Logistics - Transportation

1. Logistics - Transportation Duane Schultz Chief, Transportation Management 2009 Summer National Board

2. Logistics Directorate LG Gary Schneider, Director Logistics and Mission Resources LGT Duane Schultz, Chief, Transportation Management Contact Information: Toll Free 1-877-227-9142 Extension 275 Commercial 334-953-7748 Extension 275 FAX 334-953-1668

3. Logistics Transportation Overview • Who’s involved with CAP vehicles • Vehicle management procedures • Requesting reimbursement for major and routine vehicle maintenance • Vehicle paint request • Vehicle emergency repair request • Additional or replacement vehicle acquisition • Wing purchased or donated vehicle request • Vehicle screening from DRMO request • Vehicle disposal procedures • Decal information • Vehicle utilization information • Fleet status

4. Who’s Involved with CAP Vehicles • CAP units • CAP wings • CAP regions • CAP-USAF State Directors • CAP-USAF Liaison Regions • NHQ CAP-LGT • HQ CAP-USAF

5. Vehicle Management Procedures • Requesting reimbursement for major and routine vehicle maintenance • Vehicle paint request • Vehicle emergency repair request • Additional or replacement vehicle acquisition • Wing purchased or donated vehicle request • Vehicle screening from DRMO request • Vehicle disposal procedures

6. Requesting Reimbursement for Major and Routine Vehicle Maintenance • Yearly funding is divided by the number of driven vehicles on the inventory providing a max per vehicle amount which provides some funding for each driven vehicle on the inventory • Fax or e-mail CAPF 70 and vendor’s repair estimate to NHQ/LGT • Repair request will be reviewed for full or partial reimbursement amount and a control number will be issued and faxed or e-mailed to the region or wing authorizing the repair. • Do not accomplish repairs prior to receiving a control number

7. Requesting Reimbursement for Vehicle Maintenance Continued • Any additional repair cost after a control number is issued must be approved before proceeding with the additional repair • Second estimate for additional repairs will be required • Region/wing has 45 days to complete vehicle repair and mail, fax or e-mail a copy of the original paid invoice to NHQ/LGT • Be sure that the invoice is marked paid or a paid receipt is provided with the Invoice

8. Requesting Reimbursement for Vehicle Maintenance • Reimbursement for routine maintenance is based on additional funding added to the maintenance budget. In FY 09 additional funding was added to the maintenance budget for routine maintenance.. • Hopefully additional funding will be added for FY 10 for routine maintenance • May 08 NEC approved 100% reimbursement for windshield and other vehicle glass • Completed vehicle reimbursement requests received by NHQ/LGT after 3:00 p.m. will be reviewed and processed the next working day. • Vehicle reimbursement requests received on the weekend or on holidays will be reviewed and processed on first working day after the weekend or holiday

9. Vehicle Paint Request • Paint request require a completed CAPF 70, two estimates, and photos of the vehicle • Maaco recommended for vehicles 10 years old or older • Additional estimates on older vehicles may be requested • Paint requests received during the year will be filed and reviewed for approval or disapproval during the last quarter of the fiscal year

10. Vehicle Emergency Repair • Definition: Highway Breakdown on weekend or after hours, must be called in to NHQ/LGT (Vehicle Operator or Wing Transportation Officer may call in emergency repair) • When calling in an emergency, please have the following information available: 1. Wing and assigned vehicle ID number 2. Description of maintenance problem 3. Repair estimate (Repair shop can fax) 4. Caller’s name and return phone number 5. Information can also be e-mailed to NHQ/LGT • Fax, E-mail or mail completed CAPF 70 and paid invoice receipt within ten days of the emergency repair and it will be reviewed for full or partial reimbursement or disapproval

11. Additional or Replacement Vehicle Acquisition • Wing submits CAPF 175 for each additional or replacement vehicle request • Indicate priority on CAPF 175 if requesting more than one vehicle • Wing CC forwards CAPF 175 to region CC • Region CC forwards CAPF 175 to NHQ/LGT for consolidation • Funding and vehicle price determine number of vehicles • Consolidated request forwarded by LG Director to senior leadership for review and approval • Region CC notified of results for review, input or changes • Buy is finalized and forwarded to contracting

12. Additional or Replacement Vehicle Acquisition • Recent year vehicle buys have focused on replacement of CAP Fleets oldest vehicles. • A list of the 100 oldest vehicles is compiled each year and vehicles are considered for replacement based on age and mileage • Expect this to be the methodology for the foreseeable future in order to continue replacing the oldest CAP vehicles • Monthly vehicle usage reporting is also taken into consideration when request are received for additional and replacement vehicles. • Monthly vehicle usage reporting very important

13. Additional or Replacement Vehicle Acquisition • Additional vehicle request must be based on requirements and allowance standards • a.k.a., Table of Allowances CAPR 77-1 (Attachment 2) • Factors to Consider when requesting additional vehicle: Organization level, Mission, Equipment Type, Basis of Issue, Unit size, Monthly Vehicle Utilization Rate, Response Time, Area of Operation • Use a CAPF 175 “Vehicle Justification” CAPR 77-1 (Attachment 1) to request an additional vehicle

14. Additional or Replacement Vehicle Acquisition Factors considered when requesting replacement vehicle • Vehicle Age • Vehicle Condition • Vehicle Mileage • Vehicle Repair Cost • Use a CAPF 175 “Vehicle Justification” CAPR 77-1 (Attachment 1) to request a replacement vehicle

15. Wing-Purchased & Donated Vehicle Request • Requires region / wing commander request letter • A completed CAPF 175 • Vehicle information sheet • Photos of the vehicle • Send to NHQ/LGT for review and coordination with CAP-USAF/LG • Additional information may be requested • Maintenance of a wing – purchased or donated vehicle will be decided at time of Approval • Wing –purchased & donated vehicle procedures available from NHQ/LGT

16. Vehicle Screening from DRMO Request • Screening Vehicle From DRMO is Based On: • Type of vehicle requested / intended purpose • Number of vehicles on the S-2 Inventory • Region / Wing commander requests to screen are coordinated through NHQ/LGT to CAP-USAF/LG • CAP-USAF approval • Screening procedures available from NHQ/LGT

17. Vehicle Screening form DRMO Request Continued Caution: • Screened vehicles can be very costly to maintain due to condition and age of the vehicle • Approval or disapproval of maintenance for screened vehicles is determined at the time the vehicle is approved for screening. If approved for maintenance vehicle will not be eligible for reimbursement of maintenance for a period of one year from the date the vehicle is added to the S-2 inventory. • Turn in of screened vehicle to DRMO can also be very costly to your unit • Battery and fluid disposal • Transport costs • Distance to turn-in points are increasing • Available DRMO sites reduced from 68 to 18

18. Vehicle Disposal Procedures If it came from DRMO it goes back to DRMO • Vehicle can be physically returned or you may request a receipt in-place disposal • Work with your DRMO representative CAP-USAF decides disposal method for DOD-funded vehicles • They provide disposition instructions for vehicles with a book value above $2,000 • Vehicles with a book value of $2,000 or below are to be turned into DRMO • Vehicle value determined and disposal coordinated by NHQ/LGT with CAP-USAF/LG • All vehicle disposals are coordinated with NHQ/LGT in order to receive disposal instructions

19. Vehicle Disposal Procedures continued If the vehicle book value is above $2,000 as determined by NHQ/LGT the following will be requested • Vehicle disposal request letter from region/wing commander • Copy of vehicle title • Vehicle photos (front, rear, and both sides) NHQ/LGT coordinates vehicle disposal requests & disposal instructions with CAP-USAF/LG Vehicles turned into DRMO require a DD Form 1348-1A signed and dated by DRMO and a completed CAPF 37V completed by region or wing sent to NHQ/LGT in order for the vehicle to be removed from the S-2 Inventory. NHQ/LGT is the only person authorized to add or remove vehicle from the S-2 inventory.

20. Vehicle Decal Information • Vehicle decals and decal sets available from NHQ/LGT • 125 sets ordered at the beginning of each fiscal year • Decal orders shipped until yearly supply is exhausted. • Decals can be mailed to requestors home address • Decal order form available on the Vehicle Management portion of the CAP web site • http://level2.cap.gov/visitors/resources/equipment_assets/ • Fax or e-mail the form to NHQ/LGT • Van rollover dash decals available upon request

21. Vehicle Decal Placement 7 Passenger VanRear Decal Placement

22. Vehicle Decal Placement 7-Passenger Side Decal Placement

23. Vehicle Decal Placement 7-Passenger Side Decal Placement

24. Vehicle Decal Placement 12 Pass Van Side Decal Placement

25. Vehicle Decal Placement 12 Passenger Van Rear Decal Placement

26. Vehicle Utilization Information Monthly Vehicle Utilization Standard Vehicle Type Times Hours Miles Pass Vans 6 or 50 or 475 12/15 Pass Vans 4 or 35 or 350 4x4 Vehicle 6 or 35 or 450 Pick/Up 4 or 15 or 200 Comm/Cargo Van 1 or 15 or 130 Sedan 4 or 15 or 400

27. Vehicle Utilization Information Utilization Example • Vehicle used for weekend cadet encampment • Departs Friday afternoon at 4:00 pm • Returns Sunday afternoon at 4:00 pm • Record utilization of vehicle as follows: • Times used = 1 • Not how many times vehicle is used during the encampment • Hours used = 48 • Time from beginning to end of mission • Mission = Cadet Activities

28. Vehicle Utilization Information Vehicle Monthly Reporting CAP Vehicle Usage Reporting Located on the e-services page on right side under restricted Permissions Required (WSA) Vehicle Usage Data Entry Vehicle Usage Reports CAP Vehicle Usage Reporting (CAPF73) System.  Used to input monthly vehicle usage data and view vehicle usage reports.  Use the links above to navigate this application.  If you are unfamiliar with a particular module, try clicking on the 'About This Page' section available on each page. If you have a problem entering the monthly vehicle usage information please contact NHQ/LGT

29. Vehicle Utilization Information 2008 Utilization Example

30. Vehicle Utilization Information FY 06,07,08 Vehicle Mission Usage Analysis Administrative Times - 41,942- 30% Hours - 237,262 - 19.3% Cadet Activities Times - 48,050 - 35% Hours - 494,466 - 40.2% Mission Support Times - 25,113 - 18% Hours - 315,216 - 25.7 % Other Times - 21,505 - 17% Hours - 182,283 - 14.8% Total driven vehicle mileage - 10,039,438

31. Current Fleet Status Total driven vehicles 937 Total other vehicles 206 Total vehicle inventory 1,143

32. Current Fleet Status Driven Vehicles 7-Passenger Vans 192 11-Passenger Vans 152 12-Passenger Vans 395 4WD- SUV/Pick Ups 142 2WD- Pick Ups 25 Comm/Cargo 21 Sedans 10 Total Driven Vehicles 937

33. Current Fleet Status Other Vehicle Types Trailers - 198 Forklifts - 6 Float Movers - 2 Total Other 206

34. Current Fleet Status Average Age of Fleet – 10.95 Years Driven Vehicles 11 Years or Older – 588- 63% of Fleet Driven Vehicles 10 years or Newer – 352 – 37% of Fleet

35. Thank You