State of Missouri Fleet Management Annual Report 2021

2022·1.4 MB·English

by  Missouri Office of Administration, Division of General Services, State Fleet Management Program

2021

State of Missouri

Fleet Management Annual Report

Office of Administration

Commissioner of Administration
2021

The State Fleet Management Annual Report is published by:

State of Missouri
Office of Administration
Division of General Services
State Fleet Management
301 W. High Street, P.O. Box 809
Jefferson City, MO 65102-0809

https://www.oa.mo.gov/general-services/state-fleet-management

Cynthia Dixon
Director
Division of General Services
Phone: [phone]
Email: [email protected]

Adam Wankum
State Fleet Manager
Phone: [phone]
Email: [email protected]
Kenneth J. Zellers
Michael L. Parson
Commissioner
Governor

Cynthia A. Dixon

Director
Office of Administration

Division of General Services

Post Office Box 809
Jefferson City, MO 65102
[phone]

The Honorable Michael Parson and
Members of the General Assembly:

I am pleased to submit the Fleet Management Report for the calendar year ended
December 31, 2021.

Section 37.450 RSMo. requires the State Fleet Manager to produce an annual report
outlining the status of the state vehicle fleet and detailing recommendations for
improvements and changes necessary for more efficient management of the fleet. This
report includes details of progress made in 2021, the current state of the vehicle fleet, and
fleet management goals for 2022.

I believe you will find this report useful and informative. I thank you for your support
as we continue our efforts to improve the overall efficiency of the state vehicle fleet. This
report is also available on the State Fleet Management website at:
https://www.oa.mo.gov/general-services/state-fleet-management.

Sincerely,

Director
Division of General Services
Table of Contents

Page Number
Program Overview 2
Agency Fleet Managers 3
Executive Summary 4
2021 Data Highlights 5
2021 Accomplishments 6
2022 Program Goals 9
Condition of the State Vehicle Fleet 10
General Revenue Fund Fleet Replacement Needs 12
State Fleet Data 14
Travel Options Cost Per Mile 14
Mileage Reimbursement 15
Total Fleet Expenditures 16
Vehicle Purchase Data 17
Vehicle Purchases by Fund 18
Vehicle Purchases by Agency 19
Licensed Vehicles per Agency 20
Licensed Vehicle Count by Fiscal Year 21
Vehicles per 100 Employees 22
Total Business Miles 23
Total Business Miles by Agency 24
State Vehicle Use 25
State Fleet Composition 26
Pool Vehicle Utilization 27
Sedan Cost Per Mile 28
Fuel Cost Trends 29
Fuel Expenditures 30
Maintenance and Repair Expenditures 31
Fleet Driver Data 32
Vehicle Rental Contract Data 33
Agency Fleet Compliance 34
Agency Fleet Purpose Descriptions 37
Program Overview

State Fleet Management is assigned to the Division of General Services within the Office
of Administration. The State Fleet Manager oversees all aspects of the program and performs
the following functions:
• Coordinates statewide fleet management activities
• Develops fleet policies and recommended vehicle practices
• Monitors agency compliance with the State Vehicle Policy (SP-4)
• Administers the State Fleet Information System
• Pre-approves passenger vehicle purchases
• Operates a consolidated carpool serving agencies in the Jefferson City area
• Operates a vehicle maintenance facility serving agencies in the Jefferson City area
• Reports the status of the state vehicle fleet annually as required by statute
• Communicates fleet replacement options to policymakers
• Administers fleet-related contracts
• Serves as a resource to state agencies on fleet management issues
• Hosts quarterly meetings of agency fleet managers
Missouri state agencies independently manage their vehicles in accordance with state statutes
and the State Vehicle Policy. The Office of Administration develops policies with the input of
agency fleet managers. The Fleet Management Advisory Committee (FleetMAC) is comprised of
representatives from state agencies who provide valuable input into decisions affecting fleet
management within state government. Agency fleet managers serve as a single point of contact
between the State Fleet Manager and their respective agency on all fleet-related issues. A list of
agency fleet managers is presented on the following page.
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Agency Fleet Managers

Agriculture Alan Clements
Attorney General’s Office Arlene Boessen
Auditor’s Office Mark Henley
Commerce & Insurance Grady Martin
Conservation Chris Scheppers
Corrections Mandie Morriss
Economic Development Greg Bernskoetter
Elementary & Secondary Education Taylor Doerhoff
Governor’s Office Michelle Hallford
Health & Senior Services Linda Struemph
Higher Education & Workforce Development Dylan Minor
Labor & Industrial Relations Terry Doerhoff
Mental Health Austin Siebert
Missouri Lottery David Madson
Missouri State Highway Patrol Catherine Brown
Natural Resources Mica Baldwin
Office of Administration Adam Wankum
Public Safety Judy Murray
Revenue Matt Stockman
Secretary of State John Stegmann
Social Services Kathy Vogt
State Courts Administrator Brian Dowden
State Tax Commission Melina Scheperle
Supreme Court Michael Hancock
Transportation Amy Niederhelm
Treasurer’s Office Rachel Van Ronzelen
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Executive Summary

The State Fleet Management Program is charged with the responsibility to set policy, track
utilization, and assist state agencies in the management of the state’s vehicular fleet. State agencies
have operational control of their fleets and determine when and how vehicles should be used to
conduct state business in the furtherance of their mission. Fleet Management strives to equip
agencies with tools and resources to ensure this vehicular travel is conducted in the most efficient
manner possible.
In 2021, the State Fleet Management Program continued efforts to implement fleet best
practices by working on strategic initiatives based on recommendations made by the Chief
Operating Officer’s Task Force on Fleet Management report issued in January of 2018. The task
force brought together industry experts to review current state fleet practices, make
recommendations for improvement, and to share industry best practices with representatives of
the state of Missouri. The task force report is available at:
https://www.hawthornfoundation.org/our-focus. Some of the most critical issues that were
identified in the report, and their status, are as follows:
1. Funding to replace vehicles is insufficient, and as a result, agencies are forced to retain
vehicles past their useful life, resulting in higher overall life-cycle costs.
Status: Due to the decentralized structure of the state fleet, agencies request funding for
vehicle replacements through the budget process. State Fleet Management has coordinated
with the Division of Purchasing to offer a Fleet Leasing contract. In some circumstances,
leasing may offer financial benefits to agencies to more regularly replace their fleet vehicles.
2. Vehicle acquisition practices need to be modernized to allow agencies more flexibility to
‘right-type’ their fleet and acquire the most appropriate size of vehicle to accomplish the
agency mission.
Status: State Fleet Management promotes and encourages agency utilization of vehicle life-
cycle costing to evaluate the most cost-effective vehicle to accomplish the agency mission.
The State Vehicle Policy SP-4 is under review to decrease utilization minimums, modernize
replacement criteria, update inspection requirements, and add leasing options.
3. Expand the use of technology to improve data reliability, reduce data collection efforts, and
increase driver safety.
Status: Implementation of a new fleet information management system occurred May
2021. Additionally, some agencies now utilize vehicle telematics technology to increase
driver safety, reduce data collection efforts, and improve data reliability. The telematics
contract is available to all agencies.
4. Fleet safety policies need to be updated to address distracted driving and other issues.
Status: State Vehicle Policy SP-4 was revised to include requirement that all passengers use
seatbelts and that cellphone use be hands-free.
5. Fleet metrics across all agency fleets need to be standardized.
Status: With implementation of the new system in May 2021, State Fleet Management is
continuing to educate agencies on reporting and fleet metric capabilities of new system.

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6. Further assessment of how the fleet is administered is needed to determine if efficiencies
could be gained by centralizing redundant functions to capitalize on experience, improve
consistency, and maximize existing resources to reduce costs.
Status: No Change

7. Increase collaboration between agencies to explore sharing resources and best practices.
Status: State Fleet Management continues to host quarterly workshops with agency fleet
managers to pass along information and promote exchange of ideas. Additionally, weekly
‘Focus on Fleet’ office hours are held to train agency fleet contracts on a variety of topics.

2021 Data Highlights

The State Fleet Management Program monitors state fleet data through the State Fleet
Information System and reports from other agencies that have their own internal fleet systems.
The program also monitors vehicle rental and employee mileage reimbursement data to
present the total costs of employee travel.

Travel reductions due to the COVID-19 pandemic impacted many traditional fleet
performance measures from cost reductions to lower utilization. Data highlights for fiscal year
2021 (FY 21) include:
• Total state vehicular transportation costs decreased by 10 percent from FY 20, to $81.1
million (includes state fleet vehicle expenses, rental vehicles, and reimbursements for
personal vehicle use)
• Total business miles driven decreased by 20 percent from FY 20, to 125 million miles
• The percentage of business miles driven in state vehicles remained stable at 92 percent,
which is significant because a state vehicle is nearly always the lowest cost travel option
for official business travel
• State employees were reimbursed for nine million business miles, 49 percent fewer than
in FY 20, at a cost of $3.9 million compared to $6.5 million in FY 20
• Licensed, active state vehicle count decreased to 9,901 vehicles
• State pool vehicles averaged 8,215 miles in FY 21; travel restrictions due to COVID-19
significantly reduced the average this fiscal year
• Annual average utilization for all state fleet vehicles decreased from 13,418 miles driven
per vehicle in FY 20 to 6,252 in FY 21
• Maintenance and repair expenditures decreased by 14 percent compared to FY 20
• Fuel expenditures decreased by nine percent compared to FY 20
• Average miles per gallon for sedans in the State Fleet Information System was 29.3
MPG; no change from FY 20
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• At the time of this report the division of energy report was not available to determine
how many state agencies met the statutory requirements for the purchase of
alternative fuel (E85) vehicles1

2021 Accomplishments

The key accomplishments for the State Fleet Management Program in 2021 are listed
below. Further discussion of each accomplishment is included in the following pages.
• Implementation of Chevin FleetWave to replace the almost twenty-year old State Fleet
Information System and Computer Assisted Reservation (CARS) System. The system
went live in May 2021. The State Fleet Management Program will continue to provide
agencies training and assistance as they transition to the new fleet management system
• Continued to promote the use of telematics in agency state vehicles to modernize fleet
technology
• Obtained agency input and drafted revisions to State Vehicle Policy SP-4 to update
policies associated with replacement criteria, utilization minimums, inspections, and
other areas
• Partnership between OA Carpool and Missouri National Guard to provide monthly rental
vehicles to support staff operating COVID-19 testing and vaccination sites throughout
the state
• Vehicle Maintenance and OA Carpool maintained high levels of overall customer
satisfaction for the past five years
• Fleet Management held quarterly workshops with agency fleet managers virtually due
to COVID-19 restrictions

1 Source: DED/Division of Energy FY 21 report unavailable. Section 37.455 RSMo. requires the commissioner of
administration to ensure that no less than 70 percent of new purchases for the state vehicle fleet are flexible fuel
vehicles that can operate on fuel blended with 85 percent ethanol.
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2021 Accomplishments
(continued)
New State Fleet Information System Implemented

In May of 2021, the State Fleet Management Program successfully went live with the
new fleet management software, FleetWave, from Chevin Fleet Solutions. This was a successful
replacement of the aging State Fleet Information System and Computer Automated Reservation
System (CARS). FleetWave is a widely recognized and extensively used product offering robust
and adaptable data collection, tailorable dashboards, enhanced reporting, and interface
opportunities that are expected to greatly improve day-to-day fleet management capabilities
while reducing manual data entry and improving data accuracy. Training to agencies has been
put into place and will continue into 2022 as we transition into use of the new system.
Promote Telematics to Modernize Fleet Technology

One of the Task Force on Fleet Management recommendations was to expand the use
of vehicle telematics. We have continued to promote the use of telematics to agencies since
March of 2020. Several agencies, including OA Carpool and OA State Printing Center + Central
Mail Services have been utilizing technology since 2020. In 2021, two additional agencies began
utilizing telematics in their vehicles: Department of Mental Health – Fulton State Hospital and
the Department of Agriculture.

State Vehicle Policy Improvements

With the exception of safety policy improvements promulgated in 2018, the State
Vehicle Policy (SP-4) had not been updated since 2008. State Fleet Management has identified
several areas that needed attention and queried agencies regarding those and other areas that
needed revision or updating, then drafted proposed revisions with agency input. The changes
focus on updating utilization minimums, replacement criteria, inspection requirements, leasing,
and telematics, and are expected to be finalized and promulgated by June 2022.

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