Changing Fleet Maintenance to Fleet Management

1. Changing Fleet Maintenance to Fleet Management Derived from a 2009 APWA International Public Works Congress and Expo presentation by the City of Columbus Division of Fleet Management

2. Columbus Fleet Management- on the Cutting Edge

3. Make the Transition -Fleet Maintenance to Fleet Management • Migrate from a simply “changing the oil” culture to a full-fledged management operator of the entire fleet • Keys to the Transition: • Gain Efficiencies through your Facility and Centralization – Bill Burns, Operations Manager • Technician Training and Testing – Bill Burns • Invest in Technology – Bill Burns • Effective Safety Program – Terrell Spencer, Safety Manager • Be Socially Responsible - Green your Fleet – Amy Krohn, Project and Policy Manager • Measure your Progress – Amy Krohn • Drive Change and Culture – Kelly Reagan, Fleet Administrator

4. City of Columbus Statistics • Fleet Mgmt. services approximately 6100 pieces of vehicles/equipment • 3000 on-road (cars, trucks, SUVs, etc.) • 3100 off-road (construction equipment, tractors, mowers, etc.) • Primary customers include Refuse, Police, Fire, Transportation, Development and Rec and Parks • Approximately $32 million budget • Obtained ASE Blue Seal in 2008, again in 2009 – largest municipality in US and only city in Ohio to obtain

5. Fleet Facility and Centralization • New state-of-the-art fleet facility opened March 2008 – combined 6 locations into one 150,000 square foot facility • 24/7 staffing capabilities, enables cross training of mechanics eliminating the need to hire additional technicians • Latest technology in repair equipment for the automotive and truck repair industry • On-site fueling station equipped with a new automated fueling technology set up for diesel and unleaded fueling • 1500 kw generator enables facility to run off the grid for up to a week or more

6. New Fleet Facility Cont. • Several green building initiatives: • Energy efficient lighting • Automated fluid dispensing system allows efficient dispensing of lubricants, generates zero waste • Latest environmental technology for collection of used oil and antifreeze • Fuel containment system for fuel islands and storage areas • Reduced site disturbance by utilizing many existing trees and green space

7. Invest in Technology to Decrease Supplier Services • Determine laptop needs on the floor • Provide laptops and training to enhance diagnostics • Result is decreased Parts expense/external services • Promote training by pulling men off the floor and training them on new technologies • Become the “benchmark” city for reduced costs and control over all vehicles & equipment

8. Technician Training/Testing • Become the best by: Training and testing employees in nationally recognized certifications - ASE & EVT • In Columbus, 81 % of employees hold at least 1 (one) ASE • 75 employees hold 460 ASE Certs on the floor • 28 ASE Master certifications • 20 employees hold 55 EVT Certifications • 4 Master Fire Apparatus Technicians

9. Implement an Effective Safety Program Make Safety a Priority • Develop an annual Strategic Plan • Have weekly Safety “shop talks” • Set goals – review areas for improvement • Develop a monthly Training Schedule • Track progress quarterly • Spend time on the floor-inspections • Use an Employee Safety Committee • Reward good behavior • Use incidents as “training tools” • Send employees home in one piece

10. 2008 City of Columbus Safety Stats

11. Fleet has a Responsibility to the Environment • Driving “Green Initiatives” can be costly and requires patience - educate your audience • Seek grants when possible to offset costs • Green must be a “Top Down” approach • Reducing/controlling fleet (pooling, right-sizing, reducing take-home, etc.), decreasing vehicle emissions and increasing the use of alternative fuels ultimately improves air quality for everyone

12. Develop a Viable Green Fleet Plan • COC created and implemented a Green Fleet Action Plan- became effective January 1, 2008 • One of first cities in mid-west to adopt a Green Fleet plan • “Green” Purchasing- language that gives preference to hybrids, flex fuel and CNG vehicles should be included in light duty specifications • Use alternative fuels and implement reductions in petroleum consumption • 2009 & 2010 will deliver $1.4 Million in CMAQ grants • Recently awarded $1.4 million in DOE Clean Cities grant

13. Measure your Performance - Columbus Stat • You can’t manage what you can’t measure • Performance measures are a communication tool to the outside world, including upper level management/Mayor’s office • Columbus achieves communication through “Columbus Stat”- re-occurring meetings with panel of City directors and Mayor’s Office staff • Performance measures and other timely issues are discussed in a forum type setting

14. Columbus Stat “Dashboard”

15. Fleet Key Performance Measures • % Fleet customers satisfied –100% YTD, 92.6% overall for 2008 • PMI Currency – 89.9% YTD, 92.8% overall for 2008 • % Re-works - .2% YTD, .2% 2008 • % mechanic hours billed – 74% YTD, 71% overall for 2008 • Downtime – 2.1 days YTD, 2.45 average in 2008

16. Driving Change & Culture • Spending time on the floor works wonders • Invest in your employees – training, testing and safety • Communicate & articulate vision – goals • Become the “guiding” light for ALL Fleet related issues • Know your budget & ensure fiscal responsibility – think out of the box • Don’t keep successes a secret!

17. Plan for the Worst, but Expect the BEST!

18. Contact Information • Kelly Reagan, Fleet Administrator • (614) 645-6254, kwreagan@columbus.gov • Bill Burns, Operations Manager • (614) 645-6206, waburns@columbus.gov • Terrell Spencer, Safety Manager • (614) 645-6133, tespencer@columbus.gov • Amy Krohn, Project and Policy Manager • (614) 645-6105, akkrohn@columbus.gov