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Home My WebLink About20061790.tiff • I5T E C O M 4800 Overton Plaza, Suite 380 I N C O R P O R A T E D Fort Worth, Texas 76109 Tel 817-377-3844 Fax 817-377-4187 26 June 2006 Mr. M. J. Geile, Chair Weld County Colorado Board of County Commissioners 910 10th Street, P.O. Box 758 Greeley, CO 80632 RE: Letter dated 12 June 2006 subject NOTICE of non-compliance of Fleet Management Services Contract Dear Mr. Geile, TECOM Inc. is in receipt of your letter referenced above. I received the letter late on the afternoon of 19 June 2006. In response to the letter I met with County Officials on the afternoon of 22 June 2006. Our TECOM Fleet Division Manager, Mr. Toby Dickinson and our IT Operations Manager, Mr. Dean Bailey joined me in the meeting with Mr. Don Warden, Ms. Barbara Connerly, Mr. Frank Hempet and Mr. Jeff Jerome. We had a cordial three and one half hour meeting in which we addressed each of the issues addressed in your letter of 12 June. The Weld County contract is extremely important to TECOM and its parent company All Star. The Executive Management of the Corporation is fully committed to ensuring that all contractual requirements are met and that the County's expectations are exceeded. At the conclusion of the meeting I attempted to summarize the understandings and agreements that had been reached during the preceding hours. In summary, we as a group concluded that the TECOM management team must provide more effective, proactive leadership; the management team must be more effective communicating results or requirements to the appropriate departments and must be more responsive to new requirements for information. TECOM also agreed to reimburse the county for parts drawn from county-owned inventory and used to repair county vehicles. It was also agreed that per Addendum 1 to the contract, TECOM is not required to purchase or inventory the County's parts. 2006-1790 �1, 47V/r/7770,15a�� 07- OS-o6 nnc Pet) At this writing the previous Project Manager has been removed. A fully qualified candidate to fill that position is being aggressively sought. In the interim period Mr. Toby Dickinson will be providing management and leadership for daily operations. He is available to the County 24 hours a day, seven days a week on site or by cell phone. Specific responses to sections referenced in your letter of 12 June can be found at Enclosure 1 of this letter. A Plan of Action and Milestones is included as Enclosure 2. Mr. Geile, thank you for your letter. You and the other County Commissioners have our full commitment to providing the best possible services and value for the tax paying citizens of Weld County Colorado. If I can be of service at any time please contact me at 817-377-3844 extension 239. Sincerely, dAtik ohn N. Stewart Vice President, Operations cc: Don Warden, Weld Co. Director of Finance Jeff Jerome, Weld Co. Contract Administrator Charles Ervin, President, TECOM Inc. 11r_ T E C O M 4800 Overton Plaza, Suite 380 INCORPORATED Fort Worth, Texas 76109 Tel 817-377-3844 Fax 817-377-4187 TECOM's Responses to 12 June Weld County Letter Section 39.0 Preventive Maintenance: The Contractor has failed to develop and provide a PM interval schedule to the user departments or contract administrator. Response: TECOM will obtain from CA a new Time & Mileage Preventive Maintenance interval by vehicle class. Upon receipt of the above Time & Mileage interval from the CA TECOM will revise and expand the current vehicle Preventive Maintenance interval schedule to include a mileage interval. No later than 20t" of each month we will provide both the County departments and the Contact Administrator a copy of the next month's vehicle preventive maintenance due report. Section 41.0 Scheduling: There continues to be a management problem in the scheduling and tracking of services and repairs. Identifying, tracking and reporting which vehicles have overdue services and not accurate. Many reports to coordinate appointments get misplaced or answered. Response: TECOM will evaluate and revise the current work flow process with an emphasis on work order tracking and customer services. TECOM will provide additional training on basic work order management, preventive maintenance, customer service and repair scheduling. Section 43.0 Repairs: Repairs exceeding the contractor approval authority have been made without CA approval. Very rarely has a TECOM representative contacted any designated individual when equipment is detained for more than 24 hours or completed and ready for pickup. QA inspections of repairs appear not to be happening. Repairs are being made by unauthorized repairs requests. Response: TECOM will reinforce our established approval process. TECOM will only accept written approvals from the CA. As part of our redeveloping work flow process a customer notification system has been put in place. As a work order is complete the customer is called and a log of each call is maintained and is available for inspection. Weekly all Department POC's and the CA will be emailed with the current status of all vehicles. An initial weekly report was emailed to all Department Points of Contact on Saturday, 24 June 2006. Upon completion of a work order the maintenance manager will review the work order to ensure that items submitted on service request were performed; determine if additional items have been repaired and why and verify that all paper work has been recorded correctly. The maintenance manager will randomly select a reasonable number of work orders through out the day and perform quality inspections on repairs performed. These quality inspections will be documented on an inspection form and available for the CA to review at anytime. All non-target repair requests must be approved by the CA. This requirement will be reinforced in our work flow training program. Section 45.0 Re-Repairs: All re-repairs are being charged until challenged. Credits to the re-repairs are not happening. Response: Credits were not previously issued as re-repairs have no impact on a fixed price contract. However, going forward and upon request of the County for accounting purposes credits are being issued. Section 47.0 Vehicle Preparation: Majority of new vehicles have failed to meet contract standards for preparation. Vehicles have been accepted that are not in compliance with specifications. In processing checklist have not been developed or approved. Tracking of incoming vs outgoing equipment is inadequate. Response: TECOM will work with CA and County Controller to revise Commissioning and Decommissioning procedures to include: 1 ) Receipt of new vehicle specifications from CA 2) Specification(s) checklist 3) Pre-delivery inspection 4) Notification of acceptance/non-acceptance in writing to CA 5) Processing and control of new vehicle paper work 6) Procedures for CA providing TECOM with a listing of the vehicle(s) selected for decommissioning (will be used for repair/replace evolution) Section 49.0 Parts: The County continues to be charged and billed for parts that the county has already paid for and provided. Response: As per our meeting on June 22nd TECOM will continue to make a good faith effort to utilize those parts located in the County storeroom. Upon completion of the first contract year TECOM will evaluate those parts issued from the county storeroom and purchase them as per Addendum 1 on the contract. To date TECOM has used approximately $14,000 to repair County vehicles with County's owned parts. TECOM will provide the CA a monthly report of all County owned parts that have been used. Per Addendum 1 of the contract TECOM is not required to purchase the County's inventory or to inventory same. Section 50.0 Inventory: Contractor has not conducted the joint inventory or purchased parts as required. See response for Section 49.0 Parts and Addendum 1 to the contract. Section 21.0 Site Manager: Contractor Site Manager has not displayed proven managerial experience or potential. Response: The current management team is being closely evaluated by corporate representatives. Actions will be taken as agreed upon in meeting of June 22nd 2006 with County officials. Section 53.0 Priority of Repairs: Have not been established. Sub-fleet tracking has not been established. Response: Upon receipt of the County's listing of those vehicle identified by the CA and county officials as priority repair vehicles, TECOM will update the Fleet Management Information System so that repair priorities will be re-established as requested. Section 56.0 Hours of Service: The shop is open during these hours but decision making and managerial coverage is not adequate. Response: The appropriate level of management will be available during all hours of operations. TECOM's Project Manager is available 24 hours, seven days a week either on site or by cell phone. Section 61.0 Quality Assurance Program: Has not been implemented. Performance Standards cannot be measured and liquidated damages cannot be assessed. Down time is excessive on many vehicles to include emergency response. County representatives have been directed by TECOM Project Manager or allowed to go buy there own parts and install them to keep deadline equipment on the road. Response: As was demonstrated to County officials in the June 22nd 2006 meeting the Monthly Performance Report has been established to include the calculation for liquidated damages. Downtime is recorded in the Monthly Performance Reports and is subject to liquidated damages as demonstrated. No TECOM employee is authorized to direct any County Employee to purchase their own parts for repair of a County vehicle. Section 62.0 Reports: Adequate monthly reports have not been submitted with proper information as defined. Response: Per agreement in our meeting on June 22n° 2006 the CA met with a corporate representative on June 26th 2006 to revalidate current reports provided and define any feature requirement for routine or special reports. As agreed 26 June TECOM will provide the CA an updated vehicle status report by noon each Monday. Section 63 Special Reports: All special reports requested have been inaccurate and un-interpretable. Response: TECOM will make every effort to provide timely ad hoc reports within the capabilities of FASTER. Customized reports will be provided as quickly as possible on a priority basis subject to the availability of the requested data. Data collection by sub fleets will be subject to the County's definition of sub fleet tracking requirements yet to be determined. 15 ic , =se§ k CO E t k � f = 2 § ) \ f ) / § ) ( o f | ) ) a , co _± \ a //. II II CO II II ill IN II aNII N , , 0) C� / / ) — § @ C � a co — zr, ■ 2 & « 2 ; o / � / � f ( ( ) � CO c oo Cl) } § / $ Z = � 2l2 # $ ! ■ k ) } 7 § ) 7 ! o ! $ / ! @ ) � ) [ � ) I- \ CU (Jr,: § & x 0 5 'it,. ME caw ) \ } \ � ® � / t k ( rf � » Ef � fEe ® & las. z ; . # ! / I / / + E ) i .c ` ( t § 7 ( ) § S . To c 0 c a) QWQ > « E I§ c n - e , 2a $ { ! 2tw 2 ] )CD ) / 666 « 6 ) / ° 02 §< 2G / G2G ` G � ` G # = G . Ga ' ' \ . b . P ' cE ' e[` - ? a) ylek ? EfE #f0. <Q. 0a)O- \ Gf0. 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