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Governor's Office Agency 1 Fleet Duties
Agency 2 Fleet Duties
Purchase Track Maintain Dispose Motor pool
• • •
DOAS Office of Fleet Mgt. Statewide
Purchase Track Maintain Dispose Motor pool
5,235 Passenger
Track Monitor Compliance Report
3,078
15,744
Individually assigned with < 14,000 miles per year
Individually Assigned
Unassigned
Non-passenger
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1600 Number of Vehicles
1,427
730
Information for managing fleet is scattered and inconsistent Agency-based vehicle management information systems operate separately Responsibility fragmented !
4,505 Assigned
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Sedans
1400
Other
1200 1000 800 600 400 200 0 10
30
50
70
90
110
130
150
170
190
210
230
250
Miles (000)
• •
No centralized plan for making optimal disposal/replacement 2.6 million commute miles reported in 2003
•
Average age of fleet 8.5 years
•
No accurate statewide information on maintenance costs
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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 • 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
Discussion/Rationale • 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
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Potential Maintenance Cost Reductions for GA Fleet (based on Utah Fleet results)
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Evaluate total cost of vehicle ownership past economic life 3 #" #
Current Problem
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• 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
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Vision
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• Change budget process to support vehicle replacement policy based on operating cost
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Discussion/Rationale
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Average Optimal Disposal Point 2000
Sedans
1800
• Fleet Anywhere provides vehicle specific data for analysis of when to surplus a vehicle
• Evaluate cost to maintain vs. purchase vs. lease –Develop financial analysis tool
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1
5
Other
1600
" #
1400 1200 1000
5
• Private sector business practice –Evaluate vehicle lifecycle analysis on individual basis –Consider criteria beyond age or mileage
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800 600 400 200 0 2004
2002
2000
1998
1996
1994
1
1992
1990
1988
1986
1984
1982
1980
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Centralize authority to Office of Fleet Management Current Situation
Current Problem
Governor's Office
• Inconsistent and inefficient approach to managing vehicles • Operating costs, utilization, and policy compliance vary widely across agencies
Vision • One statewide fleet with one set of standards for procurement, assignment, utilization, maintenance, and disposal that yields lowest possible cost per mile
Agency 1 Fleet Duties Purchase Track Maintain Dispose Motor pool
• 3-5 year business plan
• Create one statewide vehicle pool • Empower Office of Fleet Management to manage and enforce fleet policy
Purchase Track Maintain Dispose Motor pool
DOAS Office of Fleet Mgt. Statewide Track Monitor Compliance Report
Future Vision
Discussion/Rationale • Create a protected internal service fund for vehicle purchase and maintenance
Agency 2 Fleet Duties
Governor's Office Agency 1 Fleet Duties Lease from OFM
Agency 2 Fleet Duties Lease from OFM
DOAS Office of Fleet Mgt. Statewide Track Monitor compliance Report Purchase Track Maintain Dispose Motor pool 2
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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
Discussion/Rationale • 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
Population 7.2M (2001)
870 Commuting Vehicles
Vision • Statewide compliance with assignment and commuting policy • Eliminate unnecessary assigned vehicles
Virginia
Georgia
Population 8.4M (2001)
60 Commuting Vehicles
Ratio: 14.5 : 1 870 X 2900 miles per commuter (GA) 60 X 2000 miles per commuter (VA) 2003 Commute Miles per Employee (% $$$% $$$
2.6 million
% 2$$% $$$ % $$$% $$$ % 2$$% $$$ % $$$% $$$
120,000
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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. -
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Potential annual savings of $25 million when fully implemented (based on historical data from Utah)
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