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Optimizing Fleet Operations for the Regional Municipality of Wood Buffalo, Alberta

A group of white fleet vehicles

Challenge

RMWB faced multiple challenges related to aging vehicles, fragmented policy frameworks, and staffing inefficiencies. Maintenance responsibilities were spread across two primary shops, each operating with different levels of staffing and outsourcing. Preventive maintenance backlogs, inconsistent utilization tracking, and the absence of a structured replacement plan contributed to increased costs and operational risk. Additionally, critical policy documents such as a Fleet Manual and Driver Handbook had yet to be formalized and implemented.

Solution

Matrix conducted a best-practices assessment of every major component of RMWB’s fleet services – including acquisition, maintenance, parts, technology, fuel management, and financial recovery. The team gathered and analyzed utilization data, interviewed stakeholders, and benchmarked practices against industry standards.

Key recommendations included:

  • Developing and implementing a multi-year replacement plan to minimize total cost of ownership, projected to save over $226 million in 10 years.
  • Right-sizing the fleet by eliminating or not replacing underused assets.
  • Establishing a Fleet Policy Manual, Driver Handbook, and Service Level Agreements to improve accountability and standardization.
  • Addressing maintenance staffing gaps and improving preventive maintenance compliance.
  • Introducing a cost-recovery system to enhance departmental accountability.

Outcome

With these changes, RMWB is now equipped with a detailed roadmap to improve service delivery, reduce operational costs, and support the sustainable management of its extensive municipal fleet.