2. Leverage existing real time GPS records to improve vendor performance monitoring (operating effectiveness) | Overall rating: Moderate | ||
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Impact: | Medium | Likelihood: | Likely |
Observation:Based on the GPS data extracted from Focus database and the assigned contractor routes provided by the Operations team, we performed data analytics and noted:
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Implication:Contractor not performing to the required standards impacts the City in achieving its goal of maintaining safe and passable streets to the public. | |||
Recommendation:The Operations team should consider enhancing monitoring and measuring controls by leveraging existing GPS technology. GPS records provide visibility over the entire fleet in real time during the winter event. Operations teams may identify performance issues such as late arrivals, uncovered routes or truck idling for a longer period of time on a timely basis through monitoring truck GPS records. The issues should be notified to the on duty supervisors immediately so they may be addressed during the event. There should be a log to document issues identified, actions taken and outcome. Operations management should improve contract management practices and hold the contractor accountable for service standards. A formal notice letter should be issued to the contractor promptly (within one to three days) when unacceptable performance issues are identified and formal requests should be made to the contractor to take immediate actions to address unacceptable performance. The notice letter also protects the City’s interest in case of any contract dispute in the future. | |||
Management Action Plan | |||
GPS will be used to establish an idle alarm which will indicate to the Technical Support person that a truck has not moved for 30 min. Any issues found are to be called into the Supervisor for immediate action. The Technical Support person’s findings of their GPS analysis will be logged and documented several times throughout their shift. If there is an instance where the unacceptable performance issues arise, a letter will be sent to the Contractor with a date in which to expect a reply and remediation to the performance. | Responsible party: | Maintenance Co-ordinator | |
Due date: | Q4 2020 |