mvac minutes january 20, 2016 - colorado · 2018-03-21 · mvac minutes january 20, 2016 the...

MVAC Minutes January 20, 2016 The meeting was held on January 20, 2016 at the Division of Wildlife, Big Horn Room. Scott Edwards started the meeting at 9:00a.m. In Attendance: Jeanne Pace – DHSEM Cassandra Wagner – DHSEM Barb Garcia – DOHE Metro Michael Stadler – DOHE UNC Doug Herr – DHS John Kreitner – CDOT Steve Cordova – CDOT Rod Lighthizer – CDOT Suzanne Kubec – DPA RISK Shawn Hermosillo – CPW Brett Joullson – DMVA Ron Olson – DMVA Herman Cata – DOR Lottery Sunny Bradford – DPA RISK Art Hale – SFM Candace Padilla – CSP Olen Teague – OIT Julie Rhodes – Pub Def Karen Griggs – CSP Jacob Shaffer – CDOT

Bob Giovanni – SFM Scott Edwards – SFM Claudia Stevens - SFM On Teleconference: Matt O’leary – CDPS Fire Prev Deb Reyes - DOC Parole Johnnie Abad – DNR Ben Weatherby – DHS Food Dist Roni Hunter – DOR Gaming Joyce Nelson – Div Youth Corr Julie Rodriguez – CDPHE Gwen Carter – DOLE Patti Penn – CBI Tim Guidry – DOC Corrie Martinez – MME Rodney Johnson – DOR Ken Price – DOR Lottery Kelly Phannenstiel – DHS Judy Barkley – DOR

Bob Giovanni’s Last MVAC, Recall Notifications Bob is retiring. A big thanks to Bob for all he has done in the last 30 years. We all wish him well in his new endeavors. State Fleet Management (SFM) has put out the list of outstanding recalls by agency. Scott went over the spreadsheet that shows the recalls with the description and code of the recall. SFM will put out this spreadsheet monthly. If the recall on the list has been done, send the information to the SFM Authorization call center so they can remove it from the list. Also if the agency receives a recall notice directly, please notify the call center know so it can be logged in. SFM realizes it can be a challenge to get some of these recalls done due to the dealers not having the parts available. The SFM call center can help coordinating these repairs with the dealers. Bob G. suggested for those with Jeep Patriot products that need the hitch installed you have several options. Contact the dealership to ensure the parts have been ordered and available. If there is not a dealership within a reasonable distance then you can have a hitch installed by other local vendors. Prior to this please contact SFM call center for guidance. Registration Guide SFM would like to thank Deb Reyes from Parole for developing a guidance document to clarify the Vehicle Registrations reciepts. This document is on the SFM website which also links to the Department of Revenue (DOR) information regarding emission tests. Since the State vehicles registrations are on automatic renewal, if an emission test is required, be sure the emission test is done 2 months prior to its expiration so that it will renew automatically. Also be sure the location address is correct on the registrations so they will be sent to the correct place as well as the address is used as a determining factor on whether the vehicle is in an emission testing area. Having the correct address also will determine where a recall is sent to. The SFM website has been revised. There is a survey on the website for you to report how SFM performing. Please take the survey. SFM would like feedback on how we are working for your agency.

Compressed Natural Gas (CNG) Utilization Update, CNG Location Update There is a new CNG fueling location at the Sapp Bros Travel Center at 7120 E 49th Ave, Denver 80022. They take the WEX card for CNG purchases. The CNG pumps are at the back/south side of the travel center and they have both sizes of nozzles. CNG usage has increased and the price of CNG has reduced. Art went over the CNG Usage by Department report. Most CNG vehicles are bi-fuels which extends the miles of driving. Now that drivers are getting used to CNG we are getting better utilization of the CNG fuel. The Regional Air Quality Control (RAQC) Grant 56 Alternative Fuel Vehicles (AFV), Fleet Dash, Telematics Committee SFM received the RAQC Grant for 56 vehicles where we can get up to a $7K credit towards the purchase of CNG & all types of AFV vehicles. The Governor’s greening initiative was instrumental in developing and receiving this grant money. Due to the high cost of repairs on diesel engines, many diesel engines had to be replaced. In many cases the cost of the repairs exceeded SFM’s spending authority which then caused delays. The move is to get away from diesel vehicles. Start looking at where you can use CNG or gasoline vehicles as an alternative. These vehicles can still be effective in getting the job done. Even though the impetus is for CNG, we also need to look at other types of AFV vehicles such as gasoline hybrid electric and full electrification plug-ins. There are some modifications being made to the Fleet Dash. On the reports you will be able to drill down to cabinet, division, section, and license plate for better analysis of data. Colorado Department of Transportation (CDOT) has been using the Telematics with great results in idle reductions. The agencies may want to think about what they would like to accomplish with petroleum reductions, logistics and how Telematics could work for you. If you are interested Art Hale can be reached at 303-866-5531 [email protected]. FY16 Vehicle Order Status – Terry Sisneros Point of Contact The FY16 vehicle replacement process has already started. One of the steps that SFM will focus on is sending the future lists to agency budget personnel so they may understand better the process SFM uses and the opportunities to make the process more successful. SFM Website-Vehicle Coordinator Feedback, Getting Started What does a vehicle coordinator do? In the SFM website, the first option on the right hand side of the screen is “Getting Started”. This section can be very helpful to new drivers or coordinators. This sections deals with the responsibilities of driving and managing the vehicles. SFM wants to make this website better. If anyone has any suggestions SFM would like your feedback. New Plate-New Fuel Card If an agency gets a new license plate (plate was lost/stolen off the vehicle), please remember to send a copy of the new registration to Theresa Harris in SFM so she can record the new plate number as well as order a new gas card for the vehicle. Theresa can be reached at 303-866-5489 [email protected] RISK – Defensive Driver Training – Sunny Bradford and Suzanne Kubec RISK is making changes to the Defensive Driver Training. Instead of using the national training module they want to make it more Colorado specific. They want this program to be open to any employee that drives for the State even if they are not driving a SFM vehicle. Some of the new things being considered are topics such as “condition of vehicle”. A driver should be trained on the basics of what to precheck. Other topics: Driving Conditions, Distracted Driving, High Risk Incidents, Slow Speed Incidents. Incident Response – Collisions, Breakdowns, Theft Targeted Modules – Types of vehicles i.e. vans, busses, trailers, off road. Trends of Driving Incidents – Speeding, Tailgating, Parking, Snow & Ice. RISK is asking for volunteers to help them develop a program on what the agencies need. [email protected]

mailto:[email protected]


MVAC Minutes February 17, 2016 The meeting was held on February 17, 2016 at Division of Transportation, Lookout Mountain Room. Scott Edwards started the meeting at 9a.m. In Attendance: Steve Cordova – CDOT Herman Cata – DOR Lottery Tina Krause – CDPHE Amy Volleberg – CDOT Shawn Hermosillo – CPW Michael Stadler – DOHE UNC Dennis Padilla – CSP Olen Teague – OIT Sunny Bradford – RISK Suzanne Kubec – RISK Gwen Carter – DOLE John Kreitner - CDOT Art Hale – SFM Claudia Stevens – SFM Scott Edwards – SFM On Teleconference: Kelly Phannenstiel – DHS

Tim Guidry – DOC Corrie Martinez – MME Johnnie Abad – DNR Jeanne Pace – Homeland Sec Deb Reyes – Parole Julie Rhodes – Pub Defender Joyce Nelson – Div Youth Corr Karen Lover – DOAG Brian Chesher – DORA PUC Rodney Johnson – DOR Nickki Carillo – CDOT Matt O’leary – DFPC Patti Penn – CBI Guests: Janna West-Heiss – Clean Cities Tyler Svitak – Clean Cities

Introductions were made around the room. Compressed Natural Gas (CNG) Utilization Update, Greening Fleet Baseline Art Hale gave the CNG Utilization results for January 2016. There was a 5% drop in CNG usage from last month. Art has finalized the Greening Baseline Report for FY15. This report can be used as a tool. It shows all of the fuel gallons used (all types of fuel) by month, division, and agency. The agencies can run a current monthly fuel report in CARS and then can compare with the baseline report to see if the agency is lowering their petroleum consumption. The Greening Fleet Baseline will be on the State Fleet Management (SFM) website. Telematics Committee SFM is working with procurement to find a platform for a preapproved process where telematics can be used. There can be multiple uses in the fleet for Telematics such as: data recovery and management, route planning, and logistics planning. There are currently Telematics pilots going on with four different vendors. Call Art Hale if interested 303-866-5531 Fleet Dash Introduction Fleet Dash is a program through National Renewal Energy Labs (NREL) to find missed opportunities in using alternative fuels. Fleet Dash can tell you where your vehicles fueled at and where they could have gone to use alternative fuels. This can also be used on a mobile app. Contact Art Hale 303-866-5531 or Scott Edwards 303-866-5416 if you are interested. Clean Cities Alternative Fuel Vehicles (AFV) Training Opportunities for Your Agency Sponsored by the U.S. Department of Energy’s (DOE) Vehicle Technologies Program (VTP), Clean Cities is a government-industry partnership designed to reduce petroleum consumption in the transportation sector. Clean Cities contributes to the energy, environmental, and economic security of the United States by supporting local decisions to reduce our dependence on imported petroleum.

Clean Cities has three coalitions in Colorado: Denver, Northern Colorado, and Southern Colorado. Clean Cities can help the State in their efforts to reduce petroleum usage. CNG & electrification are the cheapest and least volatile of the fuels. CNG & electrification prices are the most stable, unlike petroleum which fluctuates with the price of crude oil. The challenges with CNG are education, tank configuration, and infrastructure. 15 new CNG fueling stations are planned for the next 1.5 years. There are three types of electric vehicles – Hybrid, Full Electrification, and Plug in. Plug ins can be hybrid electric or full electrification. There are three levels of Plug in: 110 volt outlet, 240 volt outlet, and DC Fast Charge. The challenge can be with the incremental cost of the workplace charging. Clean Cities is working with the State on a program called “Refuel Colorado Fleets”. Clean Cities can help reduce the barriers in using alternative fuels. Coaches from Clean Cities are available statewide to assist the agencies with training or information. www.refuelcolorado.org

FY16 Vehicle Order Status – Start Preparing Your Turn-ins

SFM is ordering the FY16 vehicles now. The agencies need to start preparing the vehicles for turn-in for when the new vehicles are delivered. One of the vehicle turn-in requirements is, the vehicle should be cleaned out; remove all personal items, trash, cans, paper, etc. and vacuum the vehicle before you turn it in. SFM has had vehicles turned in very dirty in the insides, pop cans, dirt on the floor, half eaten sandwiches, etc. SFM is going to enforce this and the agency may be charged for a cleaning. Another very important requirement is, if the vehicle is in an enhanced emission area, a new emissions test is required if the test is over 9 months old. SFM does not have the staff to spend many hours getting emission tests to prepare the vehicles for auction. These are requirements not suggestions.

Recalls Update

If a dealer does not have parts for the recall, please let SFM know the problem so the recall can still be logged.

RISK – Updated Accident Form, Training Snow Cat Operation

The updated accident form is on the RISK website as well as a link to it on the SFM website. The form is fillable and much more user friendly. The snow cat operation training will be held in Leadville. RISK is still developing the new defensive driving program. The first class will be held at the end of March. More classes will be held later in downtown Denver, and in Glenwood Springs. Train the trainer will also be available.

http://www.refuelcolorado.org/

MVAC Minutes March 16, 2016

The meeting was held on March 16, 2016 at the Division of Wildlife, Big Horn Room. Scott Edwards started the meeting at 9:00a.m. In Attendance: Doug Herr – DHS Barb Garcia – DOHE Metro Tina Krause – CDPHE Dennis Padilla – CSP Jeanne Pace – DHSEM Karen Griggs – CSP Suzanne Kubec – RISK Elgin Turner – CWCB Olen Teague – OIT Karen Lover – CDA John Kreitner – CDOT Herman Cata – DOR Lottery Joyce Nelson – DHS Amy Volleberg – CDOT Michael Stadler – DOHE UNC Debra Monroe - DOL

Art Hale – SFM Claudia Stevens – SFM Scott Edwards – SFM On Teleconference: Terry Long – DOLA Julie Rhodes – JUD Pub Def Tim Guidry – DOC Patti Penn – CBI Debbie Schmidt - DOC Parole Brian Chesher – DORA PUC Rodney Johnson – DOR Corrie Martinez – MME Steve Akers – CDLE Shawn Hermosillo – CPW Roni Hunter – DOR Gaming Ken Price – DOR Lottery

Introductions were made around the room. Greening Fleet Baseline, Compressed Natural Gas (CNG) Utilization Update, Telematics Committee-Demo The Greening Fleet Baseline has been completed. The Office of Information Technology (OIT) is working on setting up the report for the agencies to use. The baseline report shows all of the fuel gallons used, in total, as well as broken down in fuel categories, by vehicle, month, division, and agency. The agencies will be able to refer to this report year to year to analyze all types of fuel consumption. CNG Utilization for February was 41% utilization in the fleet overall. Colorado Department of Transportation (CDOT) had 82% CNG utilization. CDOT attributes their results to the pilot program, Telematics, they are using. John Kreitner from CDOT presented their use of Telematics. They are using the Verizon NetworkFleet Platform to manage the data they receive from the Telematics devices that are installed in their vehicles. Department of Personnel and Administration (DPA) are also on the Telematics program using the Cartasite Platform. The data from the Telematics devices provides data to manage things like: idle times, route management, vehicle speed, aggressive driving patterns, and fuel usage. Each agency needs to identify what is the goal they want to reach using Telematics. For CDOT their goal was safety. Telematics is a devise in the vehicle that can be activated by a fob like device which then turns on the data for that driver until the vehicle is cycled off. The fob is specific to that driver and a unique indentifier of who is operating the vehicle. CDOT’s results in the safety category immediately improved. DPA’s Mail Services is using Telematics for route management with great results. There were also immediate reductions in miles driven and fuel consumed by the vehicle. Telematics is very flexible to meet the needs of the agency. The prices can range from $15.00 to $35.00 per unit, depending on the features ordered. Installation is a approx $265.00 per vehicle; however there can be funding assistance available for the installation. Contact Art Hale 303 866-5531 or Scott Edwards 303 866-5416 for more information. CNG Fueling, City of Denver and Gunnison, Electric Vehicles (EV) Grant Announcement. There are two new CNG fueling stations available. City of Denver is going to let the State use their fueling facility. Since they do not use the WEX cards, the drivers will have to sign up to get clearance to use their pumps. Interested agencies should let Art Hale know if you want to be signed up. There is a new CNG fueling station in Gunnison in the works.

1001 E. 62nd Ave., A-18, Denver, Colorado 80216 | 303-866-5222 | www.colorado.gov/pacific/dcs/fleet

Colorado Springs opened a new fueling station at Pinkerton Service Center, 7710 Durant Dr, Colorado Springs. SFM has ordered two electric vehicles using the EV grant. This could give up to $8200.00 towards the incremental difference in price. Let SFM know if your agency is interested in acquiring electrified vehicles. Annual Commuter Review Commuting is for any State employee who is required to commute to and from their home to their official work station for the benefit of the State and for bona fide non-compensatory business reasons. SFM is in the process of doing the Annual Commuter Review. Commuters need to be reviewed annually. Questions contact Scott Edwards or Renee Covard. Recall Update SFM distributed the most current list. OIT is working to add recall info to CARS Web. Please continue to send completed recall info to SFM, but scan and email to SFM so it can be tracked more efficiently. Your Executive teams will be notified of the current status your agencies fleet. New Technical Services Manager The new manager for the Authorization Call Center is Carrington St Clair. He will be starting Monday 3-22-16. Carrington has worked in the automotive service and repair industry including fleet management for the past 18 years. Over the last five years, he managed a fleet of emergency response equipment and marine vessels across the State of Alaska. Welcome Carrington! RISK The next Defensive Driving Class is set for March 24, 2016; you can register online. RISK is working with OIT on the documents and links that they share with SFM.


MVAC Minutes April 20, 2016

The meeting was held on April 20, 2016 at the Division of Wildlife, Big Horn Room. Scott Edwards started the meeting at 9:04a.m. In Attendance: Suzanne Kubec – RISK Amy Volleberg – CDOT Barb Garcia – DOHE Metro Doug Herr – DHS DFM Tim Guidry – DOC Reginald Ross – CDPHE Debra Monroe – DOL Jeanne Pace – DHSEM Dennis Padilla – CSP Karen Griggs – CSP Claudia Mead – CPW Tina Krause – CDPHE Julie Rhodes – JUD Public Defender Shawn Hermosillo - CPW Deb Reyes – DOC Parole Elgin Turner – CWCB Olen Teague – OIT Sunny Bradford – RISK Joyce Nelson – DHS DFM Karen Lover – DOAG Brian Tobias – DORA Herman Cata – DOR Lottery

Art Hale – SFM Carrington St Clair – SFM Claudia Stevens – SFM On Teleconference: Scott Edwards – SFM Micheal Stadler – DOHE UNC Matt O’Leary – DPS Fire Prevention Brianna Franco – DONR Water Resources Steve Akers – CDLE Markie Davis – RISK Roni Hunter – DOR Gaming Brian Chesher – DORA PUC Vickie Rathburn – DOHE FRCC Michelle Crown – DOHE LCC John Flores – DOR Lottery Julie Rodriguez – CDPHE Johnie Abad – DONR Eric Surface – DOHE PPCC Judy Barkley – DOR Emissions Corrie Martinez – MME

Introductions were made around the room. Scott Edwards introduced the new State Fleet Management (SFM) Technical Service Manager, Carrington St Clair. He will be over the SFM Authorizations Call Center and the Downtown Motor Pool. Welcome Carrington. Rate Update and Colorado Fiscal Managers Association (CFMA) Presentation 4-28-2016 The Rate Update will be presented to the CFMA on 4-28-16. Scott will then roll the rates out and explain how they arrived at those rates. Imported Mileage Update SFM is working with Office of Information Technology (OIT) to develop ways to import mileage electronically. An example is that Telematics can do auto-odometers. This could save many hours of work for the large agencies. SFM wants to elevate the authority of the vehicles coordinators. The value of these positions is much more than hours of collecting and reporting mileages. Vehicle Turn-in Requirements Now that new vehicles are starting to be delivered, there will be old vehicles turned in. It is imperative that the agencies adhere to the Vehicle Turn in Requirements. The actual requirements have not changed. We added the verbiage “DO NOT GO BEYOND THE GATE” on requirement 6. SFM is having problems with the electronic gate which causes it to open. Some of the drivers turning in a vehicle thought it was opened for them so they parked the vehicle inside the gated area. The problem with this is that the driver has no way to get out of the gated area. Again, when you arrive at Fleet Management, park the vehicle in any available space in the public parking lot off of 62nd Avenue. Do not go beyond the gate.


To help facilitate adherence to the Vehicle Turn in Requirements, SFM has modified the Vehicle Turn in Form. SFM has added yes/no questions to the form related to the completion of each of the requirements. At the end of the form it states “If you answered no to any of the questions, you must correct the requirement before turning your vehicle in.” When Terry Sisneros notifies the agency of a new vehicle, she will include the Vehicle Turn in Requirements as well as the New Vehicle Turn in Form. By filling out the Vehicle Turn in Form prior to arriving at Fleet, the requirements are less likely to be missed. I have attached both documents. RISK – State Vehicle Operators Who can Drive State Vehicles? Per the Colorado Governmental Immunity Act (CGIA), only state employees (permanent or temporary) and authorized volunteers are covered by the State self-insurance liability fund to drive a state vehicle. This does not include an independent contractor or any person who is sentenced to participate in any type of useful public service. When an authorized volunteer drives a state vehicle, liability coverage attaches to that driver; however, workers’ compensation does not apply, and the driver is responsible for his or her own medical payments. Who can Occupy State Vehicles? The State Office of Risk Management (SORM) endorses the Fleet Management Rule that state vehicles are to be used for official State business only and non-employees should not be transported in state vehicles. Transporting persons who are non-state employees in state vehicles greatly increases the financial risk to the State. Greening Fleet Baseline, Greening Government Leadership Council (GGLC) Update, Telematics Committee, Compressed Natural Gas (CNG) Update. The Greening Fleet Baseline is being automated into a Greening State Government (GSG) CARS version. It is expected to be completed by the end of May. Each fleet/vehicle coordinator will be able to access two CARS reports found under Customer Reports: 1) GSG Baseline Comparison Report (All Vehicles) 2) GSG Baseline Comparison Report Detail These reports show all of the fuel gallons used (all types of fuel) by month, division, agency, and vehicle. The agencies can run a current monthly fuel report in CARS and can compare with the baseline report to see if the agency is lowering their petroleum consumption. CNG Utilization for March was 43.4%, up 2.4% from February. The Telematics Committee will reassemble to address benefits associated with Telematics such as: Auto-odometers, Return on Investment (ROI), different types of GPS providers. The mission of the group will be to define which provider will be most conducive to the mission goals of their respective state agency. If anyone is interested in being on the committee contact Art Hale at 303-866-5531 [email protected] Fleet Dash is now fully operational. Fleet Dash is a program through National Renewal Energy Labs (NREL) to find missed opportunities in using alternative fuels. Fleet Dash can tell you where your vehicles fueled at and where they could have gone to use alternative fuels. You can now sign up to get access to Fleet Dash. Attached is a document that shows the website www.afdc.energy.gov/FleetDASH/ and how to sign up for access. Recall Update-CARS Report, Repair Authorizations, Periodic Maintenance (PM) Notification To make the recall process more efficient, SFM has changed some of the practices.

1. The bulk of the recalls are now coming to SFM. Any recalls that are received by the departments have to be sent into SFM to be logged in.

2. SFM has established a new recall email inbox [email protected] for receiving all completed recalls and their invoices.


http://www.afdc.energy.gov/FleetDASH/



www.safercar.gov is a website designed to provide information for any uncompleted recalls. It is only for currently open recalls. If an agency is receiving an incomplete recall from SFM, it means that SFM is not showing the recall as having been completed in CARS. If it was completed in the past and Safecar.gov shows no open recalls, SFM still needs the agency/driver to provide them with the recall completion verification from the dealer. SFM has seen an increase in unauthorized work. To prevent unauthorized repairs the fleet/vehicle coordinators have to ensure proper processes are disseminated down to all state vehicle drivers.

1. Drivers will inform the vendors prior to any service, repairs, or maintenance that they have to call the SFM Authorization Call Center to get authorization first.

2. The vehicle operator’s manual from SFM is in every vehicle and has the information for authorizing repairs under page 2 and page 16.

3. By no means do the drivers ever present the fuel card for repairs, services, or authorizations. The WEX card is only for fuel.

4. The vendor has to be aware that the invoice must be sent to State Fleet Management for processing and payment.

Everyone’s help in this matter is much appreciated by SFM. Overdue PM’s are doing well overall. It is less than 3% of the fleet that is behind on maintenance. That 3% are severely overdue. In the past few weeks vehicles have been found to have gone over their maintenance by 3000 to 6000 miles. One vehicle went as far as 14,000 miles before its first oil change. What agencies must do to ensure that all vehicles are receiving their proper preventative maintenance:

1. Make sure drivers are aware of their responsibilities and that they do not need to wait to be told by their managers or SFM to get their maintenance done.

2. Fleet/vehicle coordinators should be monitoring and making sure that maintenance services are being performed on their vehicles.

3. Drivers/coordinators can obtain their maintenance intervals and information from the SFM Authorizations Call Center.

4. Fleet/vehicle coordinators should be made aware of their roles and responsibilities. 5. The SFM Authorizations Call Center can provide training to coordinators on using the CARS

system upon request. The CARS system tracks mileage entries from gas stations, car washes, and when entered from vendors. Vehicle mileages are being entered incorrectly with miles that are far off from what they should be. This disrupts the CARS maintenance tracking system as well as the miles that are being charged to the departments. The individual departments and their coordinators need to ensure that they are expressing the importance of entering the correct mileage to the drivers.

http://www.safercar.gov/


MVAC Minutes May 18, 2016 The meeting was held on May 18, 2016 at the Division of Wildlife, Big Horn Room. Scott Edwards started the meeting at 9:00a.m. In Attendance: Barb Garcia – DOHE Metro Candace Padilla – CSP Shawn Hermosillo – CPW Tim Guidry – DOC Doug Herr – DHS Tina Krause – CDPHE Karen Lover – CDA Herman Cata – DOR Lottery Deb Reyes – DOC Parole Elgin Turner – DNR CWCB Suzanne Kubec – DPA RISK Sunny Bradford – DPA RISK Joyce Nelson – DFM Michael Stadler – DOHE UNC Don Krentzer – DOR Amy Volleberg – CDOT Claudia Mead – CPW

Deb Monroe – DOL Art Hale – SFM Carrington St Clair – SFM Scott Edwards – SFM Claudia Stevens - SFM On Teleconference: Olen Teague – OIT Gwen Carter – CDLE Terry Long – DOLA Brianna Franco – DNR Water Res Vicki Rathburn – DOHE Front Range Julie Rhodes – JUD Pub Def Steve Cordova – CDOT Brian Chesher – DORA PUC Julie Rodriguez – CDPHE Eric Surface – PPCC Judy Barker - DOR Emissions

Introductions were made around the room. FY17 Joint Budget Committee (JBC) Approved Replacement List The JBC approved 573 vehicles for replacement in FY17. Scott went over the spreadsheet to explain how it ultimately got to 573 vehicles. The maintenance costs, lease terms, and mileage being put on the vehicles are factors on a vehicle appearing on the replacement list. The agencies should use these factors to be sure they are replacing vehicles in the most cost effective way. When thinking about replacements, does it need to be the same exact vehicle? Diesel vehicles have had maintenance issues in the past for the fleet, so could your agency order a different type of vehicle instead of a diesel? Also is there a potential to replace with an Alternative Fuel Vehicle (AFV) such as a plug in or full electric? FY17 Rates, Vehicle Rates and Additions Presentation The fixed management rate and the variable rate had a significant reduction of 33 and 35% respectively. Fuel prices are a large part of this reduction. The accident billing rate went up 31% from $.016 to .021 per mile. All new rates will be effective 7-1-16. Variable rates are based on agency specific costs; one agency does not subsidize others. The variable rate is based on vehicle maintenance, repairs, fuel, tires, and washes. What opportunities do the agencies have to influence variable rates? Selecting the right vehicle for the job, driver training can have an effect on the variable rate. State Fleet Management (SFM) relies on the expertise of the vehicle coordinators for vehicle replacements or additions. Fixed rates are based on fixed loan payment amounts, and SFM program administration costs. Make certain to review the vehicle terms to match the utilization of the vehicle in the coming Suspect Replacement list as this is our one opportunity to set this term correctly. Once locked in, the state must adhere to that schedule. If an agency needs and additional vehicles, not a replacement, contact SFM and they can provide successful solutions such as:

Current cost

Additional vehicle replacement options (temporary assignments, grants, motor pool rentals)

Forecasting strategy due to legislation or changes in the industry


Greening Fleet Baseline-GGLC Update, Telematics Committee, Compressed Natural Gas (CNG) Utilization Update. The Greening Fleet Baseline is being automated into a Greening State Government (GSG) CARS version. It is expected to be completed by the end of May. Each fleet/vehicle coordinator will be able to access two CARS reports found under Customer Reports:

1. GSG Baseline Comparison Report (All Vehicles) 2. GSG Baseline Comparison Report Detail

These reports show all of the fuel gallons used (all types of fuel) by month, division, agency, and vehicle. The agencies can run a current monthly fuel report in CARS and can compare with the baseline report to see if the agency is lowering their petroleum consumption. CNG Utilization for April was 45.5%, up 2.1% from March. Telematics – Scott and Art are working on the procedures on what to expect on the return of investment. This should be done by the end of the month. FleetDash is now fully operational. You can now signup to get access to FleetDash, www.afdc.energy.gov/FleetDASH/ When ordering new vehicles, work with your agency’s Green Government Leadership Counsel (GGLC) representative. They can help with AFV vehicle solutions. Preventative Maintenance (PM) Schedule Revisions, Over Due Odometers Carrington is reviewing each of the PM schedules and updating as needed. You may notice changes. Some of your vehicles may suddenly appear on the overdue list due to these changes in maintenance intervals. Check with the authorization group if you have any questions. Carrington will send out a notice on the changes to the CNG maintenance schedule. Fleet is aware that there are a limited amount of dealers that can service the CNG vehicles. Again, get with the authorization group to get locations of CNG dealers that can provide maintenance. The accurate and timely reporting of mileage is critical. This month’s report shows 800 vehicles over due for reporting mileage. If the mileage is reported incorrectly it will affect the billing amounts, which later must be corrected. Amounts cannot be corrected prior to the current fiscal year. If mileage is not reported the system will default, then again it has to be corrected. Accuracy is important. Inaccurate and late reporting affects the maintenance schedule also. If any of the agencies have an internal motor pool and would like to get information on the Agile Fleet system that is used at the DPA downtown motor pool, please get with Carrington. The Agile Fleet system can be used for reservations and mileage reporting. Carrington can be reached 303-866-5556 [email protected] RISK Vehicle Incident Rate, Defensive Driving Classes RISK has paid out $40 million in accidents last year. RISK has collected data of the percent of incidences per million miles driven per agency. They will be presenting this data to the DPA leadership with hopes to present to cabinet for buy in on safety programs to reduce these costs. RISK has had its first defensive driving class of the season. 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 [email protected]





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 [email protected]. 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. [email protected] 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 [email protected] Carrington is in the process of revamping the Preventative Maintenance (PM) intervals. There will be many changes. Carrington will notify the group when they are completed.




MVAC Minutes July 20, 2016 The meeting was held on July 20, 2016 at the Division of Wildlife, Big Horn Conference Room. Scott Edwards started the meeting at 9:00 a.m. In Attendance: Barb Garcia – DOHE Metro Claudia Mead – CPW Jeanne Pace – DPS DHSEM Joyce Nelson – CDHS Judy Barkley – DOR Emissions Tina Krause – CDPHE Eileen Taylor – DPA RISK Suzanne Kubec – DPA RISK Herman Cata – DOR Lottery Victor Santistevan – CDOT Elgin Turner – CWCB Don Kreutzer – DOR Tax Compliance Shawn Hermosillo – CPW Karen Griggs – CSP Karen Lover – CDA Dennis Padilla – CSP Deb Reyes – DOC Parole

Eric Nickell – DNR Deb Monroe – DOL Art Hale – SFM Carrington St Clair – SFM Scott Edwards – SFM Claudia Stevens - SFM On Teleconference: Gwen Carter – DOLE Tom Baumgarten – CDPS Julie Rhodes – JUD Pub Def Calista Mackay – CNCC Johnnie Abad – DNR Eric Surface – PPCC Susan McOllough – CDOT Corrie Martinez – MME

Introductions were made around the room. Greening Fleet – Petroleum Consumption, Greening Government Leadership Council (GGLC) Compressed Natural Gas (CNG) Utilization for June was down to 40.3% from 42.8% in May. That is a reduction of 2.5%. The agencies need to encourage their drivers to use alternative fuels if at all practicable. To check the locations of stations that provide all alternative types of fuels (E85, CNG, Electric Charge Stations) you can Google AFDC (Alternative Fuel Data Center) which is provided by National Renewal Energy Labs (NREL). There is also a link to this website on the State Fleet Management (SFM), and the RISK websites. The Governor’s Executive Order is to reduce petroleum by 20% by 2020. In order to meet that goal the fleet has to use more alternative fuels. The fleet currently has 1743 E85 equipped vehicles and only 1% of the fleet’s fuel consumption is E85 fuel. The use of E85 could significantly increase the fleet’s ability to reach the Executive Order’s fuel reduction goal. Do the drivers know if they are driving a vehicle equipped for E85? The vehicle coordinators can verify in CARS if their vehicles are equipped for E85 and advise the drivers where they can purchase that type of fuel. SFM realizes that due to the distance and time that is required to obtain alternative fuels, it may not be practicable; however, our experience has shown that the drivers just didn’t know their vehicles were equipped or where to fuel them. Scott and Art are working on a Guidance Document on the SFM website that gives guidance on the use of alternative fuels. This document can be a tool for the vehicle coordinators to encourage their drivers to use alternative fuels. FY17 New Vehicle Bid, Agency “Suspect” Replacement List Thursday 7-21-16 will be the New Vehicle Dealer Bid meeting. SFM is hoping to get a large representation of vehicle bids; which will include alternative fuel vehicles. They will also be looking at safety accessories such as blind spot indicators, & back up cameras. SFM has received the feedback from the FY18 Suspect Replacement List and is now finalizing the list to send it to the Joint Budget Committee (JBC). How did the process work for the agencies? How can we make this better? SFM would be interested in your feedback on the process. Recent Hail Damage SFM has already had hail damaged vehicles this summer. Always fill out an accident report (available on the SFM and RISK website) on hail damage, no matter how big or small. The usual procedure is that if a


vehicle is 5 years or older, SFM will not fix the damage unless it is a safety matter. Even if the vehicle is 5 years or older, always report the damage, so SFM can make the call on whether it should be fixed or not. Redmark CNG Services is New Service Location for CNG Tanks, Vehicle Wash Limitations, Recall Report Out Ward Energy has been providing servicing to the CNG tanks in State vehicles. Ward Energy has removed itself from the vehicle up-fit and service. The split has created Red Mark now providing those servicies on the CNG tanks. Ward Energy will now concentrate on the CNG infrastructure. Redmark is located at 5660 E 58th Ave Unit B, Commerce City 80022, 303-287-6336. Also keep in mind that Longmont Ford can service Ford CNG vehicles, Columbine Ford can service Ford and Chevrolet CNG vehicles, and, Berthod Motors can service Dodge CNG vehicles. The rule regarding car washes is two outside washes per month, $15.00 per wash. Inside detailing of vehicles is an agency responsibility. The WEX gas card can also be used for car washes at stations that have car wash capabilities. SFM recently found out that the WEX card is not following the profile of $15.00 per wash. SFM is trying to remedy the situation; however, advise your drivers that the car wash rule still applies. The Open Vehicle Recalls has been sent to all of the vehicle/fleet coordinators. SFM has received many completed recalls, however, there is still currently large number of open recalls. Please get these done if at all possible. If one dealer does not have the parts, check with other dealers or call the SFM Authorization Center for assistance.


MVAC Minutes August 17, 2016 The meeting was held on August 17, 2016 at the Division of Wildlife, Big Horn Conference Room. Scott Edwards started the meeting at 9:00 a.m. In Attendance: Judy Barkely – DOR Emissions Elgin Turner – Water Conservation Tom Paceco – CDOT Barb Garcia – DOHE MSU Jeanne Pace – DHSEM Joyce Nelson – CDHS Eric Nickell – DNR OGCC Steve Cordova – CDOT Doug Herr – CDHS DFM Tina Krause – CDPHE Amy Volleberg – CDOT Suzanne Kubec – DPA RISK Deborah Reyes – DOC Parole Don Kreitzer – DOR Shawn Hermosillo – CPW Karen Griggs – CDPS Dennis Padilla – CDPS

Eileen Taylor - DPA RISK Sunny Bradford – DPA RISK Art Hale – SFM Carrington St Clair – SFM Scott Edwards – SFM Claudia Stevens – SFM On Teleconference: Brian Chesher – DORA PUC Julie Rhodes – JUD Pub Def Matt O’Leary – Fire Prevention Johnie Abad – DNR Calista Mackay – CNCC Tristy Hillestad – FRCC Tim Guidry – DOC Michael Stadler – DOHE UNC Corrie Martinez – DOR MME Julia Rodriguez – CDPHE

Introductions were made around the room. Introductions New Colorado Department of Transportation (CDOT) Fleet Coordinator Welcome Tom Pacheco, who is the new CDOT Light Fleet Coordinator. Greening Fleet – Petroleum Consumption: Greening Government Leadership Council (GGLC) Update Compressed Natural Gas (CNG) Utilization for July was up to 42.4% from 40.3% in June. Art went over the GGLC Baseline Comparison Report Summary. This report shows all of the fuel gallons used (all types of fuel) by month, division, agency, and vehicle. The baseline is the fuel data from FY15. Currently the state is not meeting the goals of a 4% reduction in petroleum consumption per vehicle 2% per exempt vehicle. Currently we are demonstrating a slight increase in consumption. The agencies can run a current fuel report and can compare with the baseline report to see if the agency is lowering their petroleum consumption. Another tool to affect lowering the petroleum consumption is to use the Alternative Fuel Data Center (AFDC) which is provided by the National Renewal Energy Labs (NREL) to check locations of stations that provide alternative types of fuels (E85, CNG, Electric Charging Stations). Another tool available is Fleet Dash. Fleet Dash is a program through NREL to find missed opportunities in using alternative fuels. Fleet Dash can tell you where your vehicles fueled at and where they could have gone to use alternative fuels. The website to sign up for Fleet Dash is www.afdc.energy.gov/FleetDASH/. The fleet/vehicle coordinators can verify in CARS what type of fuels their vehicles use so they can make decisions on where to fuel. Currently the greatest opportunity to displace petroleum is to use E85 fuel in the 1700 E85 equipped vehicles that are in the fleet. The key to petroleum reduction is inserting the correct AFV for the application. FY17 Approved Vehicle List – Agency Review Process, Vehicle Utilization Review In a few months the agencies will be ordering their FY17 replacements. Scott E. took this opportunity to highlight this as the time frame Fleet Coordinators should be reviewing their incoming FY17 vehicles and speaking with the operations groups to locate right sizing and right fueling opportunities to help with petroleum reduction efforts discussed in the Greening efforts. This is also critical to ensure the orders can be placed as soon as the state bid awards have been made



and opened. This will help ensure earlier vehicle deliveries in the year minimizing unwarranted maintenance and lost vehicle lease line funding. Also key to this FY17 vehicle review is the vehicle utilization assessment. Scott went over the FY16 Underutilized List. The report is a tool for the agency to know how the vehicle is being utilized. It is every agency’s responsibility to ensure that the state vehicles are appropriately utilized, and are within 10% of their minimum mileage requirements. Make sure you have selected the utilization code that best reflects how the vehicle is currently being used. Vehicles that have appeared on the list two consecutive years will need a justification from the agency on why this occurred. These vehicles will be marked with a red “yes” in column Q. Here are some reasons that can be used to justify underutilization:

Partial classification to a higher of lower utilization code.

Errors – Coding or mileage reporting error that can be validated through documentation.

Pending Disposal – Vehicle will not remain on the inventory records for more than six months.

Vehicle Not Available – Vehicle could not be driven for extended period due to driver illness or due to a very lengthy repair.

Other Unique Situations – SFM will work with the MVAC to evaluate unique situations on a case by case basis. During the MVAC Scott demonstrated the CARS provide report “Projected Miles to Loan End”. This report pairs well with Under Utilized report as it forecasts the vehicles in the fleets that are being over used and may not meet the projections for the end of the vehicle loan. The connection was made that similar vehicles on the Under Utilized report should be rotated to the locations that are driving excessive miles. DOR Lottery was given as an example of a functioning process. Once this review has taken place please get these justifications to Scott ASAP. The underutilized list is another tool to use in making those FY17 replacement choices. Vehicle Physical Inventory It is an auditor requirement that State Fleet Management (SFM) inventory all the vehicles in the fleet once a year. This entails that each vehicle be physically checked and accounted for. SFM will send out PDF documents that contain information on all the assigned vehicles in the fleet such as: License plate, Asset, VIN, Make, Model and Year. It is broken down into individual pages per Cabinet, Department, and Unit. Verify you still have the vehicles and that all the information on the form is correct, making corrections as necessary. Put a physical address of the vehicle’s home (not the parking lot address). Sign the forms and put a good can be reached number in case SFM needs to get back with someone. The 2016 Physical Inventory will be run and sent to the fleet/vehicle coordinators on Sept 1, 2016 and the agency due date for returning the forms is Sept 23, 2016. Claudia also stated she is available for questions as the POC on the Process. RISK Defensive Driving Classes are continuing. They are no longer using the National Safety Council training. RISK has developed their own class that better reflects how the State uses their vehicles. Sunny is still working with the subcommittee to develop specialized modules for the State. If anyone is interested in being on the subcommittee or doing a train the trainer class get with [email protected] . Risk also announced a change in the web address to report vehicle accidents. They will be generating more business cards for the vehicle packets that should be reviewed during the Physical Inventory by the fleets. More will be discussed at the Sept. 21st MVAC. Out of Service Process, Recall Report Out of Service is when a vehicle has repair issues that put it in a condition that the vehicle cannot be safely operated. Carrington reinforced that it is the agencies responsibility to remove these vehicles from service and ensure SFM is being notified of the need for repair. Recent examples at Metro State University highlighted the need to address this concern for the Fleet Council. After researching these incidences, it was found that in most cases the maintenance schedule was not adhered to which could have prevented the repair issues. It is imperative that all vehicles stick to the maintenance schedule. Call the authorization center if you are having problems with getting a vehicle serviced. The recalls are being worked on, 135 were completed last month. However, 600 recalls are over 3 years old. DOC and DNR were both highlighted as areas in the fleet that need improvement by addressing these overdue recalls. Continue to get with the dealers to get these fixed. If one dealer doesn’t have parts check with another dealer. Again, call the authorization center if you are having problems getting these completed



MVAC Minutes September 21, 2016 The meeting was held on September 21, 2016 at the Division of Wildlife, Big Horn Conference Room. Scott Edwards started the meeting at 9:00a.m. In Attendance: Shawn Hermosillo – CPW Julie Rhodes – JUD Pub Def Barbara Novak – DPA DCS Steve Cordova – CDOT Judy Barkley – DOR Emissions Karen Griggs – CSP Jeanne Pace – DHSEM Elgin Turner - DNR CWCB Joyce Nelson – CDHS Eric Nickell – DNS Don Kreutzer – DOR Doug Herr – CDHS Amy Volleberg – CDOT Mary Broder – OIT Robert Foley – OIT Tom Pacheco – CDOT Deb Reyes – DOC Parole

Johnie Abad – DNR DRMS Bill Hougland – CDOT Barb Garcia – DHOE MSU Tina Krause – CDPHE Deb Monroe – DOL Sunny Bradford – DPA Emmett Crain – DOR Herman Cata – DOR Lottery On Teleconference: Corrie Martinez – DOR MME Ken Price – DOR Lottery Brian Chesher – DORA PUC Ronnie Hunter – DOR Gaming Tom Baumgarten – CDPS Calista Mackay – CNCC LOCAL AFFAIRS

Transition to Voyager Fuel Card The contract with WEX for fuel cards is terminating and the new bid was awarded to Voyager. A statewide email will be sent out today. The Voyager cards are accepted at all of the same places as the WEX cards. All of the PIN numbers will stay the same. State Fleet Management (SFM) will start distributing the cards to the agencies in mid November. That gives the agencies approximately 30 day to get the cards in the vehicles for start of use on 1-1-17. If any of the agencies have “gas can” accounts for their non-fleet vehicles, they need to contact Amy Risley [email protected] at Central Procurement or Voyager and set up new accounts based on the state managed contract. Vehicle Packet Contents There are 7 pieces of information that go in each packet: Vehicle Operators Manual, Insurance Card, RISK Management Card, National Automobile Club (NAC) Fleet Rescue Card, Vehicle Accident Report, WEX Gas Card (new Voyager Gas Card), Vehicle Registration. The back inside cover of the Vehicle Operators Manual also has the insurance card printed. Green Fleet – Petroleum Consumption: Fleet Process Guide, Compressed Natural Gas (CNG) and Electric Vehicle (EV) Grant Opportunities CNG Utilization for August was up to 43.0 from 42.4 in July. In the Governors Greening State Government Executive Order, the goal for petroleum reduction is 4% per vehicle per year. Art Hale has developed a document guide titled “Greening Government Leadership Council (GGLC) Process Flow for Petroleum Reduction Determination”. This document guides the agency towards a clear understanding of their state agency petroleum reduction plan pursuant to the Executive Order. This document gives clear and complete instructions on how to access the “Greening State Government (GSG) Baseline Comparison Sum” report and the “GSG Baseline Comparison Detl” report. The GSG Baseline Comparison Detl report will reflect volumetric % increases or % decreases per agency. This report will compare all vehicle petroleum transactions by state agency for a statewide grand total of all fuel used, and percent reduction or increase by fuel (all fuels) and petroleum (unleaded gas, diesel & 15% of E85). By using these reports the agency can determine where they currently are in petroleum as well as how much they need to decrease in each category to reach the goal of 4% petroleum reduction per vehicle per year. There are CNG and EV grant opportunities available for the FY17 vehicles and those vehicles that might be an AFV opportunity need to be sent to SFM. SFM will apply for the vehicle portion of the grant. If the agency wishes to receive funding for Electric Vehicle Infrastructure (charging stations) the agency will need prepare the grant, but SFM can assist with that as well. This funding could be the difference between your agencies getting an AFV or not. If you are interested



in submitting get with [email protected] 303-866-5531 or [email protected] 303-866-5416 or asap. The grant deadline is October 31, 2016. Road Side Repairs, Recall Report Carrington gave a powerpoint on Tires outlining the tread depth and visual condition inspections for tires. The SFM authorization center will only approve the manufacturer recommended tires for replacement for each type of vehicle. All terrain or mud & snow are recommended. It is the driver’s responsibility for a walk around to check tires. With bad weather on its way, this is a good time to check tire pressures and don’t forget to check the spare. If you would like this presentation for you operators, contact Carrington St. Clair [email protected]. The recall report was below 1000. This is a great improvement. RISK Sunny Bradford is going to new job. He is not sure at this time about the Defensive Driving Classes; however, the committee will continue to meet. More details will be forthcoming. Good luck Sunny on your job and thanks for all your work.





MVAC Minutes October 19, 2016 The meeting was held on October 19, 2016 at Colorado Parks and Wildlife, Big Horn Conference Room. Scott Edwards started the meeting at 9:10a.m. In Attendance: Herman Cata – DOR Lottery Tom Pacheco – CDOT Doug Herr – CDHS/DFMSD Tim Guidry – DOC Barb Garcia – DOHE MSU Tina Krause – CDPHE Karen Griggs – CDPS CSP Mary Broder – OIT David Applebaum – OIT Bob Foley – OIT Debbie – CDOT Joyce Nelson – CDHS Don Kreutzer – DOR TAX Julie Rhodes – JUD Pub Def Eric Nickell – DNR Claudia Mead – CPW Deb Reyes – DOC Parole

Amy Volleberg – CDOT Lee Taylor – DPA RISK Michael Stadler – DOHE UNC Deb Monroe – DOL Matt Heap – DOR MME Corrie Martinez – DOR MME Shawn Hermosillo - CPW Scott Edwards – SFM Claudia Stevens – SFM On Teleconference: Calista Mackay - CNCC Jeanne Pace – CDPS Ken Price – DOR Lottery Jeanni Stafanik – DONR Water Res Julia Rodriguez – CDPHE Carol Sanchez - DOR Lottery

Introductions were made around the room. Google Hangout Reminder, the first 25 people can now join the meeting via Google “Hangout” invitation in your calendar invite. Scott will be providing a screen share for you to follow along with the meeting. Vehicle Ordering Process and Document Review State Fleet Management (SFM) will soon be sending out the FY17 Vehicle Ordering Replacement packet. The agencies have the FY17 Joint Budget Committee (JBC) approved vehicle replacement list. These are the replacements that will be ordered. Scott went over all of the documents included it the packet and how each is to be used. The dates are not final at this point but the deadline to turn in orders should be mid December. Things to keep in mind for ordering:

This ordering is for FY17 vehicles only.

If ordering dedicated Compressed Natural Gas (CNG) be certain it can be utilized correctly due to fueling opportunities/restrictions.

If the list indicates there could be an opportunity to switch to CNG, and you find that CNG will not work for your application, the Justification form needs to be filled out and signed by the Executive Director of the agency

If ordering 4 wheel drive, the Justification form also needs to be filled out and signed by the Executive Director.

If ordering any type of plug in electric, remember the asset you are ordering is the vehicle. The plug in station is infrastructure that has to be provided by the agency; however, SFM can help with applying for grants through the Regional Air Quality (RAQ) as well as contacts for the infrastructure.

If you are making a swap of the vehicle on the replacement list for another vehicle in your fleet, you must include a memo explaining which vehicles (plate numbers) you are swapping and why.

When ordering “options”, be very specific. Do not assume anything when it comes to specifications on the options. If in any doubt call Terry Sisneros in Fleet or call the dealer so they can explain.


If you have any questions regarding the ordering process please call Terry Sisneros in Fleet 303-866-5482 [email protected] Transition to Voyager Fuel Card The new Voyager Fuel Cards should be delivered to the agencies by November 21, 2016. Some of the departments in an agency will be given new PINs (driver Id’s). The new PINs will be provided with the new cards. Remember we use PINs for security. Do not write the PIN on the card or the card sleeve, or anything attached to the card with the PIN. If any of the agencies have “gas can” accounts for their non-fleet vehicles, they need to contact Amy Risley [email protected] at Central Procurement or Voyager and set up new accounts based on the state managed contract. Recalls The recall is below 800. Thanks to all of you for getting the list down. We are still working on the recall report to make it more efficient.




MVAC Minutes November 16, 2016 The meeting was held on November 16, 2016 at Colorado Parks & Wildlife, Big Horn Conference Room. Scott Edwards started the meeting at 9:02a.m. In Attendance: Herman Cata – DOR Lottery Doug Herr – DHS DFM Tim Guidry – DOC Jeanne Pace – DHSEM Eric Nickell – DNR Michael Stadler – DOHE UNC Shawn Hermosillo – CPW Tina Krause – CDPHE Barb Garcia – DOHE Metro Deb Monroe – DOL Judy Barkely – DOR Emissions Karen Lover – CDA Karen Griggs – CSP Kevin Ellis – EDO Gwen Carter – CDLE

Elgin Turner – CWCB Dennis Padilla – CSP Joyce Nelson – CDHS Bob Foley – OIT Radio Shop Dave Applebaum – OIT Radio Shop Tom Pacheco – CDOT On Teleconference: Brian Chesher – PUC Lee Taylor – DPA RISK Terry Long – DORA Ronni Hunter – DOR Gaming Tristy Hillestad – DOHE FRCC Eric Surface – DOHE PPCC Corrie Martinez – DOR MME

Introductions were made around the room. Afterhours Call Service The State Fleet Management (SFM) authorization center is subscribing to an afterhours service Alphapage. From 5pm to 7am each night, or on weekends/holidays, the authorization calls will be forwarded to Alphapage. This does not replace National Auto Club (NAC). Alphapage will be able to refer them to the correct service: NAC (for the usual tow, tire change, battery, etc.), Voyager Fuel Cards (for fuel card problems), or medical emergency (ambulance, police). Operator Handbook Update SFM has updated the Vehicle Operator’s Manual. These will be put in the new vehicles and will be available to replace lost ones. Vehicle Maintenance and Recalls If you replace the tires on your vehicle and the old tires are in serviceable limits, let SFM know so those tire may be available to use on another vehicle. We can help re-appropriate these tires. The recall list is at about 800. About 200 are old recalls that may be waiting for parts. Carrington will send out the list again. The recall list has made great strides. In approximately 7 months the list has gone from 2,000 to 800, this also included 800 new recalls. Great job! Voyager Fuel Card Distribution The new Voyager fuel cards are available today for pickup by the Fleet Coordinators at the SFM office. Some of the PIN’s did change. A letter will be included with each set of cards with the PIN number. Please do not write the PIN number on the card. The cards are live and ready to use immediately. Please destroy the old WEX cards. If you need access to the Voyager systems let Theresa Harris know, [email protected] or 303 866-5489.



Vehicle Ordering Strategy & Questions The FY17 new vehicle orders will begin distribution today 11-16-16. All of the vehicle bids have been awarded. Scott went over all of the vehicle choices. The vehicle ordering packet will include a set of questions to help the agency determine what they need to order. Each vehicle category will likely have an Alternative Fuel Vehicle (AFV) choice. The base vehicle choice will be in white with AFV in Green highlighting on the vehicle selector list. Talk to your agency’s Green Team to help you meet your greening goal regarding petroleum consumption efforts. If you are contemplating ordering a full electric vehicle, the plug-in infrastructure is the responsibility of the agency to provide; however, there are grants available to get this infrastructure, and the Colorado Energy Office can assist with acquiring funding. If you have more questions regarding each of the vehicles, such as specs, you can always go to the manufacturers’ website and/or contact SFM. Vans can have very specific needs. Work with SFM to meet your van needs if it is not apparent on the order. Orders will be due back to SFM by 12-16-16. SFM Brought a Ford Focus EV and the Ford Fusion Energy PHEV for ride and drive and demo for those interested in the size and function of these vehicles. Greening Fleet: Electric Vehicle Support Equipment (EVSE) Grant Opportunities The EVSE is the infrastructure needed to plug in the electric vehicles. This is an investment that the agency has to make. The Regional Air Quality (RAQ) can help the agencies get grant money for this investment. SFM is in the process of creating a template to help apply for grant money. Again work with your Green Team to help address these needs. The report cards for your agencies petroleum reduction efforts will be announced in December of 2016. Be aware you will need to report out on the efforts of your agency to Green Teams.


MVAC Minutes December 21, 2016 The meeting was held on December 21, 2016 at Colorado Parks & Wildlife, Big Horn Conference Room. Scott Edwards started the meeting at 9:00a.m. In Attendance: Barb Garcia – DHOE Metro Don Kreutzer – DOR Tax Tina Krause – CDPHE Tim Guidry – DOC Doug Herr – CDHS Joyce Nelson – CDHS Elgin Turner – CWCB Karen Griggs – CDPS Gwen Carter – CDLE Herman Cata – DOR Lottery Eileen Taylor – RISK Debra Monroe – DOL Amy Volleberg – CDOT

Deb Reyes – DOC Parole Bob Foley – OIT Dave Applebaum – OIT Karen Lover –CDA On Teleconference: Wyatt Rider – SOS Ronni Hunter – DOR Gaming Jeanni Stefanik – DNR Water Res Johnie Abad – DNR Reclamation Julie Rhodes – JUD Public Def Tom Pacheco – CDOT Judy Barkley – DOR Emmisions Calista Mackay – DOHE CNCC

Introductions were made around the room. Vehicle Ordering Now that the orders have been submitted for vehicle replacements, Scott asked for feedback on how the process worked. Some of the challenges were getting answers from the vehicle vendor or manufacturer. Unfortunately this was during the holidays and they did not provide answers until after Xmas. State Fleet Management (SFM) tried to make the Alternative Fuel Vehicles (AFV) easy to recognize on the spreadsheet but the agency still needs to match the work or needs of the vehicle. Three weeks should be enough time to submit your order. Keep in mind you should start preparing for replacements two years prior to ordering. (When the FY suspect list comes out.) If and agency wants to add a vehicle to their fleet, not replacing a current vehicle, it requires OSPB approval. This can be a lengthy process. To start the process, fill out the “Additional Vehicle Request” and send to SFM. Greening Fleet – Petroleum Consumption: Electric Vehicle Service Equip (EVSE) Grant Opportunities, Impact Tools for the Greening State Govt (GSG) Report Card. The petroleum reduction report card will be coming out soon. On the SFM website under Greening, there are Impact Tools for the agency use to help affect the agency’s GSG report card. There are tools like reports for utilization, Compressed Natural Gas (CNG), anti-idling guidelines. There are links to National Renewal Energy Laboratories (NREL) for Fleet Dash, which can show you missed opportunities of using AFV fuels. All of these tools can help to make a Greening plan for your fleet. There are still grant opportunities available for the EVSE, which is the charging station for the electric vehicle plug-ins. If your agency is interested please contact Scott Edwards. The agency has to pay for the infrastructure but SFM can help guide you through the grant process. The procedure is a lengthy process. Vehicle Maintenance and Recalls The vehicle maintenance records are on CARS Web but not on in MY CARS. You have to access CARS Web in Internet Explorer, does not work in Google.


The Recall Report is now fixed. You can pull a report on your open recalls. The Downtown Motor Pool has one electric vehicle that can be used for short range trips, max of 75 miles. They also have a Plug-in Hybrid Electric Vehicle (PHEV) that has a range of 600 miles. The new Voyager gas cards have been entered into the downtown unleaded fuel pump for the drivers use. The Authorization Center has noticed an increase in unauthorized maintenance. Please advise your drivers to remind the vendors that they must call SFM to authorize the work.

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