Fleet Forum Online at fleet.utah Recommendations from the Fiscal Analyst

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Fleet Forum•Online at fleet.utah.gov •Recommendations from the

Fiscal Analyst •Full Size Van Protocol •State Travel •Diesel Exhaust Fluid •Replacement Process • Invalid Process •Updates

Online at fleet.utah.gov• Reports

– Secured and Non-secured– Forms

• Links– Rates– Training– ARI Program– Tire contract program– Windshield instructions– Accident reporting procedures

Online at fleet.utah.gov• New Forms

– Accident Report Form

• Updated Forms– Windshield

Replacement and Repair

– Reimbursement Form

• What would make your jobs easier??

Questions?

Contact Information for Scott Bingham

Phone: (801) 537-9134Email: swbingham@utah.gov

Recommendations from the Fiscal Analyst

During the August 17, 2010 Executive Appropriations Committee meeting, Gary Ricks from the Fiscal Analyst Office made a presentation to the committee with 5 recommendations for Fleet Operations.

Recommendations from the Fiscal Analyst

• Items 1, 2, and 3 were approved by the committee during the meeting.Items 4 & 5 are currently in a “pending status”– Fleet staff is waiting

for more direction from the Government Operations Subcommittee (as recommended by the EAC)

Executive Appropriation Approved Actions

1. Establish separate object codes for $0.36 and $0.50 per mile mileage reimbursement.

The Division of Finance will complete this task

2. Implement an automated “decision tree” to help drivers understand the lowest cost option for short term vehicle rentals

- See the sample screen shots that show the cost comparisons according to different mileages

3. Collect and maintain “address” information for state fleet vehicles.– Where?

•“Division Code Name” in FleetFocus– What do we need from each agency?

•An Excel spreadsheet showing the current address for all your vehicles

–Fleet staff will load the address information into FleetFocus

–Your agency will be responsible to update the information once it is uploaded

Executive AppropriationPending Actions

Upon completion of the pilot, Fleet will report to the Legislature, Governor and respective fiscal staff offices delineating the merits and liabilities relative to possible implementation statewide.

4. Direct Fleet Operations to develop and implement a vehicle sharing pilot project limited to State Capitol agencies for a period of one year.

Executive Appropriation

Pending Actions5. Direct Fleet Operations

to report to the Legislature (Capital Facilities and Government Operations Appropriations Subcommittee) during the 2011 General Session on the first‐year results of this new model in right sizing the state’s fleet and eliminating underutilized vehicles.

The report will include details of:- vehicles eliminated;- strengths and weaknesses of the new model;- any plans for modification/ improvement going forward.

Minimum mileage threshold changes going forward should also be specifically addressed.

Questions?

Contact Information for Sam Lee

Phone: (801) 538-3452Email: samlee@utah.gov

Full Size Van ProtocolRevision

The Division of Risk Management has been working with Fleet Operations on a major revision to the current Full-size Van Protocol and associated inspection forms/logs

• Major points revised in the Van Protocol include:– More clear language about age restrictions

and points allowed on the Utah Driver’s license– New language about reckless driving and drug/

alcohol violations– New language about over the counter drugs

that impair the drivers ability to safely operate a vehicle

– New language about state vehicles leaving the state

• Continued revised points:– New language about restricted driving

hours– New language about dual rear wheel vans

being required for anyone under age 18– 9 passengers (including the driver) is the

maximum. Language about surface streets and 12 passengers was removed

– New language about distractions in the vehicle

State Travel OfficeOn August 24, 2010 Kim Hood announced that the State Travel Office would be moved from the Division of Finance to the Division of Fleet Operations. – The State Travel Office has:

2 state employees (Tami Nelson and Kevin Lucus)

5 employees that work for Christopherson Business Travel

State Travel Office• There are two state contracts with Enterprise

Rent-A-Car:– Western States Contracting Alliance (WSCA)– Agency contract held by Fleet Operations with

Enterprise• When traveling out of state Risk Management

highly recommends the Enterprise contract under WSCA because of the higher liability coverage for the state

– We are currently reviewing a cost comparison to determine if the WSCA contract with Enterprise would be more cost effective for in state travel needs

Questions?

Diesel Exhaust Fluid(DEF)

• 2011 Model Year Diesel Vehicles

• Gascard– Diesel fuel

suppliers• ARI service

providers

Questions?

Replacement Process• Mileage Projection

Late Summer• Justification Early Fall• Vehicle Model Selected

by Class September through Fall

• Order Early Winter• Receive Spring

Questions?

Invalid Drivers License(Current Contacts by Agency)

Questions?

Other Updates…– Utilization

Other Updates…– Utilization model – ARI survey

Other Updates…– Utilization model – ARI survey – State vehicle

report

Other Updates…– Utilization model – ARI survey – State vehicle

report – Energy

efficiency report

Other Updates…– Utilization model – ARI survey – State vehicle report – Energy efficiency

report – Take-home

documentation for calendar year 2011

Other Updates…– Utilization model – ARI survey – State vehicle report – Energy efficiency

report – Take-home

documentation for calendar year 2011

– Smoking in state vehicles…

Thank you for comingto the Fleet Forum!

Fleet Forum Online at fleet.utah Recommendations from the Fiscal Analyst

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