Ron Turley Associates, LLC. (RTA: The Fleet Success Company) 17437 N 71st Drive #110 Glendale, AZ 85308
www.rtafleet.com
Proposal to Provide
Fleet360 Implementation Support
Services
To the:
City of Riverside, CA
#20260706-160100810
July 2026
1. Title Page/Cover
Submitted by:
Ron Turley Associates, LLC
17437 N. 71st Dr. #110
Glendale, AZ 85308
Ron Turley Associates, LLC. (RTA: The Fleet Success Company) 17437 N 71st Drive #110 Glendale, AZ 85308
www.rtafleet.com
July 20, 2026
Joe Vieyra, General Services Director
General Services Department
City of Riverside
8095 Lincoln Avenue
Riverside, CA 92504
RE: Fleet360 Implementation Consulting Support Services Dear Joe,
Thank you for the opportunity to continue supporting the City of Riverside as you move forward with the implementation of Fleet360.
As discussed, the consulting services included in this proposal are intended to build upon the recommendations developed during the Fleet Operations Assessment and provide the technical guidance and analytical support necessary to ensure a successful implementation. The proposed tasks focus on developing the foundational business rules, replacement planning tools, chargeback models, motor pool rates, and preventive maintenance programs that will support the City's long-term fleet management objectives.
We appreciate the confidence the City has placed in RTA and look forward to continuing our partnership throughout the implementation process. If you have any questions regarding this proposal, please don't hesitate to contact me.
Sincerely
Tony Yankovich
Director of Fleet Consulting
Proposal to Provide Fleet Management Consulting Services | i Table of Contents
Introduction ..........................................................................................................................................................1 Scope of Work......................................................................................................................................................1 Task 1: Fleet Consulting Support..................................................................................................1 Task 2: Fleet Class Code Assignment ......................................................................................2 Task 3: Replacement Cycle Recommendations..............................................................3 Task 4: Long-Term Fleet Replacement Plan Development ...................................3 Task 5: Service-Based Operating Chargeback Rate Development..................4 Task 6: Motor Pool Rate Development...................................................................................5 Task 7: Preventive Maintenance Checklist Development....................................... 6 Task 8: Fleet360 Billing Implementation..............................................................................7 Project Cost .........................................................................................................................................................8 Proposal to Provide Fleet Management Consulting Services | 1 Introduction
The City of Riverside recently completed a comprehensive Fleet Operations Assessment that identified numerous recommendations to improve fleet management practices, business processes, and long-term operational performance. As the City transitions to Fleet360, RTA's Fleet Consulting Team will provide specialized advisory services to ensure that system configuration, business processes, and supporting analytical tools are aligned with the recommendations of the assessment. This continuity between the consulting engagement and the Fleet360 implementation will help maximize the City's return on investment and accelerate realization of the operational improvements identified during the assessment.
Scope of Work
The following Scope of Work is presented in a structured sequence designed to support the requested Fleet360 implementation.
Task 1: Fleet Consulting Support
RTA's Fleet Consulting Team will provide ongoing advisory services throughout the implementation of Fleet360 to help ensure that the system configuration, business processes, and implementation decisions remain aligned with the recommendations, operational objectives, and future-state vision established during the City's Fleet Operations Assessment.
Working collaboratively with the City of Riverside and the Fleet360 implementation team, RTA consultants will serve as subject matter experts on fleet management best practices and the findings of the recently completed fleet assessment. RTA will also assist the City in translating the recommendations from the Fleet Operations Assessment into practical business processes, system configuration decisions, and implementation priorities.
Consulting support may include participation in implementation planning meetings, review of shop workflows, business processes, and standard operating procedures.
This task is intended to provide strategic fleet management oversight throughout the implementation process and to help ensure that the City fully realizes the operational benefits identified during the Fleet Operations Assessment. Services will be provided on an as-needed basis throughout the Proposal to Provide Fleet Management Consulting Services | 2 implementation period and coordinated with the City's project manager and the Fleet360 implementation team.
Level of Effort: RTA's Fleet Consulting Team will provide these services on an as-needed basis for a total level of effort not to exceed forty (40) hours. Any additional consulting services beyond 40 hours shall require the mutual written agreement of both parties prior to the performance of the additional work. Email correspondence confirming such authorization shall constitute acceptable written approval.
Task 2: Fleet Class Code Assignment
RTA will develop a standardized fleet class code structure for the City of Riverside using the City's updated fleet inventory. The classification structure will be based on RTA's standardized fleet classification methodology, which incorporates industry best practices and classification conventions commonly used throughout the fleet industry.
Following development and City review of the proposed class code structure, RTA will assign an appropriate fleet class code and corresponding class description to each asset included in the City's fleet inventory. Class code assignments will be based on the information contained within the fleet inventory and any supplemental information provided by City staff during the course of the project.
This task is intended to establish a consistent fleet classification structure that supports Fleet360 implementation, reporting, benchmarking, lifecycle analysis, replacement planning, budgeting, and long-term fleet management.
The standardized class codes will also provide the foundation for consistent performance reporting and future analytical efforts.
Physical inspections, field verification, VIN decoding, or independent validation of vehicle and equipment specifications are not included within the scope of this task. If the information available for a particular asset is insufficient to support an accurate classification, RTA will provide the City with a list of assets requiring additional clarification prior to completing the final class code assignments.
Upon completion, the finalized fleet class code assignments will be provided to the Fleet360 implementation team for inclusion in the Fleet360 asset data conversion and import process.
Level of Effort: 28 hours
Proposal to Provide Fleet Management Consulting Services | 3 Task 3: Replacement Cycle Recommendations
Following completion of the fleet class code assignments described in Task 2, RTA will review the City's existing replacement criteria and develop recommended replacement guidelines for each fleet class. Recommendations will be established at the class code level and may include replacement criteria based on months in service, vehicle miles traveled, engine hours, or a combination thereof, as appropriate for each asset class.
Recommended replacement guidelines will be developed using industry best practices, benchmarking information, manufacturer considerations, and RTA's extensive experience assisting public fleet organizations with replacement planning and lifecycle management. The recommendations are intended to establish practical, standardized replacement criteria that support consistent fleet management, long-term capital planning, and effective utilization of Fleet360's replacement planning capabilities.
This task does not include a formal lifecycle cost analysis (LCA) or economic replacement analysis for individual asset classes. Accordingly, the recommended replacement criteria will not represent mathematically optimized replacement intervals based on total cost of ownership or lifecycle cost modeling. Should the City desire a formal lifecycle analysis for selected vehicle or equipment classes, RTA can perform that work as an additional service under a separate scope of work.
The finalized class-level replacement guidelines will be provided to the City and the RTA Fleet360 implementation team for configuration of replacement criteria within Fleet360 and will serve as the City's initial replacement planning framework.
Level of Effort: 24 hours
Task 4: Long-Term Fleet Replacement Plan Development
Building upon the recommendations developed during the recently completed Fleet Operations Assessment, RTA will develop an updated longterm fleet replacement plan using the City's current fleet inventory, the standardized fleet class codes established under Task 2, and the recommended class-level replacement guidelines developed under Task 3.
Unlike the replacement plan included in the Fleet Operations Assessment, which was prepared primarily to support strategic planning and funding discussions, this task will produce an implementation-ready replacement plan intended to serve as the City's working replacement planning document.
Proposal to Provide Fleet Management Consulting Services | 4 The replacement plan will evaluate each fleet asset using the updated inventory information and recommended replacement criteria to identify replacement timing and estimate annual capital replacement requirements over the planning horizon. The plan will also identify replacement backlog, projected replacement demand, and annual funding requirements to support a sustainable replacement program.
Should the analysis determine that the existing replacement backlog cannot be reasonably addressed within a single fiscal year, RTA will develop a modified implementation plan that strategically phases replacement of overdue assets over multiple years. The modified plan will balance operational risk, asset condition, replacement priorities, funding constraints, and the City's ability to implement a practical and financially sustainable replacement strategy while reducing the existing replacement backlog.
The completed replacement plan will be provided to the City in a Microsoft Excel workbook that includes, at a minimum, the updated fleet inventory, assigned fleet class codes, recommended replacement criteria, projected replacement year, estimated replacement costs, annual replacement funding requirements, and summary reporting suitable for capital planning, budgeting, and ongoing fleet management.
This task is separate from the Fleet360 implementation and is intended to provide the City with an updated, implementation-ready fleet replacement plan for ongoing capital planning and budgeting purposes.
Level of Effort: 54 hours
Task 5: Service-Based Operating Chargeback Rate Development RTA will develop a comprehensive service-based chargeback model for the City's fleet operation using activity-based costing principles to establish equitable, transparent, and financially sustainable operating rates for fleet services. The resulting rate structure will be designed to recover the operating costs associated with providing fleet services while allocating costs to departments based on the services they consume.
As part of this task, RTA will review the Fleet Division's operating budget and allocate applicable direct and indirect costs to the appropriate fleet services.
Cost allocations will be developed using generally accepted activity-based costing methodologies and will reflect the operational characteristics of the City's fleet program.
Proposal to Provide Fleet Management Consulting Services | 5 This task is limited to the development of operating chargeback rates and does not include the development of capital replacement funding rates or replacement reserve contributions.
RTA will identify and define the appropriate billable units of service for each operating fleet service, including, but not limited to, direct labor hours, parts sales volume, sublet repair expenditures, fuel dispensed, and fleet management administration. Using these service units, RTA will develop recommended rates for the following operating chargeback components:
• Fully burdened shop labor rate
• Parts markup
• Sublet repair markup
• Fuel markup
• Fleet Management Administration (FMA) fee
The resulting rates will be suitable for implementation within Fleet360's billing and chargeback functionality.
RTA will develop and deliver the chargeback model in a Microsoft Excel workbook that documents the underlying calculations, cost allocations, service unit assumptions, and recommended rates. The workbook will be designed to allow the City to update future rates by modifying budget information, workload assumptions, and other key input variables as needed.
Level of Effort: 46 hours
Task 6: Motor Pool Rate Development
RTA will develop a schedule of rates for the City's shared-use motor pool that is compatible with Fleet360's Motor Pool module. The recommended rates will be designed to recover the cost of providing motor pool services while promoting equitable cost allocation among user departments.
As part of this task, RTA will review the operating costs associated with the motor pool program and develop rates for up to ten (10) unique motor pool vehicle classes, as needed. Rate calculations will incorporate both operating and capital-related costs, including maintenance and repair, fuel, replacement funding, depreciation or capital recovery, fleet management administration, and other applicable ownership and operating expenses.
RTA will also recommend the most appropriate billing methodology for each vehicle class (hourly, daily, mileage-based, or hybrid) to balance administrative Proposal to Provide Fleet Management Consulting Services | 6 simplicity, cost recovery, customer behavior, and compatibility with Fleet360 capabilities.
Level of Effort: 42 hours
Task 7: Preventive Maintenance Checklist Development
RTA will develop standardized preventive maintenance (PM) programs for the City's fleet vehicles and equipment. Rather than developing PM programs at the individual fleet class code level, assets will be grouped into logical vehicle and equipment categories that share similar maintenance requirements, utilization characteristics, and OEM maintenance recommendations. Each PM group may include multiple fleet class codes, as appropriate.
Recommended preventive maintenance intervals will be developed based on original equipment manufacturer (OEM) maintenance recommendations, fleet utilization patterns, operating environments, duty cycles, intended use, and RTA's extensive fleet management experience and industry best practices.
For each PM group, RTA will develop:
• Recommended preventive maintenance service intervals (calendar time, vehicle miles, engine hours, and/or other applicable meter-based intervals).
• Multi-level preventive maintenance schedules (e.g., PM-A, PM-B, PM-C, or equivalent service levels, as appropriate).
• Comprehensive pass/fail inspection checklists for each preventive maintenance level.
• Recommended inspection and service activities associated with each maintenance level.
Following completion of the fleet class code assignment task, RTA and the City will jointly identify and define the appropriate preventive maintenance groups for inclusion within the PM program. Upon completion, the finalized preventive maintenance schedules and inspection checklists will be developed and imported into Fleet360 as part of the system implementation process.
Level of Effort: Based on RTA's experience performing similar work for other fleet organizations, we estimate that development of the City's preventive maintenance program, including development and import of the associated preventive maintenance schedules and inspection checklists into Fleet360, will require approximately 325 consulting hours, assuming a maximum of Proposal to Provide Fleet Management Consulting Services | 7 twenty-five (25) unique preventive maintenance vehicle and equipment groups.
No additional fees will be incurred unless the City requests additional preventive maintenance groups beyond those included in this scope or otherwise materially changes the scope of work. Any additional services or associated fees will require the City's prior written authorization before such work is performed.
Task 8: Fleet360 Billing Implementation
RTA will configure and implement the Fleet360 billing module to support the City's internal cost recovery and customer billing operations. This task encompasses billing settings configuration, customer account structure setup, markup and rate configuration, custom billing rule development, export template and reporting setup, asset-level billing configuration, and administrator training.
Level of Effort: 52 hours
Proposal to Provide Fleet Management Consulting Services | 8 Project Cost
The fees outlined below cover professional services only and are based on RTA’s discounted professional services rate of $230 per hour. All work described in this proposal is expected to be completed remotely, and no on-site travel is anticipated as part of this scope. If on-site visits are requested by the City or determined to be necessary during the engagement, RTA will prepare a separate addendum addressing the additional scope and associated costs, including travel and expenses, for the City's approval before any such work is scheduled.
Task Task Description Hours Total
1 Fleet Consulting Support 40 $9,200
2 Fleet Class Code Assignment 28 $6,440
3 Replacement Cycle Recommendations 24 $5,520
4 Long-Term Fleet Replacement Plan
Development 54 $12,420
5 Service-Based Chargeback Rate
Development 46 $10,580
6 Motor Pool Rate Development 42 $9,660
7 Preventive Maintenance Checklist
Development 325 $74,750
8 Fleet360 Billing Implementation 52 $11,960
Total 611 $140,530
The services to be provided by RTA are limited to the tasks and deliverables expressly described in this Consulting Scope of Work. Any services requested by the City that are outside the scope of work described herein, or that require a material increase in the level of effort necessary to complete the agreedupon tasks, shall be considered additional services.
RTA will notify the City of any requested or required additional services and provide an estimate of the associated scope, schedule, and cost. No additional services will be performed, and no additional professional fees will be incurred, unless authorized in advance through the mutual written agreement of both parties. Email correspondence confirming such authorization shall constitute acceptable written approval.
Proposal to Provide Fleet Management Consulting Services | 9 The City may terminate this Scope of Work at any time upon written notice. In the event of termination, RTA shall be entitled to payment for all professional consulting services performed and reimbursable expenses incurred through the effective date of termination. For tasks that have not been completed as of the effective date of termination, compensation shall be based on the percentage of work completed.