1. MY Webinars I Website: www.mywebinarsonline.org I Email: info@mywebinarsonline.org Vehicle Tracking, Deployment Asset, Equipment Replacement Policy and Measuring Cost Rick D. Longobart Facilities, Fleet, and Central Stores Manager City of Santa Ana President Municipal Equipment Maintenance Association (MEMA) IQPC Home Automotive Help Networkfleet User Group meeting March 22, 2012

2. MY Webinars I Website: www.mywebinarsonline.org I Email: info@mywebinarsonline.org Reduce cost, improve efficiency, reduce liability and accident reduction. Define and Create vehicle Lifecycle approaches. Discuss the key steps in the planning process. Describe several types of decision models. Identify key elements of the best replacement and charge back approaches and policies. Alternative Energy Policies and Procedures Resources and organizations. 2 Learning Objectives

3. MY Webinars I Website: www.mywebinarsonline.org I Email: info@mywebinarsonline.org 3 What is Fleet Management?

4. MY Webinars I Website: www.mywebinarsonline.org I Email: info@mywebinarsonline.org Consists of two main distinct functions: Fleet Management: –Identify the vehicle/equipment type needed. –Purchase a vehicle for a department/division. –Develop and manage a replacement, deployment, and tracking program, dispose of vehicles and equipment once their useful life has been attained. Fleet Maintenance: –Service and repair vehicles and equipments. –Ensure all equipment is safe, reliable, economical, and maintained in the most cost-effective manner. 4 Fleet Management Functions

5. MY Webinars I Website: www.mywebinarsonline.org I Email: info@mywebinarsonline.org 5 Developing an Efficient Fleet Management Program Vehicle & Equipment Policies Policies Maintenance Cost and Rental Rates Deployment of Equipment and GPS Tracking

6. MY Webinars I Website: www.mywebinarsonline.org I Email: info@mywebinarsonline.org Best Practices by a City Fleet You can only Manage what you can See and Measure

7. MY Webinars I Website: www.mywebinarsonline.org I Email: info@mywebinarsonline.org Best Practices GPS Solution Vehicle Tracking Phase I

8. MY Webinars I Website: www.mywebinarsonline.org I Email: info@mywebinarsonline.org Goals Increase productive employee time available during the day Reduce Greenhouse Gases Reduce maintenance and fuel costs Remote engine diagnostics and trouble codes sent direct to Fleet Reduce speeds Driver safety Reduce accidents

9. MY Webinars I Website: www.mywebinarsonline.org I Email: info@mywebinarsonline.org KPI Metric MPG per vehicle MPG average of the fleet per month Total miles driven per vehicle Cost of maintenance and fuel prices Cost of accident repairs for the fleet per year Cost of towing for the fleet per year

10. MY Webinars I Website: www.mywebinarsonline.org I Email: info@mywebinarsonline.org KPI Metrics  Metrics continued: Number of public complaints for driver behavior per year Number of calls complaining of lack of…(name the event: street not swept, traveling too fast.

11. MY Webinars I Website: www.mywebinarsonline.org I Email: info@mywebinarsonline.org Successful Implementation  Focus on specific data: Reduce Speed- alerts sent to Supervisors Reduce Idle Time- Daily Summary during pilot Establish Standard Operating Procedures for speed and Idle. Dispatch –Use the map to dispatch closest vehicle Routing- Use breadcrumb trail and Landmark reports to see activity Monitor Begin & End of Day times Clear communications with employees that this is a tool to help manage costs and time. Service Engine Codes as they arise

12. MY Webinars I Website: www.mywebinarsonline.org I Email: info@mywebinarsonline.org Management Tracking  Gather 2 years worth of data from your Street Tracking management: Annual Maintenance Cost Labor Cost Parts and Fuel Cost Productivity Utilization

13. MY Webinars I Website: www.mywebinarsonline.org I Email: info@mywebinarsonline.org Sweeper Utilization Each driver provided the Bread Crumb trail report to his or her supervisor at the end of each day Before GPS it took 8 sweepers with 40 hour work weeks to cover the city in a month After GPS it took 6 sweepers to cover the same distance and miles of streets

14. MY Webinars I Website: www.mywebinarsonline.org I Email: info@mywebinarsonline.org Supervision Required supervisors to work with a crew once a week for the whole day Supervisors gained a better understanding of the work in the field and things that slowed crews down Exposed the crews to the work ethic standards that the city expected

15. MY Webinars I Website: www.mywebinarsonline.org I Email: info@mywebinarsonline.org Fuel Reduction 50 Light Duty vehicles: – Reduce 10 miles per week – Reduce 15 minutes of idle per day – Reduce 5 mph of top speeds – = Savings of $42,000 per year in Gasoline costs 50 Heavy Duty vehicles: – Reduce 10 miles per week – Reduce 15 minutes of idle per day – = Savings of $40,800 per year in Diesel Costs Reducing 15 minutes of Idle= $500 per year in fuel savings. (EPA Study)

16. MY Webinars I Website: www.mywebinarsonline.org I Email: info@mywebinarsonline.org The Black Box  Why so many black boxes?

17. MY Webinars I Website: www.mywebinarsonline.org I Email: info@mywebinarsonline.org New Requirement/ Replacement Analysis BudgetingAcquisitionVehicle PreparationFleet OperationsFleet Management 17 Vehicle Life Cycle: An Overview

18. MY Webinars I Website: www.mywebinarsonline.org I Email: info@mywebinarsonline.org New Requirement/ Replacement Analysis 18 Vehicle Life Cycle – Phase II

19. MY Webinars I Website: www.mywebinarsonline.org I Email: info@mywebinarsonline.org Develop an Equipment Replacement Policy Develop an Equipment Replacement Policy Why do you need an Equipment Replacement policy? What should it look like? Who should know about the policy? How do you adopt the policy? Buy-in of the policy

20. MY Webinars I Website: www.mywebinarsonline.org I Email: info@mywebinarsonline.org Equipment Replacement Plan and Matrix 20

21. MY Webinars I Website: www.mywebinarsonline.org I Email: info@mywebinarsonline.org Establish a minimum vehicle replacement criteria for all classes of vehicles: Utilization Number of years in service 21 Prepare and Develop a Vehicle Replacement Criteria Things you need to consider: Vehicle down time cost Repair costs Availability of new vehicles or equipment Safety Public image Resale value Replacement cost

22. MY Webinars I Website: www.mywebinarsonline.org I Email: info@mywebinarsonline.org CATEGORIESMILEAGE/HOURSYEARS Light Vehicle120,000 MILES12 YEARS Large Vehicle80,000 MILES12 YEARS Heavy Equipment6,000 HOURS12 YEARS Special EquipmentAS NEEDED MiscellaneousAS NEEDED 22 Sample of Replacement Schedule Source: Paradise Irrigation District – 2010 Proposed Vehicle & Equipment Replacement Policy

23. MY Webinars I Website: www.mywebinarsonline.org I Email: info@mywebinarsonline.org Equipment Replacement Matrix..\..\Backup Files\Fleet Services Division\Policies and Procedures\optimum replacment police-3 vehicle life cycle used Culver City.XLS

24. MY Webinars I Website: www.mywebinarsonline.org I Email: info@mywebinarsonline.org Equipment Replacement Committee Determine who should be in the committee. What is the replacement criteria? What should the outcome look like? Are there any variables?

25. MY Webinars I Website: www.mywebinarsonline.org I Email: info@mywebinarsonline.org Fleet management team will determine the following: Is the vehicle type and utilization justified? Is the type and style of vehicle or equipment is still suited for the task? 25 Next Step

26. MY Webinars I Website: www.mywebinarsonline.org I Email: info@mywebinarsonline.org Budgeting 26 Vehicle Life Cycle – Phase III

27. MY Webinars I Website: www.mywebinarsonline.org I Email: info@mywebinarsonline.org Maintenance and Operation charges Straight line deprecation Rental rates based on miles Rental rates based on fuel or hours used F:\Santa Ana Documents\FMCS Study 2011\New Rental Rate 2012\MODEL Equip Rental Rate 02-02-12 DRAFT.xlsx 27 Equipment Rental Rates and Cost

28. MY Webinars I Website: www.mywebinarsonline.org I Email: info@mywebinarsonline.org Fleet Management system Financial software systems GPS Tracking Motor Pool reservation system Accident collision reporting Vehicle video monitoring systems Vehicle data Inspection 28 How Do You Capture The Data

29. MY Webinars I Website: www.mywebinarsonline.org I Email: info@mywebinarsonline.org MEMA – www.memasocal.orgwww.memasocal.org APWA – www.apwa.netwww.apwa.net NAFA – www.nafa.orgwww.nafa.org RMFMA – www.rmfma.orgwww.rmfma.org 29 Resources

30. MY Webinars I Website: www.mywebinarsonline.org I Email: info@mywebinarsonline.org Questions? Rick D. Longobart Facilities, Fleet, and Central Stores Manager City of Santa Ana 215 S. Center Street Santa Ana, California 92703 Office 714 647-3348 Cell: 714 926-6332 rlongobart@santa-ana.org