Fy14 F O U R T H Qu A R T E R Ed I T I O N Gsa Fleet U

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FY14 FOURTH QUARTER EDITION GSA F LEET U PDATE GSA Fleet, 1800 F Street NW, Washington D.C. 20405 gsafleet@gsa.gov - (703) 605-5630 Toth Talk - Welcome Thank you for your partnership and continued dedication to building a sustainable Federal Fleet. This past February, GSA kicked off the second phase of its Electric Vehicle pilot consisting of 200 electric and plug-in electric vehicles for 20 participating agencies. At the end of FY 2014, 195 of the 200 vehicles were delivered and actively driven, projected to average 4,800 miles annually. Although this number is lower than the 9,600 miles annually the rest of the GSA leased sedan fleet averages, we continue to see the utilization improve as more and more customers install their 240 Volt Level II stations. To date, 124 of the 169 GSA funded stations are installed and in use. GSA’s pilot has already saved the Federal Government 7,414 kg of greenhouse gases and 2,215 gallons of petroleum. In the new fiscal year, GSA looks forward to continuing to deliver the latest in passenger vehicle technology at affordable prices. If you haven’t already, please check out GSA Fleet’s Desktop Workshops. Every month, GSA Fleet offers live Training Workshops on new topics relating to GSA Fleet practices and Federal Fleet Management. To view previously recorded sessions or sign-up for an upcoming live training, please visit https://drivethru.fas.gsa.gov/, under the “Training” tab, click “Desktop Workshops.” The next training session is a GSA Fleet Update presented twice by me on October 9th and 15th, 2014. Mark your calendars! In January, GSA will host its second annual Federal Fleet Management Training event in conjunction with the Washington, D.C. Auto Show. GSA will offer training workshops over the three-day event, open to all federal fleet professionals. The Washington, D.C. Auto Show is also providing a private showing of the Auto Show floor to view the latest vendor offerings. This event is an excellent opportunity to learn about the latest in fleet management, network with industry colleagues and see new makes and models of vehicles. Please be sure to check out the advertisement on page 2 to learn more. This GSA Fleet Update edition covers diverse topics from tips to prevent credit card skimming, car wash care, and vehicle recalls. I trust you will also enjoy the Mechanic’s Corner that provides an overview of GSA Fleet’s maintenance processes and service. With the winter months approaching, the safety corner article will prepare you with the resources to equip your vehicle and drive safely over the upcoming winter months. I am also pleased to announce that GSA Fleet implemented a 2 percent rate decrease in FY2015. As always, GSA appreciates your business and I thank you for your continued support. I look forward to seeing you at the training in January. William A. Toth, Jr. Director of Motor Vehicle Management Inside this issue: FY2015 GSA Fleet Rate Reduction Vendor and Customer Self Service (VCSS) Notifications Recalls and Your GSA Fleet Vehicle Utilize Short Term Rental Program For Seasonal Work Prevention—Charge Card Skimming Using E15 Fuel in GSA Fleet Vehicles Car Wash Care WEXConnect Mobile App 2 2 3 3 4 4 5 5 Mechanic’s Corner: GSA Fleet’s Maintenance Services Safety Corner: Rolling into Winter Fender Benderz - by Ken Campbell, Accident Management Center Coordinator 6 7 7

GSA FLEET UPDATE - FY14 FOURTH QUARTER Page 2 FY2015 GSA Fleet Rate Reduction Effective October 1, 2014, GSA Fleet will be implementing a 2% reduction to lease rates. We continue to experience favorable vehicle resale market conditions and achieve improved operational efficiencies. Please note that GSA Fleet assesses rates of all vehicle types to align them with operating cost. This 2% decrease is aggregated across the entire fleet and the rate changes for individual vehicle classes may vary. In addition to this reduction, GSA Fleet will also be reducing our surcharge to OCONUS locations by 5%. After performing an in-depth cost analysis, it was determined these locations could sustain a reduction and still cover associated costs. The surcharge, effective October 1, 2014, will be 10% and applied to the base rates for all vehicles in these locations. Vendor and Customer Self Service (VCSS) Notifications Do you know to retrieve your GSA Fleet monthly bill? GSA has transitioned to a web based platform, VCSS, which allows customers to view and download monthly fleet bills, as well as bills for other GSA products and services. It is important that you utilize this self-service portal to keep track of new billings and any outstanding bills that may have been overlooked during the transition in billing platforms. Upon logging into VCSS, you should see a summary of your account with outstanding bal- ances. If you have an outstanding bill, please download and process immediately to resolve outstanding account balances. Also, within the selfservice platform you may view account details that may be pertinent to your agency’s requirements including: address, bureau code and payments submitted. You may also correspond with our finance department on any outstanding issues. To create an account and obtain access, please follow the directions at https://vcss.ocfo.gsa.gov/Customer/Step1.aspx.

Page 3 GSA FLEET UPDATE - FY14 THIRD QUARTER Recalls and Your GSA Fleet Vehicle As manufacturers continue to announce new recalls, we tronic notifications. We ask that you treat both with the would like to review our current recall process and same sense of importance. what you can do to help make sure the vehicles you drive are as safe as possible. When you receive either a paper or electronic recall notice, you should read it carefully, as different recalls will GSA has been working with the vehicle manufacturers require you to act differently. Some initial notices will to receive important recall and safety information as indicate that parts are delayed, but the notices are sent quickly as possible so that we may then inform all of anyway, to assure that you and your drivers are aware of our affected customers. We are currently receiving potential problems – some of these early notifications weekly updates on open recalls for all the Ford, GM, contain IMPORTANT information regarding the safe and Chrysler vehicles in our fleet. operation of your vehicle. If parts are available when the notice is first received or when the parts do become When a new recall is announced, and we receive both a available, you can contact the appropriate local dealerlist of affected VINs and the notice itself and send that ship to arrange for the work to be completed. If you do information to the customer email address we have on not know where your closest dealership is, you can confile for any vehicle affected by that particular recall. tact the Maintenance Control Center (866-400-0411, opPlease note that it can take several weeks or more after tion 1) and they will assist you. Once the work is coma recall has made the national media before all of these pleted, and the dealership has vouchered that work to pieces come together for us. After the first notification, their parent company, the recall will be closed out in the we will wait at least 120 days before sending a follow up manufacturer’s data file and our systems. to allow time for you to bring the affected vehicles to a dealership and have the work completed. While the vast majority of vehicle recalls do not require you to stop driving your vehicles, in those rare occasions While we are working to track recalls and provide infor- when a stop-drive recall is issued we will contact cusmation in a timelier, more systemic manner, manufactomers immediately to assure that drivers remain safe. turers will still be sending out paper notification by regular mail. It is possible that for some recalls you will Thank you for working with us to get safety recalls rereceive one before the other – either paper or elecsolved quickly and keeping our vehicles and drivers safe. Utilize Short Term Rental Program For Seasonal Work Does your agency have any upcoming seasonal needs or surge requirements? GSA’s Short Term Rental (STR) program can assist with vehicle and equipment rentals. This program offers a large selection of vehicles and equipment for seasonal work, special events and surge requirements. STR can also be utilized as replacements during repairs and maintenance. Vehicles can be rented for up to 120 days, and equipment for up to 365 days. with quick access to the vehicles and equipment your agency needs. The STR program also saves your agency time and money because GSA offers the best available rates and handles all procurement requirements to provide you To start using GSA’s Short Term Rental program or learn more about the program, visit www.gsa.gov/str. More than 70 types of vehicles are offered including sedans, light trucks, buses, minivans, tractor and trailers, box trucks, refrigerated trucks and more. Over 250 types of equipment are also available including fork lifts, dump trucks, dozers, trenchers, excavators and more.

GSA FLEET UPDATE - FY14 FOURTH QUARTER Page 4 Prevention - Charge Card Skimming GSA Fleet replaces 10-20 fleet cards per month due to concerns that card numbers may have been skimmed. Credit card skimmers are devices installed over the top of a legitimate credit card scanner. In the fleet arena, this most commonly occurs on fueling pumps. These skimming devices are used to capture your credit card numbers which are encoded on completely new plastic and are used for fraudulent purchases. Fueling stations that identify skimming devices in their pumps report their findings to the U.S. Secret Service, which notifies the various credit card companies of cards that may have been stolen. When this occurs, GSA Fleet may then have to notify agencies that their card numbers have been compromised and reissue new plastic to ensure no fraudulent transactions occur. Where card numbers are fraudulently used due to skimming, the credit card company maintains the financial liability and transactions are credited back to GSA Fleet. There are a few things you can do to prevent skimming: Use the pumps closest to and facing the fueling station attendant. Skimmers tend to avoid these pumps because they can’t easily install skimmers without someone noticing. Look for obvious signs of tampering with the pump or card slot. Stations are beginning to shrink wrap pumps or put security tape on card readers. If the shrink wrap/tape is com- promised or the door appears to have been opened don’t use the pump and notify station management. If handing a credit card to a station technician, be aware that the card is kept in your sight at all times. When at repair facilities, never leave the card at the shop. Always enter accurate odometer readings to help in the prevention and detection of all types of fleet card fraud. If you have any questions about this or other types of fuel card fraud and what GSA Fleet is doing to protect your fleet please feel free to contact LPT@gsa.gov. Using E15 Fuel in GSA Fleet Vehicles Building fleets around sustainable energy sources is essential and it must be pursued in a manner that is responsible. In March 2009, Growth Energy (a coalition of U.S. ethanol supporters) and 54 ethanol manufacturers applied for and received a waiver under the Clean Air Act to increase the allowable amount of ethanol in gasoline from 10% to 15% ethanol. For more information on this ruling and E15 fuel, please visit: http:// www.epa.gov/otaq/regs/fuels/ additive/e15/ Although there are less than 100 gas stations across the country that currently carry E15, at this time there exists a large number of nonFlex Fuel vehicles in our Fleet that are unable to burn this more corrosive 84-octane fuel. The use of E15 or E85 blends in vehicles that are not equipped to handle such high ethanol levels can cause problems with the fuel system and may void the vehicle’s warranty. Therefore, unless drivers consult their owner's manual to ensure a vehicle is capable of using a fuel blend of E15 or E85, they should only use regular unleaded (E10) gasoline. Please note that E15 is not an alternative fuel. Agencies will not get alternative fuel credit for using E15 and the vehicles do not count as alternative fuel vehicles towards meeting EPACT requirements. If any damage occurs that can be attributed to the incorrect fueling of the vehicle, GSA Fleet may issue an agency incurred expense for the damages.

GSA FLEET UPDATE - FY14 THIRD QUARTER Page 5 Car Wash Care Maintaining government vehicles in a safe and efficient manner is an important part of what we do as drivers and fleet managers. Part of this care includes keeping vehicles clean to avoid paint damage and to ensure debris and other potential impediments are removed that may cause damage to the vehicle. when it’s needed. Do not setup regularly scheduled washes, such as bi-monthly appointments. Scheduled washes are not recommended as the vehicle may not require a wash at that time, resulting in wasteful spending. DO obtain exterior car washes. Interior cleanings and details are not routinely authorized by GSA Fleet and should only be done with the permission of your local GSA Fleet Service Representative (FSR). DO remember that all Government procurement regulations apply. Vendors have several creative ways to sell car wash packages, but be aware that the Government cannot prepay for services. Examples of unauthorized purchase practices include: Prepaying for car wash tokens or certificates to use at a later time, purchasing a monthly/quarterly package designed to cover the vehicle’s Some important Do’s and Don’ts when washing your GSA Fleet leased vehicles: DO know your GSA Fleet region’s car wash dollar threshold. Do not exceed it as it may result in an expense to your agency for the overage. Car wash thresholds are set at a regional level because of varying weather and terrain conditions. In addition, car wash availability can affect the frequency of the need and authorized cost. Contact your local GSA Fleet Service Representative (FSR) for further specifics. DO wash your car, but only WEXConnect Mobile App WEX, Inc. brings GSA Fleet a mobile app which allows agency drivers to locate fuel and service stations, quickly compare prices and obtain directions while on the road. Even better, WEX Connect provides fuel prices based on actual fuel station data – one of the first in the industry. These features, along with the ability to find service stations and fueling locations offering diesel, E85, regular and CNG fueling, help to ensure that your drivers find the fuel they need – at the best price. WEX Connect works on Droid and iPhone devices. Information on how to download the app can be found at: https:// www.wexinc.com/wex-mobile/ wex-connect. washes over some span of time, and having cars washed without a Government representative present to verify and accept the service is completed, e.g., on a weekend. DO look for car washes at fueling stations. Not only are they convenient, but most are already WEX Fleet card accepting sites. They may offer discounted services if your GSA vehicle requires both a fuel fill-up and a car wash. DO use the WEXConnect App on your Smartphone or access car wash locations at WEX’s website: http:// www.wexinc.com/acceptinglocations. Do also remember this listing is not inclusive of sites enabled to call for a MasterCard number. DO contact your local Fleet Service Representative (FSR) or LPT@gsa.gov if you have questions regarding car wash care for your GSA Fleet leased vehicles.

GSA FLEET UPDATE - FY14 FOURTH QUARTER Page 6 Mechanic’s Corner: GSA Fleet’s Maintenance Services GSA Fleet is proud to be the provider of vehicles and services to over one-third of the Federal fleet. We recognize that to most drivers, a vehicle is a means to an end and not the end itself. However, to us, the job of taking care of your GSA vehicle, keeping your driver and vehicle safely on the road, and saving taxpayer dollars is one we take very seriously. In order for drivers and GSA Fleet to both be successful, a partnership is necessary. To assist drivers and fleet managers with their vehicle maintenance needs, GSA Fleet provides a Fleet Services Card and a Maintenance Control Center. These value added services enable GSA to track what was fixed, why, by which vendor, the vendor’s location, when, and for how much. This information helps us maintain your vehicle as safely and cost-effectively as possible. Most mechanical and maintenance repairs under 100 can be paid for using your Fleet Services Card. The exceptions are tire, battery, and glass replacement. There are also other situations where a vendor may be required to call in to the MCC for approval to ensure that GSA Fleet is only paying for essential services. For repairs over 100, as well as tire, battery, and glass replacements, the vendor must call the MCC for approval. The agency driver cannot authorize repairs. Even GSA Fleet’s own Fleet Service Representatives (FSR) cannot authorize repairs. MCC technicians, besides being automotive repair professionals, are warranted contracting officers. They ensure that GSA Fleet is only paying for essential services and that pricing from vendors is fair and reasonable. For repairs over 2,500, the same restrictions apply as outlined for over 100 purchases, but GSA Fleet must also compete these repairs among multiple vendors pursuant to the Federal Acquisition Regulations and the Service Contract Act. GSA Fleet is also required to set aside this work whenever possible for small businesses. In order to keep your vehicle out of the shop and to prevent major repairs, there are several things you can do. Perform regular monthly checks of tire pressure and engine fluids, such as coolant and windshield wiper fluid. Quickly report problems such as brake noise, engine noise, or unexpectedly low fuel economy. Take your vehicle in promptly for preventative maintenance, whether indicated by the oil life sensor indicator or a preventative maintenance reminder email from GSA Fleet. It is also important to know your vehicle’s warranty and whether your vehicle is still covered. Taking vehicles that are under warranty to the appropriate facility can save GSA, agencies, and taxpayers thousands of dollars. This also includes taking advantage of available roadside assistance. As warranty programs vary by make and model, and sometimes by model year, check your owner’s manual or contact either your FSR or the MCC. Working together, we can keep our vehicles on the road in good, safe operating conditions - and do so effectively and efficiently. Should you have any questions or need assistance in finding an appropriate vendor, please contact your FSR or the MCC (1-866-400-0411, Option 1). We’re on the Web Visit us at: http://www.gsa.gov/gsafleet The Right Vehicle at the Right Price with Great Service and the required data needed to effectively and efficiently manage a fleet!

Page 7 Rolling into Winter When winter weather rolls around, many drivers may be caught off guard by the change in road conditions. Turning on the headlights and windshield wipers when driving down snowy roadways are important, but there are other considerations. Winter weather means changing the way you drive. Weather can change from sunny to blowing snow within an hour or two creating hazardous road conditions and unforeseen dangers. Keep yourself safe by preparing for winter driving. immediate help difficult. Especially during adverse conditions, make sure you have a full tank of gas and let your co-workers or supervisor know your route in case you become stranded. Automobile accidents are a serious issue in the United States. Roughly 10 million people are involved in motor vehicle accidents annually and is the leading cause of death according to the Centers for Disease Control and Prevention. There is no denying that car accidents cause needless damage, injury and death every year and the Federal government is not immune from this epidemic. did not know at the time was this was just a small fraction of what the Federal government spends each year on vehicle accidents. conditions. Finally, keep your headlights on so other drivers can see you, even if the weather improves. If you become stranded, do not leave your vehicle unless you know exactly where you are and are confident you Once you are properly prepared for can safely reach a destination. To atyour trip, remember one word while tract attention, hang a brightly colored driving during the winter, “slow”. Be cloth from your antenna. Keep the proactive, don’t assume that other vehicle's exhaust pipe free of snow and drivers will be as responsible. Antici- ice and run the engine and heater for pate potential problem spots on the about 10 minutes every hour dependroad. Larger vehicles, like semis, take ing on the amount of gas in the tank. longer to stop than smaller vehicles. Protect yourself from frostbite and Before you get in your vehicle, plan Remember that roads with bridges, hypothermia; use coats and blankets your route; know the road conditions, overpasses, and infrequently traveled to keep warm but keep one window where you may be able to stop for roads freeze first. Avoid passing snow slightly open as heavy snow and ice fuel and maintenance and if there are plows and salt trucks. Do not use can seal a vehicle shut. remote spots that might make getting cruise control in adverse GSA Fleet offers a Defense Driver Course at no additional cost to leasFender Benderz ing customers. Please visit www.gsa.gov/drivertraining for more by Ken Campbell, Accident Management Center Coordinator information. During my tenure as an Agency Fleet Manager and as a former GSA Fleet customer, I was only vaguely aware of the accidents my agency was having and the cost to the agency. Normally I would find out about the accident when we received the bill from GSA and saw the significant cost to repair an accident damaged vehicle. What I As the new GSA Accident Management Center Coordinator, I have quickly learned the extent to which vehicle accidents are costing the Federal government two of its scarcest resources - taxpayer dollars and people. GSA Fleet tracks the number of accidents and the cost to repair its vehicles. However, repairing the vehicle is not the end of the story. Financially, it does not take into account tort claims, lost productivity, litigation, and medical expenses. The National Safety Council estimates a cost of 400,000 for a motor vehicle accident-related injury and over 1.4 million in the event of a fatality. Bottom-line, the risk of work-related motor vehicle accidents cuts across all aspects of the Federal government. This is why employer safety and vehicle maintenance policies are a critical element in reducing vehicle accident risks. Employers must manage road risk proactively through programs and policies to promote safe driving behaviors, as well as ensuring vehicles are properly maintained, regularly inspected, and safety issues reported and fixed quickly. Together, these steps ensure work-related driving takes place under the safest possible conditions and demonstrate that the Federal government is doing its part to reduce automobile accidents.

Using E15 Fuel in GSA Fleet Vehicles 4 Car Wash Care 5 WEXConnect Mobile App 5 Mechanic's Corner: GSA Fleet's Maintenance Services 6 Safety Corner: Rolling into Winter 7 Fender Benderz - by Ken Campbell, Accident Management Center Coordinator 7 GSA FLEET UPDATE GSA Fleet, 1800 F Street NW, Washington D.C. 20405 gsafleet@gsa.gov - (703) 605-5630

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