DES FLEET OPERATIONS & PARKING SERVICES QUARTERLY ATO MEETING - 08 05 2021 via Chat with

DES FLEET OPERATIONS &
PARKING SERVICES QUARTERLY
       ATO MEETING
                    08 05 2021
***Please remember to MUTE your phones, Introduce yourself
                        via Chat with:
         • Your first and last name and your agency

MEETING AGENDA
• Updates & Announcements
• Parking Services
• Dispatch
---- Break ----
• Shop Operations
• CARS Team
• Closing Remarks & Questions

UPDATES &
               ANNOUNCEMENTS

• George Carter III
   •   Deputy Assistant Director – Business Resource Division

• David Bagnall
   •   Management Analyst – Fleet Operations & Parking Services

POLICY UPDATES

Enterprise Wide Transportation Policy:
• What: DES Enterprise Wide Transportation Policy has now completed its
  first scheduled sunset review since the transition to DES oversight from
  OFM oversight. This review identified no major content changes are needed.
  Majority of the changes are grammatical, plain talk adjustments, and
  clarification of existing content. Stakeholder feedback has now been
  incorporated and we thank all those who participated. The updated version
  was signed in July 2021.

             If you have any questions, please email mpmail@des.wa.gov

POLICY UPDATES - 2
Capitol Campus Parking Policy:
• What: DES’ Capitol Campus Parking policy is currently under its sunset
  review date. This review identified no major content changes to the policy,
  however, the policy does roll-in the Capitol Campus Electric Vehicle
  Charging policy into this policy (now entitled part 7). We are currently in the
  stakeholder feedback phase of our review meeting with internal/external
  stakeholders. If you would like to participate, please state your interest on
  the survey at the end of this meeting. Goal for completion for review of this
  policy is targeted for early/late September 2021.

              If you have any questions, please email mpmail@des.wa.gov

ADDITIONAL UPDATES
Transportation budget proviso report:

• What: The legislature, through the proviso outlined in ESSB 5082 Sec.
  149(8) has directed DES to report historical and projected use of DES Fleet
  vehicles. (Agency owned and managed vehicles are not included).

• In this report, we are being ask to compile data by agency, fund source, and
  vehicle type. Actual vehicle use and expenses for FY19-FY21 as well as
  projected use and expense for FY22-FY23 are required to be reported.

• We are currently constructing this survey and testing its functionality with
  some agencies over the course of the next couple of weeks. With the goal
  to send it out to state agencies that utilize DES fleet vehicles mid September
  2021 with target completion date mid October 2021 to allow DES time to
  compile data before it is submitted to the legislature.

WHAT’S NEXT FOR EVSE ON CAPITOL CAMPUS
 Enterprise Services is working with stakeholders to expand electric
 vehicle adoption using many strategies
 • Expand EV charging infrastructure on the Capitol Campus through
   existing funding opportunities
      • Areas of current projects underway:
         • NRB Garage: 2 DCFC – in progress

         • Plaza Garage: A and B Level – in progress

         • Plaza A Garage: Leviton Sub meters – in progress

WHAT’S NEXT FOR EVSE OTHER AREAS
Executive Order 20-01: State Energy & Environment Performance (SEEP)

    • Completed 14 electric vehicle supply equipment projects
     • Installed 90 level II charging stations
     • Located at leased and owned facilities statewide
     • Total of $920K spent on site installations

CUSTOMER SATISFACTION JOURNEY
In Development:
• Vehicle Lease Agreement (IAA), General wear/tear guidelines
• Online Shop Operations Scheduling for Fones Road location
• New Parking Management System
• Recorded operator training options
• ATO Dashboard
• Monthly Fleet Tips communication

Recently Completed:
• DES Fleet/Parking Website Redesign
• Quick Reference Guide for Drivers
• New Fleet Ordering Management System
• Automated Key Box Software Enhancements
• Enhanced Quarterly Utilization Reports

PERMANENTLY ASSIGNED RATE UPDATE
• The Office of Financial Management (OFM) has authorized the Department
  of Enterprise Services (DES) to adjust our permanently assigned vehicle rate.

• The DES rate structure for permanently assigned vehicles has 3 primary
  components. OFM has authorized annual adjustments to the vehicle cost
  component of the rate only (highlighted below).

                Permanently Assigned Rate Structure
                Base Rate (Depreciation & Interest)
                Administrative Fee
                Per Mile (Fuel & Maintenance)

PERMANENTLY ASSIGNED RATE UPDATE
                       WHY & WHEN
Why are rates being adjusted?
   • The price of vehicles has steadily increased over the last decade. Since 2014,
     vehicle costs across the fleet have increased an average of 51%. While the
     cost of vehicles continue to increase, the vehicle component of our rate,
     which is designed to cover the purchase price of the vehicle has not kept
     pace.
When will the new rates be effective?
   • January 1, 2022 and every July 1 thereafter
      • Rates will be adjusted annually to ensure the vehicle component of the
        rate aligns with the average purchase price of vehicles.
      • Rates could increase or decrease depending on the cost of vehicles.

PERMANENTLY ASSIGNED RATE UPDATE
                        QUESTIONS
Can I make changes to the number of permanently assigned vehicles my
agency has?
   • Yes, agencies can return vehicles that are no longer needed to DES at any
     time during the year. Contact your agency CARS account rep for return
     vehicle instructions
   • As a result of the pandemic, 2020 and 2021 vehicle annual mileage
     minimums were waived. Effective January 1st, 2022 these mileage
     requirements will be reinstated.
Updated vehicle rates are effective January 1st, 2022 and the estimated impacts
will be provided to agencies no later than August 25th, 2021.
   • Estimates are based on fleet data as of July 2019.

INTER AGENCY AGREEMENTS (IAA)
DES Fleet is putting down on paper what has traditionally been mutually
agreed upon terms communicated verbally between our Customer
Account Representatives and you, our Agency Transportation Officers.
The agreement will attempt to capture our commitments to our
customers and agency agreements to our terms of use for fleet services.

ATO stakeholders
DES Fleet is seeking volunteer stakeholders to help us craft the best
possible agreement. Please contact your Customer Account Rep for
more information or to volunteer.

PARKING SERVICES
     DEANNA PRICE – PARKING MANAGER
     BILL TALLEY – MANAGEMENT ANALYST

parking@des.wa.gov   360-725-0030   https://des.wa.gov/services/
                                    travel-cars-parking/parking-
                                               services

JOHNNY KAN
          OFFICE ASSISTANT

• Transitioned from part-time to permanent
  full-time employee July 2021
• Conducts daily lot counts
• Monitors and reports situations on the
  Capitol Campus
• Creates and updates maps of the Capitol
  Campus lots and garages

PARKING SYSTEM
        UPDATE

• Preparing to go live Fall 2021
• Configuring and automating
  current manual processes is taking
  more time than expected
• Able to purchase permits and
  manage fleet vehicles online

ANNUAL AGENCY PASSES
• Agency passes are $280.00
• Good for one fiscal year (July 1 – June 30)
• Passes are intended for use by Agency
  representatives conducting occasional business
  on the Capitol Campus
• Allows easy access to Visitor Lots, especially
  during Session
• Not to be used by employees whose permanent
  workplace is on the Capitol Campus

CAPITOL CAMPUS
    CAPACITY LEVELS
• Still not at pre-pandemic levels
• Capacity levels are rising
• Expected to continue rising through
  Session 2022
• Parking Services monitors capacity
  levels daily

DISPATCH
TAMI FRAZIER- CUSTOMER SERVICE MANAGER

mpdispatch@des.wa.gov     360-664-9207   https://des.wa.gov/services/travel
                                            -cars-parking/reserving-or-
                                                  renting-vehicle

FLEET DAILY RENTAL LOCATIONS

Fleet Operations HQ            Capitol Campus               Tumwater Vans
 1312 Fones Rd SE, Bldg. 4     1129 Washington St SE        7510 New Market St SW
 Olympia, WA 98504             Olympia, WA 98504            Tumwater, WA 98501

                             Fones Rd - HQ Reservation

                         Automated Key System Reservation

FLEET OPERATIONS HEADQUARTERS

Here at HQ, we have many vehicle choices:
• Vehicle categories include:
     • All-Electric
     • Sedan Hybrids
     • 7 passenger mini vans
     • SUV’s
     • A few trucks
     • A few wheelchair accessible vans

CAPITOL CAMPUS

     Vehicle Categories:
     • All-Electric
     • Sedan Hybrids
     • 7 Passenger mini van
     • SUV’s

Located in rows D5 & D6 in the Plaza Garage.
   This location has an automated key box
  system and is available 7 days a week 24
      hours a day for your convenience.

TUMWATER VANS
This location also has an automated key box system that is
available 7 days a week, 24 hours a day.

• Vehicle categories include:
     • 8 Passenger Vans
     • 12 Passenger Vans
     • Small Cargo Vans
     • Large Cargo Vans

FREE TRAINING AVAILABLE

If you have new operators or your current operators need a
refresher, contact Fleet Operations to get the following free
trainings virtually or in-person.
• Using the automated key management system
• New Operator training
• Electric Vehicle use
• Don’t see what you need, let us know – we may have it or
  can develop one

ALL ELECTRIC VEHICLES
Our Chevrolet Bolts offered in the daily
trip fleet are perfect for you daily trips.
• Right now they offer 220-240 mileage range

• The are ‘big’ inside and small ‘outside’ which
  means the are easy to park but comfy and
  roomy on the inside.

• We offer over 10 of these from our Fones Rd
  location and over 10 of these from our Campus
  location.

• And….you don’t have to refuel before returning.
  Just plug in when returning for the next driver.

WEX FUEL CARD – 7/1/2021

Voyager cards ended 6/30/2021, use the WEX cards now
• Voyager cards no longer function as of 7/1/2021

WEX FUEL CARD – FAQS

-WEX fuel card isn’t working or isn’t read:
• At the pump
• At register inside
• When tried at multiple locations

-Is my fuel pin different from before, when I
used the Voyager card?
-Are we able to pay for car washes at the gas
station?
Call us at 360-664-9210 or 360-664-9207

WEX FUEL CARD REMINDERS
                       Share these with your operators
   Make sure you are an approved driver with DES before driving a vehicle.
    You may be approved with your agency but you also need your
    information sent into us to add to our operator system and fuel system.
   Make sure you know your unique 6 digit fuel pin#. Each driver has there
    own pin# for all DES M-plated vehicles.
   We have noticed some fuel stations are having issues after installing
    their chip readers. If the fuel card does not work at the outside pump, it
    is ok to go inside but BE SURE to have them pre-authorize before
    pumping fuel.
   We do offer a fuel reimbursement form if you drivers has to fuel up and
    pay with their personal card.

WEX CARDS & CAR WASHES

   At the Location             Call Fleet Operations        Email vendor information
• Try swiping card at the      While at the location, try   We are working out this process with
  pump first                   calling Fleet Operations –   WEX. Send Fleet information on –
                               360-664-9210.
• If not working, try inside                                • Company name
  with the cashier
                                                            • Station number (if available)
                                                            • Address or cross streets
                                                            • Date & Time of attempted
                                                              transaction

REQUESTING A FUEL CARD

  Things to know when requesting a new or replacement fuel card
• Please be specific. Is it a DOT fuel card or WEX fuel card or do you need both?

• Tell us why your making this request. Was it lost, damaged, never received, or
  stolen?

• Once a replacement is ordered, the original card is terminated and no longer works.

• WEX fuel cards can be shipped directly to you. You, or your driver, or we can still
  send to our Fones Rd location for pick up.

• If your agency needs it right away, we can have it shipped overnight. It is a $15
  agency chargeback and requires a physical address to ship.

DISPATCH OFFICE
Whether it’s for a daily trip vehicle or a
loaner vehicle while yours is in the
shop DES Fleet Operations HQ here at
Fones Rd is here for you!
Waiting on a service? We offer–
• Lobby seating for short waits
• Hoteling stations for longer waits
• We even have some vending
  machines if you need a snack!

         Our office hours are
  7:30am-4:30pm Monday-Friday

VEHICLE MAINTENANCE

BRYAN BAZARD - VEHICLE MAINTENANCE / ALTERNATE
             FUEL TECH MANAGER
   KENT WINGER - CLAIMS & REPAIR SUPERVISOR

   mpmaint@des.wa.gov   800-542-6840   des.wa.gov

OPERATIONAL STATUS:
FONES ROAD FLEET HEADQUARTERS IN OLYMPIA, WA

Yes, we’re open! Call us
to make an appointment!
  Monday-Friday
  7:30am-4:30pm
  (360) 664-9200
  • Full service
    repairs/maintenance
  • Service loaners and
    hoteling stations
    available!

REPAIR TIMES – DON’T PANIC
Across the state – lengthy delays
• Staffing
• Parts / production
• Shipping
• Supply lines
• Still have loaners available
• Plan ahead

PREVENTATIVE MAINTENANCE (PM)
         UPDATES FIXED

Back up and running
• PM notices now being sent out monthly
• Based on mileage reported and last service done
• If vehicle has not driven – can ignore, but let fleet know

SLEEPING VEHICLES
If you are not ready to use, don’t
wake sleeping vehicles
• Do not need to jump start just to read
  odometer, use the last reported mileage
• Check for water or mold issues
• Check for damages or thefts from vehicles

WINTER IS COMING!!
It is only a few months away
• Chains already in vehicle that can use chains
• Fleet does not provide snow tires
• No studded tires on any Fleet vehicle
• All regular seasonal prep is covered in regular services – year around

SAFETY TIPS –

Backing
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FLEET ACCIDENTS – TOP DANGER –
              STATIONARY OBJECTS
Beware the bollard
• Bollard as seen right and other types are a
  present danger
• Many accidents per quarter for fleet vehicles
  are with stationary objects
• Use caution when pulling in, backing in or
  backing out

CEI – CLAIM COUNTS

CEI – CLAIM COUNTS
TOP ACCIDENT SUBCATEGORIES

CEI – CLAIM COUNTS
 TOP 5 ACCIDENTS

CARS TEAM
 CYNDI BEVERIDGE - CARS TEAM SUPERVISOR
   PAT AGA - CARS TEAM REPRESENTATIVE
CHRIS CANTRELL - CARS TEAM REPRESENTATIVE

mpmail@des.wa.gov     360-664-9210   des.wa.gov

REPLACEMENT PARTS FOR GLOVEBOX PACKETS

             Make sure all
                of your
               glovebox
             packets have
             the updated
               materials
              https://bit.ly/FleetForms

VEHICLE KEY TRACKING

Trip Tickets will now have
the type and amount of       Comments in Asset
keys given to customer       Works will now include
on the top right corner      the amount and type of
or in the comments                                    Pictures are taken of the
                             keys given to customer
section on ticket.                                    amount of keys when the
                             at time of pickup.
                                                      vehicle is returned

TYPES OF KEYS

2 Regular Keys with 2 FOBS                  2 Key/FOBS   3 FOBS

Note: keys can cost up to $400 to replace

Actual invoice from getting a spare key made

KNOW WHAT’S ON YOUR PLATE!
  Make sure operators know what the number is on their license plate

WEX/WSDOT –                                                             Roadside
                                                                       Assistance –
The fuel cards for
each vehicle must                                                   They will need to
have the vehicles                                                   know the vehicle
  plate number                                                        license plate

            Fleet Maintenance –                  Fleet Operations –
          All appointments, repairs,        All transfers, starts, and stops,
         recalls, and work history will   billing, corrections, utilization and
           need to know the license          mileage reporting are by the
                  plate number                        license plate.

RECENTLY ADDED CONTRACTS:
          ISUZU & TOYOTA
2022 Isuzu NPR          2022 Toyota Corolla

RECENTLY ADDED CONTRACTS:
           MITSUBISHI & NISSAN
2022 Mitsubishi Outlander   2022 Nissan Pathfinder

RECENTLY ADDED CONTRACTS:
              FORD
                     2022 Ford Transit
2022 Ford F250/350
                     Connect Mini-Cargo

AVAILABLE ELECTRIC VEHICLES:
                TESLA
2020 Tesla Model 3     2020 Tesla Model Y

AVAILABLE ELECTRIC VEHICLES:
            FORD & CHEVY

2021 Ford MachE            2021 Chevy Bolt

UPCOMING VIRTUAL OPERATOR TRAININGS
                      Thursday August 5, 2021         Thursday September 9, 2021
                      1:30 PM – 2:30 PM               9:30 AM – 10:30 AM

                                Tuesday August 17, 2021     Wednesday September 22, 2021
                                10:30 AM – 11:30 AM         2:00 PM – 3:00 PM

For more information or an invite to this training, contact us by email at mpmail@des.wa.gov

UPCOMING QUARTERLY ATO MEETINGS

• Thursday November 4, 2021

• Thursday February 3, 2022

SHARE INFORMATION WITH
                    YOUR OPERATORS!

    • Information presented in this meeting is
      only useful if shared!
    • The more they know, the less they ask!
    • Meeting slides will be available on ATO
      page on DES website

https://des.wa.gov/services/travel-cars-parking/fleet-operations/agency-transportation-officers

QUESTIONS?
THANK YOU, PLEASE TAKE OUR SURVEY!

   HTTPS://WWW.SURVEYMONKEY.COM/R/ATOAUG5

mpmail@des.wa.gov      (360) 664-9215   DES.WA.GOV