FLEET MANAGEMENT SYSTEM - LGMA | Home

1 FLEET MANAGEMENT SYSTEM The GOOD, the BAD and the UGLY FLEET MANAGEMENT SYSTEM Outline of Presentation Goals of today s presentation Kelowna s experience RFP and RFP evaluation criteria The SYSTEM we selected Change MANAGEMENT Results FLEET MANAGEMENT SYSTEM THE GOOD: Goals of today s presentation. How to: Save money Reduce greenhouse gas Enhance risk MANAGEMENT Improve productivity FLEET MANAGEMENT SYSTEM THE GOOD: Goals of today s presentation. How to: Improve safety Improve asset MANAGEMENT Exonerate and/or reward good staff Prove to staff that a FLEET MANAGEMENT SYSTEM benefits everyone Implement without needing more budget FLEET MANAGEMENT SYSTEM THE BAD: Goals of today s presentation: A tool that will easily identify: Bad driving habits Bad environmental practices Bad behaviour FLEET MANAGEMENT SYSTEM FLEET MANAGEMENT SYSTEM AND THE UGLY: Goals of today s presentation: What you name the SYSTEM may have an impact.

2 FLEET MANAGEMENT SYSTEM Kelowna s experience: Kelowna, Vernon and Penticton partnership Collaboration = better product Better RFP evaluation Better pricing RFP (best value) not a tender Goal: 15% fuel reduction in 3 years = $225,000 FLEET MANAGEMENT SYSTEM RFP - SYSTEM requirements: Real time on map Accurate base mapping and integration Mapping options .. layering Track entire FLEET of vehicles and equipment Vehicle Recognition Driver Recognition FLEET MANAGEMENT SYSTEM RFP - SYSTEM requirements: Engine Diagnostics User friendly Automatic reporting Ability for instantaneous feedback to driver When on board equipment is operating Geo Fence FLEET MANAGEMENT SYSTEM RFP - SYSTEM requirements: Enhanced safety Identify poor driving habits Identify unnecessary travel Able to expand to future FLEET and contractors Able to efficiently deal with citizen complaints Risk MANAGEMENT / Litigation FLEET MANAGEMENT SYSTEM Also consider Past Complaints / Issues.

3 Citizen doesn t have a unit #, vehicle make or model and a poor description of the driver Citizen , dangerous driving, lengthy coffee and lunch breaks, joy riding, city driver gave me the finger, theft Maintain history FLEET MANAGEMENT SYSTEM Request For Proposal (RFP) Received 16 Proposals Narrowed down to 3 and tested FLEET MANAGEMENT SYSTEM Evaluation (Ratings/Scoring): experience & product knowledge & performance of equipment offered of suitability with city requirement FLEET MANAGEMENT SYSTEM Evaluation: 5. Price of hardware and monthly airtime 6. Flexibility of carrier choice 7. Rate increases, guaranteed pricing term 8. Customer ownership of data, years of storage and customer access. Where is it hosted?

4 FLEET MANAGEMENT SYSTEM Successful Proponent - Advantage Tracking and SYSTEM used is called GeoTab Hardware cost $ 75,000 Installation cost $ 30,000 $105,000 Annual monitoring cost $121,626 FLEET MANAGEMENT SYSTEM Details of the SYSTEM we selected: GeoTab FLEET MANAGEMENT SYSTEM FLEET MANAGEMENT SYSTEM Personalized ID Key In Cabin Cradle Insert ID Key into Cradle Remove ID Key must be removed before starting vehicle Start vehicle within 30 seconds FLEET MANAGEMENT SYSTEM What can be monitored: Maintenance information engine diagnostics Driver usage information speed/idling/driving habits, accident re-creation, accurate reporting Engine data fuel consumption, greenhouse gas production, RPM, engine performance, preventative engine diagnostic codes FLEET MANAGEMENT SYSTEM Vehicle location and routing information where vehicles are and where they have been FLEET MANAGEMENT SYSTEM GeoTab - Driver Feedback Driver Alerts (beeps) Speeding Hard starts/stops Hard turns Idling etc.

5 FLEET MANAGEMENT SYSTEM FLEET MANAGEMENT SYSTEM FLEET MANAGEMENT SYSTEM FLEET MANAGEMENT SYSTEM FLEET MANAGEMENT SYSTEM FLEET MANAGEMENT SYSTEM More Ugly During the RFP lots of rumors Issues arise you don t trust us Union won t allow this is a breach of privacy Don t refer to it as AVL (automatic vehicle locators) or GPS, those words are synonymous with BIG BROTHER . These devices harm our health Be prepared and manage FLEET MANAGEMENT SYSTEM Manage Change Educate all MANAGEMENT first Educate Union Educate staff FLEET MANAGEMENT SYSTEM Manage Change Education Educate in small staff teams or groups- max 20 Why we must change Staff participation and staff support Knowledge of how to change Ability for staff to implement change Reinforcement to sustain the change FLEET MANAGEMENT SYSTEM Manage Change - What s in it for staff?

6 Save money and ability to show value for money. Enhanced taxpayer creditability! Improved safety Reduce carbon footprint Rewards FLEET MANAGEMENT SYSTEM Manage Change - What s in it for staff? Improved driver habits. Exoneration Staff are accountable & more efficient. Pride! FLEET MANAGEMENT SYSTEM Manage Change - What s in it for staff? Enhanced risk MANAGEMENT Improved performance Improved customer service Improved emergency operations FLEET MANAGEMENT SYSTEM Manage Change - What s in it for staff? Training Transitional period for staff to adjust Better understanding of City s goals & vision FLEET MANAGEMENT SYSTEM The Benefits to the City More efficient routing = improved productivity Actual hours worked in an 8 hour shift increases Reduced idling = reduction in Fuel = $ Saving Improved Lifecycle of Vehicles & Equipment FLEET MANAGEMENT SYSTEM The Benefits to the City Data for analysis and improvement Improved habits Improved risk MANAGEMENT In cab alerts reminder FLEET MANAGEMENT SYSTEM The Benefits to the City Automatic reports or dash boards Exception reports Improved customer service Improved emergency operations FLEET MANAGEMENT SYSTEM The Benefits to the and listen to staff Staff meeting comments /

7 Suggestions: Bumper Restricted to speed limit to save you Money Many staff embraced but suggested a transitional period especially for alerts Staff want reports to improve performance FLEET MANAGEMENT SYSTEM More of the GOOD Staff meeting comments / suggestions: Savings used to improve service levels Savings used to enhance safety Friendly competition FLEET MANAGEMENT SYSTEM Results Without turning on the alerts 15% savings in fuel (month in 2011 compared to month in 2012) in some areas FLEET MANAGEMENT SYSTEM Results One equipment operator reduced daily idling from 3 hr per day (15 litres of fuel) to hr per day ( litres of fuel) = save $ daily = $2, per year by just seeing a report and no communication Or saving 1,875 litres of fuel per year Or reducing tons of carbon per year FLEET MANAGEMENT SYSTEM Results Gas savings in first 4 months saved $34,000 in fuel Public Works, Parks and Landfill Cost an extra $18,000 at 2 plants off site Gravel Pit and Bio Solids plant?

8 FLEET MANAGEMENT SYSTEM Results FLEET MANAGEMENT SYSTEM FLEET MANAGEMENT SYSTEM FLEET MANAGEMENT SYSTEM FLEET MANAGEMENT SYSTEM FLEET MANAGEMENT SYSTEM FLEET MANAGEMENT SYSTEM FLEET MANAGEMENT SYSTEM FLEET MANAGEMENT SYSTEM FLEET MANAGEMENT SYSTEM FLEET MANAGEMENT SYSTEM FLEET MANAGEMENT SYSTEM FLEET MANAGEMENT SYSTEM Results to date FLEET MANAGEMENT SYSTEM Results to date FLEET MANAGEMENT SYSTEM Save Money Reduce carbon footprint Improve safety Improve productivity Improve risk MANAGEMENT FLEET MANAGEMENT SYSTEM Improve asset MANAGEMENT How we are managing change Benefits to City and staff Implementation without new funding And this is how Kelowna becomes the .. Best Excellence Service Teamwork FLEET MANAGEMENT SYSTEM CONTACT INFORMATION Joe Creron Director, Civic Operations City of Kelowna 250-469-8833 QUESTIONS ?

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