Fleet Forum MAY 24, 2018 INTRODUCTIONS Welcome first time - - PowerPoint PPT Presentation

MAY 24, 2018

Fleet Forum

INTRODUCTIONS

Welcome first time attendees

AND THE AWARD GOES TO:

Governor’s Award For Excellence

Amanda Ronan Anne Stehno Eric Gardner Karen Maycock Kevin Lucus Tamara Anton

RATE CHANGES AND IMPACTS VEHICLE WASHES PROGRAM UPDATE TELEMATICS PROGRAM UPDATE VEHICLE REPLACEMENT POLICY STUDY FLEET FUEL/MAINTENANCE APPLICATION RATE CHANGES AND IMPACTS

Legislative Follow-up

PROPOSAL WAS APPROVED

WHAT TO EXPECT

Monthly Lease Rate = Contract Price – Salvage Lifecycle + Fees

$250,265.60

• Monthly Lease Rate – Model Year and

Salvage

• Remove “2013” from rate. Remove 17,

18 or 21%. Start with 25%

($363,767.76)

• Administrative Fee
• Lower Rate from $48.57 to $42.00

$26,221.44

• MIS Fee
• Raise rate from $2.72 to $3.00

Results:

• Salvage values increasing
• Administrative Fee

decreasing

• 2nd Year in a row with
• verall rate decreases

Heading in The Right Direction

MOTION

Approved that this subcommittee

• pen a bill file that

will make the following changes and clarifications to the Fleet Efficiency Report produced by the Division of Fleet Operations under

Utah Code 63A-9- 401.5:

Each reporting agency shall be required to report at least three initiatives related to fleet administration that they will implement in the coming year and the stated goal of each initiative; In each subsequent year, the reporting agency shall report the following to the Division of Fleet Operations:

• The outcomes of each

initiative;

• The savings, if any,

derived from each initiative;

• If the initiative was

unsuccessful, the reasons why.

Proposal Did Not Pass

RATE CHANGES AND IMPACTS VEHICLE WASHES PROGRAM UPDATE TELEMATICS PROGRAM UPDATE VEHICLE REPLACEMENT POLICY STUDY FLEET FUEL/MAINTENANCE APPLICATION VEHICLE WASHES PROGRAM UPDATE

VEHICLE WASH PROGRAM Feedback

• Very little feedback.
• Customers not using the

program said get rid of it.

• Customers using the program

would like a mechanism to facilitate it (i.e. leave fuel card

• ption).

2016 Car Wash Expense Administrative Fee

RATE CHANGES AND IMPACTS VEHICLE WASHES PROGRAM UPDATE TELEMATICS PROGRAM UPDATE VEHICLE REPLACEMENT POLICY STUDY FLEET FUEL/MAINTENANCE APPLICATION

• Phase I: Installation
• Phase II: Training and

Optimization

• Phase III: Report

TELEMATICS PROGRAM UPDATE

Why are we testing this program?

7% - 14% 7% - 14% 5% - 25% 10% - 15%

Savings

Fuel Savings Maintenance Savings Accident Savings Labor Savings Description

TELEMATICS PROGRAM TIMELINE

575 181 22 529 11

Phase I Installation

Phase II Training and Optimization

REPORTS AND SCORECARDS

UTILIZATION REPORT

ENGINE LIGHT REPORT

ERIC BURTON, EBURTON@UTAH.GOV

A report containing the analysis

• f the program will be compiled

by the end of June. Additionally, a doctoral candidate from the University of Utah will be analyzing the data.

Phase III Report

RATE CHANGES AND IMPACTS VEHICLE WASHES PROGRAM UPDATE TELEMATICS PROGRAM UPDATE VEHICLE REPLACEMENT POLICY STUDY FLEET FUEL/MAINTENANCE APPLICATION VEHICLE REPLACEMENT POLICY STUDY

VEHICLE REPLACEMENT POLICY

New Philosophy on Fleet Management – Lowest Total cost of Ownership Concerns –

• Optimal Replacement

Schedule

• Keeping vehicles past

replacement schedule

• Maximizing salvage value

Independent Analysis Performed:

• Wheels, Inc.
• Internal Audit

VEHICLE REPLACEMENT STUDY

Wheels Analysis - Sedans

Wheels Analysis - Half-Ton Pickups

INTERNAL AUDIT RECOMMENDATION

“Utah develop a vehicle management system… that encourage a lower cost per mile. Fleet should meet with Agencies to develop mileage classes, standards, lease rates and terms. Times to surplus and ages could vary depending on agency needs but lease terms of 90,000 to 100,000 miles and 6 to 8 years should be considered for usual travel. Minimum mileage standards should be enforced."

REPLACEMENT SCHEDULE COMPARISON State Cycle Mileage

• North Dakota:

5 years 70,000

• Colorado:

5 years 100,000

• Oregon:

Varies 130,000

• Washington:

Varies 130,000

THE KEY TO THIS STRATEGY BEING SUCCESSFUL

Minimum mileage standards should be enforced

MILEAGE STANDARDS

Utah’s standards are generally between 5,500 – 7,032 per year

MILEAGE STANDARDS

• Even with our lower standard, 29% of fleet is currently

identified as under utilized

• 39% of the fleet is over 6 years old

Utah’s standards are generally between 5,500 – 7,032 per year

RATE CHANGES AND IMPACTS VEHICLE WASHES PROGRAM UPDATE TELEMATICS PROGRAM UPDATE VEHICLE REPLACEMENT POLICY STUDY FLEET FUEL/MAINTENANCE APPLICATION FLEET FUEL/MAINTENANCE APPLICATION

4/13/18

• Review Icon Design

Mockups

4/20/18

• Approve Design Mockups

05/11/18

• Rebuild in React

Components

5/18/18

• Testing On Android

and iOS Devices

5/25/18

• User Acceptance Testing of Site

Completed

5/29/18

• Deployment to Android and

iOS Store

Phase I

• Overall rating for the maintenance vendor which

includes evaluations on price, customer satisfaction, VSC interaction, rework, and billing accuracy.

• Consideration for mileage tracking by mileage

type.

Phase II

Current Options

E-Bike UTA Mileage reimbursement On Demand Motor Pool Enterprise Vehicles Fleet provided

Research

Key kiosk Ride sharing contract Long term rental

MOBILITY OPTIONS AND RESEARCH

DRIVER SAFETY COMMITTEE TRAINING

“ ”

THE PURPOSE OF THE DRIVER SAFETY COMMITTEE IS TO INCREASE THE SAFETY OF THE DRIVER AND REDUCE LOSSES ASSOCIATED WITH THE STATE VEHICLES. THE DRIVER SAFETY COMMITTEE SHALL REVIEW ANY ACCIDENT INVOLVING STATE VEHICLES IN THE POSSESSION OR UNDER THE CONTROL OF THE AGENCY. THE DRIVER SAFETY COMMITTEE ALSO REVIEWS ELIGIBILITY OF A DRIVER TO OPERATE A STATE VEHICLE BASED ON THE PROVISIONS OF SECTION R27-7-3.

R27-7-4 Driver Safety Committee

3 Preventable Accidents 3 Years “One and Done” Violations 3 Moving Violations 12 Months Unauthorized use or abuse

• f vehicle

Validated Citizen Complaint Mobile Device Usage while driving Telematics Violations

MONTHLY REPORTS

DSC

Reviews

3 Preventable Accidents 3 yrs “One and Done” violations 3 Moving violations in 12 Months Unauthorized use or abuse of vehicle Validated Citizen Complaints Mobile Device Usage while Driving Telematic Violations

DSC makes determination

Notify

THE PREVENTABILITY OF AN ACCIDENT IN ACCORDANCE WITH THE STANDARDS IN RULE AND THE FACTS SURROUNDING THE ACCIDENT AND AS TO WHETHER THE SINGLE ACCIDENT SHOULD BE CLASSIFIED AS A MAJOR THRESHOLD VIOLATION. THE AGGRAVATING FACTORS OUTLINED IN SUBSECTION R27-7-5(8) SHOULD BE CONSIDERED.

An accident may be classified as preventable if any of the following factors are involved:

• Driving too fast for conditions
• Failure to observe clearance
• Failure to yield
• Failure to properly lock the vehicle
• Following too closely
• Improper care of the vehicle
• Improper backing
• Improper parking
• Improper turn or lane change
• Reckless Driving as defined in [Utah

Code]Section 41-6a-528

• Unsafe driving practices, including but not

limited to: the use of electronic equipment or cellular phone while driving, smoking while driving, personal grooming, u-turn, driving with an animal(s) loose in the vehicle.

An accident shall be classified as non-preventable when:

• The state vehicle is struck while properly

parked

• The state vehicle is vandalized while

parked at an authorized location

• The state vehicle is an emergency vehicle,

and

• At the time of the accident the operator

was in the line of duty and operating the vehicle in accordance with their respective agency's applicable policies, guidelines or regulations; and

• Damage to the vehicle occurred during

the chase or apprehension of people engaged in or potentially engaged in unlawful activities; or

• Damage to the vehicle occurred in the

course of responding to an emergency in

• rder to save or protect the lives, property,

health, welfare and safety of the public.

R27-7-3(c)

R27-7-3(c)

• One alcohol related driving violation
• Reckless, careless or negligent driving (including excessive speed violations)
• A driving violation that resulted in injury or death
• A felony related driving violation
• A hit and run violation
• Impaired driving
• Operating a moving motor vehicle while using a handheld wireless

communication device

• A driving violation determined by the DSC or the DEB as posing a significant risk to

the safety or loss prevention of state vehicles

Three (3) or more moving violations while driving a state vehicle in a 12-month period. R27-7-3(b)

Using a vehicle in an unauthorized way

• r misusing, abusing or neglecting a

state vehicle as validated by the driver’s agency as provided in Section 63A-9-501.

The Driver Safety Committee shall review the initial accident preventability determination, moving violations committed in the state vehicle, moving violations

• utlined in Subsection R27-7-3(c), validity of citizen

complaints and any other major threshold violations.

Using any kind of mobile device while driving is a one and done violation and is now officially listed in Code R27-7-3. (c) The authorized driver has been convicted

• f…

…(vii) using a handheld wireless communication device while operating a moving motor vehicle

Major Threshold Violation

R27-7-5(d) Telematics Threshold violations: (i) Three telematics threshold violations within a 12-month period; or (ii) Any single telematics threshold violation as determined by the Driver Safety Committee or Driver Eligibility Board using aggravating factors

• utlined in Subsection R27-7-5(8).

R27-7-5 (6) Major threshold violations will result, at a minimum, in the following state vehicle driving privilege suspensions:

(a) First major threshold violation shall receive a minimum of two-working day driving suspension. (b) Second major threshold violation within 12 months of the first major threshold violation shall receive a minimum 14- calendar day driving

• suspension. If the second major threshold violation is not within a 12-month

period of the first, then it is at the discretion of the Driver Safety Committee as to whether it is considered the first or second major threshold violation. The aggravating factors outlined in rule should be considered.

(c) Third major threshold violation within 12 months of the second major threshold violation shall receive a minimum of 30-calendar day driving

• suspension. If the third major threshold violation is not within a 12-month

period of the second, then it is at the discretion of the Driver Safety Committee as to whether it is considered the first or third major threshold

• violation. The aggravating factors outlined in rule should be considered.

(d) Fourth major threshold violation within 12 months of the third major threshold violation shall receive a minimum of 60-calendar day driving

• suspension. If the fourth major threshold violation is not within a 12-month

period of the third, then it is at the discretion of the Drier Safety Committee as to whether it is considered the first or fourth major threshold

• violation. The aggravating factors outlined in rule should be considered.

R27-7-5(8) Aggravating Factors to Consider

(a)The following list are items to be considered when reviewing the driver eligibility suspension to be imposed or whether a single event outlined in Subsection R27- 7-5 should be considered a major threshold violation. (b)The event resulted in bodily harm. (c)The event had a high likelihood of causing bodily harm. (d)The amount of damage caused as a result of the event. (e)The event had a high likelihood of causing damage. (f) The event damaged the reputation of the state or agency. (g)The event had a high likelihood of damaging the reputation of the state or agency. (h)The frequency of the events under consideration

Major Threshold Violation Receive reports from Fleet DSC meets monthly Notify fleet through Excel Report Implement driving suspension Take necessary disciplinary action

R27-7-4

(4) Each agency Driver Safety Committee shall meet monthly, except in cases when there are not items to review. The items to review are the preventability determination of any accidents and any major threshold violations committed in the previous month. The Driver Safety Committee shall report to the division its accident and major threshold determination and any actions taken. (5) If an agency Driver Safety Committee does not send the monthly Driver Safety Committee report as specified in R27-7-4(4), the initial preventability determination of any accidents will stand. A driver may appeal this accident determination to the Driver Eligibility Board pursuant to Section R27-2. (6) The Driver Eligibility Board may recommend disciplinary actions for agency drivers to the agency when it is acting on behalf of the agency Driver Safety Committee.

We expect Agencies to comply with Utah code and we have been talking with Risk Management about incentives and dis-incentives for those Agencies that do and do not comply.

R27-7-4(7) If an agency has fewer than five employees, the agency head may perform the duties of the Driver Safety Committee

• utlined in rule. In the event the agency head is the driver to be

reviewed, the review may be done by the Driver Eligibility Board. Appeals from the affected agency head will be heard by the Executive Director of the Department of Administrative Services, or designee and shall follow the appeal process outlined in rule.

PURSUANT TO PROCEDURES OUTLINED IN RULE R27-2, A DRIVER DECLARED INELIGIBLE TO OPERATE A STATE VEHICLE BY THE DRIVER SAFETY COMMITTEE MAY APPEAL THAT DETERMINATION TO THE DRIVER ELIGIBILITY BOARD. AN APPEAL TO THE DRIVER ELIGIBILITY BOARD MUST BE MADE IN WRITING WITHIN 30 DAYS FROM THE DATE THE DRIVER SAFETY COMMITTEE ISSUES ITS DECISION. - R27-7-3 (5)

QUESTIONS?