F L E E T M A N A G E M E N T S Y S T E M
F L E E T M A N A G E M E N T S Y S T E M
Outline of Presentation
Goals of today’s presentation Kelowna’s experience
RFP and RFP evaluation criteria The system we selected
Change management Results
F L E E T M A N A G E M E N T S Y S T E M
THE GOOD:
Goals of today’s presentation. How to: Save money
Reduce greenhouse gas
Enhance risk management Improve productivity
F L E E T M A N A G E M E N T S Y S T E M
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
F L E E T M A N A G E M E N T S Y S T E M
THE BAD:
Goals of today’s presentation: A tool that will easily identify:
Bad driving habits
Bad environmental practices Bad behaviour
F L E E T M A N A G E M E N T S Y S T E M
AND THE UGLY:
Goals of today’s presentation:
F L E E T M A N A G E M E N T S Y S T E M
Kelowna’s experience:
Kelowna, Vernon and Penticton partnership Collaboration = better product
Better RFP evaluation Better pricing
RFP (best value) not a tender
F L E E T M A N A G E M E N T S Y S T E M 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
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
F L E E T M A N A G E M E N T S Y S T E M 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
F L E E T M A N A G E M E N T S Y S T E M
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
F L E E T M A N A G E M E N T S Y S T E M Request For Proposal (RFP)
Received 16 Proposals
F L E E T M A N A G E M E N T S Y S T E M Evaluation (Ratings/Scoring):
1. Proponents experience & product knowledge 2. Quality & performance of equipment offered 3. References
F L E E T M A N A G E M E N T S Y S T E M 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?
F L E E T M A N A G E M E N T S Y S T E M
Successful Proponent - Advantage Tracking and system used is called GeoTab
Hardware cost $ 75,000 Installation cost $ 30,000
$105,000
F L E E T M A N A G E M E N T S Y S T E M Details of the system we selected:
F L E E T M A N A G E M E N T S Y S T E M
Personalized ID Key In Cabin Cradle
Insert ID Key into Cradle
Remove ID Key – must be removed before starting vehicle
F L E E T M A N A G E M E N T S Y S T E M
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
F L E E T M A N A G E M E N T S Y S T E M
Vehicle location and routing information
F L E E T M A N A G E M E N T S Y S T E M GeoTab - Driver Feedback
Driver Alerts (beeps) Speeding Hard starts/stops Hard turns Idling etc.
F L E E T M A N A G E M E N T S Y S T E M
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
F L E E T M A N A G E M E N T S Y S T E M Manage Change
Educate all management first Educate Union
F L E E T M A N A G E M E N T S Y S T E M 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
F L E E T M A N A G E M E N T S Y S T E M
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
F L E E T M A N A G E M E N T S Y S T E M
Manage Change - What’s in it for staff?
Improved driver habits.
Exoneration
Staff are accountable & more efficient.
Pride!
F L E E T M A N A G E M E N T S Y S T E M
Manage Change - What’s in it for staff?
Enhanced risk management
Improved performance
Improved customer service
F L E E T M A N A G E M E N T S Y S T E M
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
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
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
Automatic reports or dash boards Exception reports
Improved customer service
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….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
F L E E T M A N A G E M E N T S Y S T E M
More of the GOOD
Staff meeting comments / suggestions:
Savings used to improve service levels Savings used to enhance safety
F L E E T M A N A G E M E N T S Y S T E M
Results
Without turning on the alerts 15% savings in fuel (month in 2011 compared to month in 2012) in some areas
F L E E T M A N A G E M E N T S Y S T E M
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
F L E E T M A N A G E M E N T S Y S T E M
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?
F L E E T M A N A G E M E N T S Y S T E M
Results
F L E E T M A N A G E M E N T S Y S T E M
F L E E T M A N A G E M E N T S Y S T E M
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
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
Best
Excellence
Service
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
jcreron@kelowna.ca
