FALL
2017
Second Annual Fall Fleet Event
Join us for the Second Annual State Fleet Event! Listen to speakers on topics of interest and meet fleet-related Statewide Contractors on November 7 at the Sturbridge Host Hotel. Find additional information and sign up today to attend: statefleeteventbuyers.eventbrite.com.
Share This Newsletter with Your Drivers!
OVM’s primary audience is the Agency Fleet Manager. However, the content included in these newsletters is meant for all Commonwealth drivers, and we encourage you to share it with your drivers by forwarding along. Use the newsletter to your advantage and let your message be reinforced by OVM:
Items in Every Vehicle
Any vehicle managed by OVM should have the following items in the glove box at all times:
  • Registration
  • WEX Fuel Card
  • Fleet Response Packet (if participating in the maintenance program)
  • Driver Log

The following items also should be in the glove box, if applicable:
  • Overnight Travel Form
  • Travel Authorization Form (TAF)
  • Agency-specific instructions

The following items are optional, but may be helpful on the road:
  • EZ-Pass Toll Transponder (refer to the January 2016 newsletter for additional information)
  • Universal cell phone or GPS mount
  • Roadside emergency kit
  • Flares
  • Blankets
  • Fully-charged emergency cell phone
  • Batteries/charger
  • Flashlight
  • Pencil and paper
  • First-aid kit
  • Emergency food and drink, in containers that won't freeze
  • Snowbrush, ice scraper, washer fluid, and de-icer in winter
  • Sunglasses
  • Towel or other cleaning items
Fuel Card Updates
Purchase Limits
Recently, WEX decreased the purchase limit for fuel cards embossed as ‘Fuel Only’ due to an increase in cards being compromised by skimming devices attached to fuel pumps that capture the card number along with the Driver Identification Number (PIN/ID) used with the card.

The ‘Fuel Only’ cards now are limited to three fuel transactions per day, with a limit of up to $150 per transaction. Most Agencies will not be affected by this change. However, if this new limit will not meet your Agency’s needs, please reach out to OVM to establish a customized profile for your fuel cards. Note: if a custom profile is used, new fuel cards must be issued.

For temporary use, WEX offers an ‘Emergency Profile Fuel Only’ option that has a limit of 15 fuel transactions per day with no dollar or gallon limit. This option may be used temporarily for a storm or other event in which your fuel cards will be used more often.

Expiring Accounts
WEX accounts expire every three years. Agencies with multiple accounts may have different expiration dates. Check your fuel cards for the ‘good through’ date embossed on the card (ex. 11/17 is for November 2017). Cards expire on the last day of the month. Upon receipt of the renewed cards, which are active and ready for use, confirm you have received all of them and distribute them immediately. Ask your drivers to use the new card before the old card is destroyed. If cards are missing, please contact OVM .

WEX Training Materials
For instructions on how to use the WEX fuel card, please review the documents and the video below.
Important RMV-1 Information
When submitting RMV-1 forms and supporting documents to OVM for new or used State Agency vehicle registrations, please ensure the fields below are completed appropriately. The owner and associated address must reflect the Executive Office of Administration and Finance (field 29):
The Dealer’s Signature and Registration Number are also required (fields 52 and 53):
Please refrain from swapping or reallocating previously used license plates on newly acquired vehicles without first consulting with OVM. When a vehicle is retired from an Agency’s fleet, the license plate should remain on the vehicle to ensure proper disposal. New vehicle acquisitions will receive a new registration and plates.
Vehicle Maintenance: When to Repair vs. Replace
 With tighter budgets being implemented in FY18, OVM has dedicated more resources to ensuring Agency funds are utilized in the most efficient manner possible. In July, OVM introduced a standardized approach when recommending an Agency remove a vehicle from service. OVM analyzes repair cost and compares it against NADA auction value to assist in determining the best course of action. This process ensures Fleet Managers are presented with the most accurate and consistent repair recommendations, enabling Agencies to make educated decisions based on current data. Actively cycling out inventory in disrepair saves Agencies money in the long-term and allows for the purchase of newer, more reliable, and fuel efficient vehicles.
Ford Customer Satisfaction Program 17B25
 In recent months, Ford Motor Company has investigated claims of carbon monoxide (CO) leaking into the cabins of Ford Explorer Interceptor Police cruisers, for model years 2011 and newer. Ford field engineers were able to identify the source of the problem as improperly sealed areas in the rear of the vehicle caused by the addition of lights, radios, sirens, etc.

Ford released a statement saying drivers of regular, non-police Ford Explorers have no reason to be concerned. The company also announced it will cover the costs of specific repairs in any Interceptor suspected of having this issue, regardless of age, mileage, or aftermarket modifications. Ford technicians will check and seal off the rear of the vehicle where exhaust can enter, provide a new air conditioning calibration that brings in more fresh air during heavy acceleration, and check for engine codes that could indicate a damaged exhaust manifold.

Ford’s investigation is ongoing and OVM will continue to monitor the situation and communicate information to affected Agencies under its purview. Open the Ford Police Interceptor Utility Exhaust FAQ for more details.
Best Practices for Developing an Internal Transportation Policy
Purpose of the Trip
An email request should be sent to the employee’s Agency Fleet Manager detailing the reason for the request, along with the beginning and ending dates.

Vehicle Passengers
If more than one employee is traveling to the same event, employees must consider merging trips to save fuel costs and vehicle wear and tear. The transportation of any passenger not connected with work-related business is prohibited. Personal use of state-owned vehicles also is prohibited.

Drivers
State vehicles shall be used only by approved employees or contractors at least 21 years of age who possess a valid driver’s license and are able to conduct official state business. All Drivers must sign the OSD Driver Affirmation of Review and Compliance Form and return the form to their Agency’s Fleet Manager for review and signature prior to travel.

Emergency Procedures
In the event an accident occurs or the vehicle malfunctions and is in need of towing, the driver is responsible for contacting the appropriate service provider (Fleet Response for Executive Branch Agencies, whose number is listed on the Fleet Response packet located within the vehicle, usually in the glove box). 

Some other steps to consider after an accident are:
  • Assess the situation for your immediate safety
  • Determine if there are any injuries
  • Stay in the vehicle if there is a risk of injury or if moving might put you or your passenger(s) at risk of further injury
  • Move to a safe location if your car is creating a safety hazard or obstructing traffic
  • Do not leave the scene of the accident
  • Call 911 immediately to report the accident and get help to the scene, if necessary
  • Follow any instructions the police give you
  • Contact Fleet Response at the number listed on the packet (Executive Branch Agencies)
  • Contact your Agency’s Fleet Manager and adhere to your Agency’s internal protocol for accidents
 
Inspections and Maintenance
Preventive maintenance helps avert major mechanical problems. Oil and filter changes, tire rotation, transmission, cooling system inspections, and manufacturer-recommended services are some aspects of preventive maintenance.
  • For Executive Branch vehicles, a preventive maintenance schedule is provided for each vehicle within the program and is included in the Fleet Response packet.
  • For routine services, such as lube, oil and filter, tire rotation, and brake inspection, Executive Agencies should take the vehicle to an in-network maintenance supplier and present the Vehicle Maintenance Schedule.
Safety Tips for Driving this Quarter
With the onset of fall, and winter quickly approaching, it’s time again for a few seasonal safety reminders.

The days are getting darker earlier, which may make it difficult to see pedestrians clearly. Be vigilant and alert to the possibility of encountering pedestrians, especially if they’re not wearing reflective clothing.

Do a safety check on your vehicle and help avoid an accident. Before the first snow falls, it’s important to check your tires to ensure they have enough tread depth to provide proper traction.

School is back in session! Be prepared for an increase in pedestrian and bicycle traffic, especially just before or after school hours. Pay attention to school zones and reduce your speed. Fully stop and check for pedestrians and bicyclists before pulling back into traffic from a stop sign, red light, etc. Be extra careful when backing up – it’s best to walk around your vehicle to fully understand what may be in your blind spots before you drive. Weather never stops children from playing, so remember to give yourself extra following distance so you have plenty of time to stop regardless of the conditions.

With holidays right around the corner, be prepared for an increase in vehicle and pedestrian traffic near shopping areas, as well. School vacations mean more people wandering the neighborhoods at all times. Consider keeping emergency supplies in your vehicle, referenced in the Items in Every Vehicle article above . Holiday festivities may result in drunk or otherwise impaired drivers. If you notice an impaired driver on the road, pull over and call the police. Your focus should be on driving, so while it may be tempting to slow down and stare at a beautifully or wildly decorated house, remember to just glance at the decorations and lights. If you feel you must have a longer look, safely pull over to the side of the road to do so.

Finally, let emergency vehicles pass. Because of increased hazards this time of year, you may see more ambulances and other emergency vehicles on the road. Pull over immediately to let them do their job.
Vehicle Audit Quick Reference Guide
We have developed a handy guide so that you may better prepare for your Vehicle Audit and Review. Click the button below to download the Vehicle Audit Quick Reference Guide.
Access to View Vehicle Inventory in FleetWave
OVM has upgraded its database system for fleet inventory (FleetWave) and has additional user licenses available for Agency Fleet Managers. Several Agencies have been set up with access and have found the tool to be extremely helpful. If you want access, but haven’t been contacted yet, please reach out to Karen Rasnick with your request.
CO2 Emission Limits for State Fleet
The Massachusetts Department of Environmental Protection promulgated on August 11, 2017 a new regulation 310 CMR 60.06 – CO 2 Emission Limits for State Fleet Passenger Vehicles that sets limits on greenhouse gas emissions from passenger vehicles owned and leased by entities that are under Commonwealth Executive Offices. The new regulation is the result of Governor Baker’s September 2016 Executive Order 569 and the Massachusetts Supreme Judicial Court’s May 2016 decision in Kain v. Department of Environmental Protection. For further information on the new regulation, see: http://www.mass.gov/eea/agencies/massdep/air/climate/section3d-comments.html
Stay tuned for news on the expansion of VEH98 to include heavy duty trucks!
Welcome New Staff at OVM
Bert Buckley joined OVM on July 25 as a Vehicle Auditor. Bert has more than 25 years of experience in emergency medical services and waste management operations. Most recently, Bert was employed with Keolis Commuter Services, responsible for communications and commuter line rail operations. With a mindset for fleet operations and management, Bert will conduct vehicle reviews with an eye for safety and proper vehicle utilization.