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					         Fleet Forum
Presentations by DFO Staff
              October 13, 2009
Forum Outline
 New Utilization Model
 Update on the DFO Telematics Pilot
 CNG – Use and Conversions
 Cutting Fleet Costs
   Update on the Sept 16th Legislative Subcommittee Meeting

 Short Fleet “Reminders”
New Utilization Model
               Sam Lee
  New Fleet Utilization Model
 Short history on vehicle
 utilization
   5% reduction in 2003
   Minimum mileage at
    625 (minimum miles per
    month to reach 90,000  In FY09 (vehicles in service for
    miles in 12 years)      all 12 months)
   “Low use” categories      37% of the fleet traveled less
     Summer use, winter
                               than 500 miles per month
      use, campus use, etc.   12% of the fleet traveled less
                               than 100 miles per month
New Fleet Utilization Model
 Why a change?
   “Right size” the state fleet
       This is a core function in fleet management
       Reduce vehicle costs
       Increase efficiency
       Old method just documented “low use” vehicle
           Moves away from a “one size fits all” minimum
            mileage approach
   Compares vehicles in the fleet according to the “Use” of
    the vehicle
New Fleet Utilization Model
Five High Level Use Categories
1.   Emergency
        Units Designated for Enforcing Public Safety
2. Maintenance
        Vehicle Used to Maintain Facilities
3. People Transport
        Primarily Transports People
4. Supply Transport
        Primarily Transports Items Other Than People
5. Training
        Units are used for Educational Purposes
New Fleet Utilization Model
 High level Categories have multiple “Mid Level” Categories
                  UNITS DESIGNATED FOR ENFORCING PUBLIC SAFETY - 5 MILES Per
EMERGENCY-5
                  Month

EM-24HR           AMBULANCES FIRE TRUCKS AND PERSONAL PROTECTION
RESPONSE          INCIDENTS

EM-HIGHWAY
                  HIGHWAY PATROL VEHICLES
PATROL

EM-
                  USED FOR STINGS AND OTHER INVESTIGATIONAL PURPOSES
INVESTIGATIONAL

EM-PARKING        PARKING ENFORCEMENT


EM-SECURITY       PARTOLS FACILITY TO ENFORCE SAFETY
New Fleet Utilization Model
MAINTENANCE-34       VEHICLES USED TO MAINTAIN FACILITIES - 34 MILES Per Month
MA-CARPENTRY         PRIMARILY USED BY CARPENTRY STAFF FOR MAINTAINANCE
MA-CONSTRUCTION      INCLUDES ROOFING WELDING MASONRY AND OTHER SUCH PROJECTS
MA-CUSTODIAL         PRIMARILY USED BY CUSTODIAL STAFF
MA-ELECTRICAL        PRIMARILY USED BY ELECTRICIAN SERVICE WORKERS
MA-FIRE              USED BY FIRE MARSHALL TO INSPECT FIRE SAFETY RELATED EQUIP
MA-FLEET             USED TO HELP MAINTAIN THE AGENCIES FLEET
MA-GENERAL           USED FOR GENERAL OR MULTIPLE MAINTENANCE NEEDS
MA-GROUNDS           USED TO MAINTAIN GROUNDS
MA-HOUSING           USED FOR GENERAL HOUSING MAINTENANCE TYPICALLY ON CAMPUS
MA-HVAC              PRIMARILY USED FOR HEATING VENTING AND AIR CONDITIONING
MA-IT                USED TO MAINTAIN IT SYSTEMS
MA-LOCKSMITH         USED TO ASSIST WITH LOCKOUTS
MA-PAINTING          PRIMARILY USED FOR PAINTING BUILDINGS
MA-PLUMBING          PRIMARILY USED BY PLUMBING STAFF
MA-ROADS             PRIMARILY USED FOR ROAD MAINTENANCE
MA-SNOWREMOVALONLY   DEDICATED SPECIFICALLY TO WINTER SNOW REMOVAL
MA-UTILITIES         PRIMARILY USED TO MAINTAIN FACILITY UTILITIES
MA-WELDING           PRIMARLY USED BY WELDING STAFF
New Fleet Utilization Model
PEOPLE TRANSPORT-45    PRIMARILY TRANSPORTS PEOPLE - 45 MILES Per Month
PT-AIRPORT             DESIGNATED TO TRANSPORT TO AND FROM AIRPORT
PT-CLIENTS             PRIMARILY USED TO TRANSPORT CLIENTS STUDENTS AND/OR PATIENTS
PT-CONSTRUCTIONCREWS   TRANSPORTS CONSTRUCTION CREWS TO AND FROM WORK SITES
PT-DIGNITARIES         DESIGNATED SPECIFICALLY TO TRANSPORT DIGNITARIES
PT-EXECUTIVEUSE        DESIGNATED FOR EXECUTIVE USE
PT-FIELDRESEARCH       TRANSPORTS PEOPLE TO AND FROM RESEARCH SITES
PT-INMATES             TRANSPORTS INMATES TO AND FROM APPOINTMENTS JOBS ETC
PT-JUVENILES           TRANSPORTS JUVENILES TO AND FROM APPOINTMENTS JOBS ETC
PT-MOTORPOOL           DESIGNATED AS A MEMBER OF A MOTOR POOL TO BE CHECKED OUT
PT-PROMOTIONAL         SET ASIDE FOR USE IN SPECIAL EVENTS
PT-SHUTTLE             UNIT HAS A SPECIFIED ROUTE THAT IS REPEATED PER SCHEDULE
PT-STAFF               TRANSPORTS STAFF TO MEETINGS TRAININGS AND/OR TOWN ERRANDS
PT-STUDENTS            TRANSPORTS GROUPS OF STUDENTS TO AND FROM SPECIAL EVENTS
PT-WINTEREVENTS        TRANSPORTS PEOPLE TO WINTER EVENTS FUNCTIONS
New Fleet Utilization Model
SUPPLY TRANSPORT-15   PRIMARILY TRANSPORTS ITEMS OTHER THAN PEOPLE - 15 MILES Per Month
ST-ANIMALS            TRANSPORTS LIVE ANIMALS - HORSES FISH WILDLIFE ETC
ST-ATHLETICS          PRIMARILY TRANSPORTS ATHLETIC GEAR INCLUDING BAND EQUIPMENT
ST-BOOKS              TRANSPORTS BOOKS (NOT AS A DELIVERY SERVICE)
ST-COMPUTERS          TRANSPORTS COMPUTERS AND RELATED EQUIPMENT
ST-COURIERSERVICES    DELIVERS MAIL NEWSPAPERS PACKAGES AND OTHER PRODUCTS
ST-DEBRIS             HAULS DIRT ROCK GRAVEL AND/OR GARBAGE
ST-FOOD               TRANSPORTS FOOD AND RELATED ITEMS TO INDIVIDUALS OR MASSES
ST-FUEL               CARRIES BULK FUEL SO EQUIPMENT CAN FUEL ON SITE
ST-HEAVYEQUIPMENT     TOWS AND/OR HAULS HEAVY EQUIPMENT - BOATS ATV`S GENERATORS
ST-LAUNDRY            PICKS UP AND DROPS OFF LAUNDRY THROUGHOUT FACILITY
ST-LIQUOR             TRANSPORTS LIQUOR TO SITES
ST-MEDIA              TRANSPORTS MEDIA GEAR TO GAMES AND OTHER SPECIAL EVENTS
ST-MEDICAL            TRANSPORTS MEDICAL EQUIPMENT (NOT AN AMBULANCE)
ST-MISCITEMS          TRANSPORTS A VARIETY OF ITEMS (NOT SPECIFICALLY DEDICATED)
ST-RECYCLING          TRANSPORTS ITEMS TO RECYCLING CENTER
ST-THEATER            THRANSPORTS THEATER EQUIPMENT FROM STORAGE TO PERFORMANCE
ST-VEGETATION         TRANSPORTS GREENHOUSE PLANTS HAY AND OTHER SUCH VEGETATION
ST-WATER              TRANSPORTS WATER TO APPROPRIATE SITES
New Fleet Utilization Model
              UNITS ARE USED FOR EDUCATIONAL PURPOSES - 14 MILES Per
TRAINING-14
              Month



TR-DRIVER     USED FOR ALL DRIVER TRAINING EXCEPT POLICE TRAINING



TR-           TYPICALLY NOT DRIVEN BUT USED TO TRAIN MECHANICS
EDUCATIONAL   EMT`S ETC.



TR-POLICE     USED TO TRAIN POLICE IN ADVERSE DRIVING CONDITIONS
New Fleet Utilization Model
 Example of how
 it works…




                   Two separate “General Maintenance” vans are
                   used by an agency in the same area

                   One of the vans doesn’t meet the minimum
                   mileage (34 miles month) for the “use category”
                   and is subject to pooling or turn-in
New Fleet Utilization Model
      Questions about the new model...?
       1. Will the minimum mileages increase
             Yes, We will adjust once a year
       2. How often will we come to talk about Utilization?
             At least quarterly
       3. Do we have all state vehicles documented?
             No, we started with the vehicles designated as
             low use
       4. Are there any vehicles that will be permanently
          excluded from this utilization audit?
             Yes, some vehicles are needed regardless of the
             mileage history
New Fleet Utilization Model
 What is the next step?
    Angie Watson will be calling to set
     up meetings with fleet contacts
    We will send a document ahead of
     time to let you know which vehicles
     we propose to pool or eliminate
 Angie will continue to document fleet
  vehicles
    This first round of cuts just
     included the old “low use” vehicles
 “Capital Credit” for 5 years
New Fleet Utilization Model
 Updating Fleet Focus
   “User Instructions” were
    emailed by Angie Watson
    on Monday October 13th
New Fleet Utilization Model



 How many vehicles do we expect to have turned in this year…?
Questions?
Update on Telematics
           Scott Bingham
Update on Telematics
 Where We Started
 Where We Have Been
 Where We Are
 Where Will our Final Destination be?
Where We Started
 Fleet Industry Publications and Articles
    "After our initial pilot evaluation…we determined that
     the savings in fuel costs alone would pay for the system”
     GF
    Telematics has proven useful to fleets in reducing fuel
     consumption, idling, emissions, and keeping track of
     company vehicles” AF
Where We Have Been
 Initially 2 random vehicles were selected at our Draper
 location to be involved with the Telematics Pilot
 Program
   Chevrolet Impala
   Chevrolet Malibu
Where We Have Been
 South of Santaquin and Payson 75 mph posted speed
 limit
Where We Have Been
 Northeast of Koosharem 65 mph posted speed limit
Where We Have Been
 West of Salt Lake City 75 mph posted speed limit
Where We Are Now
 In-Cab Mentoring
    Posted Speed Limit Violations
    Seat Belt Use
    Aggressive Driving
    Accidents
 01-Speeding Violation
 03-Please Buckle Your Seatbelt
 04-Aggressive Driving
Where We Are Now
 Graphically illustrates a drivers behavior and gives the
  driver a “score”
                                                                                     In-Cab Mentoring




                     10.00%
                              20.00%
                                       30.00%
                                                40.00%
                                                         50.00%
                                                                  60.00%
                                                                           70.00%




             0.00%
05/04/2009
                                                                                        % of distance speeding



05/08/2009
05/14/2009
05/18/2009
05/22/2009
05/26/2009
05/30/2009
06/03/2009
06/07/2009
06/11/2009
06/15/2009
06/19/2009
06/23/2009
                                                                                                                  Where We Are Now




06/27/2009
07/01/2009
07/05/2009
07/09/2009
07/13/2009
07/17/2009
07/21/2009
07/25/2009
07/29/2009
08/02/2009
08/06/2009
08/10/2009
08/14/2009
08/18/2009
08/22/2009
08/26/2009
08/30/2009
09/03/2009
09/07/2009
09/11/2009
Where We Want to Go
 Risk
 Energy
 “On-the-Clock” issues
 Public Perception
Questions?
CNG Use and Conversions
                Sam Lee
Why CNG in the State Fleet…?
 Environment benefit
 Potential cost savings over
  time
 Decreases our dependence
  on foreign oil
 Local produced fuel
 The refueling
  infrastructure in Utah is
  good especially along I-15
CNG in the State Fleet
               What we are planning to do in
                model year 2010?
                  Continue purchasing CNG
                   vehicles where they are available
                   from the manufacturer
                      Honda Civic
                  Convert vehicles where it is
                   feasible and reasonably cost
                   effective
CNG vehicles in the State Fleet
 What can you do?
    Carefully consider how a
     CNG vehicle could fit into
     your agency
    This may mean moving some
     vehicles around
    This may mean a short term
     vehicle rental when you will
     be off the CNG refueling
     corridor
    Being creative about vehicle
     use to accommodate the
     additional tanks
Questions?
“Reducing State of Utah Fleet Costs”
  A Response to Questions by Senator Stowell
        Margaret Chambers, Division Director
                 Fleet Operations and Surplus Services
                                  September 16, 2009
Presentation Outline
Cost Efficiencies
 Already Implemented
 Being Tested
 Potential New Strategies/Legislation
Cost Efficiencies Already in Place
1. Standard replacement
   mileage for state vehicles
   increased from 90,000 to
   105,000 miles in FY09
   $1.8 million /year savings
                                2.“Rightsizing” vehicles at
                                  replacement time
¾ Ton                               The default replacement
Truck                                vehicle is a compact sedan
                                    Agencies must “justify up” to
                                     a larger vehicle when a
           To a
                                     compact will not be feasible
         Compact
          Truck                    116 rightsize vehicles past 2 years
Cost Efficiencies Already in Place
3.    Expansion Vehicles
      Fleet provides an underutilized
       vehicle report to GOPB and LFA
      DFO is working with GOPB to
       rightsize expansion vehicles

4.    Take Home Approvals
      The supervisor and department
       director must annually sign off
       on all take home privileges
       granted to employees
Cost Efficiencies Already in Place
5.   Privatization in the State Fleet
       Short Term Daily Pool Services
         Enterprise Rent-A-Car


      Maintenance and Repair Facilities
          Most of the work on state vehicles is
           completed at private vendor locations

      Coordination, Approval and Billing
       Services for Maintenance and Repair
       All vehicles leased from DFO have repairs authorized by
          Automotive Resource International (ARI)
Cost Efficiencies Already in Place
6.   Fleet Data Audits
      Zero Miles Report
      Cost Per Mile (CPM) Audit
        Identifies vehicles with higher than the average
         repair cost per mile
      Miles Per Gallon (MPG) Audit
        Identifies fuel theft or fuel card problems when
         the MPG is higher/lower than the average in
         the vehicle class
      Utilization Audits
        Identifies vehicles not meeting the minimum
         mileage standard
Cost Efficiencies Already in Place
7. Capital Credit Program
   Voluntary surrender of a vehicle
        Reserve the vehicle count and the capital credit for up
         to 5 years
        Agency budgets are not cut by the lease and mileage
         amounts
            FY09 - 13 vehicle were turned in
Cost Efficiencies Already in Place
8 Cost Savings by Agencies Last Fiscal Year
   3 million miles reduction
       Decrease of 3.6 %
              $418,000 for leased vehicles

   Personal Owned Vehicle Reimbursement reduced
    by $575,000
Cost Efficiencies Already in Place
9.    Reducing Vehicle Liability (Risk Management)
      Verify valid driver’s license (Checked weekly)
      Defensive Driver Training classes offered by Fleet staff
        Full size van training
        Classroom defensive driver training required after a 2nd
         preventable accident
      Additional restrictions are in place for full-size passenger
       van drivers
      New “Driver Eligibility Board”
Cost Efficiencies Already in Place
                 10.    Promotion of Fuel Saving
                       Practices
                          DFO Developed Brochures
                          Fleet Web Site
                          Fleet User and Energy Team
                           Meetings (“train the trainer”
                           focus on fuel saving practices)
   Saving Fuel   11.   All meetings offered by DFO
                       have web conferencing
                       option
Cost Efficiencies Already in Place
12. AARA Funds through Clean Cities Grant
          (for use over next 2 years)
   Vehicle Purchase
     13 Dedicated CNG vehicle purchase
        30% match of CNG incremental cost $39,000

     149 Hybrid vehicle purchase
        20% match of incremental Prius cost

        40% match of incremental Malibu cost

        Up to $296,000

     CNG conversions
        30% match of conversion cost up to $337,500
Cost Efficiencies Already in Place
12. AARA Funds through Clean Cities Grant - continued
           (for use over next 2 years)
   CNG Site Upgrade
       6 Sites
         30% match of upgrade cost - up to $178,860

   New CNG Sites – if State funds are made available
       2 Sites
         30% match of construction cost – up to $298,100

   Total $1,000,410 available for the State of Utah
    $702,310 from matching funds already available
Reduction strategies being tested by DFO
1. Use of telematics to gather data about the vehicle
     Two different vendors are being evaluated
       Networkcar (22 vehicles in a pilot program)

       Inthinc (50 vehicles in a pilot program)
            Traditional GPS technology + “In Cab Mentoring”

                Reduce speed (“speed by street” technology)

                Reduce idle time

                Reduce aggressive driving

                Reduce unauthorized personal use

                Reduce accident costs
Reduction strategies being tested by DFO
                                  2. New Vehicle “Utilization
                                     Model”
                                       Moves away from a “one size
                                        fits all” minimum mileage
                                        standard
                                       Each fleet vehicle is put in a
                                        “vehicle use” category
                                       Vehicles with similar uses are
For example: two “maintenance
vans” are used in the same area         compared against each other
The van that doesn’t meet the          “Minimum mileage” standards
minimum mileage for the “use            are set according to use in “like
category” is subject to turn in         vehicle” categories
Reduction strategies being tested by DFO




3. Refining maintenance schedules to eliminate any
   unnecessary preventative maintenance costs
New Strategies/Legislation to Reduce Fleet
Costs
Reduction Strategies
 Reduce agency budget
 Reduce the number of miles
 Require vehicle idle reduction
 Reduce take home vehicles
 Reduce the number of vehicles
New Strategies/Legislation to Reduce Fleet
Costs
1.   Reduce agency budgets for fleet
     expense
      In FY09 DFO collected
        $27,385,553 from agencies in the
        motor pool program
        DOT and Higher Ed numbers
          would need to be added
        A percentage cut from the
          budget would allow agencies
          the flexibility to reduce fleet
          vehicles according to a priority     1% cut = $273,886
          perspective from the agency
                                               2% cut = $547,771
                                               3% cut = $821,567

                                                Potential budget cut
                                             amounts based just on DFO
                                                  leased vehicles
New Strategies/Legislation to Reduce Fleet
Costs
2. Require agencies to reduce total miles from a
   baseline measure in FY09
    Last year state vehicles traveled 80,341,342 miles
     a reduction of 3,000,000 miles
    Top five state agencies account for 2/3 of all miles
     traveled
New Strategies/Legislation to Reduce Fleet
Costs
3. Require a reduction in vehicle idle time to reduce fuel
   costs
     Education
     Require the implementation of a telematics device on all
      fleet vehicles
     Fleet staff is currently evaluating the costs/benefits of a
      statewide telematics program
  Current Telematics Cost:
  $650 per unit + $30/per
  month for cellular service
New Strategies/Legislation to Reduce Fleet
Costs
4. Reduce the
   number of take
   home drivers for
   calendar year 2010
 There are currently
   1,400 take home
   operators approved    83% of take home is
   for calendar year    for an “on-call” purpose
   2009
Questions?
Fleet Reminders…
           Sam Lee
2010 Replacement Year
 Justification Process Against the compact sedan
    Target is the week of October 26th
    Kim Hood signs off on all vehicle class changes
 Replacement List with vehicle choices is targeted for
  last part of November
 Turn around times on responses
Take Home Documentation
 Current “Take Home” authorization expires December
  31, 2009
 Need take home Authorization if a vehicle goes home
  more than 5 times in a month
 The web portal to renew take home driver is now
  available, go to:
  http://fleet.utah.gov/forms/TakeHomeLogin.html
Take Home Documentation




  http://fleet.utah.gov/forms/TakeHomeLogin.html
Take Home Documentation
Take Home Documentation
Take Home Documentation
Take Home Documentation
Take Home Documentation
 3 Required Signatures
    Employee
    Direct supervisor or manager
    Agency executive director
      Some agencies also want the division director
       to sign the take home form – this is not
       required
Invalid Drivers Licenses
 Please do not make drivers “inactive” when we notify
  you that a driver has an invalid license
 If drivers are no longer employed with your agency
  please let us know in your response back
 If you determine that an employee is “not a driver”
  please check the box in the Primary Operator Screen
  on the Authority Tab.
 Licenses are checked weekly. If a driver tells you
  his/her license is now valid there is no need to respond
  back unless they need to drive that week
Safety Reminders…
 Tires with good tread as we go into winter
 Risk Management Video
 Speed
State Vehicle Report
 The official annual count of the state fleet to the
  legislature
 We will take an active count of vehicles October 28th
 We will separate out “Already Replaced” (AR) vehicles
  if replaces vehicle has been in service less than one
  year.
 Already replaced vehicles in service longer than 1 year
  = unauthorized expansion
 Due November 1, 2009
Cost Efficiency Report
 Report on last year’s goals
 New goals for FY2010
 Information needs to be to Brian Fay by October 15th
 Report is Due November 1, 2009
Enterprise Updates
 Jamie Clark (JC) is now covering the State Office
  Building Enterprise Location

 Same hours and phone number for this location
    7:30 AM to 5:30 PM, (801) 359-4288


 “Off the Hill” agencies are now able to rent vehicle
  from the State Office Building pool
Questions?

				
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