Fuel for Efficiency Office of Fleet Management Services

Kevin Crain - Fleet Services Manager

Sandra Bailey - Business Development Coordinator

Date: February 15, 2011

Presented by: Kevin Crain, Fleet Services ManagerSandra Bailey, Business Development

Coordinator

Discussion Topics

• Vehicle Management Control Center

• ATO Assistance

• Alternative Fuels Initiatives

• State Motor Fuel Program

Vehicle Management Control Center• Save Money

– Vendor Challenges– Reduced Administrative Costs

• Availability– 24 Hours per Day - Everyday

• Customer Service– High Satisfaction Rate

Agency Transportation Officer Assistance

• Driver Safety– Accident Statistics– Sharing National Safety Programs

• Vehicle Information– Maintenance Data– Cost Data– Usage Statistics

• Program Development– How can we help you?

Alternative Fuel Initiatives• Ethanol Capable Vehicles

• Biodiesel Fueled – Available Vehicles– Future Capabilities

• Electric Vehicles– Future Availability– Building Infrastructure– Shared Charging Capabilities

State Motor Fuel Program• Mission:

– Reduce the burden of fuel purchases on agencies and localities– Streamline the procurement process – Improve quality and productivity– Lower costs by aggregating supply

• Products:– Bulk Fuel– Consignment Fuel– Fuel Cards

• Vendors:– Mansfield Oil Company - Bulk Fuel (Bristol District), Consignment Fuel, Fuel

Card– James River Solutions – Bulk Fuel (Remaining Districts)

State Motor Fuel Program Districts

State Motor Fuel Program

• Mansfield Oil Company– Based in Gainesville, GA– Third generation national fuel supplier– Successful holder of current DGS fuel card

contract since 2005

• James River Solutions– Based in Ashland, VA– Subsidiary of James River Petroleum– Currently holds state contract for heating fuel

BULK FUEL

• Ordering

• Products

• Delivery

Place an Order

• James River Solutions

• 1-800-825-5599

• Mansfield Oil Company

• 1-800-283-3835

• (Bristol District only)

PRODUCTS

• GASOLINE– Reformulated and Conventional

– 87, 89 and 93 Octane

• DIESEL– No. 2 Ultra Low-Sulfur Diesel

– Premium No.2 ULSD

– Bio-diesel (Availability TBD)

DELIVERY• Deliveries made during your normal business hours

• User provided at least 3 hours notice prior to deliveries

• Most orders filled within 24 hours

• Extra long hoses available – no charge

• Additional services provided for a fee

• Computer generated Bill of Lading

Automatic Delivery

Agency has Bulk Tank

Vendor remotely monitors tank

inventory

Dispatch Fuel Order

Provide Electronic InvoicePay Invoice

Access eVA website to obtain delivered product

price

Track/confirm delivery

Verify freight and product cost

Supply Optimization

CONSIGNMENT FUEL PROCESS• Allows localities to pay for fuel as they use it

• Mansfield Oil Co. will take possession of existing inventory and pay locality

• Mansfield monitors fuel levels and makes deliveries as needed

• Locality is charged when fuel is pumped from tank into vehicle

• A monthly “true-up” occurs at each consigned tank (book inventory plus deliveries minus transactions billed)

CONSIGNMENT REQUIRED EQUIPMENT

• Card Readers with remote access at dispensers

• Remote capable tank gauge or tank control monitoring system (Veeder-Root/Smartank)

• Leak detectors on all underground tanks

• Single dedicated telephone line with splitter

FLEET FUEL CARD• Mansfield Oil Company/U.S. Bank Voyager

• Voyager cardholders can purchase Federal Excise Tax-exempt motor fuels at OPIS plus a contracted management adder

• Voyager card can be used at over 3000 locations statewide

• Seamless transition for current cardholders

DATA ACCESShttp://www.mansfieldoil.com• Electronic data transfers

• Transaction monitoring

• Security

• Integrated reporting

• Customer service support

• Authorization controls and purchase alerts at the account, department, and card level

DOLLARS and SENSEFUEL PRICING

Available on website 24/7http://www.dgs.virginia.gov/fleet

• BULK FUEL- price/gallon for fuel on delivery day

• CONSIGNMENT FUEL- price on day pumped into vehicle from consigned tank

• FLEET FUEL CARD- price on day purchased at retail location

• *All prices are OPIS based plus contracted “adder” and audited by the state*

BENEFITS of JOINING

• State-contracted, OPIS-based price

• Efficient and budget-friendly

• Commonwealth’s purchasing power is leveraged for maximum benefit

• Assurance of product during emergency or supply disruption

Questions

Contact Information

• Kevin Crain – 367-6982

kevin.crain@dgs.virginia.gov

• Sandra Bailey – 367-4962

sandra.bailey@dgs.virginia.gov