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??
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
Executive Appropriation Approved Actions
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
Executive Appropriation Approved Actions
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 Appropriation Approved Actions
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.
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
Full Size Van ProtocolRevision
• 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
Full Size Van ProtocolRevision
• 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
Diesel Exhaust Fluid(DEF)
• 2011 Model Year Diesel Vehicles
• Gascard– Diesel fuel
suppliers• ARI service
providers
Replacement Process• Mileage Projection
Late Summer• Justification Early Fall• Vehicle Model Selected
by Class September through Fall
• Order Early Winter• Receive Spring
Invalid Drivers License(Current Contacts by Agency)
Other Updates…– Utilization
model
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…
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