Templates and worksheets
The spreadsheets and documents the guides tell you to produce. Every one lists its contents before you download it, so you can decide not to.
13 of 13 require no email. Free to use, adapt and distribute, including commercially, with no attribution required.
Plain files, nothing locked
Every file is a plain XLSX or DOCX with no macros, so nothing in it can run code, and no sheet, workbook or document is protected or password-locked — insert rows, add classes, change any assumption. Formulas are held to a sixteen-function set — INDEX/MATCH, SUMIFS, COUNTIFS, IFERROR, RANK, ROUND and arithmetic among them — chosen to import into Google Sheets without rewriting, with no LET, LAMBDA, XLOOKUP or dynamic-array spill. Each workbook is also recalculated on every build by an independent formula engine, and its computed columns checked against the shared model it was generated from, so a workbook whose live formulas had drifted from that model would fail the build rather than ship.
- Fleet finance Municipal
Chargeback rate workbook
XLSX · 18 KBBuilds a two-part internal service fund rate for every vehicle class at once, escalates the replacement reserve to future purchase cost, and tracks recovery month by month.
- How to use
- Classes — one row per vehicle class, all inputs
- Rate build — the arithmetic, per class
- Rate schedule (print) — one page to publish
- Recovery tracker — 12 months, planned against actual
- Sources & method
- Fleet finance Municipal
Internal service fund conversion kit
XLSX · 26 KB DOCX · 20 KBThe two things a fund conversion actually needs before it can be proposed: a per-unit ledger that prices what the replacement reserve should already hold against every existing vehicle and what the three legacy-asset options each cost, and the plan and draft resolution a fleet manager co-authors with the finance director and takes to council.
- Workbook — How to use
- Workbook — Asset register: per-unit reserve that should have accrued, and the gap
- Workbook — Funding gap: by class, and the three legacy options priced against each other
- Workbook — Opening balance sheet: the statement of net position on day one
- Workbook — Working capital: the target, why seeded reserve cash does not count toward it, and the rate move that closes the shortfall
- Workbook — Parallel-year billing: shadow bills against actual spend, on the chargeback workbook’s own column headers
- Workbook — Sources & method
- Plan — Executive summary and readiness assessment, including the honest “do not proceed yet” outcome
5 more
- Plan — Governance: what council adopts, and why the method is adopted with the rates
- Plan — Legacy asset decision memo: start fresh, catch-up surcharge, seed the fund
- Plan — Reserve protection language, drafted for adoption at conversion
- Plan — Parallel-year calendar, adoption timeline, and year-one expectations
- Plan — Draft resolution establishing the fund
- Fleet finance Municipal
Rate memo template
DOCX · 20 KBOne page per vehicle class showing the inputs, the arithmetic and the resulting two-part rate — the document you hand a department head instead of relitigating the method.
- How to use this template (delete before circulating)
- Header block — class, fiscal year, prepared by, date, supersedes
- Rate — fixed $/month and variable $/mile, boxed at the top
- Replacement reserve basis — cost, source, escalation, cycle, salvage
- Other fixed components — amount and allocation basis for each
- Variable rate basis — trailing period, MPG, fuel, maintenance, miles
- Comparison against published schedules (optional)
- Approval — prepared by, reviewed by finance, effective date
2 more
- One memo per class, pre-filled with a worked example for four classes
- About this template and sources (delete before circulating)
- Replacement & lifecycle Municipal
Replacement request package
DOCX · 13 KBThe narrative you hand to a council or board: the consequence stated first, the four numbers every official asks about with a source line for each, and a tiered ask that can be cut without falling apart.
- The ask, in three sentences
- The four numbers
- Tiered request — Critical / Priority / Planned
- How the list was built
- Deferral answers, one line per unit
- What not to put in this document (preparer guidance, deleted before circulating)
- Attachment A — ranked replacement list
- After the decision — funded, deferred, stated reason
1 more
- About this template (final page)
- Replacement & lifecycle Municipal Small business
Replacement scoring worksheet
XLSX · 23 KBScores every unit in the fleet on the six factors, ranks them, and tests whether your band thresholds produce a replacement list your budget can actually fund.
- How to use
- Score model — every parameter, editable
- Units — one row per unit, six factors scored
- Ranked list (print) — the attachment for the budget meeting
- Band test — distribution, band shares, funding line check
- Sources & method
- Maintenance & uptime Municipal Small business
PM compliance tracker
XLSX · 38 KBProjects every unit’s next PM due point, computes compliance against a window you declare rather than one we assume, and tells you whether being behind is a scheduling problem or a staffing one.
- How to use
- Definitions — the window, the denominator and the deferral rule, as input cells
- Schedule — one row per unit per service type, with projected due date and reading staleness
- Completions log — what came due, what got done, what was deferred
- Monthly compliance — 12 months, compliance % against unplanned downtime
- Capacity check — PM hours due against technician hours available
- Sources & method
- Maintenance & uptime Municipal Small business
Shop rate & break-even model
XLSX · 31 KBBuilds your fully loaded shop rate the way a vendor builds theirs — wages on paid hours, overhead line by line, and wrench time as the divisor — then finds the annual hours at which internal and outsourced cross, category by category, and shows you the rate your own hybrid plan actually implies rather than the one you assumed.
- How to use
- Loaded rate — wages, fringe, overhead and wrench time, with a sensitivity grid across direct labour share and fringe load
- Overhead build — twelve shop overhead lines divided by technician count, because this is where fleets undercount
- Break-even — cost per work category against vendor rates, the crossover hours, and a VEU staffing screen
- Hybrid plan — the keep/outsource split with a reason other than cost, and the loaded rate your split really implies
- Non-cost factors — weighted comparison of response time, downtime control, surge, warranty, recall and record custody
- Compliance note — who Part 396 reaches, and why 49 CFR 396.3 and 396.25 do not transfer with the work
- Sources & method
- Procurement & buying Municipal
Cooperative purchase justification memo
DOCX · 16 KBThe one page that goes in the procurement file with the purchase order: the authority you relied on, the contract you bought from, what you compared the price against, and the determination sentence signed and dated by the person who made it.
- Header block, and a how-to-use box you delete before circulating
- 1. Purchase identified
- 2. Authority to use a cooperative contract
- 3. Contract identified — cooperative, number, supplier, dates
- 4. Eligibility confirmation
- 5. Competitive process relied upon
- 6. Administrative fee disclosure
- 7. Price reasonableness
4 more
- 8. Why not our own solicitation
- 9. Determination — with a worked example to delete
- 10. Approval and retention, with the attachment checklist
- Sources and method (final page)
- Procurement & buying Municipal Small business
Fleet software RFP requirements & scoring matrix
XLSX · 29 KBTurns your RFP requirements into a weighted matrix, scores each proposal on a 0–4 scale where every point is defined, keeps the mandatory requirements out of the weighted total where they belong, computes the price points by formula rather than opinion, and rolls five evaluators up without averaging away their disagreement.
- How to use
- Criteria & weights — the six weights you publish, and a 0–4 rating scale with every point defined
- Requirements — one row per requirement, mandatory (pass/fail) or weighted 1–5 within its criterion
- Vendor scoring — one copy per evaluator, four proposals, a note required beside every rating
- Comparison summary — points by criterion, price points by formula, total out of 100, and the pass/fail gate
- Committee roll-up — average technical score, price added once, and the spread between evaluators
- Sources & method
- Compliance Small business Municipal
CMV applicability determination record
DOCX · 14 KBA dated, signed record of whether a given vehicle or group is a commercial motor vehicle, with the threshold test, the interstate-commerce reasoning, the CDL answer and the short-haul determination written down and retained.
- How to use this record — instructional box, deleted before circulating
- Vehicle or group identified — plate ratings, towed units, capacity, hazmat
- Threshold test — the four 49 CFR 390.5 tests as checkboxes with cites
- Interstate commerce determination — three prompts and a written rationale
- Result — federal scope, state intrastate answer, who confirmed it
- Obligations if in scope — seven-row checklist with owner and status
- CDL determination — Class A/B/C tests, and why no-CDL is not no-rules
- Short-haul exception (395.1(e)) — radius, return time and the two caveats
2 more
- Signature, date and next review date
- Regulatory references and method (final page)
- Safety & people Municipal Small business
Fleet safety program kit
DOCX · 15 KB XLSX · 35 KB DOCX · 12 KBThe three artifacts a safety program actually consists of: a policy your drivers sign, a tracker that tells you which record is stale before an incident does, and an incident form short enough to finish at the scene — with each line marked as a federal requirement or your own policy, because for most municipal fleets it is the second one.
- Fleet safety policy (DOCX) — scope table separating every driver from commercial motor vehicle drivers from drivers of vehicles requiring a commercial driver licence, phone and seat belt rules stated as behaviours, driving record consent and self-reporting, review board charter with 49 CFR 385.3 quoted in full, signed acknowledgement page
- Safety records tracker (XLSX) — Program settings: four scope answers that decide whether each row is a regulation or a policy, and print it on every sheet
- Safety records tracker — Drivers: record inquiry and review due dates, reviewer name and review date kept separate per 49 CFR 391.25(c)(2), Clearinghouse query due dates, medical certificate expiry
- Safety records tracker — Training and Training coverage: one row per attendee per session, and a grid showing who has no record of which topic
- Safety records tracker — Incidents: the six accident register elements of 49 CFR 390.15(b)(1) first, then the board’s work, with recordability under 49 CFR 390.5 computed rather than guessed
- Safety records tracker — Retention clock: the guide’s retention table with your dates in it, including the split between employment plus three years and three years from execution
- Safety records tracker — Compliance dashboard: what is due in 30, 60 and 90 days, plus cause codes in aggregate
- Incident report form (DOCX) — one sheet, both sides, print-safe, diagram box, and a do-not-admit-fault line where the driver will read it
- Electrification Municipal
Electrification suitability screen
XLSX · 36 KBScreens every unit on the four filters in order — duty cycle, class economics, electrical service, shop readiness — derates range for winter before testing it, sizes the charge power each yard actually has to find, and prints the list of assets you are deliberately not electrifying with the conditions under which you would.
- How to use
- Screen parameters — every threshold, price and shop-readiness answer, editable
- Classes — market status, and whether a model exists on a contract you can buy from
- Facilities — spare capacity against the charging load your candidates commit
- Units — row per unit, four filters scored, one of three outcomes
- TCO comparison — energy and maintenance against the incumbent, and a simple payback
- Revisit list (print) — the assets deliberately excluded, and what would change that
- Sources & method
- Costs & KPIs Municipal Small business
Cost per mile / cost per hour workbook
XLSX · 23 KBBuilds cost per mile and cost per hour for every unit with depreciation in it, splits fixed from variable so you can tell an underused vehicle from a hard-working one, and prints the declaration of what is included without which no cost per mile is comparable.
- How to use
- Methodology declaration — the six answers that decide what your number means
- Units — row per unit, fixed and variable split, $/mi and $/hr
- By class — the only rollup that is arithmetically honest
- Trend — 12 months per unit, on that unit’s own denominator
- Sources & method
Use them together
Most of these jobs take more than one file, and the order matters — one asset produces the numbers the next one needs.
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Stand up chargeback rates
You cannot set a defensible rate until you know each class’s real fixed and variable cost, so the cost-per-mile workbook produces the per-class maintenance, fuel and mileage figures the rate workbook consumes. The memo is the one page you hand the department head instead of relitigating the arithmetic.
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Fund and buy a replacement
The scoring worksheet’s ranked list is Attachment A of the request package, so the second asset consumes the first directly. The third applies only if you buy off a cooperative contract — when you do, the funded tier still has to survive an audit, and that is the justification memo’s job.
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From DOT scope to evidence
The determination record decides whether 49 CFR applies to a unit, and if it does, its obligations checklist names systematic maintenance under 396.3. The PM tracker is how that program gets scheduled and evidenced rather than asserted.
Take all 16 at once
One zip, the same files as above, no folders to dig through. Still no email.