• Average age of fleet 8.5 years
• No accurate statewide information on maintenance costs
• Information for managing fleet is scattered and inconsistent
• Agency-based vehicle management information systems operate separately • Responsibility fragmented ! " # 10 30 50 70 90 110 130 150 170 190 210 230 250 Miles (000) N um be r of V eh ic le s 1600 1400 1200 1000 800 600 400 200 0 Sedans Other $%&'& " # 15,744 5,235 Passenger 3,078 730 1,427 4,505 Assigned Individually Assigned Unassigned
Individually assigned with < 14,000 miles per year
Non-passenger Purchase Track Maintain Dispose Motor pool Agency 1 Fleet Duties Purchase Track Maintain Dispose Motor pool Agency 2 Fleet Duties Track Monitor Compliance Report Governor's Office DOAS Office of Fleet Mgt. Statewide
• No centralized plan for making optimal disposal/replacement
(
)
*
Utilize Fleet Anywhere (FA) system across all agencies
Current Problem
• Fleet Anywhere (FA) purchased – not fully utilized • No central tracking system
• No measurement of statewide fleet utilization
• Cannot determine annual operating cost by vehicle type
Vision
Discussion/Rationale
• Utilize existing FA system to track all state vehicles leading to lower operating costs, increased utilization, lower procurement costs, and improved fuel and maintenance contracts
• FA provides reports, keeps maintenance histories, tracks usage, and captures all associated costs • Utah’s FA reduced cost by 26% over 4 years • Georgia owns 25,000 FA licenses
– DOT holds 13,000
– Remaining 12,000 not fully utilized
• Partial FA functionality used by GBI, Dept. of Public Safety, and Corrections
Potential Maintenance Cost Reductions for GA Fleet (based on Utah Fleet results)
+$ + %$$$%$$$ +,%$$$%$$$ +-%$$$%$$$ +.%$$$%$$$ + $%$$$%$$$ + %$$$%$$$ + ,%$$$%$$$ $$$ $$ $$ $$(
Evaluate total cost of vehicle ownership past economic life
• Average age of GA fleet is 8.5 years vs. Utah’s 3.6 years
• 60% of Georgia fleet > 6 years (12,712)
• Costs for additional 2.5 years: ~$3,000 per vehicle • Excess cost is potentially $15M annually
Vision
Discussion/Rationale
• Fleet Anywhere provides vehicle specific data for analysis of when to surplus a vehicle
• Private sector business practice
–Evaluate vehicle lifecycle analysis on individual basis
–Consider criteria beyond age or mileage • Evaluate cost to maintain vs. purchase vs. lease
–Develop financial analysis tool
• Change budget process to support vehicle replacement policy based on operating cost
)
*
Current Problem
2004 2002 2000 1998 1996 1994 1992 1990 1988 1986 1984 1982 1980 2004 2002 2000 1998 1996 1994 1992 1990 1988 1986 1984 1982 1980 2000 1800 1600 1400 1200 1000 800 600 400 200 0 2000 1800 1600 1400 1200 1000 800 600 400 200 0 Sedans Other Average Optimal Disposal Point/ #0 /0 1 +$ + %$$$ +,%$$$ +-%$$$ +.%$$$ + $%$$$ + %$$$ + ,%$$$ + -%$$$ + .%$$$ + $%$$$ $ ( , 2 - ' . & $ 3 #" # 4 0 4 0 0 1 " # 5 1 5 " #
2
)
*(
Centralize authority to Office of Fleet Management
Current Problem
• Create a protected internal service fund for vehicle purchase and maintenance
• Create one statewide vehicle pool
• Empower Office of Fleet Management to manage and enforce fleet policy
Discussion/Rationale
Vision
• One statewide fleet with one set of standards for
procurement, assignment, utilization, maintenance, and disposal that yields lowest possible cost per mile
• 3-5 year business plan
• Inconsistent and inefficient approach to managing vehicles • Operating costs, utilization, and policy compliance vary
widely across agencies
Future Vision
Lease from
OFM TrackMonitor compliance Report Purchase Track Maintain Dispose Motor pool Governor's Office Agency 1 Fleet Duties Agency 2 Fleet Duties DOAS Office of Fleet Mgt. Statewide Current Situation Purchase Track Maintain Dispose Motor pool Agency 1 Fleet Duties Purchase Track Maintain Dispose Motor pool Agency 2 Fleet Duties Track Monitor Compliance Report Governor's Office DOAS Office of Fleet Mgt. Statewide Lease from OFM
)
*,
• Virginia implemented in 1989
– Prior to policy, hundreds of commuting employees – By 2003, only 60 commuting employees
• Eliminate agency head exception
• Modify “on call” exception to reflect
– On-call 24 hours – First responder
– History of being called >10 times over 6 months
• Charge and reimburse employees for commuting miles at IRS rate of $0.375/mile
Modify and enforce vehicle assignment and commuting policy
Current Problem
• 4,505 individually assigned vehicles • Excessive commuting miles
– 870 employees reported commuting miles – 2.6 million miles/year
Vision
• Statewide compliance with assignment and commuting policy
• Eliminate unnecessary assigned vehicles
Discussion/Rationale
Source: GA Dept of Administrative Services, Office of Fleet Management 2003 Audit of State Fleet; VA, BearingPoint interview with William M. Colavita, VA Dept. of Transportation, Office of Fleet Management.
2003 Commute Miles per Employee 870 X 2900 miles per commuter (GA)
60 X 2000 miles per commuter (VA)
870 Commuting Vehicles 60 Commuting Vehicles
Ratio: 14.5 : 1 Georgia
Population 8.4M (2001) Population 7.2M (2001)Virginia
120,000 2.6 million $ 2$$%$$$ %$$$%$$$ %2$$%$$$ %$$$%$$$ %2$$%$$$ (%$$$%$$$ 6 "6
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