bureau of vehicle management - pennsylvania forms/automotive liaison meetings...one of our...
TRANSCRIPT
Bureau of Vehicle Management
WelcomeApril 19, 2017
Future Vehicle Assignments
1. Replacement of high mileage vehicles will be a priority, specifically 2012 and 2013 models.
2. Some lower mileage 2014 and 2015 models will be replaced and reassigned to agencies that travel the most. Rates may be adjusted.
EV Hybrid Vehicles
• EV Hybrids introduced into the fleet by August 2017.
• EVs will be allocated to interested agencies.
• Charging stations will be installed at specified Harrisburg locations.
• Initially, all EV vehicles will be leased and have identifying wraps.
Telematics
• Telematics will be coming within the next 45 days.
• The Pilot will run June 1st to August 31st with 60 vehicles in the Pilot.
• Rollout to over 5,500 passenger vehicles between Sept 1st & Dec 31st.
• Telematics will be installed in most vehicles requiring mileage input.
Agency Savings & Cost
• All hardware will be owned and installed by BVM for the initial 5,500 vehicles with no cost to the agencies.
• Monthly Charges & Savings:Charges on Leased Vehicles: $9.00
Savings: $14.48Charges on Owned Vehicles: $15.95
Savings: $20.73
Where Savings Occur
Annual Projected Savings1. Fuel Cost: $108.81 Savings2. Maintenance: $28.42 Savings3. Collision Damages:$62.52 Savings4. Employee Cost: $49.01 Savings5. Most savings go directly to Agency
budgets. Owned $248.76Leased $173.81
Safety
• Locate the vehicle in case of an accident, and send help.
• If the driver is in distress and driving erratically, a notification can be sent to the agency or the call center.
• Locate a vehicle if the agency is concerned for the driver’s safety and security.
Benefits
• Operator report cards:A. Aggressive driving behaviors.B. Excessive speeding, hard braking &
acceleration, swerving, etc.C. Transmit engine codes to protect
engines. (Preventative Maintenance)D.Protect against fuel card misuse.
Data Transfer
• Communication between the fuel card provider and M5.
A. Mileage input eliminates manual Automotive Report (Form STD-554).
B. Accurate fuel economy and fuel card usage.
• CSD time savings and quicker response in case of an emergency.
System Features
• Key FOB: Allows drivers to be identified when driving pool vehicles.
• Access: Agencies will have on-line access to their information 24 hours/day
AUTOMOTIVE LIAISON MEETING
April 19, 2017
Proper Procedures Review
• Proper CSD ProceduresStep one: The driver should first open a work order by calling the CSD at (877) 347-9966.
• When you open a work order, this is not an authorization to begin the repair. We must receive and approve the estimate before the repair shop can begin work.
Proper Procedures Review
• Proper CSD Procedures ContinuedThe driver fills out the fax cover sheet with the unit number, work order #, the CSR’s name, the vendor’s name & location.
Please don’t call to open a work order while you are driving.
Have the vendor use the fax cover sheet when they send us the estimate.
Proper Procedures Review
• Proper CSD Procedures Continued• Once we have approved the estimate, the
vendor can begin the repairs. • The driver should never authorize work
to be completed on any vehicle. Only a CSR or Operations can authorize the repairs to begin.
• Repairs should be done within 5 days of opening the work order. Do not open a work order unless you intend to have the repairs completed in a timely manner
Ford Roadside Assistance
1-800-367-3221 - Option #1.- 5 years / 60,000 miles- Free Towing - Jump Start- Spare Tire installation.- Fuel Delivery / 2 gallons of Gasoline.- Pop lock if keys locked in vehicle.- 100 feet winch out / Mud or Snow
Chevy/GM Roadside Assistance
1-800-243-8872 - Option #1.- 5 years / 100,000 miles- Free Towing to nearest GM dealership - Jump Start- Spare Tire installation- Fuel Delivery / 2 gallons of Gasoline- Pop lock if keys locked in vehicle- 15 feet winch out / Mud or Snow
Chrysler / Dodge Roadside Assistance
1-800-864-3983 - Option #1.- 5 years / 100,000 miles- Free Towing to Chrysler dealership - Jump Start- Spare Tire installation- Fuel Delivery / 2 gallons of Gasoline- Pop lock if keys locked in vehicle- 10 feet winch out / Mud or Snow
Customer Service Department
• Emergency PlanIf your driver breaks down out of town, how will they get back home?Have you discussed this with your drivers? What is your emergency plan to get your driver home in the event of a break down?
Customer Service Department
• Emergency Plan – Brief Example If less than 30 miles, use co-worker or Uber for a
ride back home. Or a family member will pick up driver and be paid for mileage.
If vehicle breaks down 30-75 miles from Office, Call Automotive Liaison for a Ride.
If 75 miles or more, call Enterprise Rent-a-Car to arrange rental. 1-800-Rent-a-Car.
Do your drivers know the proper billing codes for Enterprise in an emergency?
If Enterprise is not open, Do you authorize a hotel stay? Up to how much?
Inspections when tires may be needed
Please remind your drivers
If they are taking in their vehicle for a state inspection and they suspect they will need new tires to pass, please use one of our authorized tire vendors to complete the inspection.
Inspections when tires may be needed
• Bastian Tire• Jack Williams• Goodyear• Monro• Kost Tire• Steve Shannon• Rich’s Tier Service (PGH)• Flynn’s Tire• Lockhart Tire
Inspections when tires may be needed
• Ryan Automotive• Bower Tire• C & J Tire• H&F Tire• Reliable Tire• Al’s Tire• Conway & O’Malley• Valley Tire• McCarthy Tire
Questions?
•Any Questions?
AUTOMOTIVE LIAISONS MEETING
M5 AdministrationApril 19, 2017
Commute Usage Entries
• Deadline: Fifteenth of the Month
March 2016 Entries Due 4/15/2017Older Items Due Immediately
Needed for Six-Month Utilization
M5 Upgrade to Version 16
• Can Edit User Profile:Activate Auto CompleteShow All (or Some) Related FramesChange Font SizeChange Ribbon Color
Test Site versus Live Site (Production)Turn Sound On or OffShow Icons on Tool Bar
M5 Error Reporting
• Error Reporting ProcessSubmit E-Mail to GS, M5 Administrators:
[email protected] a Summary in E-Mail HeaderInclude Screenshot of Error MessageExplain How the Error Arose
M5 Error Reporting (Continued)
• If Recognize Cause & Solution for Error
Correct the Error, and Notify Resource Account
• Meter Rollover Errors from the Gas Pump
Notify Resource Account, if Identified a Driver as the Source
Pulling Reports
• Movement towards Empowering Automotive Liaisons
• Many Reports AvailableAgency Passenger Lists
Instructions Transmitted in March 2017Work Order Information
• Can Pull Reports as Often as Desired
M5 Questions & Concerns
• Direct M5 Questions & Concerns to:GS, M5 Administrators Resource Account
[email protected] Danielle Gibson 717-346-3821 or [email protected]
Feedback & Suggestions
Contact:
Dennis Pollard Taylor717-346-3344
AUTOMOTIVE LIAISONS MEETING
April 19, 2017
Operations, Maintenance, Admin
Underutilization Review Late 2016 (Sept – Dec)
Operations, Maintenance, Admin
Underutilization (Continued)
● During the last review we were able to identify and remove 71 underutilized vehicles from the fleet.● Here are the numbers:
- $1,313,500 saved from not having to purchase replacement vehicles
- $355,000 generated in sales proceeds when sold at auction
Operations, Maintenance, Admin
Underutilization (Continued)
- $39,476 saved annually in agency paid routine maintenance (oil, tires, brakes)
- $328,872 saved annually in agency paid leases, if all of these units were leased
- “0” liability and exposure to the Commonwealth for those 71 units
Operations, Maintenance, Admin
Vehicle Orders
● Build-out dates- Vehicle orders must be placed and accepted
by the vendor before the build-out/cut-off dates.- Each manufacturer, make and model have
different build-out dates each year.- Procurement keeps their lists for the vehicle
contracts up to date with the new build-out dates. Make sure to check regularly.
Operations, Maintenance, Admin
Vehicle Orders (Continued)
- If you miss a build-out date your options are:
a) order another type of vehicleb) work through Procurement to do a
spot-bid, if approved c) wait until the new contracts are
released, usually the beginning of September
Operations, Maintenance, Admin
Vehicle Orders (Continued)
- Some current build-outs to note:
Tahoe SSV 5/25/2017Ford Escape 6/2/2017Cherokee Sport 5/4/2017Chevy Impala 3/23/2017Ford Fusion 3/3/2017Ford Transit Pass 5/5/2017 Grand Cherokee 4/20/2017
***Various light duty truck build-out dates are at the end of April through the end of May. Go to Procurement’s contracts to see complete listings.
Operations, Maintenance, Admin
Resource Account Change
● Account name change:Old: ra-bvmr&[email protected]: [email protected]
*Note, this resource account is for any record changes for your vehicles, e.g., driver, location, coding, license plate request, registration requests, and etc.
Operations, Maintenance, Admin
Thank you!