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Motor Vehicle Advisory Council (MVAC)
FREQUENTLY ASKED QUESTIONS
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?
Which agencies make up the MVAC?
What is an example of a policy or rule developed by the council?
How has the example policy saved the state money?
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?
What is an example of a process that has been streamlined?
How will the example process save the state money?
Fleet Management 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 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?
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?
What are the benefits of using telematic equipment?
-Engine Trouble Codes – FMD is 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 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:
-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.
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 Fleet owned vehicles (about 1,200)?
-FY11: $1,549,207 (through May 2011)
How does the state save money using this contract?
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?
- 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 by the State of Oklahoma agencies cumulatively?
- CY08: $26,532,013
- CY09: $26,435,111
- CY10: $18,624,277
- CY11: $18,899,814
- CY12: $17,914,404
What is the current mileage reimbursement rate?
- The State of Oklahoma uses the Federal reimbursement rate of $0.56 (01/01/2014-07/01/2014), unless Title 74, Section 85.45l (Trip Optimizer System Use Requirements) applies.
What is 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.
How to pay for fuel for rental through SW771?
- Fuel is out of pocket expense; drivers need to seek reimbursement from an agency later by submitting a travel claim
- Exception, if a vehicle is returned to the vendor w/o refueling during rental, vendor will apply the difference of used fuel to the rental cost
Where are eligible fuel stations?
- Alternative (i.e. CNG): Alternative Fuels Stations
What is the definition for an alternative fuels vehicle?
What does NOx mean?
What is the federal mandate for replacement with alt fuels capable vehicles?
Has the State met that mandate?
How much does a dedicated alternative fuel vehicle cost?
Examples of SW035c (FY14 pricing):
- A dedicated compact sedan, $24,904
- A 3/4t bi-fuel truck, $29,993
How much does a converted alternative fuel vehicle cost?
- A converted 2014 Chevrolet Impala is $28,692 ($18,192 + $10,500).
- A converted 2014 1/2t Ford F150 2WD, extended cab is $31,087 ($20,297 + $10,790).
How long does it take to recoup the investment in an alt fuel car?
How to fuel a CNG vehicle?
- See a video - http://www.youtube.com/watch?v=a4QQRUW_1Jg.
- See Fleet Management process: DCAM-PROCESS-FM-F002, CNG Vehicle Self-Service Fueling.
Will I pay state fuel tax at the pump for alternative fuels?
Who can work on the fuel portion of an alt fuel vehicle?
How many technicians by type are there in Oklahoma as of 10/22/2013?
How many alt fuel vehicles are in the state fleet? (10/23/13)
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 Fleet doing to support the alt fuels initiative in the legislature?
- We are working with the Office of Governor, OK Secretary of Energy and OK House and Senate on all alt fuels initiatives.
- Additionally, we are stakeholders in the Association of Central Oklahoma Governments’ (ACOG) Central Oklahoma Clean Cities Coalition and the Indian Nations Council of Governments’ (INCOG) Tulsa Area Clean Cities Coalition, both sponsored by the U.S. Dept. of Energy and the Oklahoma Dept. of Commerce State Energy Office.
The following frequently asked questions are intended to be used as guidelines for complying with HB1035.
Who is subject to this legislation?
What does a non appropriated agency mean?
When am I required to utilize the Fleet Management Calculator?
Are there instances where the Fleet Management Calculator may not be required?
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?
How to navigate through the Fleet Management Calculator?
How do I determine the distance?
If I am not sure whether I am exempt from this legislation, whom do I ask?
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?
What if the reimbursement rate does not cover my vehicle actual maintenance cost?
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?
Why the vendor rate is different than listed on SW771?
Does the state’s Auto Liability Self-insurance Program administered by the Risk Management Department of the Division of Capital Assets Management protect any person driving a state owned vehicle?