Fleet Forum MAY 24, 2018
INTRODUCTIONS Welcome first time attendees
Governor’s Award For Excellence AND THE AWARD GOES TO: Amanda Ronan Anne Stehno Eric Gardner Karen Maycock Kevin Lucus Tamara Anton
RATE CHANGES AND IMPACTS RATE CHANGES AND IMPACTS VEHICLE WASHES PROGRAM UPDATE TELEMATICS PROGRAM UPDATE VEHICLE REPLACEMENT POLICY STUDY FLEET FUEL/MAINTENANCE APPLICATION Legislative Follow-up
PROPOSAL WAS APPROVED WHAT TO EXPECT Monthly Lease Rate = Contract Price – Salvage + Fees Lifecycle
• Monthly Lease Rate – Model Year and Salvage • Remove “2013” from rate. Remove 17, Results: $250,265.60 18 or 21%. Start with 25% Salvage values increasing • Administrative Fee • • Administrative Fee decreasing • Lower Rate from $48.57 to $42.00 2 nd Year in a row with ($363,767.76) • overall rate decreases • MIS Fee • Raise rate from $2.72 to $3.00 $26,221.44
Heading in The Right Direction
Proposal Did Not Pass MOTION Each reporting In each Approved that this agency shall subsequent year, subcommittee be required to the reporting open a bill file that report at least agency shall will make the three initiatives report the following changes related to fleet following to the and clarifications administration Division of Fleet to the Fleet that they will Operations: Efficiency Report implement in • The outcomes of each produced by the the coming initiative; Division of Fleet year and the • The savings, if any, Operations under derived from each stated goal of Utah Code 63A-9- initiative; each initiative; 401.5: • If the initiative was unsuccessful, the reasons why.
RATE CHANGES AND IMPACTS VEHICLE WASHES PROGRAM UPDATE VEHICLE WASHES PROGRAM UPDATE TELEMATICS PROGRAM UPDATE VEHICLE REPLACEMENT POLICY STUDY FLEET FUEL/MAINTENANCE APPLICATION
VEHICLE WASH PROGRAM Feedback • Very little feedback. • Customers not using the program said get rid of it. 2016 Car Administrative Wash • Customers using the program Fee Expense would like a mechanism to facilitate it (i.e. leave fuel card option).
RATE CHANGES AND IMPACTS VEHICLE WASHES PROGRAM UPDATE TELEMATICS PROGRAM UPDATE TELEMATICS PROGRAM UPDATE VEHICLE REPLACEMENT POLICY STUDY FLEET FUEL/MAINTENANCE APPLICATION • Phase I: Installation • Phase II: Training and Optimization • Phase III: Report
Savings Description 7% - 14% Fuel Savings Why are we testing this Maintenance 7% - 14% program? Savings Accident 5% - 25% Savings 10% - 15% Labor Savings
TELEMATICS PROGRAM TIMELINE Phase I Installation 181 22 529 575 11
Phase II Training and Optimization
REPORTS AND SCORECARDS
UTILIZATION REPORT
ENGINE LIGHT REPORT ERIC BURTON, EBURTON@UTAH.GOV
Phase III Report A report containing the analysis of the program will be compiled by the end of June. Additionally, a doctoral candidate from the University of Utah will be analyzing the data.
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 •
VEHICLE REPLACEMENT STUDY Independent Analysis Performed: Wheels, Inc. Internal Audit
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 Utah’s standards are generally between 5,500 – 7,032 per year • Even with our lower standard, 29% of fleet is currently identified as under utilized • 39% of the fleet is over 6 years old
RATE CHANGES AND IMPACTS VEHICLE WASHES PROGRAM UPDATE TELEMATICS PROGRAM UPDATE VEHICLE REPLACEMENT POLICY STUDY FLEET FUEL/MAINTENANCE APPLICATION FLEET FUEL/MAINTENANCE APPLICATION
Phase I 4/13/18 • Review Icon Design Mockups 4/20/18 • Approve Design Mockups 05/11/18 • Rebuild in React 5/18/18 Components • 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 II • 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.
MOBILITY OPTIONS AND RESEARCH Current Options Research E-Bike Key kiosk UTA Ride sharing contract Mileage reimbursement Long term rental On Demand Motor Pool Enterprise Vehicles Fleet provided
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 Mobile 3 Moving “One and Unauthorized Validated Preventable Device Telematics Violations Done” use or abuse Citizen Accidents 3 Usage while Violations Violations of vehicle Complaint 12 Months Years driving
MONTHLY REPORTS
3 Preventable Accidents 3 yrs “One and Done” violations 3 Moving violations in 12 Months DSC DSC makes Unauthorized use or abuse of vehicle determination Notify Reviews Validated Citizen Complaints Mobile Device Usage while Driving Telematic Violations
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 An accident shall be classified as preventable if any of the following non-preventable when: factors are involved: • Driving too fast for conditions • The state vehicle is struck while properly parked • Failure to observe clearance • The state vehicle is vandalized while • Failure to yield parked at an authorized location • Failure to properly lock the vehicle • The state vehicle is an emergency vehicle, • Following too closely and • At the time of the accident the operator • Improper care of the vehicle was in the line of duty and operating the • Improper backing vehicle in accordance with their respective agency's applicable policies, • Improper parking guidelines or regulations; and • Improper turn or lane change • Damage to the vehicle occurred during the chase or apprehension of people • Reckless Driving as defined in [Utah engaged in or potentially engaged in Code]Section 41-6a-528 unlawful activities; or • Unsafe driving practices, including but not • Damage to the vehicle occurred in the limited to: the use of electronic equipment or course of responding to an emergency in cellular phone while driving, smoking while order to save or protect the lives, property, driving, personal grooming, u-turn, driving with health, welfare and safety of the public. an animal(s) loose in the vehicle. 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 or 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 outlined in Subsection R27-7-3(c), validity of citizen complaints and any other major threshold violations.
Recommend
More recommend
