Fleet Management Module 19: Overview, Learner Outcomes, and Topics

Fleet Management Module 19 1

Overview Options of satisfying agency transportation needs. Benefits each solution provides. Responsibilities an agency must adhere to from procurement and policy views. 2

Learner Outcomes Students will: Recall the only agencies authorized to purchase their own vehicles. Recognize that the Fleet Management Calculator is also know as the trip optimizer. Identify the vehicle class that can be submitted for reimbursement. Recall the vehicle life cycle. Identify how agency-owned vehicles must be disposed of. 3

Topics 1. 2. 3. 4. 5. 6. 7. Fleet Use Scenarios Assessment Vehicle-owning Agencies Contracts Rental, Trip Calculator/Optimizer, Mileage Reimbursement Fleet Management Services Fleet Policies and Processes Driver Behavior Trends and Initiatives 4

1. Fleet Use Scenarios-Assessment Does the agency: Own vehicles? Lease vehicles? Rent vehicles? Provide mileage reimbursement? Apply a combination of any or all listed above? Have nothing to do with travel? 5

2. Vehicle-owning Agencies (1/7) 1. Vehicle Acquisition BEFORE Acquisition Confirm authority; i.e., 47 O.S. 156 A.23. The only agencies authorized to own their own vehicles are the ones with explicit statutory authority. Additionally: vehicles 10,000 pounds and less (47 O.S. 156.3) Vehicle Acquisition Request (DCAM-Form-FM-016). Unauthorized PO. Detailed quote from a dealer. AFTER Acquisition (All vehicles, i.e. regardless GVW). Vehicle Inventory Data Sheet (DCAM-Form-FM-017). 6

2. Vehicle-owning Agencies (2/7) 1. Vehicle Acquisition (cont.) Reasons and Conditions Project revenues and expenditures. Conduct mission analysis; consider vehicle downsizing. Pursue alternative fuel replacement targets (state and federal). Sources Buying new through SW035 and SW035C, mandatory (M). Buying new outside SW035. Buying used from federal or state surplus, or state agencies. 7

2. Vehicle-owning Agencies (3/7) 2. Vehicle Maintenance (Service and Parts) Servicing at own garage. Servicing at Fleet Management. Servicing through SW767, non-Mandatory (nM). Getting parts through SW307 (nM) and tires through SW024 (M). Servicing and getting parts outside OK contracts and Fleet Management. 8

2. Vehicle-owning Agencies (4/7) 3. Fueling Vehicles and Paying for Fleet Services Fleet card, SW101 (M). Remember the Sales Tax Exemption. Using Level 3 sites for Data and Federal Fuel Tax Exemption. https://www.ok.gov/dcs/searchdocs/app/manage_documen ts.php?id=563 View Fleet Card document sections 3.4 & 3.4.3 for more information Requires PIN. Fleet Management customers only get PIN through Fleet Mangement. Agencies authorized to own get PIN from the vendor and notify Fleet Management. 9

2. Vehicle-owning Agencies (5/7) 4. Vehicle Disposal Disposal conditions (74 O.S. 78b). 2 years or older. 60,000 miles or more. Repairs needed exceed $2,500. DCAM-Form-SS-001V must be submitted to Fleet Management first. Selling vehicles through State Surplus. Selling vehicle through own auctions or sale events. 10

2. Vehicle-owning Agencies (6/7) 4. Vehicle Disposal (cont.) Oklahoma threshold vehicle disposal: Fleet Management: 120,000 miles. Dept. of Transportation: 175,000. Dept. of Public Safety: 115,000-170,000. Examples of other states threshold vehicle disposal: Utah: 105,000 miles (min 2 years, max 12 years). Oregon: 115,000 (3 years) 140,000 (8 years). Georgia: 135,000 miles. Illinois: 150,000 miles. 11

2. Vehicle-owning Agencies (7/7) 5. Mandatory Reporting Federal Energy Policy Act (EPAct) acquiring alternative fuel vehicles (CNG, LPG, E-85/FFV). Form EIA-886 Annual Survey of Alternative Fueled Vehicles. State of Oklahoma DCAM-FM form 016 Vehicle Acquisition Request. DCAM-FM form 017 Fleet Inventory Report. Monthly reporting MMR leasing customers. MFR owning agencies. DCAM-SS form 001V Surplus Vehicle Transfers. More at: http://www.ok.gov/DCS/Fleet_Management/Vehicle_Owning_Agencies/index.html 12

3. Vehicle Rental State Rental Fleet Management: Fixed rate plus mileage after 80 miles. New online reservations: https://www.ok.gov/dcs/calculator/welcome.php. OU: Fixed rate plus fuel. OSU: Fixed rate plus mileage. Vendor Rental Vendors on SW771 (nM): Fixed rate plus fuel (insurance included). Vendors outside on SW771: Fixed rate plus fuel (insurance not included). Note: No 6% rental sales tax on state rentals from private vendors. 13

3. Mileage Reimbursement Mileage Reimbursement (74 O.S. 85.45k) Reimbursable expenses (74 O.S. 500.2). Current IRS rate: $.0545 business travel. Fleet Management Trip Optimizer System (74 O.S. 85.45l). Over 100 miles per day. Any way appropriated agencies. Smallest vehicle class for travel needed is the one allowed for reimbursement. 14

4. Fleet Management Services Lease rates: Include maintenance, road assistance, insurance, loaner (OKC). Don t include fuel, Pikepass or deductible. Utilization monitored continuously. Pricing established at beginning of new lease. Pricing may be revised at each fiscal year. Rate based on vehicle class and year Ex: 2015 Ford Focus: U374-19 Base lease rate fixed: $374. Mileage over 1,000 miles per month: $0.19 per mile. 15

5. Fleet Policies (1/4) 1. Reporting (74 O.S. 110.3.) Vehicle monthly meter and cost. QMR@omes.ok.gov Leasing agencies monthly reporting. MFR@omes.ok.gov Owning agencies monthly reporting. Acquisition and sale. Inventory. 2. Utilization Minimum 12,000 miles per year/1,000 miles per month (74 O.S. 78.C.8.). 16

5. Fleet Policies (1/4) 3. Vehicle Marking Conspicuous lettering stating (47 O.S. 151). State of Oklahoma. The name of the department or institution. Unit number highly recommended. Confidential vehicles, exemptions (74 O.S. 78.D.5.) Requests on agency letterhead to fleet manager. Employee name and unit number. Reason clearly stated and relating to employee job mission. 17

5. Fleet Policies (2/4) 4. Work from Home; Driving Vehicle Home Agency Authorization for Commuting in State Vehicle (DCAM-Form-FM-022). 47 O.S. 156.1. Only essential employees approved by governor (and others) in performance of official duties. Employee who regularly receives after-hours emergency calls (75 miles limit round trip, and authorization to be reviewed every 60 days). Listed law enforcement and some other agencies. 2007 OK AG 18. Employee's assigned place of employment is their residence. Use of state vehicle is necessary in performance of employee's official duty. 18

5. Fleet Policies (3/4) 5. Insurance Liability [See 51 O.S. 154(A)] General liability provided by agency mandatory standard liability coverage through Risk Management. Motor vehicle liability through Risk Management mandatory for agencies with state employees driving vehicles. Vehicle physical damage elective: $2,500 deductible for vehicles up to $50,000; $5,000 deductible for vehicles over $50,000. Note: Does not apply to personal vehicles use on state business. 19

5. Fleet Policies (4/4) 5. Insurance (cont.) Primary authorized users/drivers Risk Management s Auto Liability Program provides insurance coverage to state employees while in the scope of employment only. Does not cover any individual failing to meet the definition of an employee under Oklahoma Governmental Tort Claims Act. Refer to the following: 51 O.S. 151 et seq.; 51 O.S. 152 (7); 51 O.S. 152 (12); 51 O.S. 152.1 (A) and (B); 51 O.S. 153 (A) and (B); 51 O.S. 155, specifically exemption 18 related to contractors*. 20

5. Fleet Policies (4/4) Contractors Business visitors covered by own Workers Compensation. Galt Foundation temporary employees may drive State of Oklahoma vehicles, provided temporary employees are contracted through SW800/PS No. 1862 with Galt Foundation. More at http://ok.gov/DCS/Fleet_Management/FM_FAQs/index.html 21

5. Fleet Processes The process numbers below can be accessed in the Documents Library on the OMES website. Leasing agencies use: Roadside Assistance (A001) (lease only). Accidents and Incidents (A002). Fleet Management Calculator/Trip Optimizer (D001). Fleet Card (F001). Preventive Maintenance Services for State-Owned Vehicles (G001). Non-Reporting Automatic Vehicle Location (AVL ) Units G002. Monthly Lease (L001). Monthly Meter Reading (MMR) (L002). Vehicle Sharing Creating Reservations (L003). 22

5. Fleet Processes Universal CNG Vehicle Self-Service Fueling (F002). Owning agencies Owning Agencies Vehicle Management (V001). 23

6. Driver Behavior Policies Driver Responsibility Certification (015C) Smoking, texting, driving under influence. Fueling and fleet purchases. Suspended driver s license. Damages. Technology Automatic Vehicle Location Vehicle codes. Speeding. Idling. Defensive driving class Usually six-hour, one-day class, $30-$50 per person. Must be taken within six months of the caused accident (OAC 580:25-9-1 (3)). 24

7. Initiatives Fleet inventory Transparency (2012 HB2647). Fleet System (M5) Expansion Owning agencies. Leasing agencies. CNG NASPO MOU & SW035C. CNG fill sites: 85. Texting while driving HB1965: Act Relating to Texting while Driving (effective Nov. 1, 2015). 25

Questions Office of Management and Enterprise Services Capital Assets Management Fleet Management 317 N.E. 31st St., Ste. A Oklahoma City, OK 73105-4003 Phone: 405-521-2206 Fax: 405-525-2682 www.omes.ok.gov fmd.lease@omes.ok.gov mfr@omes.ok.gov fmd.service@omes.ok.gov 26

CONGRATULATONS! YOU HAVE COMPLETED ALL MODULES 27