accountability in action for the city of indianapolis 5.12.08.pdfrepublic waste services of indiana...

Date: May 9, 2008

To: Mayor Ballard

From: Michael Huber and Kristen Tusing, Office of Enterprise Development

Re: IndyStat – first Department of Public Works meeting Monday 5/12/08

CC: David Sherman, Director of DPW

Paul Okeson, Chief of Staff

Sarah Taylor, Director of Constituent Services

David Reynolds, Controller

Chris Cotterill, Corporation Counsel

Shital Patel, Chief Information Officer

The first DPW IndyStat meeting is scheduled for May 12, 2008. In preparation for this first

meeting we wanted to brief you on DPW measures and to highlight issues for discussion.

DPW IndyStat Templates See attached. The powerpoint attachment provides the financial and

service performance measures for DPW which will form the basis of our first discussion. These

measures will change based on IndyStat discussions; the attached represent our “first cut” at the

numbers that drive DPW’s performance.

DPW Service Measures

Cost for Trash Collection per Pick- up per Household: Contracted vs. In-House. This

measure represents the monthly average it costs to pick up trash for each household. It will

compare the cost of “contracted out” service to in-house cost. Because costs have not been

reported monthly up to this point, the annual figure for 2007 and YTD 2008 figure has been

used to provide context for the first discussion.

Cost per Acres for Maintenance to Greenways. Indicates the average cost per acre to provide

maintenance to the Greenways. Currently DPW provides the service to DPR (discussed in

DPR IndyStat meeting April 25th). DPW has currently not billed back DPR for the services

provided. This work is done in-house.

Total Number of Pothole Service Requests. Service request numbers are retrieved from the

Hansen Infrastructure Management System, not the MAC.

Number of Days to Respond and Complete Pothole Complaints. This measurement is the

monthly average number of days that a pothole complaint is open from the time DPW

receives the request until the request is closed.

Average Number of Tons Patched per Crew per Day. The amount of patch material (in tons)

a crew uses per day to patch potholes.

Average Direct Cost per Ton of Pothole Repairs. Displays the actual cost (including

materials) for each ton of pothole repair.

Cost for Resurfacing per Lane Mile. Data is not available at this time, but chart is placed in

presentation to discuss the impact of resurfacing on pothole operations.

1 of 2

Indy Stat Accountability in Action for the City of Indianapolis

Age of Vehicle Fleet. This is not a performance measurement, but the chart displays

information on the current fleet condition. Fleet is broken up into the following categories:

less than 5 years, 5 to 8 years old, 8 to 10 years old, and older then 10 years.

Mileage of Vehicle Fleet. This is not a measurement, but like age of fleet, shows the

condition of the current fleet. Fleet is broken up into the following categories: fleet over

100,000 miles, fleet 50,000-100,000 miles, and fleet less than 50,000 miles.

Top Ten Aging Types of Vehicle Units. Provides information on the types of vehicles that

are showing the most significant aging.

Average Cost per Vehicle Repair by Type. Displays the average cost per vehicle repair for

the following categories: Snow Vehicles, Refuse Vehicles, Patrol Vehicles and DPR mowers

with 72’Outfront.

Average Number of Days for Vehicle Repairs to be Completed. Measures the turnaround

time of the Fleet Maintenance Division. Only Snow Trucks and Police Interceptor data is

available at this time.

Potential Issues for Discussion

What activities determine the peaks and valleys in DPW’s expenses in a typical year?

What revenue sources make up DPW’s non-general fund revenues?

Why does DPW’s overtime 2008 thus far exceed budgeted targets? What can be done to

manage DPW’s overtime for the remainder of 2008?

What general zones of Indianapolis-Marion County have in-house trash pickup compared to

contracted-out trash pickup? What strategies can the City pursue to drive down the costs of

both in-house and contracted-out trash collection?

What activities drive DPW’s cost per mile for greenway maintenance?

What external factors impact the number of pothole service requests? What can we do to

improve the response time for pothole service requests?

It appears from the charts that from the perspective of “Number of Tons Patched Per Day,”

City crews’ productivity is improving. What strategies have caused this improvement?

The charts suggest that the “Average Direct Cost per Ton of Pothole Repairs” is declining. Is

this due to improved productivity? New strategy?

What is DPW’s current strategy for resurfacing? What is the connection between resurfacing

and potholes/chuckholes? How can we retrieve better resurfacing data?

What criteria does DPW Fleet Maintenance Division use to define “aging fleet?”

What strategies can DPW and the City pursue to improve the condition of the vehicle fleet?

Why do IMPD patrol cars make up so much of the aging fleet category?

How are City-County’s vehicle repairs divided between in-house and contracted out repairs?

2 of 2

DPW IndyStat

May 12, 2008

Indy StatAccountability in Action for the City of Indianapolis


DPWMay 12, 2008

Actual to Budgeted Operating Expenses

$-

$2,000,000

$4,000,000

$6,000,000

$8,000,000

$10,000,000

$12,000,000

$14,000,000

$16,000,000

$18,000,000

Jan-08

Feb

-08

Mar-08

Apr-08

May

-08

Jun-08

Jul-0

8

Aug

-08

Sep

-08

Oct-08

Nov-08

Dec-08

Actual

Budget

Projected Budget

based on spend rate for

Fiscal Year 2005, 2006

and 2007


DPWMay 12, 2008

Actual to Budgeted Revenue

$0

$5,000,000

$10,000,000

$15,000,000

$20,000,000

$25,000,000

$30,000,000

Jan-

08

Feb-

08

Mar

-08

Apr

-08

May

-08

Jun-

08

Jul-0

8

Aug

-08

Sep

-08

Oct-0

8

Nov

-08

Dec

-08

Actual

Budget

Projected Revenues

based on revenue rate for

Fiscal year 2005, 2006

and 2007


DPWMay 12, 2008

Overtime Expense

$0

$50,000

$100,000

$150,000

$200,000

$250,000

$300,000

$350,000

$400,000

$450,000

$500,000

Jan-08

Feb

-08

Mar-0

8

Apr-0

8

May

-08

Jun-08

Jul-0

8

Aug

-08

Sep

-08

Oct-0

8

Nov-08

Dec-08

Actual

Budget


DPWMay 12, 2008

Staffing Levels

0

100

200

300

400

500

600

700

800

Jan-07

Feb-07

Mar-07

Apr-07

May-07

Jun-07

Jul-07

Aug-07

Sep-07

Oct-07

Nov-07

Dec-07

Jan-08

Feb-08

Mar-08

Apr-08

May-08

Jun-08

Jul-08

Aug-08

Sep-08

Oct-08

Nov-08

Dec-08

Unfilled

Filled Positions


DPWMay 12, 2008

Top 10 Vendors for April

$-

$20

0,000

$40

0,000

$60

0,000

$80

0,000

$1,

000,0

00

$1,

200,0

00

$1,

400,0

00

$1,

600,0

00

SOUTHSIDE LANDFILL, INC.

CRYSTAL FLASH PETROLEUM CORP

SPEEDWAY SUPERAMERICA LLC

COVANTA ENERGY

REYNOLDS INC

REPUBLIC WASTE SERVICES OF INDIANA

MADDOX INDUSTRIAL CONTRACTORS, INC.

INDIANAPOLIS POWER & LIGHT

VEOLIA WATER INDIANAPOLIS, LLC

EAGLE VALLEY INC.

Ven

do

r

Amount

Paid


DPWMay 12, 2008

Percentage of Cumulative

MWBE Competitive Dollars

0.00%

2.00%

4.00%

6.00%

8.00%

10.00%

12.00%

14.00%

16.00%

Jan-

08

Feb-

08

Mar

-08

Apr

-08

May

-08

Jun-

08

Jul-0

8

Aug

-08

Sep

-08

Oct-0

8

Nov

-08

Dec

-08

Cumulative Percentage MBE

Cumulative Percentage WBE

MBE Goal

WBE Goal


DPWMay 12, 2008

Cost of Trash Collection per

Household: Contracted vs In-house

$0.00

$0.50

$1.00

$1.50

$2.00

$2.50

2007 2008 YTD

Trash Collection (In-House)

Trash Collection (Contracted)

Monthly Costs

not available


DPWMay 12, 2008

Cost per Mile for

Maintenance on Greenways

$-

$500.00

$1,000.00

$1,500.00

$2,000.00

$2,500.00

$3,000.00

Jan-07

Feb

-07

Mar-0

7

Apr-0

7

May

-07

Jun-07

Jul-0

7

Aug

-07

Sep

-07

Oct-0

7

Nov-07

Dec-07

Jan-08

Feb

-08

Mar-0

8

Cost per Mile


DPWMay 12, 2008

Total Number of Pothole

Service Requests

0

500

1000

1500

2000

2500

3000

3500

Jan-07

Feb

-07

Mar-07

Apr-07

May

-07

Jun-07

Jul-0

7

Aug

-07

Sep

-07

Oct-07

Nov-07

Dec-07

Jan-08

Feb

-08

Mar-08

Apr-08

May

-08

Jun-08

Jul-0

8

Aug

-08

Sep

-08

Oct-08

Nov-08

Dec-08

Total Number of

Pothole Service

Requests


DPWMay 12, 2008

Number of Days to Respond

and Complete Pothole Complaints

0.0

5.0

10.0

15.0

20.0

25.0

Jan-07

Feb-07

Mar-07

Apr-07

May

-07

Jun-07

Jul-0

7

Aug

-07

Sep

-07

Oct-07

Nov

-07

Dec

-07

Jan-08

Feb-08

Mar-08

Apr-08

May

-08

Jun-08

Jul-0

8

Aug

-08

Sep

-08

Oct-08

Nov

-08

Dec

-08

Number of Days to

complete a pothole

complaintGoal


DPWMay 12, 2008

Average Number of Tons

Patched per Crew per Day

0

0.5

1

1.5

2

2.5

3

3.5

4

4.5

Jan-08

Feb

-08

Mar-08

Apr-08

May

-08

Jun-08

Jul-0

8

Aug

-08

Sep

-08

Oct-08

Nov-08

Dec-08

Average Number of Tons

Goal


DPWMay 12, 2008

Average Direct Cost per Ton

of Pothole Repairs

$0.00

$50.00

$100.00

$150.00

$200.00

$250.00

$300.00

$350.00

$400.00

$450.00

$500.00

Jan-07

Feb

-07

Mar-07

Apr-07

May

-07

Jun-07

Jul-0

7

Aug

-07

Sep

-07

Oct-07

Nov-07

Dec-07

Jan-08

Feb

-08

Mar-08

Apr-08

May

-08

Jun-08

Jul-0

8

Aug

-08

Sep

-08

Oct-08

Nov-08

Dec-08

Direct Cost

Goal


DPWMay 12, 2008

Cost for Resurfacing per Lane Mile

$0.00

$20,000.00

$40,000.00

$60,000.00

$80,000.00

$100,000.00

$120,000.00

$140,000.00

2007 2008 YTD

Cost for resurfacing

per lane mile

Goal

Data per Lane Mile not tracked.

$130,000.00 Annual Figure Given for Measurement


DPWMay 12, 2008

Age of Vehicle Fleet

Less Than 5 Years Old

5 to 8 Years Old

9 to 10 Years Old

Older

19.62%

45.51%

17.63%

17.23%


DPWMay 12, 2008

Mileage of Vehicle Fleet

Fleet over 100,000 miles

Fleet 50,000-100,000 miles

Fleet Less then 50,000 miles

28.86%

35.61%

35.53%


DPWMay 12, 2008

Top Ten Aging Types of Vehicles UnitsMaking up Approximately 52% of Entire Fleet

- 200 400 600 800 1,000 1,200 1,400 1,600 1,800

Roll Off Trucks

Lightning Loader (one man trash loader)

Side Loaders (automated)

Ambulances

Mowers 72" & Batwing

Packer Trucks 25yd Rear Load

Fire Truck (pumpers)

Snow Trucks

Automobile DPW

Police Patrol Cars

Top Ten Aging Types of Vehicles Units


DPWMay 12, 2008

Average Cost per Vehicle

Repair by Type

$0.00

$500.00

$1,000.00

$1,500.00

$2,000.00

$2,500.00

$3,000.00

$3,500.00

$4,000.00

$4,500.00

Jan-07

Feb-07

Mar-07

Apr-07

May-07

Jun-07

Jul-07

Aug-07

Sep-07

Oct-07

Nov-07

Dec-07

Jan-08

Feb-08

Mar-08

Snow Vehicles (3200 and 4200 type)

Refuse Vehicles

Patrol Vehicles

DPR Mowers 72' Outfront


DPWMay 12, 2008

Average Number of Days for

Vehicle Repairs to be Completed for

Snow Trucks and Police Interceptors

0

1

2

3

4

5

6

7

Jan-08

Feb

-08

Mar-08

Apr-08

May

-08

Jun-08

Jul-0

8

Aug

-08

Sep

-08

Oct-08

Nov-08

Dec-08

Snow Trucks

Police Interceptors


DPWMay 12, 2008

Key DPW Functions to be

Analyzed in Future Meetings:

- Wastewater

- Engineering

- Green Initiatives


DPWMay 12, 2008

Next DPW IndyStat Meeting

Monday, June 9th

11:00am

Room 260

1

Vendors Paid over $10,000.00 for the month of April Amount

EAGLE VALLEY INC. $1,492,257

VEOLIA WATER INDIANAPOLIS, LLC $1,221,877

INDIANAPOLIS POWER & LIGHT $1,215,048

MADDOX INDUSTRIAL CONTRACTORS, INC. $ 907,943

REPUBLIC WASTE SERVICES OF INDIANA $ 907,004

REYNOLDS INC $ 712,068

COVANTA ENERGY $ 590,332

SPEEDWAY SUPERAMERICA LLC $ 516,662

CRYSTAL FLASH PETROLEUM CORP $ 481,792

SOUTHSIDE LANDFILL, INC. $ 463,109

C.C. & T. CONSTRUCTION INC $ 408,066

HNTB CORPORATION $ 406,603

AMTECH CONSTRUCTION $ 365,279

COASTAL GUNITE CONSTRUCTION COMPANY $ 261,820

THIENEMAN CONSTRUCTION, INC. $ 225,245

SCHUTT-LOOKABILL CO., INC. $ 218,345

HOWELL CONTRACTORS INC. $ 211,803

M.D. WESSLER & ASSOCIATES, INC. $ 193,546

SHELLY & SANDS, INC. $ 178,376

RIETH-RILEY CONSTRUCTION CO., INC. $ 176,951

LAST CHANCE WRECKER & SALES, INC. $ 174,250

NATIONAL CITY BANK $ 166,717

BEATY CONSTRUCTION, INC. $ 139,600

VS ENGINEERING $ 138,602

ENNIS PAINT INC. $ 130,950

CAMP DRESSER & MCKEE INC. $ 121,848

ENERGYUSA-TPC $ 116,116

DIVANE BROS. ELECTRIC CO. $ 111,015

WASTE MANAGEMENT OF CENTRAL INDIANA $ 110,061

UNITED CONSULTING ENGINEERS, INC $ 100,562

MS CONSULTANTS, INC. $ 95,582

PAUL HARVEY FORD $ 95,427

DLZ INDIANA, LLC $ 93,867

R.W. ARMSTRONG & ASSOCIATES, INC. $ 87,099

PAUL I. CRIPE, INC. $ 85,778

ATLAS EXCAVATING INC $ 84,950

HIX WRECKER SERVICE, INC. $ 79,070

FIRST GROUP ENGINEERING $ 77,860

CHRISTOPHER B BURKE ENGINEERING, LTD $ 74,466

GREELEY & HANSEN $ 74,034

INSITUFORM TECHNOLOGIES USA, INC. $ 73,931

BOWEN ENGINEERING CORP $ 72,065

POMP'S TIRE SERVICES, INC $ 71,886

MAXIM SERVICES, LLC $ 68,987

ANDERSON SPRING SERVICE INC. $ 66,862

Indy Stat Accountability in Action for the City of Indianapolis

2

HANNUM WAGLE & CLINE ENGINEERING $ 65,553

WABASH FORD / STERLING $ 65,407

INDPLS. CLEAN CITY COMMITTEE, INC $ 64,920

BEST WAY DISPOSAL $ 59,009

CALUMET CIVIL CONTRACTORS, INC $ 57,496

DENISON PARKING INC $ 55,530

CRAWFORD, MURPHY, & TILLY, INC. $ 54,045

HERITAGE ENVIRONMENTAL SERVICES, LLC $ 50,916

BINGHAM MCHALE LLP $ 50,742

KLEEM INC. $ 49,620

CLARK DIETZ, INC. $ 46,446

MARION COUNTY AUDITOR $ 46,088

CITIZENS GAS AND COKE UTILITY $ 43,458

AMERICAN STRUCTUREPOINT, INC $ 41,949

BERARDIN, LOCHMUELLER & ASSOCIATES $ 39,728

STATE OF INDIANA $ 38,499

EDWARDS AND KELCEY, INC. $ 36,048

JANSSEN AND SPAANS ENGINEERING $ 35,965

COMMONWEALTH ENGINEERS, INC. $ 33,380

MIDWEST BRAKE & WHEEL, INC. $ 33,060

ELLIS MECHANICAL, INC. $ 32,946

BEST EQUIPMENT COMPANY $ 31,971

MGI TRAFFIC CONTROL PRODUCTS $ 31,704

W A JONES TRUCK BODIES & EQUIPMENT $ 31,591

STOOPS FREIGHTLINER QUALITY TRAILER,INC. $ 30,320

DUNCAN PARKING TECHNOLOGIES, INC. $ 29,988

BRADLEY MANAGEMENT GROUP, INC. $ 29,021

DEPARTMENT OF THE INTERIOR, USGS $ 26,353

INDIANAPOLIS WATER COMPANY $ 25,787

BURGESS & NIPLE, LTD $ 25,115

INDIANAPOLIS DOWNTOWN INC. $ 25,000

X.O. VEST, INC. $ 23,882

HUBLER CHEVROLET, INC. $ 23,512

CENTRAL INDIANA TRUCK EQUIPMENT CORP. $ 23,464

T B A & OIL WAREHOUSE, INC. $ 21,956

FLOYD E. BURROUGHS $ 21,789

POINDEXTER EXCAVATING, INC. $ 20,579

GOODWILL INDUSTRIES OF CENTRAL INDIANA $ 20,402

KENNEY MACHINERY CORPORATION $ 17,487

LEVEL 5 ENGINEERING, LLC $ 16,905

FORD $ 16,443

GLOBAL EMERGENCY PRODUCTS, INC $ 16,366

PETROLEUM TRADERS CORPORATION $ 15,842

METHODIST OCCUPATIONAL HEALTH CENTERS $ 14,599

LANDRUM SCAVENGER SERVICE, INC. $ 14,141

HOOSIER PENN OIL CO., INC. $ 14,137

A&F ENGINEERING CO., LLC. $ 13,985

RAY'S TRASH SERVICE, INC. $ 13,855

3

UNITED ROAD SERVICE INC. $ 13,846

INDY TIRE CENTERS, INC. $ 13,771

SOUTHERN PLAZA TIRE & SERVICE, INC. $ 13,602

REGIONAL SERVICES CORPORATION $ 13,106

ENVIRON INTERNATIONAL CORP. $ 12,720

NAPA AUTO PARTS $ 12,416

FIRST INDIANA BANK $ 12,335

WHEELER'S TOWING, INC. $ 12,275

FIRST MIDWEST TRUST $ 11,689

INDY TOWING SERVICE, INC. $ 11,685

HETRICK COMMUNICATIONS, INC. $ 11,553

BEAM, LONGEST & NEFF, INC. $ 11,403

INTERSTATE BATTERY SYSTEM OF INDPLS. $ 11,307

REEDS COLLISION REPAIR, LLC $ 10,782

BUTLER AUTOMOTIVE GROUP DBA BUTLER FORD $ 10,305

HUNTINGTON BANK $ 10,281

USI CONSULTANTS, INC. $ 10,235

ASTBURY WATER TECHNOLOGY, INC. $ 10,087

Date: May 13, 2008 To: David Sherman, Director of Public Works From: Michael Huber and Kristen Tusing, Office of Enterprise Development Re: Follow-up to DPW IndyStat Meeting held May 12, 2008 Cc: Mayor Greg Ballard Paul Okeson, Chief of Staff David Reynolds, Controller Chris Cotterill, Corporation Counsel Sarah Taylor, Constituent Services

Shital Patel, Chief Information Officer (Rick Petrecca, proxy) Performance Measures for Budgeted to Actual Expenses • Issue. Recent years’ budgets have been underestimated for fuel, salt and overtime. • Follow-up Action. Work with CFO Mike Williams and with Controller David

Reynolds to more accurately estimate what will be needed in 2009 for categories including fuel, salt, and overtime in future budgets.

Overtime • Issue. DPW overtime exceeds budgeted amount for 2008. • Follow-up Action. DPW and Mayor’s Office will work together on a plan to reduce

overtime expenses for 2008. DPW Revenue Stream Follow-up Action. For next DPW IndyStat meeting (June), provide a high-level breakdown of DPW’s non-general fund revenues. Discuss additional proposed revenue streams that have been identified. Provide more information on the solid waste billing and collections audit, including a scope of work. Potholes and Road Conditions • Issue. Pothole data (Number of Days to Respond and Completed Pothole

Complaints) includes both residential and thoroughfares. It may be advantageous to break up these categories and analyze separately. Residential numbers typically drive up average turnaround times. Preventive maintenance has been neglected and causes an increase in the bad conditions of the roads.


• Follow-up Action. Separate data out by turn around time for residential vs.

thoroughfares. Provide preventative maintenance information for roads. Provide additional information on DPW’s method of rating the road system.

Vendors • Issue. A review of DPW vendors over $10,000 for the month reveals that DPW

relies heavily on contracted work. Are the dollars being used wisely? • Follow-up Action. Provide detail on DPW contract compliance measures for largest

contracts. Does DPW perform group or cost recovery audits for contracts? Are vendors billing the City correctly?

Trash Cost • Issue. Information cannot currently be displayed by month. Illegal dumping and gas

prices drive up in-house costs. • Follow-up Action. Within 60 days (July meeting), display direct cost for both

contracted and in-house trash collection. Provide more information on how DPW monitors and budgets for illegal dumping and gas fluctuation.

Fuel stations vs. Speedway Follow-up Action. What information do we have to compare the use of the four City stations vs. Speedway cards? Should the City move all drivers to Speedway cards, or open more City Stations? Does the City currently maintain a cost-effective balance? Event Fees Follow-up Action. How does City/DPW charge fees for special events to compensate for cleanup? How do other cities set these fees? How does DPW balance between these recovery fees and still encourage activities downtown? What fee amount burdens the event? DPW Functions not Covered in May Meeting Follow-up Action. Provide performance measures and performance data for Consent Decree-related activities, environmental initiatives, engineering, wastewater operations and air quality control.

accountability in action for the city of indianapolis 5.12.08.pdfrepublic waste services of indiana...

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