Division of Fleet Operations FY 2003 Summary

Division Highlights

Carried out the Legislative mandate to reduce the state fleet by over 5% 230 vehicles

Implemented new online surplus auction site

Two FTEs received nominations for State EOTY award. Anne Stehno and Judy Wilkins (Semi-finalist)

Accounting Program

Fleet Administrative costs have remained relatively static for the past few fiscal periods.

Decreased outstanding accounts receivable balances by over 200% the last three years.

Administrative Costs Compared to Total Division Costs

1.78% 1.81% 1.78% 1.87% 1.90% 1.87% 1.82%1.69% 1.77%

0.00%

1.00%

2.00%

3.00%

4.00%

5.00%

200303

200304

200305

200306

200307

200308

200309

200310

200311

200312

Period

Administration Costs

Accounts Receivable Balances

$0

$100,000

$200,000

$300,000

$400,000

$500,000

$600,000

2001

2002

2003

Period

A/R Collections

MIS Program

Surplus on-line auction– Generated $27,000 since November

On-line web report securityOn-line commute systemRadio shop billingDriver’s license validation

Pool Management Program AccomplishmentsThe coordination and regular training

implemented over the last year with the nine motor pools managed by DFO has increased the service level to state employees renting vehicles

Vehicles at the motor pools are maintained and cleaned at a higher level.

An in depth training manual has been

created to train new pool coordinators and back up personnel at all motor pool locations.

More Accomplishments

A rotation schedule was implemented during FY 2003 for the DFO Service Workers so that all the pool locations are receiving help in the transportation of vehicles in need of repair, light cleaning, and inspection on a regular basis.

This has helped the pool vehicles to be better serviced and available for use by State customers

More Accomplishments

A new pool was created at the Tax Commission location in Provo to serve the short-term vehicle needs of agencies in that area.

A new car wash vendor was set up to do the regular cleaning of pool vehicles.

This vendor is far exceeding the

cleaning and customer service offered by the vendor used in the past.

Fleet Analysis & Compliance Accomplishments/Achievements

Motor pool bill placed onlineSurplus bill placed online5% fleet reduction ($1m savings)Monthly tracking of fleet countsChair of policy taskforce

Online Reports

Why online billing?Cost savings:

– 48 employee hrs saved in mailing costs ($600)

– $4,800 annually in printing costs saved

Customer Convenience:– 24/7 access to their billing history– No longer rely on fleet personnel for

reprints– No longer have to wait to receive bill for

reconciliation

Vehicle Count FY03

7100

7150

7200

7250

7300

7350

7400

7450

July

Aug

Sept

Oct

Nov

Dec

Jan

Feb

Mar

Apr

il

May

June

Jan 03 Audit uncovered error in SVR algorithm.

Found Process error in Audit

Division of Fleet Operations

Fuel Network

FY2003

FUEL PROCUREMENT

0

200,000

400,000

600,000

800,000

1,000,000

1,200,000

1,400,000

Unleaded Diesel

Unleaded 981,239 894,200 997,761 1,083,551

Diesel 976,931 1,319,684 1,271,984 1,330,871

1st Qtr 2nd Qtr 3rd Qtr 4th Qtr

0500,000

1,000,0001,500,0002,000,0002,500,0003,000,0003,500,0004,000,0004,500,000

GA

LL

ON

S

TOTAL FUEL SOLD

S tate Commmerical

State 1,872,947 799,109 1,325,743 4,616,822 171,563 249

Commmerical 3,404,803 681,123 2,303,120 2,367,982 88,937 0

Unleaded PremiumUnleaded

plus Diesel CNG E-85

$17,632,398

0.000.250.500.751.001.251.501.752.00

Unleaded Premium UnleadedPlus

Diesel CNG E-85

Average Fuel Prices

State Commerical

0500,000

1,000,0001,500,0002,000,0002,500,0003,000,0003,500,0004,000,0004,500,000

GA

LL

ON

S

TOTAL FUEL SOLD

S tate Commmerical

State 1,872,947 799,109 1,325,743 4,616,822 171,563 249

Commmerical 3,404,803 681,123 2,303,120 2,367,982 88,937 0

Unleaded PremiumUnleaded

plus Diesel CNG E-85

Compliance 142 DEQ Compliance Inspections - several with minor

compliance questions which have all be resolved.

Outsource Service calls – FY2002 – 306 calls FY2003 – 256 calls 16% savings

Site Equipment Inventory & Site drawings for local Fire Departments 75% complete 240/320 sites.

ProComm Training - provided by Fuel Master to Bob Seele & Todd King to be able to connect into a sites from laptops and locate and correct site problems. Steve & Kathryn received training to look at sites from Office and diagnosis the problem, and to add support to Bob and Todd. Michelle will be able to look at site inventory. Currently 30 sites are hooked up to the ProComm System.

Analysis of Card Readers – PetroVend is no longer supporting the K2500 card readers. A PetroVend K-800 card reader will be put into a site for testing for 90 days to check capability with the State of Utah equipment! The K800 will work in 80% of our sites. The cost to upgrade a site is $3500 - $4000. PetroVend will provide in writing their planned timetable for their support of the K-800.

Analysis of Tank Monitors – VederRoot TLS300 will work at 90% of sites.

PROJECTS – FY03(COMPLETED)

SOUTH VALLEY UDOT SLCC FUEL SITE – ALTERNATIVE FUEL E-85 DNR STRAWBERRY RESERVIOR IRON COUNTY JAIL UDOT JEREMY STREET 7200 SOUTH TEXACO YOUTH CORRECTIONS DECKER LAKE UDOT LOGAN ABANDONED TANK IN VIRGIN, UTAH 11400 SOUTH DEMOS LAYTON MOLD HOUSE UDOT TAYLORSVILLE LANDFILL LOA HATCHERY UDNR TERITORIAL STATE HOUSE USU OLD BOILER PLANT UDOT HUNTINGTON UDOT TROPIC STATION324 U OF U HELIPORT DCED VIRGIN PROPERTY STATE HOSPITAL FUEL SPILL U OF U AIRMED TIMPVIEW USP USED OIL REMOVAL OGDEN REGIONSL CENTER USU FAMILY & HUMAN DEVELOPMENT

Customer Service

0

2000

4000

6000

8000

10000

1st Qtr 2nd Qtr 3rd Qtr 4th Qtr

Card

Pins

Remedy's Resolved

On-Going Customer service Projects

•Higher Education Compliance with Legislative rules, making sure all vehicles assigned gas cards are in Fleet Focus. And the gas cards description are the same.

•Deleting duplicate gas cards and expiring in Fleet Focus

•Deleting gas cards assigned to Surplused Vehicles

•Contact customers to keep data in accounts updated and current!

•Create Current Fuel Network Locations Booklets

New Customer Accounts82 new accounts have been added in 2003

Eagle Mountain City Kane County School District Newton Fire Department Salt Lake City School District Wayne County Sheriff Riverdale City Northeastern Counseling Town of Garden City Bear Lake Special Services Box Elder County Fire Iron County Correctional Facility Washington County

Fleet Training Program Expanded the FleetFocus Training Seminar from one, two-day

session to two, four-day sessions

Agencies are now taking the initiative to go beyond documenting the bare minimum of what is required of them and expanding their use of the FleetFocus System in areas such as:– Risk Management– Parts– Components– Service Requests– Personnel Documentation

Updated the FleetFocus Manual. It is now more organized, streamlined, and comprehensive. In addition to a hard-bound manual, an on-line version is also available.

We have assisted in the implementation of ITS and their use of FleetFocus.

Fleet Training ProgramWe have coordinated the effort to implement all

of Public Safety’s Computer Technology equipment into FleetFocus.

We have coordinated and stream-lined the process to verify the validity of all State Employees Driver’s Licenses if they drive state vehicles.

Updated the layout and procedure for the Report Card process. Implemented a training specifically for Report Cards and created a syllabus to better help agencies succeed.

Fleet Training Program FleetFocus has been upgraded in April, 2003. The next

upgrade is scheduled for December, 2003.

Created an on-line registration process for Fleet Seminars.

Assisted in the creation of a method that will allow all users to create their own reports through a third-party report writer while maintaining appropriate security.

We are hosting Access Training Seminars with the

intention of teaching agencies how to create their own FleetFocus reports.

Operations Program Accomplishments

The count of meter rejects has been reduced by 64% during the fiscal year.

Customers can now call ARI for windshield repair and replacement with the state contract price (ARI is available 24 hours a day, 7 days a week).

In September 2003, Customers will be able to call ARI for all Goodyear tire approvals as well instead of having to call Al Orwin for approval.

Operations ProgramAccomplishments98% of all the EX license plates

were renewed by June 30, 2003.

Operations has made several changes to the EX licensing process and notification to customers about deadlines to make the process more efficient and friendly for contacts to respond to.

Goals for FY 2004

Create repair and PM contracts with vendors that are less than current ARI contract pricing.

Create more awareness with DFO customers concerning web based information and services.

Keep the average number of vehicles out of PM compliance less than 150 vehicles during the coming year.

Keep the average number of blatant errors per month under 10 during the coming year.

Complete 90% of the EX licensing by the April 30, 2004.

More Cost $aving$… During the last half of FY 2003 DFO followed

up with agencies leasing vehicles to create a 21% drop in vehicles out of PM compliance.

Maintaining a vehicle properly saves significant money on repair costs that are not needed.

An estimated saving per year at a 21% percent decrease would potentially be $50,000 (25 vehicles would not need a major repair averaging $2,000).

Cost $aving$ Continued….Al Orwin is watching vendors closely to

ensure the State is receiving competitive pricing for repairs and PM’s.

Al Orwin is also watching State

Agencies through the ARI bill to ensure all accidents are reported properly and agencies are charged for abuse/neglect to leased vehicles

During FY2003 Al Orwin sent OTC’s to other State Agencies for abuse issues totaling $116,252

Count of Full Service and Capital Lease Vehicles in the State Fleet(August 2002 to July 2003)

4,2784,269

4,2944,288 4,286

4,264

4,244 4,2484,240

4,2214,212

4,201

4,185

4,171

4,158 4,154 4,155 4,151 4,156

4,174

4,187 4,1874,1954,193

4,050

4,100

4,150

4,200

4,250

4,300

4,350

8/3

- 8/1

6

8/17

- 8/

30

8/31

- 9/

13

9/14

- 9/

27

9/28

- 10

/11

10/1

2 - 1

0/25

10/2

6 - 1

1/08

11/0

9 - 1

1/22

11/2

3 - 1

2/06

12/0

7 - 1

2/20

12/2

1 - 0

1/03

01/0

4 - 0

1/17

01/1

8 - 0

1/31

02/0

1 - 0

2/14

02/1

5 - 0

2/28

03/0

1 - 0

3/14

03/1

5 - 0

3/28

03/2

9 - 0

4/11

04/1

2 - 0

4/25

04/2

6 - 0

5/09

05/1

0 - 0

5/23

05/2

4 - 0

6/06

06/0

7 - 0

6/20

06/2

1 - 0

7/04

Dynamic Fleet?

Count of Owned Vehicles in the State Fleet (August 2002 to July 2003)

3,128 3,130

3,108 3,107

3,100 3,100

3,108 3,110

3,089 3,089

3,068

3,1513,154

3,151

3,1403,136 3,137

3,119

3,112 3,110

3,103

3,1103,115

3,105

3,020

3,040

3,060

3,080

3,100

3,120

3,140

3,160

3,180

8/3

- 8/1

6

8/17

- 8/

30

8/31

- 9/

13

9/14

- 9/

27

9/28

- 10

/11

10/1

2 - 1

0/25

10/2

6 - 1

1/08

11/0

9 - 1

1/22

11/2

3 - 1

2/06

12/0

7 - 1

2/20

12/2

1 - 0

1/03

01/0

4 - 0

1/17

01/1

8 - 0

1/31

02/0

1 - 0

2/14

02/1

5 - 0

2/28

03/0

1 - 0

3/14

03/1

5 - 0

3/28

03/2

9 - 0

4/11

04/1

2 - 0

4/25

04/2

6 - 0

5/09

05/1

0 - 0

5/23

05/2

4 - 0

6/06

06/0

7 - 0

6/20

06/2

1 - 0

7/04

Why do we track this?

Running Average Age in Years of the Vehicles in the State Fleet(February 2003 to July 2003)

3.0 3.0 3.1 3.0 2.9 2.8 2.8 2.8 2.8 2.8 2.8

7.4 7.4 7.4 7.4 7.47.2 7.3 7.2 7.3 7.2 7.2

0.0

1.0

2.0

3.0

4.0

5.0

6.0

7.0

8.0

02/01 - 02/14 02/15 - 02/28 03/01 - 03/14 03/15 - 03/28 03/29 - 04/11 04/12 - 04/25 04/26 - 05/09 05/10 - 05/23 05/24 - 06/06 06/07 - 06/20 06/21 - 07/04

Average Number of Years Full Service and Capital Lease Vehicles Have Been In Service (Just Light Duty Vehicles)

Average Number of Years Owned Vehicles Have Been In Service (Just Light Duty Vehicles)

Average Mileage of the Vehicles in the State Fleet

44,306 44,643 44,939 44,23142,757 42,298 42,125 41,787 41,160 40,908 40,779

60,857 61,416 61,503 61,382 61,849 61,625 62,541 62,427 62,498 62,438 62,942

0

10,000

20,000

30,000

40,000

50,000

60,000

70,000

02/01 - 02/14 02/15 - 02/28 03/01 - 03/14 03/15 - 03/28 03/29 - 04/11 04/12 - 04/25 04/26 - 05/09 05/10 - 05/23 05/24 - 06/06 06/07 - 06/20 06/21 - 07/04

Average Mileage on Full Service and Capital Lease Vehicles in the State Fleet (Just Light Duty Vehicles)

Average Mileage of Owned Vehicles in the State Fleet (Just Light Duty Vehicles)

Fuel Cost per month $106.45

Fuel Cost per month $104.25

Average Mileage of the Vehicles in the State Fleet

44,306 44,643 44,939 44,23142,757 42,298 42,125 41,787 41,160 40,908 40,779

60,857 61,416 61,503 61,382 61,849 61,625 62,541 62,427 62,498 62,438 62,942

0

10,000

20,000

30,000

40,000

50,000

60,000

70,000

02/01 - 02/14 02/15 - 02/28 03/01 - 03/14 03/15 - 03/28 03/29 - 04/11 04/12 - 04/25 04/26 - 05/09 05/10 - 05/23 05/24 - 06/06 06/07 - 06/20 06/21 - 07/04

Average Mileage on Full Service and Capital Lease Vehicles in the State Fleet (Just Light Duty Vehicles)

Average Mileage of Owned Vehicles in the State Fleet (Just Light Duty Vehicles)

Repair cost per month $20.39

Repair cost per month $32.89

Total Miles Traveled Each Month by Capital and Full Service Lease Vehicles

8,287,418

6,296,398

9,449,603

6,783,997

7,304,675

8,430,549

7,257,6467,151,2266,869,925

7,381,559

6,773,739

7,507,158

6,140,259

5,488,055

6,693,676

5,813,682

6,343,336

7,317,396

6,810,719

7,293,260

0

1,000,000

2,000,000

3,000,000

4,000,000

5,000,000

6,000,000

7,000,000

8,000,000

9,000,000

10,000,000

Nov

-01

Dec

-01

Jan-

02

Feb-

02

Mar

-02

Apr

-02

May

-02

Jun-

02

Jul-0

2

Aug

-02

Sep

-02

Oct

-02

Nov

-02

Dec

-02

Jan-

03

Feb-

03

Mar

-03

Apr

-03

May

-03

Jun-

03

Count of Vehicles Delivered to DFO (October 2001 - July 2003)

04 6

30

45

53

45

74

83

33 33

43 45

28

44

33

4

18

106

46

1 0 0 0 0 1

30

18

50 0 0

3630

50

144

57

47

33

4136

40

9

0

20

40

60

80

100

120

140

160

Running Average of the Percent of Salvage Value DFO is recovering at the Time of Sale(March 2002 to July 2003)

82%

84%84%

86%86%86%

87%

86%

83%83%83%83%83%83%

84%84%84%

82%

84%

83%

83%83%83%83%83%

84%84%84%

85%85%85%85%85%85%

86%

79%

80%

81%

82%

83%

84%

85%

86%

87%

88%

3/02

- 3/

15

3/16

- 3/

29

3/30

- 4/

12

4/13

- 4/

26

4/27

- 5/

10

5/11

- 5/

24

5/25

- 6/

07

6/08

- 6/

21

6/22

- 7/

05

7/06

- 7/

19

7/20

- 8/

2

8/3

- 8/1

6

8/17

- 8/

30

8/31

- 9/

13

9/14

- 9/

27

9/28

- 10

/11

10/1

2 - 1

0/25

10/2

6 - 1

1/08

11/0

9 - 1

1/22

11/2

3 - 1

2/06

12/0

7 - 1

2/20

12/2

1 - 0

1/03

01/0

4 - 0

1/17

01/1

8 - 0

1/31

02/0

1 - 0

2/14

02/1

5 - 0

2/28

03/0

1 - 0

3/14

03/1

5 - 0

3/28

03/2

9 - 0

4/11

04/1

2 - 0

4/25

04/2

6 - 0

5/09

05/1

0 - 0

5/23

05/2

4 - 0

6/06

06/0

7 - 0

6/20

06/2

1 - 0

7/04

Count of Blatant Error Meter Rejects Charged to State Agencies(June 2002 to July 2003)

23

29

40

32

2726

21

31

20

25

37

28

18

1516

17

8

23

10

24

14

119

7

15

10 10

7

0

5

10

15

20

25

30

35

40

45

6/08

- 6/

21

6/22

- 7/

05

7/06

- 7/

19

7/20

- 8/

2

8/3

- 8/1

6

8/17

- 8/

30

8/31

- 9/

13

9/14

- 9/

27

9/28

- 10

/11

10/1

2 - 1

0/25

10/2

6 - 1

1/08

11/0

9 - 1

1/22

11/2

3 - 1

2/06

12/0

7 - 1

2/20

12/2

1 - 0

1/03

01/0

4 - 0

1/17

01/1

8 - 0

1/31

02/0

1 - 0

2/14

02/1

5 - 0

2/28

03/0

1 - 0

3/14

03/1

5 - 0

3/28

03/2

9 - 0

4/11

04/1

2 - 0

4/25

04/2

6 - 0

5/09

05/1

0 - 0

5/23

05/2

4 - 0

6/06

06/0

7 - 0

6/20

06/2

1 - 0

7/04

Count of Meter Rejects Processed by DFO Staff (June 2002 to July 2003)

2,074

1,717

1,820 1,8141,767

1,943

1,493

1,8721,779

1,607

1,729

1,897

1,325

490 482570

407455 439

507585

804

942

821

920

646

1,018

537

0

500

1,000

1,500

2,000

2,500

6/08

- 6/

21

6/22

- 7/

05

7/06

- 7/

19

7/20

- 8/

2

8/3

- 8/1

6

8/17

- 8/

30

8/31

- 9/

13

9/14

- 9/

27

9/28

- 10

/11

10/1

2 - 1

0/25

10/2

6 - 1

1/08

11/0

9 - 1

1/22

11/2

3 - 1

2/06

12/0

7 - 1

2/20

12/2

1 - 0

1/03

01/0

4 - 0

1/17

01/1

8 - 0

1/31

02/0

1 - 0

2/14

02/1

5 - 0

2/28

03/0

1 - 0

3/14

03/1

5 - 0

3/28

03/2

9 - 0

4/11

04/1

2 - 0

4/25

04/2

6 - 0

5/09

05/1

0 - 0

5/23

05/2

4 - 0

6/06

06/0

7 - 0

6/20

06/2

1 - 0

7/04

Outsource Reservations with Enterprise Rent-A-Car from the DFO Managed Daily Pool Locations (May 2002 to July 2003)

13

1

3

6

1 1

4

0

5

11

3

5

2 2

0 0 0

1

0 0

1

7

1

2 2

0 0 0

4

00

2

4

6

8

10

12

14

5/11

- 5/

24

5/25

- 6/

07

6/08

- 6/

21

6/22

- 7/

05

7/06

- 7/

19

7/20

- 8/

2

8/3

- 8/1

6

8/17

- 8/

30

8/31

- 9/

13

9/14

- 9/

27

9/28

- 10

/11

10/1

2 - 1

0/25

10/2

6 - 1

1/08

11/0

9 - 1

1/22

11/2

3 - 1

2/06

12/0

7 - 1

2/20

12/2

1 - 0

1/03

01/0

4 - 0

1/17

01/1

8 - 0

1/31

02/0

1 - 0

2/14

02/1

5 - 0

2/28

03/0

1 - 0

3/14

03/1

5 - 0

3/28

03/2

9 - 0

4/11

04/1

2 - 0

4/25

04/2

6 - 0

5/09

05/1

0 - 0

5/23

05/2

4 - 0

6/06

06/0

7 - 0

6/20

06/2

1 - 0

7/04

Count of Vehicle Reservations at the DFO Managed Daily Pool Locations(October 2001 to July 2003)

692

505

657

600

250

667

614

507

465

684704709

759741

759

614

556

448

590

392

468

583604

708702

611

661

694

473

586

129

703

627603

567

640632

599

513

578546

487491

365

0

100

200

300

400

500

600

700

800

10/2

7 - 1

1/09

11/2

4 - 1

2/7

12/2

2 - 1

/4

1/19

- 2/

01

2/16

- 3/

01

3/16

- 3/

29

4/13

- 4/

26

5/11

- 5/

24

6/08

- 6/

21

7/06

- 7/

19

8/3

- 8/1

6

8/31

- 9/

13

9/28

- 10

/11

10/2

6 - 1

1/08

11/2

3 - 1

2/06

12/2

1 - 0

1/03

01/1

8 - 0

1/31

02/1

5 - 0

2/28

03/1

5 - 0

3/28

04/1

2 - 0

4/25

05/1

0 - 0

5/23

06/0

7 - 0

6/20

Count of Vehicles in the DFO Managed Daily Pool Rental Locations(May 2002 to July 2003)

204

201203

202 202 202

199198 198

197

194 194195

196

192 192

188187

186185 185

184

181 181182 182 182 182

185185

165

170

175

180

185

190

195

200

205

210

5/11

- 5/

24

5/25

- 6/

07

6/08

- 6/

21

6/22

- 7/

05

7/06

- 7/

19

7/20

- 8/

2

8/3

- 8/1

6

8/17

- 8/

30

8/31

- 9/

13

9/14

- 9/

27

9/28

- 10

/11

10/1

2 - 1

0/25

10/2

6 - 1

1/08

11/0

9 - 1

1/22

11/2

3 - 1

2/06

12/0

7 - 1

2/20

12/2

1 - 0

1/03

01/0

4 - 0

1/17

01/1

8 - 0

1/31

02/0

1 - 0

2/14

02/1

5 - 0

2/28

03/0

1 - 0

3/14

03/1

5 - 0

3/28

03/2

9 - 0

4/11

04/1

2 - 0

4/25

04/2

6 - 0

5/09

05/1

0 - 0

5/23

05/2

4 - 0

6/06

06/0

7 - 0

6/20

06/2

1 - 0

7/04

Count of Unmarked Vehicles More than 60 Days Deliquent on Licensing Renewal(October 2001 to July 2003)

4 4

6 6 6

3 3

1

2 2 2 2

0 0

2 2 2 2

1

2 2

6

2

1

0 0 0 0

1 1

0 0 0 0 0 0 0 0 0 0 0

2

1

00

1

2

3

4

5

6

7

10/2

7 - 1

1/09

11/2

4 - 1

2/7

12/2

2 - 1

/4

1/19

- 2/

01

2/16

- 3/

01

3/16

- 3/

29

4/13

- 4/

26

5/11

- 5/

24

6/08

- 6/

21

7/06

- 7/

19

8/3

- 8/1

6

8/31

- 9/

13

9/28

- 10

/11

10/2

6 - 1

1/08

11/2

3 - 1

2/06

12/2

1 - 0

1/03

01/1

8 - 0

1/31

02/1

5 - 0

2/28

03/1

5 - 0

3/28

04/1

2 - 0

4/25

05/1

0 - 0

5/23

06/0

7 - 0

6/20

Running Count of Accidents Reported to DFO (October 2001 to July 2003)

295307336

370381

426446

475508

550

591621

640674

700734

775789

3662

99127

145

181210

245274

309336

367385

411435

468497

525

563591

628

673

714741

776808

0

100

200

300

400

500

600

700

800

900

10/2

7 - 1

1/09

11/2

4 - 1

2/7

12/2

2 - 1

/4

1/19

- 2/

01

2/16

- 3/

01

3/16

- 3/

29

4/13

- 4/

26

5/11

- 5/

24

6/08

- 6/

21

7/06

- 7/

19

8/3

- 8/1

6

8/31

- 9/

13

9/28

- 10

/11

10/2

6 - 1

1/08

11/2

3 - 1

2/06

12/2

1 - 0

1/03

01/1

8 - 0

1/31

02/1

5 - 0

2/28

03/1

5 - 0

3/28

04/1

2 - 0

4/25

05/1

0 - 0

5/23

06/0

7 - 0

6/20

Total Dollars Collected by DFO from Private Insurance Companies for Accidents under $500 (This is Money that Risk Management does not Pursue)

$583

$356

$0

$1,086

$0 $0

$1,508

$867

$0

$1,303

$0 $0

$496

$0

$200

$400

$600

$800

$1,000

$1,200

$1,400

$1,600

Count of Open Recalls more than 90 days in an Open Status(January 2003 to July 2003)

313

233

215

311301

292 291278

208

158149

125

0

50

100

150

200

250

300

350

01/1

8 - 0

1/31

02/0

1 - 0

2/14

02/1

5 - 0

2/28

03/0

1 - 0

3/14

03/1

5 - 0

3/28

03/2

9 - 0

4/11

04/1

2 - 0

4/25

04/2

6 - 0

5/09

05/1

0 - 0

5/23

05/2

4 - 0

6/06

06/0

7 - 0

6/20

06/2

1 - 0

7/04

Warranty Recovery from ARI (November 2001 to May 2003)

$1,606

$5,434

$0

$5,175

$3,755

$2,266

$405

$4,414

$3,690

$6,261

$2,002

$670

$1,818

$0

$5,972

$0

$6,484

$271

$5,669

$0

$1,000

$2,000

$3,000

$4,000

$5,000

$6,000

$7,000

Nov

-01

Dec

-01

Jan-

02

Feb-

02

Mar

-02

Apr

-02

May

-02

Jun-

02

Jul-0

2

Aug

-02

Sep

-02

Oct

-02

Nov

-02

Dec

-02

Jan-

03

Feb-

03

Mar

-03

Apr

-03

May

-03

$55,893 in Savings

Capital and Full Service Lease Vehicles Out of PM Compliance(November 2002 to July 2003)

0

100

200

300

400

500

600

11/2

3 - 1

2/06

12/0

7 - 1

2/20

12/2

1 - 0

1/03

01/0

4 - 0

1/17

01/1

8 - 0

1/31

02/0

1 - 0

2/14

02/1

5 - 0

2/28

03/0

1 - 0

3/14

03/1

5 - 0

3/28

03/2

9 - 0

4/11

04/1

2 - 0

4/25

04/2

6 - 0

5/09

05/1

0 - 0

5/23

05/2

4 - 0

6/06

06/0

7 - 0

6/20

06/2

1 - 0

7/04

> 1,000 Miles and < 2,500 Miles

> 2,500 Miles

Total Vehicles Out of Compliance

Linear (Total Vehicles Out of Compliance)

Operations Goals for FY 2004

Improve vehicle utilization to an overall average of 70% in the daily pools.

DFO has significantly reduced the amount of car washes for state vehicles leased by DFO.

Decreased limits on Gascards for full service lease vehicles and tighter controls placed on the car wash vendors both contributed to the decrease.

Public Safety Equipping ProgramGoals for FY 2004Reduce the time between the

delivery date and in-service date of new PS vehicles to 45 days. 

Improve relations with Public Safety.

Surplus Property Program

Utah State Agency for Surplus Property

Prepared By: D.M. ReganJuly 3, 2003

FY03 Performance Report

Utah State Agency for Surplus PropertyState Property Program- FY03 Performance Summary

Surplused ItemsState

Non-StateForfeiture/Seized

Surplus request is up [10%]

Transfers due to Agency Transfers & Computers for schools program

In the past, transfers/Trade-ins were no fee transactions [now $50 fee for Transfers *].

* Attorney General Memo/ S.G. Schwendiman dated June 4, 2003

Trade/Transfer Transactions

0

1000

2000

3000

4000

5000

6000

7000

FY01 FY02 FY03

Transfers

Trade-in

Total SP-1s

19502000205021002150220022502300

FY01 FY02 FY03

Annual Total

SP-1 Received for Action

Utah State Agency for Surplus Property

State Property Program- FY03 Performance Summary

FY 02 USASP processed 27,873 surplus items (Vehicles not included)

1,772 surplus items as Scrap [Revenues from scrap$19,064]

FY 03 USASP processed 22,904 surplus items (Vehicles not included)

2,932 surplus items as Scrap [Revenues from scrap$123,326]

Surplused ItemsState

Non-StateForfeiture/Seized

FY01FY02

FY03

Trips

Miles1

10

100

1000

10000

100000

Property Pick-up Trips/Mileage

Note: 298 items were delivered by Agency & others to surplus site

Utah State Agency for Surplus Property

State Property Program- FY03 Performance Summary

$-

$10,000.00$20,000.00$30,000.00$40,000.00$50,000.00$60,000.00$70,000.00

FY01 FY02 FY03

Revenues

Sealed-Bid Auction

77 Items

31 Items

34 Items

0

5000

10000

15000

20000

25000

30000

FY01 FY02 FY03

On-Line Auctions

166 Items

348 Items

667 Items

Internet Auctions

Sealed-Bid Auctions

State Auction SiteEsurplusauctionEbayYahoo

Limited UsageSpecialty Items/Lot Sales Avoids Conflict Among Customers

Fast Growing area of Surplus SalesAdded Packaging & Shipping ServicesIncreasing Growth will require Additional Resources

Utah State Agency for Surplus Property

State Property Program- FY03 Performance Summary

Surplus Property Sales

Vehicle & Equipment Sales

0

100

200

300

400

500

1

FY03 Surplus Vehicles

Vehicle & Equip. Sales

StateContractor

Sales: $1,966,6576

Non-State Vehicle s= 10

0

1,000

2,0003,000

4,0005,000

6,000

Total Tranasctions

FY02 FY03

State Program

Invoices Processed

Sales: $5,097,894

Sales: $4,046,848Transactions have IncreasedInternet salesIncrease in Scrap RevenuesWalk-in Customers [8,725]

Used Vehicle Market is DownForecast for up Market in

CY2003 Has not MaterializedAuction Sales 40-60% of Trade-in Value

Direct Sales from Surplus is IncreasingSelect Vehicles & Equipment

Utah State Agency for Surplus Property

State Property Program- FY03 Goals

Reduce Operating Cost- Office Supplies- Delayed Warehouse Equipment Repairs/Replacements- Minimized Facility Services, Janitorial

Incorporate PLUS Enhancements- On-line Property Distribution Report[customer Data] - On-line Purchase Activity Report [customer Data] - Accounts Receivable Aging Flags/Account Lock- Surplus On-Line Auction Interface- Digital Photos for On-Line Catalog

Implement Surplus Auction Webpage- Successfully Implemented

Continue to use of Ebay and Esurplusauction Services- On-going

Implement Forfeiture Property Program with State Treasurer's Office- First Case, Beaver County, May 2002

Expand Vehicle Sales at Draper Site- Selling Desirable Equipment using contract for undisireable

Utah State Agency for Surplus Property

State Property Program- FY04 Goals and IssuesState Surplus Issues

- Disposal of electrical/electronic equipment containing hazardous or toxic materials.- Increased Facility Expenses [ federal program decision]- Future Staffing Requirements and Position Description [lifting, equipment operators vs. Clerical functions ]

State Surplus Goals- Expand On-line surplus sales and Packaging/shipping services - Develop vehicles sales Strategy for national on-line sales - Improve surplus on-line catalog services- Eliminate accounts receivable aging greater than 120 days

Long Term Goals- Develop bar code capability and eliminate label process

Utah State Agency for Surplus Property

Federal Property Program- FY03 Performance Goals

GSA PropertyDOD Property [1033 Program]1122 ProgramSBA

Federal Surplus Program, Solvency Plan FY03

The Goal to Exceed FY02 Donations Not MetEconomy Budget ConstraintsQuality Surplus

$4,600,000

$4,800,000

$5,000,000$5,200,000

$5,400,000$5,600,000

$5,800,000

FY02 FY03

Acquistion Value

Federal Property Donations

Revenue: $260,982

USASP Average Fee : 6.9% FY02 closing Average, 5.74%]

Utah State Agency for Surplus Property

Federal Property Program- FY03 Performance Goals

Federal Surplus Program, Solvency Plan FY03 (Con’t)

$-

$500,000

$1,000,000

$1,500,000

$2,000,000

$2,500,000

Acq. Value Sales Generated

GSA On-Line Auctions

Revenues to Utah: $52,073

6815 ItemsGSA Auctions are Now Performed On-lineAll Eligible Property is Listed Twice a MonthFast Growing Auction Site

The Goal To Increase DLA/1033 Donations

The Goal To Increase GSA Auctions

Public Safety Agreement/Fee Only TransactionUSASP Received $50 per Transaction Process FeeRevenues to Donations for Both Years Average 2%

$-

$200,000

$400,000

$600,000

$800,000

$1,000,000

FY02 FY03

DLA/LESO Donations

Revenues: $21,825

Revenues: $9,848

Utah State Agency for Surplus Property

Federal Property Program- FY04 Goals and Issues

Maintain the Federal Program at Minimum levelSeek Alternative Uses for Unused Warehouse Storage [Federal Side]Expand the 1122 Program Throughout Utah

All Compliance Cases ClosedImplemented GSA Auction Web-SiteSuccessfully Perform the Public Safety Co-operation Agreement

Accomplishments

Goals

Issues

State Operating Plan - GSA

Request Change to Utah Code 63A-9-805 (7) (b)

LESO 103 Program Changes, Policies/procedures, MOA & Compliance Requirements

The Division of Fleet Operations works to save every penny to keep rates low!

Moving in the Right Direction!