Templates and worksheets

Builds 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

One 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
• · One memo per class, pre-filled with a worked example for four classes
• · About this template and sources (delete before circulating)

The 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
• · About this template (final page)

Scores 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

Projects 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

The 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
• · 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)

A 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
• · Signature, date and next review date
• · Regulatory references and method (final page)

Builds 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