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April 7, 2017
Office of Vehicle Management (OVM)
Operational Services Division (OSD)
Commonwealth of Massachusetts
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Important Dates
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Meet the fleet and vehicle-related Statewide Contract vendors at MASSBUYS!
View all of the registered exhibitors. Visit the OVM staff at the OSD Booth in the Northeast corner of the EXPO floor!
Ride and Drive
While at MASSBUYS, join us for the
MASS DRIVE CLEAN campaign, where you will have the opportunity to experience plug-in hybrid electric vehicles (EVs) f
rom Chevrolet, Ford, Nissan, Hyundai, Toyota, and Chrysler available on Statewide Contract
VEH98. Learn about the rapid advancement of EVs, as well as the federal and state incentive programs available. If you are interested in participating,
email Alex Giannantonio.
By the 10th business day of each month
Provide monthly odometer reports to OVM
Monthly
Check State inspection stickers and passenger plates for renewal
State Police
Viewing: Thursday, May 18 - 10:00 a.m. to 1:00 p.m.
Auction: Friday, May 19 - 10:00 a.m. (lot opens at 8:30 a.m.)
Westboro
Viewing: Wednesday, May 17 - 9:00 a.m. to 3:00 p.m.
Auction: Saturday, May 20 - 10:00 a.m. (lot opens at 8:30 a.m.)
Please note: Public employees are not eligible to bid on items from their employing entity.
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Policy Highlight
Driver Affirmation Forms
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The OVM Policies and Procedures (P&P) promote the appropriate use and safe operation of State vehicles, to protect the lives of State employees and constituents, as well as State property. While on the road in a State vehicle, drivers represent the Commonwealth. As such, it is important to ensure that drivers operating State vehicles understand their responsibilities.
All drivers should review the safe driving practices included in the P&P. Acknowledge your compliance with the principles by completing a Driver Affirmation of Review and Compliance Form (found on the OVM Forms Page) with your Agency Fleet Manager. Any individual authorized to drive a State vehicle* must complete the Compliance Form.
Agency Fleet Managers are responsible for obtaining a signed Compliance Form from each driver and keeping a copy on file. These records must be made available to OVM upon request and during Vehicle Reviews. Agencies should obtain a Compliance Form from any potential driver, as well as from those employees or contractors whose positions require driving as part of their job functions, including those who may be required to move a vehicle from one location to another.
Additionally, a Motor Vehicle Record (MVR) check should be completed for drivers prior to their operation of a State vehicle. Please refer to the Safety 101 article in this newsletter for further details regarding MVR checks.
*
A State vehicle is defined as
any State-owned, leased, or rented vehicle with a primary purpose of transporting one or more employees, clients, and/or equipment of the Commonwealth to various business-related locations or destinations. The P&P also applies to any personal vehicle when operated for the purposes of State business.
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Maintenance Tip
Purchasing Tires
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All tire purchases should be made using the awarded vendors on
Statewide Contract VEH97
(Goodyear, Bridgestone, and Michelin). Tire products and services must be purchased through their approved dealers.
Instructions for the entire process, detailing driver, Agency, and vendor/shop responsibilities, are outlined
in this document. Instructions are specific to Executive or OVM-managed Agencies, but may be helpful to all Statewide Contract users.
For your reference, VEH97 is a multi-state cooperative contract. Please contact
Lana Gunaratne if you have tire needs that are not being met through this contract (e.g. additional brands, sizes, locations, etc.). For other questions or assistance,
please
contact OVM
.
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Safety 101
Evaluating and Mitigating Driver Risk through MVR Checks
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OVM Policies and Procedures (P&P) prohibit the operation of a State vehicle* by an improperly licensed driver or by a driver with an unacceptable driving record while on State business.
Criteria that would designate a driving record as unacceptable, or that would require corrective action, is outlined in the P&P as follows:
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Type
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Number and Time Frame
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Citations/Moving Violations
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2 or more within any 12-month period
3 or more within the previous 6 years
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At-Fault Accidents
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2 or more within any 12-month period
3 or more within the previous 6 years
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1-800 How Am I Driving Complaints
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3 or more within any 12-month period
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Driver behavior exposes employers to liability risk. Examples** of the negative impact from this exposure include the following:
- The State of Hawaii pays $1.5 million - A State Appeals Court ordered the State of Hawaii to pay damages to the family of a pedestrian who was struck by a car being driven by a public school teacher employed by the state.
- The City of Palo Alto pays $1.45 million - The city agreed to settle with a crash victim with permanent, debilitating injuries after being rear ended at a stoplight by a city worker who was reaching for his cell phone while driving.
Driving records may be verified by a Motor Vehicle Record (MVR) check, furnished through the Registry of Motor Vehicles (RMV). For positions where driving is a requirement of the job, it is important to review the MVR prior to hiring an applicant to help determine if they practice safe driving. Typically, an MVR is a good indicator of driving behavior.
In addition, OVM recommends annual reviews of MVRs for
all
drivers, including occasional drivers. More frequent reviews are advisable for those employees whose job requirements involve driving a State vehicle.
There is a cost associated with obtaining MVRs through the RMV. Agencies should provide internal guidance to staff regarding who bears the burden of this cost. OVM is investigating options to streamline the MVR process.
As an added safety measure, and with the employee's consent, the RMV offers free license checks. Use
this link to create an account to check the current license status of drivers. While this is not indicative of driving behavior, it will advise if a driver's license has expired or been suspended or revoked.
*A State vehicle is defined as any state-owned, leased, or rented vehicle with a primary purpose of transporting one or more employees, clients, and/or equipment of the Commonwealth to various business-related locations or destinations. The P&P also applies to any personal vehicle when operated for the purposes of state business.
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Toll Management
E-ZPass Accounts, Invoicing, and Transponders
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Since MassDOT's change to All Electronic Tolling (AET), OVM has received several calls requesting additional information on setting up, managing, and paying for Agency E-ZPass accounts.
All plate numbers, including plates for trailers, that may travel toll roads (Massachusetts Turnpike I-90, the Sumner and Ted Williams Tunnels, and the Tobin Memorial Bridge, as well as any
out of state
E-ZPass-equipped toll facilities) should be added to the Agency's E-ZPass account, so that the AET system can properly assess tolls that their vehicles incur. For your reference, trailers do increase the toll, as they are considered an additional axle.
Agencies should review their accounts periodically to ensure all new vehicle plate numbers are included and all retired vehicle plate numbers are removed.
Once the account is created, an IE/ITI should be established between the Agency holding the account and the Massachusetts Department of Transportation (MassDOT). Agency Fleet Managers should work with their finance team to ensure this is completed. MassDOT asks that Agencies encumber enough funds to cover all expected tolls for that fiscal year. As tolls are incurred, they are automatically deducted through the IE/ITI process.
Agencies are allowed to incur tolls even if their account balance becomes low. Accounts are reviewed periodically and MassDOT will request additional funds, as needed.
If a transponder is not recognized by a toll gantry, MassDOT will search their existing accounts for the correlating plate to apply the toll. Official state plate numbers always
should begin with "ST" to ensure recognition within this database.
Contact OVM with questions on how to list your plate number with
E-ZPass. To help reduce transponder recognition errors, please review
these tips regarding transponder options and placement.
If a plate has not been included on an account or the vehicle does not have a transponder, an invoice will be issued to the registered owner. Because OVM falls under the Office of Administration and Finance, we receive toll notices for Executive branch vehicles. We identify the vehicles and forward notices to the appropriate Agencies based on data within our system. Agencies are responsible for ensuring tolls are paid promptly.
OVM has seen an increase in unpaid toll and traffic violations. The Registry of Motor Vehicles tracks information on unpaid violations and may refuse a renewal for a registration or cancel an existing registration if violations aren't paid. It is important to make sure violations are paid in a timely manner. Many violations can be avoided with proper placement of an
E-ZPass MA transponder.
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Strategic Sourcing
Current and Upcoming Statewide Contracts
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All Vehicle and Vehicle Service Related Contracts are listed below:
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Contract User Guide
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Description
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MBPO
(must log into COMMBUYS)
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Vehicle Maintenance Management and Accident Subrogation Services
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VEH93
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Heavy Duty Vehicles
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VEH95
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Sodium Chloride (Road Salt)
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VEH96
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Light, Medium, and Heavy Duty OEM and Non-OEM Motorized Vehicle Parts, Refined Motor Oil, Lubricants
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VEH97
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Tires, Tubes, and Services
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VEH98
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Light Duty Vehicles - Passenger Cars, SUVs, Trucks, Vans, SSVs, and PPVs, with upfit options
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VEH99
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Fleet Information Management System
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VEH100
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Fuel Card and Fuel Management Services
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Advanced Vehicle Technology Equipment, Supplies, and Services
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Windshield and Glass Replacement
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Indirect Fleet-Related Contracts
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Diesel Fuels: Ultra Low Sulfur Diesel (ULSD) and Biodiesel
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ENE41
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Gasoline
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FAC88
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Lawn and Grounds Equipment, Parts, and Services
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All Vendor MBPO
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FAC97
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Equipment Rental
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FAC97 MBPO
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HLS05
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Homeland Security, Public Safety, and Traffic Safety Supplies
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FAC82
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Hazardous/Universal, Medical, and Electronic Waste Disposal and Emergency Response
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Scrap Metal
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SSP1601 MBPO
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A
dditional highlights, changes or additions to contracts are noted below.
VEH84A - Vehicle Maintenance Management and Accident Subrogation Services
Contract has been extended through December 31, 2017. Repairs and towing for medium and heavy duty vehicles have been added.
VEH96 - Light, Medium, and Heavy Duty OEM and Non-OEM Motorized Vehicle Parts, Refined Motor Oil, Lubricants
Category 1 remains a rolling enrollment to add a greater depth of both manufacturer and geographic coverage.
VEH99 - Fleet Information Management System
Configuration of Category 2 (eligible entities) now complete and available for enrollment by non-Executive Branch Agencies and municipalities. Contact
Lisa Westgate for additional information.
FuelMaster Review
New potential contract specific to FuelMaster products. Contact
Lisa Westgate
if you'd like to join this Strategic Sourcing Team.
VEH102 - Advanced Vehicle Technology Equipment, Supplies, and Services
Contract is now in place with multiple vendors for three categories of technology:
- Category 1: Electric Vehicle Supply Equipment (EVSE), Hardware, Software, and Ancillary Services (NOTE: The prior $10,000 construction threshold has been increased to $50,000 and should no longer be a barrier to this Category)
- Category 2: Idle Reduction - Heavy, Medium, and Light Duty Vehicles; and Heavy Duty Equipment
- Category 3: After-Market Conversion Technologies - all vehicle categories (NOTE: MAPC is working to complete a group/bulk purchase order for Category 2 or 3 - please contact Lana Gunaratne with any questions)
Massachusetts Electric Vehicles Incentive Program (MassEVIP)
Offers grant funding for the acquisition of electric vehicles or plug in hybrid vehicles and charging stations to municipalities, public universities, public colleges, and State Agencies, resulting in additional savings to contract prices. Contact Sejal Shah or visit the
MassEVIP
website for more details.
Newly added to this list:
FAC82 - Hazardous/Universal, Medical, and Electronic Waste Disposal and Emergency Response
Should be used when disposing of various materials, including hazardous materials, electronics, etc. Vehicle parts and fluids disposal may fall under this contract.
SSP1601 - Scrap Metal
Should be used when disposing of excess metal, including certain vehicle parts.
Sourcing Contact Info:
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Lisa Westgate
Strategic Sourcing Lead
VEH96, VEH99, VEH100, VEH101
617-720-3112
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Lana Gunaratne
Strategic Sourcing Lead
VEH93, VEH97, VEH98, VEH102, VEH103
617-720-3315
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Steve Lyons
Deputy Strategic Sourcing Lead
VEH95, HLS05, FAC97
617-720-3373
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Sara Urato
Strategic Sourcing Lead
ENE40, ENE41
617-720-3319
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Katherine Morse
Deputy Strategic Sourcing Lead
FAC88
617-720-3153
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Jodi Paris Anastos
Strategic Sourcing Lead
FAC82
617-720-3169
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Sejal Shah
MassDEP
Transportation Management Programs (Grants)
617-556-1015
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Ted Bunnell and John Martin
OVM - Business Specialists
SSP1601
617-720-3170
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Fleet Announcements and Reminders
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Welcome New Staff to OVM
John Martin joined OVM on March 6 as a Business Specialist, focusing on fleet database consistency and surplus property assistance. John brings program management experience to the team from three years at an energy company.
Vincent Micozzi joins OVM on April 10 as a Business Analyst, focusing on maintenance and accident management. Vincent brings maintenance and insurance experience to the team from several years at auto glass and insurance companies.
Surplus Property Presentation at MASSBUYS
The State Surplus Property Office (SSPO) is pleased to announce we will be conducting a workshop at this year's
MASSBUYS EXPO on April 27 at Gillette Stadium! The workshop will focus on the discovery of alternative ways to obtain goods and equipment that your agency may need but might not be able to afford.
Specifically, participants will leave with a better understanding of the cost-saving Surplus Property Program, including the State Surplus Property Listing, the State vehicle auctions, and the Federal Surplus Property Program administered through the General Services Administration (GSA). The workshop registrations have reached capacity, but we encourage you to swing by on EXPO day to see if there is space to join.
Additionally, we invite you to speak with us at the OSD booth throughout the day to learn more about the programs and services offered by OVM and the SSPO.
Calling Agency Fleet Managers & Surplus Property Coordinators: Be Heard!
A focus group is planned for FY18, to include 5-7 Fleet Managers and 1-2 Surplus Property Coordinators from Agencies within OVM's purview. The intent is to meet on a monthly or quarterly basis (dependent upon member availability) to discuss challenges that Agencies are facing, to educate Agencies regarding policies and best practices, and to determine how OVM could better assist or support Agencies. As space is limited, membership will be allotted on a first-come, first-served basis. Please
contact OVM
if you would like to participate in this focus group.
DEP Chapter 3D Regulations: Fuel Card Account Clean-Up Underway
To work toward compliance with DEP 3D regulations around Greenhouse Gas (GHG) emissions, we have begun to review all fuel card accounts for Agencies within our purview, ensuring each vehicle has a fuel card and that all fuel cards are appropriately connected back to the vehicles. If we encounter missing or incorrect information, we will reach out to Agency Fleet Managers for assistance.
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Director of Fleet Policy and Administration
Alex Giannantonio
617-720-3171
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Fleet Response Packets/Violations and Mileage
Raphaela Miller
617-720-3136
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Registration / Surplus Property
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Registration / Surplus Property
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Fuel Card (WEX) / Owned Vehicle / Maintenance
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Lease Process / Vehicle Requests
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Maintenance & Accident Repairs
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Vehicle Management Auditing
Michael Duplan
617-720-3177
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Surplus Property / Turn-in Vehicle (Westboro Vehicle Lot)
Tim Morrissey
617-835-3216
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Surplus Property / Turn-in Vehicle (Auction Coordination)
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OVM is your liaison to the following vendors; however, should you need to speak with one of them directly:
Fleet Response (Maintenance & Accident Management)
1-800-338-0619
WEX (Wright Express Fuel Card Management)
1-866-544-1716
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