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FLEET MANAGEMENT SYSTEM The GOOD, the BAD and the UGLY
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The GOOD, the BAD and the UGLY
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Outline of Presentation Goals of today’s presentation Kelowna’s experience RFP and RFP evaluation criteria The system we selected Change management Results
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THE GOOD: Goals of today’s presentation. How to:
Save money Reduce greenhouse gas Enhance risk management Improve productivity
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THE GOOD: Goals of today’s presentation. How to:
Improve safety Improve asset management Exonerate and/or reward good staff Prove to staff that a fleet management system benefits everyone Implement without needing more budget
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THE BAD: Goals of today’s presentation: A tool that will easily identify:
Bad driving habits Bad environmental practices Bad behaviour
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AND THE UGLY: Goals of today’s presentation:
What you name the system may have an impact.
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Kelowna’s experience:
Kelowna, Vernon and Penticton partnership Collaboration = better product Better RFP evaluation Better pricing RFP (best value) not a tender Goal: 15% fuel reduction in 3 years = $225,000
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RFP - system requirements:
Real time tracking….live….follow on map Accurate base mapping and integration Mapping options … layering Track entire fleet of vehicles and equipment Vehicle Recognition Driver Recognition
F L E E T M A N A G E M E N T S Y S T E M RFP - system requirements:
Engine Diagnostics User friendly Automatic reporting Ability for instantaneous feedback to driver When on board equipment is operating Geo Fence
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RFP - system requirements:
Enhanced safety Identify poor driving habits Identify unnecessary travel Able to expand to future fleet and contractors Able to efficiently deal with citizen complaints Risk Management / Litigation
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Also consider Past Complaints / Issues:
Citizen doesn’t have a unit #, vehicle make or model and a poor description of the driver Citizen complaints…speeding, dangerous driving, lengthy coffee and lunch breaks, joy riding, city driver gave me the finger, theft Maintain history
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Request For Proposal (RFP) Received 16 Proposals Narrowed down to 3 and tested
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Evaluation (Ratings/Scoring): 1. Proponents experience & product knowledge
2. Quality & performance of equipment offered
3. References
4. Degree of suitability with city requirement
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Evaluation: 5. Price of hardware and monthly airtime 6. Flexibility of carrier choice 7. Rate increases, guaranteed pricing term 8. Customer ownership of data, years of storage and
customer access. Where is it hosted?
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Successful Proponent - Advantage Tracking and system used is called GeoTab
Hardware cost $ 75,000 Installation cost $ 30,000 $105,000 Annual monitoring cost $121,626
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Details of the system we selected:
GeoTab
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Personalized ID Key
In Cabin Cradle Insert ID Key into Cradle Remove ID Key – must be removed before starting vehicle Start vehicle within 30 seconds
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What can be monitored:
Maintenance information engine diagnostics
Driver usage information speed/idling/driving habits, accident re-creation, accurate reporting
Engine data fuel consumption, greenhouse gas production, RPM, engine performance, preventative engine diagnostic codes
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Vehicle location and routing information where vehicles are and where they have been
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GeoTab - Driver Feedback Driver Alerts (beeps)
Speeding Hard starts/stops Hard turns Idling etc.
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More Ugly During the RFP lots of rumors
Issues arise – “you don’t trust us” Union won’t allow – this is a breach of privacy Don’t refer to it as AVL (automatic vehicle locators) or GPS, those words are synonymous with “BIG BROTHER”. These devices harm our health
Be prepared and manage change…..
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Manage Change
Educate all management first Educate Union Educate staff
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Manage Change – Education
Educate in small staff teams or groups- max 20 Why we must change Staff participation and staff support Knowledge of how to change Ability for staff to implement change Reinforcement to sustain the change
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Manage Change - What’s in it for staff?
Save money and ability to show value for money. Enhanced taxpayer creditability! Improved safety Reduce carbon footprint Rewards
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Manage Change - What’s in it for staff?
Improved driver habits.
Exoneration Staff are accountable & more efficient. Pride!
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Manage Change - What’s in it for staff?
Enhanced risk management Improved performance Improved customer service Improved emergency operations
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Manage Change - What’s in it for staff?
Training Transitional period for staff to adjust
Better understanding of City’s goals & vision
F L E E T M A N A G E M E N T S Y S T E M The Benefits to the City
More efficient routing = improved productivity
Actual hours worked in an 8 hour shift increases
Reduced idling = reduction in Fuel = $ Saving
Improved Lifecycle of Vehicles & Equipment
F L E E T M A N A G E M E N T S Y S T E M The Benefits to the City
Data for analysis and improvement
Improved habits
Improved risk management
In cab alerts reminder
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The Benefits to the City
Automatic reports or dash boards
Exception reports
Improved customer service
Improved emergency operations
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The Benefits to the City….involve and listen to staff Staff meeting comments / suggestions:
Bumper stickers…”Restricted to speed limit to save you Money” Many staff embraced but suggested a transitional period especially for alerts Staff want reports to improve performance
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More of the GOOD Staff meeting comments / suggestions:
Savings used to improve service levels Savings used to enhance safety Friendly competition
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Results
Without turning on the alerts 15% savings in fuel (month in 2011 compared to month in 2012) in some areas
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Results
One equipment operator reduced daily idling from 3 hr per day (15 litres of fuel) to 1.5 hr per day (7.5 litres of fuel) = save $9.15 daily = $2,287.50 per year by just seeing a report and no alerts…….simple communication Or saving 1,875 litres of fuel per year Or reducing 4.3 tons of carbon per year
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Results
Gas savings in first 4 months saved $34,000 in fuel Public Works, Parks and Landfill Cost an extra $18,000 at 2 plants off site Gravel Pit and Bio Solids plant?
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Results
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Results to date
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Results to date
F L E E T M A N A G E M E N T S Y S T E M Conclusion…
Save Money Reduce carbon footprint
Improve safety Improve productivity Improve risk management
F L E E T M A N A G E M E N T S Y S T E M Conclusion…
Improve asset management How we are managing change Benefits to City and staff
Implementation without new funding
And this is how Kelowna becomes the ….
Best Excellence Service Teamwork
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C O N TA C T I N F O R M AT I O N
Joe Creron Director, Civic Operations City of Kelowna 250-469-8833
QUESTIONS ?
