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HomeMy WebLinkAboutP-0096 - Vehicle Fuel Conservation Policy • POLICY FOR INSERTION INTO THE POLICY MANUAL MEETING DATE: December 5, 2005 NUMBER: 00096 EFFECTIVE DATE: January 1, 2006 REVISIONS: POLICY: Vehicle Fuel Conservation Policy General Orange County's "Environmental Responsibility in County Government" goal includes the objective: "Initiate policies and programs that conserve energy, reduce fueUutility/resource consumption..." In support of this goal, the County has adopted this Vehicle Fuel Conservation Policy. Costs for gasoline and diesel fuel for County vehicles and motorized equipment are significant. Beyond this, fuel consumption for vehicles and motorized equipment has significant environmental impacts. As a result, it is both necessary and beneficial for the County to adopt a policy of fuel conservation and efficiency. Water conservation and energy conservation for County buildings are addressed in separate policies. Purpose The purpose of this policy is to reduce the County government's vehicle fuel consumption, wherever possible; improve fuel efficiency; and maximize the use of alternative fuels for that fuel that must be used to operate Orange County vehicles and motorized equipment, consistent with the need for safe, and reliable County vehicles and motorized equipment. Policy Goals Establish the policy foundation of responsibilities, planning, programs, standards, performance measures and the like to manage the County government's vehicle fuel use and conserve fuel. Manage vehicle and motorized equipment fuel consumption to minimize use to the greatest extent possible while maintaining safe and reliable vehicles and motorized equipment. Provide for the use of alternative fuel (which may include compressed natural gas, bio- • diesel, hybrid gas/electric, or the like) vehicles and motorized equipment, unless service needs cannot be met with an alternative fuel vehicle or motorized equipment - as determined by the County Manager. Purchase vehicles and motorized equipment that meet service delivery needs with the greatest fuel efficiency possible whether alternative or traditional fuel. Achieve a reduction in average fuel consumption per mile annually for vehicles and per hour of operation for motorized equipment. Support change to State agency policies that fosters monetary incentives to make fuel efficiency and alternative fuel efforts economically attractive and to streamline program justification requirements so that projects can be executed within a timely interval, and savings quickly realized. Scope This policy applies to all County owned and leased vehicles and motorized equipment and the operators of these vehicles and equipment. Responsibilities Energy Conservation Task Group As provided in the County 's Energy Conservation Policy, the Manager appoints an Energy Conservation Task Group. The Task Group provides direction, counsel and oversight as to implementation of the Vehicle Fuel Conservation Policy. As necessary, the Task Group addresses questions of policy interpretation and adherence. Purchasing and Central Services Director The Purchasing and Central Services Director manages the vehicle acquisition or replacement process as provided in this policy. County Manager The County Manager's advance approval is required for purchase of any new or replacement vehicle or motorized equipment. Public Works Department The Public Works Department is responsible for: Performing preventive and corrective maintenance for County vehicles and motorized equipment to ensure maximum fuel efficiency is achieved. • Preparing the annual vehicle replacement report. Department Heads Department Heads are responsible for: Communicating the County's fuel conservation goals and policies to staff, providing guidance and promoting adherence. The assignment of departmental vehicles to departmental staff. For vehicles not assigned to a single individual, designating one operator and one backup operator to monitor use and schedule preventive maintenance service as needed. Communicating and justifying any request for new and replacement vehicles and motorized equipment as part of the annual budget process. Monitoring employee conformance with requirements for vehicle and motorized equipment maintenance, including scheduling of preventive maintenance service. Employees • Employees who operate County vehicles and motorized equipment are responsible for ensuring that: Tire and fluid inspections for vehicles are performed (by self, or by Motor Pool staff) according to published directions from the Public Works Department. The assigned vehicle is scheduled and delivered to Public Works for preventive maintenance service within time and/or mileage intervals identified by Public Works. Corrective maintenance is scheduled with Public Works as soon as possible when a problem with the vehicle is encountered or identified. Vehicles are operated according to all applicable laws and rules of the road. This increases fuel conservation and safety. Information about fuel transactions other than those through the automated fuel system are reported to Public Works as provided by Public Works procedures. Vehicle Operation Vehicles are to be operated in keeping with manufacturers recommendations and specifications, and applicable County policy. To maximize fuel eff ciency, vehicles are to be serviced at intervals identified by the • Public Works Department. To meet department specific service levels while achieving the highest fuel economy, departments, where applicable, use geographic information systems (GIS) or other industry tools and standards to design and implement vehicular routes/schedules and deployment strategies/schedules. Fuel Conservation Action Plan Public Works, in consultation with the Energy Task Group and others involved, coordinates the development of an annual "Vehicle Fuel Conservation Action Plan." The annual action plan includes recommended charge back rates to departments for vehicle operation costs and recommendations for the annual "Vehicle Replacement Report." The annual plan identifies specific actions to be implemented, proposed and estimated time lines and responsibilities for implementation. The action plan is submitted to the Board of Commissioners for review and approval, in coordination with the annual budget process. The action plan is reviewed and updated annually along with evaluation of the previous year's performance during the annual budget process. Char a Back Rates g As part of the annual budget process, vehicle cost charge back rates to departments are set each year. Among other things, these take account of fuel and repair costs and are designed to promote the use of alternatively fueled and fuel efficient vehicles. Vehicle Acquisition The Purchasing and Central Services Director develops, communicates and maintains a written process for the systematic consideration of vehicle acquisition needs (whether new or replacement) and the decision-making as to the type of vehicle to be purchased, including whether it is an alternative fuel vehicle (which may include compressed natural gas, bio-diesel, hybrid gas/electric, etc.). Among other things, this process provides for the following: Determination as to whether the vehicle needs to be acquired or replaced. Determination as to whether an alternative fuel vehicle will meet the service needs. Whether an alternative fuel vehicle that will meet the needs is available on State contract; or if not available on State contract otherwise available; or whether a retrofit of a • standard fuel vehicle is an option. • Analysis of the costs of the alternative vehicle versus standard fuel vehicle Report and recommendation to the County Manager on vehicle acquisition and replacement. County Manager decision as to the specific vehicle to be acquired. As part of the Item Ilprocess, Public Works prepares an annual "Vehicle Replacement Report" which includes recommended priorities for vehicle replacement. This report considers the following factors in prioritizing vehicle replacements: Miles driven to date (odometer reading). Mileage (miles per gallon) compared to baseline/industry standards for comparable vehicle. Repair and maintenance cost per mile for most recent 12 months, compared to baseline/industry standards for comparable vehicles. Vehicle use (front-line emergency response vehicle versus Motor Pool fleet vehicle). Overall mechanical assessment by Public Works staff. 3. Vehicles identified for replacement are removed from service within one month of the replacement being placed in service, except with the written approval of the County Manager for the vehicle to continue in service. Monitoring and Reporting The Public Works automated fuel system provides records of most fuel transactions. Public Works obtains information regarding fuel received at other locations (UNC Chapel Hill, Town of Chapel Hill, etc.) and adjusts the transactions database accordingly. These data are used to create performance reports. Information is used to benchmark performance: From year-to-year for total miles driven and average miles per gallon. Compare to results for similar vehicles/vehicle use in other local governments. In addition to actual vehicle fuel performance, the County reviews other benchmarks such as reducing reliance on fossil fuel vehicles. Programs • To support the vehicle fuel conservation, the County implements a variety of programs including: Employee Awareness The County conducts communications programs to promote employee awareness of the need for fuel conservation. This includes activities such as distribution of the Vehicle Fuel Conservation Policy, reminders via pamphlets, e-mails, Orange Alive, coverage in new employee orientation, and opportunities at employee events to reinforce the conservation ethic. Incentives Incentive programs will be developed to improve compliance and acceptance by employees who operate County vehicles. These may include department versus department contests, financial incentives, preferred parking and the like. Preventive Maintenance Preventive Maintenance procedures are used to obtain optimal fuel-efficient operation of all equipment. • Repairs Repairs/replacement of all vehicles and motorized equipment take into consideration the most cost-effective solution over the life of the repair/equipment. This includes future maintainability, improved operation, improvements to fuel efficiency, requirement for additional or reduced preventive maintenance, and the like. Innovative Strategies The County considers and pursues innovative strategies that may reduce the need for gasoline consumption such as video conferencing, "smart travel" with other departments and County car pooling, including educating employees about these. • February 6, 2006 MEMORANDUM • TO: Orange County Department Heads FROM: John Link, County Manager SUBJECT: Enemy, Vehicle Fuel and Water Conservation As you know, Orange County has embarked on an initiative to conserve energy and water used at County buildings and facilities, and to conserve fuel used in the operation of County vehicles and equipment. This mission is part of the County's "Environmental Responsibility in County Government" goal. To begin work on this initiative, the County established an informal working group of interested staff that now has been formalized as the Energy Conservation Task Group to advise on and assist in development and implementation of this initiative. As the next step, I asked Personnel Director Elaine Holmes with Acting Public Works Director Wayne Fenton to develop recommended County policy on building energy, water and vehicle fuel conservation with the direction and assistance of the Energy Task Group. At the December Board of Commissioners' meetings, the Board adopted the recommended policies effective January 1, 2006. These cover: • Energy Conservation (Attachment 1), Vehicle Fuel Conservation (Attachment 2), and Water Conservation (Attachment 3). These policies include goals, responsibilities, standards for use, reporting and performance measures. They also provide for development of proposed conservation action plans and budget proposals as part of each year's annual budget process. To provide on-going support for this initiative, the County also has established an Energy Conservation Team led by Wayne Fenton and including Kevin Lindley, Engineering Specialist and Noah Ranells, Economic Development Coordinator, to assist with implementing the County's policies. While some changes to be made are beyond what can be accomplished by one employee or even an entire department, such as replacement of outdated equipment, many important things can be improved by small contributions of many individuals. We need the support and active participation of each County employee to report problems and to turn off energy and water consuming devices when not needed. And we need the support of each department head to help convey the importance of conservation within Orange County. During the coming weeks, the Energy Conservation Management Team, Public Works staff and others will be working with departments individually to look for opportunities to save, and we are asking your assistance. The conservation team will be working building by building to identify conservation opportunities for each location, identifying associated costs, and providing prioritized recommendations to the County Manager and Board for consideration during the annual budget process. This will include education efforts with the building occupants. • In terms of specific building implementation of the heating and air conditioning standards set out Our hope is that conservation will become second nature for all of us. Making this happen will require communication and support for, and from, employees from their very first day as a County employee until their last day before retirement. in the Energy Conservation Policy, the plan is to pursue this effort also building by building. In this, let me assure you that you will have advance notice and opportunity for discussion of any changes to be made in your building and opportunity to provide feedback on any specific problem areas in the building heating and air conditioning. It is our goal to provide a comfortable work environment as well as an energy efficient one and Public Works and the Energy Team will need your assistance to assure this happens. We look forward to working with each of you and your staff as we "go green and save green" in Orange County! C. • 1P2 - ,~f- -~~`"' a. Draft Vehicle Fuel Conservation Policy and Report on Fuel Use and Costs The Board considered adoption of a Vehicle Fuel Conservation Policy covering Orange County Government vehicles and motorized equipment, in follow up to the Board's Environmental Responsibility goal and to receive a report on vehicle fuel use and possible fuel conservation performance measures. Wayne Fenton made reference to the goldenrod colored slide. He made a PowerPoint presentation. Draft Vehicle Fuel Conservation Policy and Fuel Use Report December 5, 2005 Purpose Tonight ^ Consider adoption of a Vehicle Fuel Conservation Policy covering County vehicles and motorized equipment ^ Receive a report on vehicle fuel use and possible methods for measuring reductions in fuel use Policy Basis ^ Results from energy conservation initiative: . Environmental Responsibility ^ Significant and rising costs for gasoline and diesel ^ Energy Task Group members considered fuel conservation needs and approaches ^ From those discussions, draft policy • ^ Policy sets out framework for fuel conservation for County vehicles and for increase in alternatively fueled vehicles Policy Highlights ^ Purpose: "Reduce Orange County government's fuel use, wherever possible, and improve fuel efficiency for that fuel that must be used to operate Orange County vehicles & equipment." ^ Building energy and water conservation addressed in separate policies Policy Goals ^ Establish foundation of responsibilities, planning, programs, standards and pen`ormance measures ^ Manage and minimize fuel use while maintaining safe conditions & meeting service needs ^ Achieve a reduction in average fuel consumption per mile driven ^ Incorporate fuel conservation and alternative fuel into new and replacement vehicles and equipment Policy Scope Applies to: ^ All County owned and leased vehicles and motorized equipment Responsibilities i Assigns responsibilities among: ^ Energy Conservation Task Group ^ Manager ^ Public Works Department ^ Purchasing & Central Services Director ^ Department Heads ^ Employees who operate vehicles Fuel Use Action Plan ^ Provides for annual Fuel Conservation Action Plan ^ Jointly developed with Energy Task Group, Public Works, others ^ Identify specific actions to conserve fuel and increase use of alternative fuels ^ Review of vehicle replacement report ^ Developed and submitted to BOCC during annual budget process Fuel Use Standards Provides for fuel use standards including: ^ Alternative fuel vehicles ^ Driving practices ^ Maintenance standards • Vehicle Acquisition Process ^ Written, systematic process for consideration of vehicle needs, including: . Annual vehicle condition report -existing vehicles . Determination if vehicle needs to be acquired or replaced . Determination if alternative fuel vehicle meets needs . Report and recommendation to Manager . Manager decision as to specific vehicle Programs Programs to support fuel conservation including: ^ Employee awareness ^ Incentives ^ Preventative maintenance and so forth Reporting/Performance Measures Provides for.• ^ Obtaining information and reporting to assess progress ^ Using information to benchmark and measure performance Measuring Success We are looking for.• ^ Straight reduction in fuel consumption • ^ Increase in average miles per gallon for fleet ^ Increase in use of alternatively fueled vehicles .Fuel Use & Cost Report ^ First draft intended to present sample format to BOCC for feedback ^ Has been prepared to show use and cost information ^ Other info/more or less detail per BOCC wishes ^ Presents totals for all vehicles combined and by individual departments ^ Focus for comparison is on miles per gallon, due to changes over time in unit costs for fuel Commissioner Halkiotis said that this is on the right track. He would like to know how they are addressing the issues of carpooling and smart traveling with other departments. On Friday, he saw six County department cars at a restaurant. He would like to educate all County employees about the smart traveling piece. Commissioner Gordon asked who would be doing for vehicles what the Energy Conservation Manager would be doing for buildings. Wayne Fenton said that this will be addressed in the future, but Public Works has been taking the lead so far. The data will be brought forward to departments regularly, which should have an impact. Chair Jacobs said that it would be great to get new employees on board. He would also like for them to pursue video-conferencing. Chair Jacobs asked about vehicles purchased on state contract and if it was required by law. He said that he understands that dump trucks only get 12 mpg on average. If the vehicles available to the County do not get good mileage, he would like to do some creative thinking in purchasing fuel-efficient vehicles from dealers in Orange County if it is legal. Elaine Holmes said that they have provided for this option to go outside state contract. John Link said that counties still have to bid this out but they can look at what is on the state contract. Chair Jacobs would also like to see the bumper sticker on County vehicles with the phone numbers for speeding or reckless driving. A motion was made by Commissioner Halkiotis, seconded by Commissioner Gordon to adopt the Vehicle Fuel Conservation Policy effective January 1, 2006 and receive the report on County vehicle fuel use and measures. VOTE: UNANIMOUS