Fleet Forum

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Fleet Forum

• Welcome and Updates
• Replacement Process
• Fleet Trends
• Driver Eligibility
• Trip Log
• Announcements

Department of Administrative Services Division of
Fleet Operations and Surplus Services
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Welcome

• Margaret Chambers

Department of Administrative Services Division of
Fleet Operations and Surplus Services
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2010 Rate Proposal

• FY 2010 Surplus Services Rate Proposal
• No proposed changes for Surplus Property No change

Department of Administrative Services Division of
Fleet Operations and Surplus Services
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2010 Rate Proposal

• FY 2010 Fuel Dispensing Network Rate Proposal
• Fuel Network Transaction Fee Transaction Fee
  Reduction (312,800)
• The Fuel Network Transaction Fee generates
  revenue at a flat rate percentage of the fuel
  transaction costs and is intended to recover
  program overhead costs. As fuel prices rise, the
  fee can generate more revenue than is needed for
  the overhead. The Division is requesting a
  reduction of the Fuel Network Transaction Fee
  from 3 to 2.5 to more closely match revenues to
  program expenses.

Department of Administrative Services Division of
Fleet Operations and Surplus Services
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2010 Rate Proposal

• FY 2010 Fleet Services Rate Proposal
• DPS Emergency Equipment
• New methodology for equipment payment (No
  impact)
• In partnership with the Utah Department of Public
  Safety, the Division will assume responsibility
  for purchasing the emergency equipment for the
  UHP patrol vehicles. DPS currently purchases
  their own equipment, but has asked Fleet
  Operations to take over this aspect of the
  equipping process. The Division will recover the
  cost of the equipment by applying the approved
  component equipment rates in the monthly billing.

Department of Administrative Services Division of
Fleet Operations and Surplus Services
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2010 Rate Proposal

• Shortened lifecycles for select trucks 119,900
• In partnership with the Utah Department of
  Transportation (UDOT), the Division is requesting
  that certain light-duty and heavy-duty trucks
  operated by UDOT be adjusted to shorter
  lifecycles that are more aligned to their actual
  useful life. Light-duty trucks would move from a
  maximum 12-year to a 10-year lifecycle.
  Heavy-duty trucks would move from a maximum
  15-year to a 12-year lifecycle. A total of 494
  vehicles are affected by this change.

Department of Administrative Services Division of
Fleet Operations and Surplus Services
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2010 Rate Proposal

• Fleet Variable Rates
• Variable rates 1,641,700
• The variable rates are charged on a per-mile
  basis and are used by the Motor Pool to recover
  the costs of fuel and maintenance of the fleet.
  Because fuel and maintenance prices have risen,
  the Division is requesting an increase in these
  variable rates.

Department of Administrative Services Division of
Fleet Operations and Surplus Services
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2009 Budget Supplemental Request

• Energy Efficient Vehicles
• Hybrid vehicle (combined compact and midsize
  sedan) 117
• CNG
• Dedicated CNG compact sedan, OEM vehicle (Honda
  Civic) 13
• Bi-fuel midsize sedan, converted CNG vehicle
  (Chevrolet Malibu) 15
• Bi-fuel trucks converted to CNG (F-150 or other
  light duty truck) 10
• Total CNG planned OEM and converted for FY2009
  38 (13 15 10)

Department of Administrative Services Division of
Fleet Operations and Surplus Services
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2009 Budget Supplemental Request

• CNG Fuel Site Upgrades
• Rampton and Jordan increase storage tank size to
  30,000 cubic feet
• New compressor at Rampton
• Rapid fill dispensers at Alpine and Rampton

Department of Administrative Services Division of
Fleet Operations and Surplus Services
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2010 Budget Request

• Energy Efficient Vehicles
• Hybrid vehicle (combined compact and midsize
  sedan) 117
• CNG
• Dedicated CNG compact sedan, OEM vehicle (Honda
  Civic) 13
• Bi-fuel midsize sedan, converted CNG vehicle
  (Chevrolet Malibu) 15
• Bi-fuel trucks converted to CNG (F-150 or other
  light duty truck) 10
• Total CNG planned OEM and converted for FY2009
  38 (13 15 10)
• Higher Education vehicle funding

Department of Administrative Services Division of
Fleet Operations and Surplus Services
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Fleet Underutilized Vehicles

• MVRC will advise at the next meeting
• Legislative Report (Rich Amon will cover details)

Department of Administrative Services Division of
Fleet Operations and Surplus Services
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Questions?

• Margaret Chambers
• margaretchambers_at_utah.gov
• [phone]

Department of Administrative Services Division of
Fleet Operations and Surplus Services
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Replacements and Justification Process

• Judy Wilkins

Department of Administrative Services Division of
Fleet Operations and Surplus Services
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Fleet.utah.gov All DFO forms
Replacement/Justification Application
Department of Administrative Services Division of
Fleet Operations and Surplus Services
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Fleet Replacement Menu

• Justify Vehicle
• Approve
• Additional Replacement
• Reports

Department of Administrative Services Division of
Fleet Operations and Surplus Services
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Enter Search Parameters
Department of Administrative Services Division of
Fleet Operations and Surplus Services
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Click on vehicle for detail
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Vehicle Detail
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Click Need to change at the bottom
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Standard class for this type is class 4901 7
Passenger Mini. Please consider this class when
choosing
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Choose Class Code and Justifications
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Add Type of Items Carried or Additional Notes
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The listed vehicle will be considered for
justification of a class change when you click on
the check box and then the Justify button.
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Justification for your replacement vehicle has
been submitted
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Confirmation email says, FOJLW has used the
online system to justify a replacement vehicle,
FO6986 has been submitted
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Justification for upgrading a Truck Click need
to change vehicle type
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You have chosen Truck for your replacement
vehicle.
Please choose the size of truck from the options
below
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Click Continue after you have selected size of
truck
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You have chosen a 3/4 Ton truck for your
replacement vehicle.
Choose class codes and select justification,
Click Update when finished
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Justification drop down menu.
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The listed vehicle will be considered for
justification of a class change when you click on
the checkbox and then the JUSTIFY button. .
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Justification for your replacement vehicle has
been submitted
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Questions?

• Judy Wilkins
• jwilkins_at_utah.gov
• [phone]

Department of Administrative Services Division of
Fleet Operations and Surplus Services
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Fleet Report

• Rich Amon
• Fleet Forum

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Agenda

• Report Findings
• Trends and Analysis
• Recommendations
• Modest
• Moderate
• Far-Reaching

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Report Findings

• Vehicle counts are moderately increasing (2)
• 4x4 vehicles are increasing at a faster rate
  (12)
• Vehicle costs increased 40 from FY04 to FY08
• Fuel costs increased 117 from FY04 to FY08
• Personal reimbursement to employees is increasing
• 42 of all state vehicles are driven less than
  625 miles a month
• Fleet Operations is implementing H.B. 110 (2007)
  which aims to improve fuel efficiency

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State Vehicle Trends
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State Vehicle Cost Trends
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State Vehicle Costs from FY04 to FY08
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Fuel Consumption and Prices
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State Vehicle Utilization
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H.B. 110 Fleet Efficiency
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Modest Recommendations

• Suggest agencies more often use video
  conferencing, teleconferencing, or web
  conferencing rather than commuting for off-site
  meetings
• Amend the Budgetary Procedures Act to require
  agencies to request vehicle additions or upgrades
  through an Appropriations Subcommittee and
  include vehicle approvals in an appropriations
  bill
• Require the five largest users of vehicles
  (Natural Resources, Public Safety, Corrections,
  Transportation, and Human Services) to give an
  annual report of their vehicle efficiency plan to
  an Appropriations Subcommittee

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Moderate Recommendations

• Ask the Division of Finance to add an additional
  object code to break out personal mileage
  reimbursement between high and low rates and
  require agencies to report those numbers in their
  annual efficiency plan
• Require agencies to reduce all under-utilized
  vehicles in the 10-year and 12-year classes that
  are not categorized as low use by FY 2010

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Far-Reaching Recommendations

• Not fund internal service fund fuel rate
  increases for vehicles other than the Standard
  State Fleet Vehicle (or certain other fuel
  efficient vehicles depending on vehicle class)
• Remove fuel from the Fleet variable mileage
  rate and direct bill user agencies for the
  actual cost of fuel use
• Appropriate vehicle equivalents as gallons of
  gas or mileage to agencies and require that they
  work within that allotment

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Driver Eligibility Update

• Sam Lee

Department of Administrative Services Division of
Fleet Operations and Surplus Services
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A Short Review of Proposed Changes

• Administrative Rule changes to R27-7 are intended
  to raise the bar on minimum driver eligibility
  standards for state employees
• The following will trigger a hearing with the
  Driver Eligibility Board that may result in a
  driving suspension for up to three years
• Three or more preventable accidents in three
  years
• Four or more moving violations in 12 months
• One serious motor vehicle violation as defined
  in rule R27-7
• DUI, reckless driving, speed contest (racing),
  etc.
• Unauthorized use, misuse, or neglect of a state
  vehicle
• Three or more citizen complaints about a driver
  through the established complaint process
  (validated by the agency)

Department of Administrative Services Division of
Fleet Operations and Surplus Services
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What about Drivers License Points?

• The Drivers License points trigger will be
  removed from the administrative rule

Department of Administrative Services Division of
Fleet Operations and Surplus Services
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What about New Employees?

• R27-7-3(6) Effective Date
• (a) Phase in - current state employees shall be
  subjected to R27-7-3(3) as of the effective date
  of the rules as published by the Division of
  Administrative Rules.
• (b) State employees hired after the effective
  date of this administrative rule will be subject
  to the Driver Eligibility standards in R27-7-3(3)
  for three years previous to the hire date.

Department of Administrative Services Division of
Fleet Operations and Surplus Services
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Hiring Process Changes

• How much state driving will the employee do? (is
  driving a regular part of the job?)
• You may want to have your human resource
  department require top job candidates to bring a
  current copy of their motor vehicle record (MVR)
  to the interview

Department of Administrative Services Division of
Fleet Operations and Surplus Services
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Hiring Process Changes

• If your HR chooses not to require a MVR during
  the interview process
• The employee will be offered a job conditional
  to meeting the states minimum driving standards
• The agency always maintains the option to hire
  the employee
• However, the ability to drive a state vehicle may
  be limited based on potential suspensions imposed
  by the Driver Eligibility Board once the employee
  starts working

Department of Administrative Services Division of
Fleet Operations and Surplus Services
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Questions?

• Sam Lee
• samlee_at_utah.gov
• [phone]

Department of Administrative Services Division of
Fleet Operations and Surplus Services
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Trip Logs

• Corry Hill

Department of Administrative Services Division of
Fleet Operations and Surplus Services
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Trip Logs

• Motor Vehicle Review Committee
• Rule 27- 3 - 7 (2)
• The trip log must be created for the first and
  last trip of the day for all take-home vehicles
• Online Trip Log

Department of Administrative Services Division of
Fleet Operations and Surplus Services
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Trip Log go to the website
http//168.177.192.568080/TripLog/DeptServlet
Department of Administrative Services Division of
Fleet Operations and Surplus Services
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Select Department from Drop Down
Click Continue Processing Trip when department
is highlighted
Department of Administrative Services Division of
Fleet Operations and Surplus Services
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Select Operator and Vehicle
Click Continue Processing when finished
Department of Administrative Services Division of
Fleet Operations and Surplus Services
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Reports can be run at this time or after the trip
has been submitted
Department of Administrative Services Division of
Fleet Operations and Surplus Services
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Operator Name, ID, Department and Vehicle
Information will appear in log
Items in blue are required
Additional Operators can be added
Department of Administrative Services Division of
Fleet Operations and Surplus Services
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Enter locations, times, mileages, purpose of trip
and nature of call.
Current date and mileage appear by default, but
can be changed.
Department of Administrative Services Division of
Fleet Operations and Surplus Services
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Click Submit Trip when finished
Department of Administrative Services Division of
Fleet Operations and Surplus Services
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After the trip log has been submitted you can
enter more logs, create reports or exit
Department of Administrative Services Division of
Fleet Operations and Surplus Services
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Reports can be run after department is selected
and after Trip Log is submitted
Department of Administrative Services Division of
Fleet Operations and Surplus Services
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Reports Select an Operator ID, an Operator Name
and/or a Date Range, Click Submit when
finished. Any combination can be used. Leaving
fields blank will give you all the entries for
your department
Department of Administrative Services Division of
Fleet Operations and Surplus Services
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Report for Department
Department of Administrative Services Division of
Fleet Operations and Surplus Services
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Questions?

• Corry Hill
• coraleehill_at_utah.gov
• [phone]

Department of Administrative Services Division of
Fleet Operations and Surplus Services
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Risk Management - Cell Phone Policy

• risk.utah.gov
• Risk guidance

Department of Administrative Services Division of
Fleet Operations and Surplus Services
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• Cell phones prohibited unless using hands-free
  talking and listening features includes other
  electronic devices

Department of Administrative Services Division of
Fleet Operations and Surplus Services
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Announcements
Department of Administrative Services Division of
Fleet Operations and Surplus Services
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• Take Home Renewal for 2009
• Available November 1, 2008
• Enterprise at the State Capitol
• HB110 Energy Report
• Due November 1, 2008
• New Website

Department of Administrative Services Division of
Fleet Operations and Surplus Services
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New Web Site
Department of Administrative Services Division of
Fleet Operations and Surplus Services
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• SLAs signed and returned
• Driver Eligibility Contact
• Utah Drivers License required
• Reside in Utah
• Exceptions
• Military
• Student

Department of Administrative Services Division of
Fleet Operations and Surplus Services