whether shifting toward leasing would reduce costs, supported by the peer city comparison
• An implementation roadmap
• Steps for ongoing monitoring.