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WELCOME TO OUR
VIRTUAL TOWN HALL
MOTOR POOL FOR
STATE OF COLORADO ORGANIZATIONS
The goal of
today’s meeting
is to offer a
closer look at
fleet & motor
pool technology
& how to easily
purchase via the
Colorado Price
Agreement.
PART 1: Motor Pool for State of Colorado Organizations
• Welcome & Introduction
• Overview of Motor Pool System Currently in Colorado
• Essentials of Motor Pool Technology
PART 2: Writing Your Success Story
• Defining Success
• How to Calculate Savings & ROI
• Purchasing via CO Price Agreement
• Getting Started
• Q&A
TODAY’S AGENDA
The State of Colorado:
Adam Boyd Sean MurphyTechnical Services Manager Motor Pool Manager
State of Colorado Division of Central Svc’s
[email protected] [email protected]
WELCOME TO OUR PRESENTATION
Approved Vendor Agile Access
Control, Inc. (Agile Fleet):
Ron KatzSr. Director of National Accounts
(408) 213-9555 x535
Our Presenters:
Automated motor
pool systems are
currently in place
or being rolled out
in State of
Colorado
Organizations via
the Purchasing
Agreement.
COLORADO OVERVIEW
Eligible Organizations• Colorado State Agencies
• Colorado Universities & Institutions of Education
• Colorado Municipal or County Agencies
• Colorado Political Subdivisions
• Colorado Local Agencies
You may be
unique… but
maybe not as
unique as you
think…
• All fleets are different
• Fleet and motor pool challenges are surprisingly similar
• There are common themes to the solutions to your fleet
challenges
COMMON CHALLENGES
Right SizingPolicy Enforcement
Streamlining
Driver SatisfactionAutomation
Integration
Cost Control
The State of Colorado
needed to streamline
reservations, key
management, and
reporting while
tracking vehicle usage
to better manage
State assets.
• How to efficiently manage vehicle scheduling,
dispatching and reporting processes
• Too much paper & spreadsheets, no transparency
• Motor pool vehicles needed to be geographically
located where they are needed (decentralized)
• State vehicle inventories needed to be analyzed
for right-sizing and utilization statistics
• To comply with Green Fleet goals (car pooling)
COLORADO’S CHALLENGES
Automation
enabled the State
of Colorado to
reduce from 60 to
40 vehicles almost
immediately
• Started with 60 vehicles, reduced fleet by 30%
• Used data to reduce to 40 vehicles
• Saw immediate opportunities for savings as soon
as starting data collection
• Saved $360,000 in cost avoidance for vehicles not
needing to be purchased
• Past billing methods required 30 mins per vehicle
at the end of every month. Now it’s automatic.
• Online reservations are now easy and efficient for
drivers and staff
COLORADO’S APPROACH
The State of
Colorado is saving
money while better
serving their
customers and
taxpayers.
• State fleet motor pool vehicles were decentralized
and inventories adjusted to better meet needs
• Simplified the online reservation process
• Online reservations 24/7 via web-based system
• Eliminated manual billing process
• Staff now able to focus on other core business
functions
• Recent expansion to other Colorado agencies
• Added electric vehicles, system can alert to vehicle
type
COLORADO’S SUCCESSES
COLORADO TODAY
Colorado’s Temperature-Controlled
Self-Service Motor Pool
Colorado’s extreme
weather is not an
issue for their
operations.
ESSENTIALS OF MOTOR POOL TECHNOLOGY
Scheduling and
coordinating use is
a basic
requirement of
sharing vehicles.
Fleet drivers can
make reservations
online, around the
clock. No more
paper,
spreadsheets or
email chains.
SCHEDULING & COORDINATING USE
Staffed LocationsCentralized Key Control
Kiosk-only
Dispatching options suit both staffed and unstaffed motor pool scenarios.
As easy as getting a boarding pass at an airport
DISPATCHING & MANAGING KEYS
DISPATCHING AND MANAGING KEYS
Checking out a vehicle is as simple as clicking on the “Check Out Vehicle” button
Data is
automatically
collected from the
self-service motor
pool.
Understand your
utilization data
instantly.
REPORTING & BILLING
Motor Pool
Utilization by Asset Report
Agile FleetCommander
Timely, accurate, and
useful information,
presented to you
automatically, is a
huge time and cost-
saver.
FLEET DASHBOARDS
Hourly utilization
Customer
satisfaction
TIPS & ADVICE FROM COLORADO
State of Colorado
collected the data it
needed to make
money-saving
decisions.
1. Understand where efficiencies can be found in the
process of moving to a motor pool.
2. Market the motor pool and the benefits with as
wide a net as possible.
3. Focus on the system as an ‘enabler’ that will
continue to evolve over time.
4. Allow users to participate in the revision of the
motor pool application.
PART 2: WRITING YOUR SUCCESS STORY
Defining your
vision of success
will drive the
direction of your
efforts from the
beginning.
WRITING YOUR SUCCESS STORY
How do you define success?
✓Share vehicles
✓Centralize
✓Automate
✓Standardize
✓ Integrate
✓Communicate &
enforce policy
✓Reduce costs by $300k
✓Reduce age of fleet from 11
years to 6 years
✓Eliminate 15 assigned vehicles
✓Achieve driver satisfaction
ratings of 90% or higher
✓Achieve utilization rates of 80%
or higher
“Show me the
money!”
Likely, you will
need to quantify
the benefits of your
successes. The
good news is, it’s
pretty easy.
We can do the
work for you – call
us.
WRITING YOUR SUCCESS STORY
✓ Streamlined motor pool
✓ Optimized utilization
✓ Reassignment of staff to other
duties
✓ Access to vehicles off hours
✓ Behavior correction through rules
communication & enforcement
✓ Better communication
✓ Collect and improve customer
service ratings
✓ Maintain a newer, updated fleet
What you can expect to achieve:
✓ Centralization
✓ One-stop fleet management
system
✓ Integration with external systems
✓ Automated scheduled
maintenance
✓ Reduce fleet size
✓ Tracking of repairs and recalls
✓ Managing fuel records
✓ Viewing accidents, citations,
complaints, and driver training
With a little bit of
discovery, we can
estimate your
anticipated savings
from fleet
technology alone.
WRITING YOUR SUCCESS STORY
We can help you calculate your savings
200Total # of vehicles?:
20How many vehicles are shared today?:
50
$5,100Annual cost per vehicle?:
5# of staff that supports sharing?:
How aggressive will you be in right-sizing
(1 - passive; 7 - aggressive)?:
Not Efficient
Aggressive
How many cannot be shared?:
How efficient is your sharing today
(1 - not efficient; 7 - very efficient)?:
7
1
LEVERAGING THE PRICE AGREEMENT
Period Covered – 2/28/2018
to1/31/2020
Contact Agile Fleet Directly
Agile Access Control Inc. (Agile Fleet)
14101 Willard Road, Suite A
Chantilly, VA 20151
www.agilefleet.com
State of Colorado Price Agreement for Vehicle Reservation System
Price Agreement is located online:
Eligible Organizations
• Colorado State Agencies
• Colorado Universities & Institutions of Education
• Colorado Municipal or County Agencies
• Colorado Political Subdivisions
• Colorado Local Agencies
GETTING STARTED
1. Get the FMIS
system in place
2. Tackle the low-
hanging fruit
3. Optimize
• Implement the system – in days or weeks
• Import data
• Communicate to stakeholders
• Start collecting one metric for each vehicle
• Implement preventive maintenance program
• Start a motor pool
• Policy enhancements
• Establish goals for Phase 2
• Conduct first fleet survey
• Initiate monthly odometer collection
for all vehicles
• Initiate monthly reporting
• Begin analysis of assigned vehicles
• Policy enhancements
• Document cost-savings
• Establish goals for Phase 3
• Launch mini-pools
• Initiate 5-year replacement
planning
• Implement additional
technology, e.g. GPS
• Policy enhancements
At first, people may
object to changing
the way business is
done - until they
experience the
benefits.
DEALING WITH OBJECTIONS
✓ Automated sharing processes
✓ Optimized utilization
✓ Unburdened fleet staff
✓ Reduce fleet size, reduced costs
✓ Tracking of repairs and recalls
✓ Behavior correction through rules
communication & enforcement
✓ Collect and improve customer
service ratings
✓ Online reservations
✓ Round the clock access to keys
and vehicles
✓ More, better types of vehicles
✓ Maintenance tasks are managed
by fleet office
✓ Always get a vehicle when needed
Communicate the Benefits
For Fleet Staff For Fleet Drivers
Q & A
The State of Colorado:
Adam Boyd Sean MurphyTechnical Services Manager Motor Pool Manager
State of Colorado Division of Central Svc’s
[email protected] [email protected]
Agile Fleet:
Ron KatzSr. Director of National Accounts
(408) 213-9555 x535
