FREQUENTLY ASKED QUESTIONS

1. Motor Vehicle Advisory Council
2. Commodity Management
3. Fleet Management Software
4. Preventive Maintenance
5. Fueling Management Contract
6. Vehicle Rental
7. Alternative Fuels
8. General Fleet Statistics
9. FMD Calculator (Trip Optimizer)

1. MOTOR VEHICLE ADVISORY COUNCIL

The Motor Vehicle Advisory Council's charter focus is development and review statewide standards, policies and rules for vehicle acquisition, leasing, maintenance, repair and disposal by all state agencies. The council serves as a catalyst for change – and now, more than ever, is vital to the joint success of agency fleets across the state.

How long has the council been in existence?
- The Motor Vehicle Advisory Council (MVAC) has been in existence since October 12, 2006.

Which agencies make up the MVAC?
- All agencies with statutory authority to own vehicles are members of the MVAC (Title 47 Motor Vehicles, Chapter 55, Section 156, Purchase of Automobiles or Buses with Public Funds).

What is an example of a policy or rule developed by the council?
- A standardized monthly fleet reporting policy and format that includes miles driven, gallons of fuel with associated cost and maintenance dollars spent on each unit was established.

How has the example policy saved the state money?
- The standardized monthly fleet report facilitates agencies in identifying usage, excessive maintenance expenses and inefficient utilization of vehicles within their fleet.

2. COMMODITY MANAGEMENT

We’re also pursuing a concurrent initiative to form a commodity management group to streamline the processes involved in awarding the statewide contract for purchasing vehicles – with an eye toward fuel economy and alternative fuels capability.  This year’s statewide automobile contract has an alternative fuels option that crosses all vehicle types facilitating use of the contract by potential bidders to support the alternative fuels initiative.

How much was spent on the statewide auto contract?

Who makes up the commodity management group?
- The commodity management group includes the Auto Contract Administrator from DCS Central Purchasing, members of the MVAC, perspective auto vendors, and representatives from county and municipal entities that utilize the statewide auto contract.  

What is an example of a process that has been streamlined?
In past years the request for bid document, a Microsoft Excel workbook, was modified to provide a worksheet for base vehicle specifics, a worksheet for contract user requested options, and a worksheet to allow perspective bidders the flexibility of adding additional options at their discretion.  The bidder provided additional options are strictly voluntary and not used in the bid evaluation process.

How will the example process save the state money?
- This specific example streamlines the contracting process by providing a standard format which will result in efficient bid evaluation with fewer potential discrepancies.  Initial feedback to date has been favorable.

3. FLEET MANAGEMENT SOFTWARE

DCS is offering advanced fleet management software and associated equipment to other state agencies interested in upgrading or updating their current fleet operations management systems. The program’s expansion is expected to create efficiencies in work order management, centralized maintenance and parts operations, and more coherent and cost-effective vehicle replacement policies by state agencies. 

What system do you use?
- The State of Oklahoma uses the M5 Fleet Focus.

What is the cost per vehicle to use this system?
- A prorated cost based on the number of vehicles per agency relative to continuing software maintenance fees, support, and upgrades.  Currently, that equates to $7.50 per vehicle annually.

What efficiencies have been created in:

-Work Order Management - Work Orders are simplified as vehicle information is retrieved from an existing database which contains owning agency, pertinent vehicle data, and history of last services performed.  Future work is managed using Forecaster to determine when scheduled services are due and also to flag units with deferred non-critical repairs or services when a new Work Order is opened.

-Centralized Maintenance - All maintenance records related to a unit are accessible through M5 Fleet Focus.  Repeat Work can be easily identified.  Forecasted PM services can be performed with minimal downtime.

-Parts Operations - Parts are issued directly to Work Orders and inventory is automatically updated providing an accurate count of parts on hand.  Minimum and maximum levels allow inventory to be maintained at efficient levels so that “extra” on hand needs are limited, but sufficient on hand needs are met. (Just-in-time ordering process)

-Vehicle Replacement - The system provides a tool allowing user defined parameters to determine the optimal replacement schedule for units.  Parameters can include age, maintenance expenses and current odometer readings.

How will the stated efficiencies save money for the state?
- This system provides a data driven management tool to ensure the state maintains a viable fleet with minimum downtime or breakdowns due to missed preventive maintenance.  Efficient inventory management reduces the number of parts on hand.  In addition, vehicles can be replaced in a manner that provides maximum benefit to the state fleet efficiency. 

4. PREVENTIVE MAINTENANCE 

Other initiatives include, improving our fleets’ preventive maintenance programs by leveraging state-of-the-art technology to provide real-time, remote vehicle diagnostics for our high-use vehicles. The telematic equipment will provides remote retrieval of vehicle service history, delivers diagnostic alerts, MPG, odometer readings and reports engine idle times. This data allows FMD identify and correct maintenance issues as they occur, which contributes to reduction of vehicle down-time.

What is telematic equipment?
- Telematic equipment can best be described as a “black box” for vehicles.  Telematic equipment monitors vehicle performance and driver behavior.  Most telematic equipment is contained in one device about the size of a CD player.  The device is connected to the vehicle’s onboard diagnostic computer and transmits information via mobile communications networks back to a central hub.  An integrated GPS interface also allows the vehicle’s location to be determined and tracked.

What are the benefits of using telematic equipment?

-Engine Trouble Codes – FMD will be able to view and schedule repair for engine diagnostic trouble codes (DTC) instantly in  Fleet Focus M5 as service requests, enabling us to catch small problems before they result in costly major repairs down the road.  An essential component of this capability is the ability to detect key on and key off events or trouble codes.

-Real-time Odometer Readings – Getting accurate odometer readings is a vital component of a successful preventive maintenance program.  Telematic devices provide date for when supplemental or on demand mileage verification is needed.

-Diagnostic Integration – Telematics will allow us to remotely view detail on engine diagnostic parameters accessed directly from the vehicle’s engine computer such as location, speed, emission sensor data, ignition status, fuel efficiency, engine idling, excessive braking, and more.  The device provides a store and forward capability of performance data for up to 30 days. This feature limits impacts from coverage gaps. If the vehicle enters an area of unreliable (or no) coverage, any unsent data is stored. All pending data is then uploaded as soon as the vehicle travels back into the coverage footprint. Store and forward capability guarantees the accuracy of DCS tracking data even - if contact is lost for brief periods. Vehicle performance data is read every 20 seconds.  The device is also compatible with all light vehicles with an OBD-II diagnostic link connector (all cars and light trucks manufactured since 1996) allowing diagnostic scanner access without removing the device connection with the vehicle’s onboard computer.

-Improved agency oversight of vehicle performance and driver behavior through web-based monitoring and reporting:

• Beginning and end of day reports
• “Bread crumb” tracking of the last 30 GPS locations
• Diagnostic trouble codes alerting system
• Drive time summary report
• Fuel usage report
• Geo-fencing violation report – by entry/exit
• Individual vehicle or fleet consolidated reports
• Landmark report
• Location report
• Miles per gallon (MPG) report
• Odd hours use report
• Performance report
• Service report
• Speed violations report
• Stop detail and idle time report
• Unlimited web portal access to a myriad of reports
• Vehicle performance indications report  

-Service also includes 24/7 national emergency roadside assistance to state drivers (towing, fuel delivery, locksmith, flat tire repair, winch-out, and battery boost).

-Improved routing and dispatching including a feature that allows agencies to get directions to and from a vehicle's current location by simply entering a street address.  Dispatchers simply enter an address and provide driving directions for every vehicle in their agency fleet. Dispatchers can also email turn-by-turn directions to a driver’s cell phone, PDA, or pager.

5. FUELING MANAGEMENT CONTRACT

The statewide automated fleet fueling management contract continues to provide notable benefits to the state’s vehicle fleets.  Comdata in partnership with TransMontaigne, a leading provider of fuel card services provides the state with expansive acceptability throughout Oklahoma and neighboring states at any fuel location that accepts MasterCard® as a payment method for fuel or maintenance.   This acceptability provides for a single-card use system to purchase fuel and maintenance services at local or state-owned facilities, marinas, airports, and other mobile locations. 

What have fuel costs been under the contract at retail locations for DCS owned vehicles (about 1,200)? 

-FY10: $1,265,178

-FY11: $1,549,207 (through May 2011)

How does the state save money using this contract?
- This contract benefits the State of Oklahoma by withholding all applicable taxes, excluding transaction fees and by providing rebates based on volume of gallons purchased to each agency.

6. VEHICLE RENTAL

There are several ways to utilize a vehicle for state business. First is a long term commitment either by vehicle purchase or lease through FMD. Second is mileage reimbursement.

Daily car rental is a middle solution that offsets costs and risk associated with the options mentioned above for those who do not need car that often.

Where can I rent the car?

- Agencies can rent cars either from FMD (web) or through SW771 (web).

- At the moment a statewide rental car contract is awarded to Enterprise Rent-A-Car®. 

- Enterprise Rent-A-Car® has over 44 locations throughout the State of Oklahoma and over 6,000 locations nationwide.

How do I select the most efficient solution?

- FMD provides an online tool “Trip Calculator” (web) that allows agencies to select the most efficient solution based on the travel criteria provided (date, distance, and vehicle class).

How much was spent on mileage reimbursement?

- In CY08, the State of Oklahoma agencies cumulatively spent $26,532,013 on mileage reimbursement.

- In CY10 the State of Oklahoma agencies cumulatively spent $18,624,277.00 on mileage reimbursement.

What is the current mileage reimbursement rate?

- The State of Oklahoma uses the Federal reimbursement rate of $0.555 (07/01/2011-06/30/2012), unless Title 74, Section 85.45l (Trip Optimizer System Use Requirements) applies.

Explain the Trip Calculator

- The Trip Calculator determines best value to state agencies for trips that require a rental vehicle.  Options include the State of Oklahoma Fleet Management Motor Pool, vendors under Statewide Contract 771 and mileage reimbursement.  Variables taken into consideration are the rental rates, number of days and expected miles driven, any free miles provided, the cost of fuel (updated on a daily basis using AAA Fuel Gauge Report), and include average miles per gallon for each class of vehicle. 

https://www.ok.gov/dcs/calculator/index.php

Where are eligible fuel stations 

- Gas: Level 3 Gas Stations in Oklahoma

- Alternative (i.e. CNG): Alternative Fuels Stations

7. ALTERNATIVE FUELS

What is the definition for an alternative fuels vehicle?
- A vehicle that displaces or minimizes the use of petroleum products (gasoline). Alternative fuels are compressed natural gas, liquid propane gas and electric vehicles are an example of alternative fuels or means of combustion.

What does NO_x mean?
- Nitrogen oxides form when fuel is burned at high temperatures, as in a combustion process. The primary sources of NO_x (NO and NO₂) are motor vehicles, electric utilities, and other industrial, commercial, and residential sources that burn fuels.

What is the federal mandate for replacement with alt fuels capable vehicles?
- 10 CFR Part 490, The alternative Fuel Transportation Program, began in 1997 with 30% replacement increasing to 75% by 2000.

Has the State met that mandate?
- Yes, additionally we have exceeded the mandate requirement in past years and have 240 Banked Credits that can be used in the event the State could not meet the replacement mandate in the future.

How much does a dedicated alternative fuel vehicle cost?

Examples of SW035 (FY12 pricing):

- No dedicated or bi-fuel car is available (as of 10/04/2011) 

- A 1/2t bi-fuel truck, $32,080.75

- A 3/4t bi-fuel truck, $32,303.90

How much does a converted alternative fuel vehicle cost?

- A converted 2012 Chevrolet Impala is $29,034 ($18,534 +  $10,500).

- A converted 2012 1/2t Ford F150 2WD, regular cab is $28,328 ($17,528 + $10,800).

How long does it take to recoup the investment in an alt fuel car?
- The Return on Investment (ROI) depends on the following factors:

1. conversion of a Chevrolet Impala to CNG costs $10,500
2. the price of unleaded 87 is $3.66 (as of 03/19/2012) but without federal excise tax (18.4 cents) is $3.48.
3. CNG gasoline gallon equivalent is $1.85.
4. The difference between two fuel types is $1.63
5. $10,500 divided by $1.63=6,442 gallons.The 6,442 is the amount of fuel that needs to be burned for the investment to break even
6. Chevrolet Impala has mixed fuel economy of 22mpg for both fuel types
7. Fuel efficiency of 22 miles/gallon multiplied by 6,442 gallons equals 141,724 miles (if vehicle driven 12,000 miles per year, ROI is 11 years and 10 months)

Will I pay state fuel tax at the pump for alternative fuels?
No, in lieu of the fuel tax imposed at the pump, the Oklahoma Tax Commission issues a decal to be displayed in the lower right hand corner of the front windshield. If it becomes necessary to replace the windshield of the vehicle for which the decal was issued, another decal will be issued by the Tax Commission as a replacement for a fee of One Dollar ($1.00)

Who can work on the fuel portion of an alt fuel vehicle?
- In the State of Oklahoma only a certified technician.

How many technicians by type are there in Oklahoma as of 06/30/2009?
 

How many alt fuel vehicles are in the state fleet? (CY 2011)

* +/- 5

What is the emission reduction achieved by those vehicles annually?

- Depending on the vehicle, the emission reduction can be as high as 90%.

What is DCS doing to support the alt fuels initiative in the legislature?

- We are working with the House and Senate on all alt fuels initiatives. Additionally we are stakeholders in the Oklahoma Cities Associated Council of Governments and the Tulsa, Indian Nation Council of Governments.

8. GENERAL FLEET STATISTICS (FY 2011)*

* Data does not include some of the agencies and higher ed that are exempt from inventory and utilization reporting

9. FLEET MANAGEMENT CALCULATOR (TRIP OPTIMIZER) - effective November 1, 2011

The following frequently asked questions are intended to be used as guidelines for complying with HB1035.

Who is subject to this legislation?

• State agencies, boards, commissions, and other entities within the executive department of state government are required to comply with HB1035.  Non appropriated state agencies do NOT have to comply with HB 1035 (Title 74, § 85.45l) with regard to employees who use personal vehicles as part of their regular duties and who are reimbursed for travel expenses by the agency.

What does a non appropriated agency mean?

• A non appropriated agency is an agency that does not receive ANY of its funds directly from the Legislature.

When am I required to utilize the Fleet Management Calculator?

• Every time the daily trip exceeds 100 miles per day and the employee is not driving a state-owned or state-leased dedicated vehicle.
• Those individuals who use a personal vehicle on a regular basis as an integral and regular part of their employment, are required to use the Fleet Management Calculator, if their trip exceeds 100 miles per day. Examples are as follows:
  A. Auditors who work out of their homes and travel, performing audits, and utilizing their personal vehicles as a part of their job function;
  B. Health inspectors or other compliance-oriented state employees regularly utilizing their personal vehicles as part of their employment; and
  C. DHS Case Workers regularly utilizing personal vehicles as part of their employment.

Are there instances where the Fleet Management Calculator may not be required?

• Agency is not organized within the executive department of state government.
• Travel is less than one hundred (100) miles per day.
• A non-appropriated state agency that employs persons who use personal vehicles as part of their regular duties.
• Personal physical condition that requires a person to operate vehicles equipped to accommodate his/her specific needs, and such an appropriate vehicle through Fleet Management or Rental Car is not available (must be documented on the Travel Claim form)

Is an employee who may be required to make periodic or unscheduled trips from one location to another, such as from Oklahoma City to Tulsa, required to use the Fleet Management Calculator?

• Yes. Even if it is considered infrequent travel, the employee is to use the Fleet Management Calculator because the distance from Oklahoma City to Tulsa is 105 miles.

How to navigate through the Fleet Management Calculator?

• Please review Instructions

How do I determine the distance?

• Utilize the following links:
  • Check In State Mileage
  • Check Out-of-State Mileage

If I am not sure whether I am exempt from this legislation, whom do I ask?

• Ultimate responsibility for compliance with this law lies with appointing authorities.  Your agency head, legal counsel, travel coordinator or budget officer will provide this answer.

When the Fleet Management Calculator indicates a state vehicle is the most cost effective method to travel, but I prefer to use my personal vehicle, what will I be reimbursed?

• The maximum reimbursement rate is limited to the rate determined to be the most efficient (lowest cost) by the Fleet Management Calculator.               

What if the reimbursement rate does not cover my vehicle actual maintenance cost?

• Request your agency director to consider Fleet Management Daily Rental or Monthly Lease Program.               

How do I provide OSF with documentation or prove that I used the Fleet Management Calculator to calculate the amounts submitted on my travel claim?

• OSF requires that you check the appropriate box on the Travel Voucher form (OSF form 19), print the results from the Fleet Management Calculator and attach it to the completed Travel Voucher form.

Why the vendor rate is different than listed on SW771?

• Rates include 6% vehicle rental tax from which the State is not exempt.
• Rates include fuel cost based on daily AAA price, distance of travel stated and vehicles class average fuel economy.