FLEET MANAGEMENT SYSTEM. The GOOD, the BAD and the UGLY

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1 The GOOD, the BAD and the UGLY

2 Outline of Presentation Goals of today s presentation Kelowna s experience RFP and RFP evaluation criteria The system we selected Change management Results

3 THE GOOD: Goals of today s presentation. How to: Save money Reduce greenhouse gas Enhance risk management Improve productivity

4 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

5 THE BAD: Goals of today s presentation: A tool that will easily identify: Bad driving habits Bad environmental practices Bad behaviour

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7 AND THE UGLY: Goals of today s presentation: What you name the system may have an impact.

8 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

9 RFP - system requirements: Real time tracking.live.follow on map Accurate base mapping and integration Mapping options layering Track entire fleet of vehicles and equipment Vehicle Recognition Driver Recognition

10 RFP - system requirements: Engine Diagnostics User friendly Automatic reporting Ability for instantaneous feedback to driver When on board equipment is operating Geo Fence

11 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

12 Also consider Past Complaints / Issues: Citizen doesn t have a unit #, vehicle make or model and a poor description of the driver Citizen complaints speeding, dangerous driving, lengthy coffee and lunch breaks, joy riding, city driver gave me the finger, theft Maintain history

13 Request For Proposal (RFP) Received 16 Proposals Narrowed down to 3 and tested

14 Evaluation (Ratings/Scoring): 1. Proponents experience & product knowledge 2. Quality & performance of equipment offered 3. References 4. Degree of suitability with city requirement

15 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?

16 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

17 Details of the system we selected: GeoTab

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19 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

20 What can be monitored: Maintenance information engine diagnostics Driver usage information speed/idling/driving habits, accident recreation, accurate reporting Engine data fuel consumption, greenhouse gas production, RPM, engine performance, preventative engine diagnostic codes

21 Vehicle location and routing information where vehicles are and where they have been

22 GeoTab - Driver Feedback Driver Alerts (beeps) Speeding Hard starts/stops Hard turns Idling etc.

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28 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 change..

29 Manage Change Educate all management first Educate Union Educate staff

30 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

31 Manage Change - What s in it for staff? Save money and ability to show value for money. Enhanced taxpayer creditability! Improved safety Reduce carbon footprint Rewards

32 Manage Change - What s in it for staff? Improved driver habits. Exoneration Staff are accountable & more efficient. Pride!

33 Manage Change - What s in it for staff? Enhanced risk management Improved performance Improved customer service Improved emergency operations

34 Manage Change - What s in it for staff? Training Transitional period for staff to adjust Better understanding of City s goals & vision

35 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

36 The Benefits to the City Data for analysis and improvement Improved habits Improved risk management In cab alerts reminder

37 The Benefits to the City Automatic reports or dash boards Exception reports Improved customer service Improved emergency operations

38 The Benefits to the City.involve and listen to staff Staff meeting comments / suggestions: Bumper stickers 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

39 More of the GOOD Staff meeting comments / suggestions: Savings used to improve service levels Savings used to enhance safety Friendly competition

40 Results Without turning on the alerts 15% savings in fuel (month in 2011 compared to month in 2012) in some areas

41 Results One equipment operator reduced daily idling from 3 hr per day (15 litres of fuel) to 1.5 hr per day (7.5 litres of fuel) = save $9.15 daily = $2, per year by just seeing a report and no alerts.simple communication Or saving 1,875 litres of fuel per year Or reducing 4.3 tons of carbon per year

42 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?

43 Results

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55 Results to date

56 Results to date

57 Conclusion Save Money Reduce carbon footprint Improve safety Improve productivity Improve risk management

58 Conclusion Improve asset management How we are managing change Benefits to City and staff Implementation without new funding And this is how Kelowna becomes the.

59 Best Excellence Service Teamwork

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61 CONTACT INFORMATION Joe Creron Director, Civic Operations City of Kelowna QUESTIONS?