State Fleet Management

MVAC Minutes June 15, 2016

The meeting was held on June 15, 2016 at the Division of Wildlife, Big Horn Conference Room. Scott Edwards started the meeting at 9:00a.m.

In Attendance:

Barb Garcia – DOHE Metro

Jeanne Pace – DHSEM

Sunny Bradford – RISK

Amy Volleberg – CDOT

Don Kreutzer – DOR

Tina Krause – CDPHE

Tim Guidry - DOC

Deb Reyes – DOC Parole

Karen Lover – CDA

Elgin Turner – DNR CWCR

Deb Monroe – DOL

Julie Rhodes – JUD Pub Def

Karen Griggs – CSP

Carrington St Clair – SFM

Scott Edwards – SFM

Claudia Stevens – SFM

On Teleconference:

Gwen Carter – CDLE

Suzanne Kubec – RISK

Brianna Franco – DNR Water Res

Judy Barker – DOR Emissions

Matt O’Leary – DPS Fire Prevention

Brian Chesher – DORA PUC

Grant Hammet – DORA

Johnie Abad – DNR

Calista Mackay – CNCC

Introductions were made around the room.

Greening Fleet – Petroleum Subcommittee, Green Government Leadership Council (GGLC) Update, Compressed Natural Gas (CNG) Utilization, New Eaton Fueling

The Petroleum Subcommittee is moving forward. Several agencies have reached out to be on the subcommittee. If anyone is interested in participating please let Art Hale know 303 866-5531.

CNG Utilization was down to 42.8% from 45.5% for the month of May.

Sparq Natural Gas Company has opened a CNG fueling station at 250 E Collins St, Eaton, Co 80615 off Hwy 85. They also recently opened a CNG fueling station in Pueblo at 620 W 4th St.

How to provide feedback for the FY18 Suspect Replacement List-walk through on CARS reports for understanding your agencies fleet.

Every year State Fleet Management (SFM) produces the FY Suspect Vehicle Replacement List. This list identifies the vehicles in the fleet that are in the greatest need for replacement. Although SFM data and analysis is the leading factor for identifying these vehicles, there also is a need for the agencies to review the selected vehicles and survey their operations groups to locate those units that may have been overlooked or have recently been effected by a denied repair or accident event that State Fleet Management (SFM) will need to consider. Here is a list of items to help guide the Fleet Coordinators through the conversation with the internal operations for their agencies.

1. Educate yourself with your agency vehicles. Use the Master Vehicle list produced from CARSWeb to see your specific vehicles. To access this go to the Colorado Division of Central Services website, select the DCS pull down menu, select the State Fleet Management arrow, select C.A.R.S., select CARSWeb application. Click on Customer Reports which will be a pull down menu. Run the Master Vehicle list. This will allow you to understand the entirety of the vehicles that are in your local fleet and should be reviewed. Also look at the distributed Suspect Replacement List for your agency to find those vehicles that data highlights as the most suspect to be replaced.

2. Go to MYCARS (can access from the same place as CARSWeb) and run the Vehicle Utilization Report for your agency. This will provide you a picture of the past years utilization for the vehicle. Talk with the managers of the agency to ensure there has not been a down turn in the utilization as the vehicle has become older. This will inform you to consider what the needed term should be for the replacement vehicles and will help SFM allocate the correct appropriation for the agency in the coming years. For non Colorado State Patrol (CSP) vehicles, take the average number of miles and divide them into 130,000 miles; this will give you the projected needed months for the term of the vehicle.

3. Take your CARS and SFM provided information to your contacts within the agency that operate these vehicles and open a dialogue around the replacement strategy. Items like vehicle specification requirements, program expansion, alternative fuel strategies, and fleet right sizing may come up. You have put your time in at the MVAC so you have a great deal of knowledge to help facilitate these conversations. If there are questions, document them and reach out to those at SFM that can provide guidance. Remember this is a one for one vehicle replacement, NO additional vehicle are added through this process.

4. Once you have a clear picture of the vehicle slots that should be replaced, provide your agency feedback on the right side of the Suspect Vehicle Replacement document and return to .

If your agencies have any new programs that require new billing codes, contact Renee Covard as soon as possible. New codes can only be added once per year. Contact Renee before FY year end.

RISK Accident Evaluation Dash Board

RISK has developed an Accident Evaluation report. Agencies can use this to compare with other agencies. It shows the vehicle incident rate, workers comp rate, accident rate, vehicle collisions. RISK has discovered the most accidents involve backing up. Newer technology in vehicles, such as back up cameras or sensors, can reduce these types of accidents.

RISK continues to provide defensive driving classes at no charge. Classes are being held the first Thursday of every month in downtown Denver. If you would like to have a class held at another location, make arrangements with Sunny Bradford 303-866-3609.

Maintenance Items

Carrington sent out the list of open recalls to all of the agencies and received many responses of completed recalls. Many of the recalls are old but still need to be done. If you received any recalls for vehicles the agency no longer has, no action is needed as SFM is working on these. There are two new reports in CARSWEB under Customer Reports regarding recalls. 1. Open (not completed) recalls 2. Completed recalls. Use these reports to help get recalls completed. Keep in mind the dealers may not have the parts yet to complete the recall. Feel free to call a different dealer to see if they have the parts. The email address to sent in completed recall info is