March 29, 2016
Office of Vehicle Management (OVM)
Operational Services Division (OSD)
Commonwealth of Massachusetts
In This Edition InThisEdition
What Agencies Need to Know
Fuel Cards

Distracted Driving & Current Law

Spring Checklist

Current & Upcoming Contract Information

How Can We Help?

Important Dates
By the 10th business day of each month
Provide Monthly Odometer Reports to OVM

April 22
OVM04 Contract (OVM fleet data system) Expires

April 23
VEH99 Contract (OVM fleet data system) Begins

April 28

April 30
Surplus Vehicle Auction in Westborough

Week of May 9
VEH99 Kickoff for Executive Branch Agencies

VEH99 Kickoff for Other Eligible Entities

June 15
VEH84 Contract (SWC fuel cards) Expires

June 16
VEH100 (SWC fuel cards) Begins

June 30 
OVM08 (SWC for glass) Expires

July 1
VEH103 (SWC for glass) Begins

VEH102 (EV Charging Stations/AltFuel Tech) Begins

Check State Inspection Stickers and Passenger Plates for Renewal

Note: It is important to check with your agency CFO regarding fund agreements and new vehicle delivery requirements to ensure your purchased or leased vehicles are placed into service prior to the cut-off date (for example, OVM leased vehicles must be in Commonwealth po ssession by June 30, 2016).
* OVM/Sourcing Workshop on Vehicle Contracts and Vehicle Policy to be included. More information below.

April 28th - 
Gillette Stadium
Strategic Sourcing, OVM, and Mercury Associates will be presenting a combined overview of automotive and fleet-related Statewide Contracts and information.  Sourcing will focus on VEH84A, VEH98, and VEH99;  OVM will review policy and leasing information; and M ercury Associates will provide the methodology and analysis of determining the Total Cost of Ownership model, which defines monthly and annual vehicle fees for Executive Branch agencies
Additionally, there will be a quick review of purchasing policies for Municipalities and Chapter 30B.

Fuel Efficient, Hybrid & Alt-Fuel Vehicle Acquisitions
If you are looking for more information about hybrid or other alternative vehicles, check out  this site, recommended by the Massachusetts Department of Energy Resources, to learn more about what's available and stay current on alternative fuel and vehicle news.  This link will bring you to their newsletter sign-up page.

Massachusetts Electric Vehicles Incentive Program (MassEVIP)
Offers grant funding for the acquisition of electric vehicles ($7,500 per vehicle) or plug-in hybrid vehicles ($5,000 per vehicle) and charging stations (up to $13,500) to Municipalities, Public Universities, Public Colleges, and State agencies, which will result in additional savings to the contract prices. Contact  Sejal Shah of MassDEP (617-556-1015) or visit the  MassEVIP website for more details on the program.

Contact OVMContactOVM
Director of Fleet Policy & Administration
Alex Giannantonio
Fleet Response Packets / Registration Questions
Turhan Shepherd
Ted Bunnell (also Surplus Property Questions)
1-800-How-Am-I-Driving & POW/MIA Stickers or Maintenance & Incident Repair Questions
James Guerrier
Surplus / Turn-in Vehicle Questions
Tim Morrissey (Westborough Vehicle Lot)

Paul Guerino (Auction Coordination)

Questions on Citations (toll, parking, etc.), Recalls, Mileage Reporting & Excise Tax
Raphaela Miller

Vehicle Management Auditors
Michael Duplan
Venus Fan
Fuel Card (WEX) or Owned Vehicle Questions
Cheryl Cushman
Lease Process or Vehicle Requests Questions
Karen Rasnick

We'd love your feedback! After reviewing the contents of this newsletter,  please click here to answer two brief survey questions.

VehicleReviewSurplus Property
What Agencies Need to Know
The Surplus Property Office handles all vehicle and equipment auction s under the Surplus Property Program across the Commonwealth . If you have any vehicles or equipment that your agency no longer uses, we can post them to the
Current Surplus Property Listing or sell them using our online auction site, saving you a trip to the Westborough lot. After the items sell, the buyers will remove them, helping you get back much needed space.

By utilizing the Surplus Property Program, you are generating more revenue for the Commonwealth while procuring vehicles and/or equipment at little or no cost to your agency. In addition, we track the vehicles your agency puts up for auction, allowing you to use them as turn-ins for new vehicle purchases.

Our next public vehicle auction will be on Saturday, April 30. Agencies, towns, and municipalities will have the opportunity to preview the vehicles during the week prior to the auction, with the preview open to the public that Friday, April 29. Executive branch agencies have the option to request a redeployment of a vehicle instead of having it going up for auction. Towns and municipalities also have this option; however, executive branch agency requests take precedence. Additionally, online auctions regularly occur on the  Auctions International  website .

Looking for that hard-to-find vehicle? Have a need for a piece of equipment but don't have room in the budget? The Federal Surplus Property program might be the answer! By participating in the Federal Surplus Program, you will have access to thousands of items eligible to be transferred by the Federal Government at minimal cost to your agency. Interested agencies should contact the Surplus Property Office for access to the federal website.

Don't forget to view the Current Surplus Property Listing  to see what's available.  Whether you're looking for electronic equipment, computers, desks, or chairs, we may have it.  For additional information, please refer to the Surplus Property homepage .
PolicyHighlightPolicy Highlight
Fuel Cards
All fuel purchases must be made using Contract VEH84 which currently is awarded to Wright Express (WEX). Fuel cards must be requested from OVM for all Executive Branch vehicles, regardless of GVW. Fuel cards are assigned to a specific vehicle and must be used for all fuel purchases for that vehicle. All charges against the WEX fuel card will be billed directly to the agency for payment. Fuel cards are to be used for Fuel Only purchases and may not be used to purchase other items.
Agencies that have gas-powered equipment or off-road vehicles that are not required by law to be registered should contact WEX to add this additional equipment to their OVM-managed WEX account. The agency is responsible for managing their equipment fuel cards, including ordering and terminating cards, as well as the administration of User PINs.  All charges against these cards are billed directly to the agency for payment.
To purchase fuel for occasional rental vehicle usage, agencies should ensure drivers of these vehicles are aware of the agency-specific policy regarding fuel purchases. A fuel card that is assigned to a specific vehicle must never be used for rental vehicle fuel purchases.
NOTE: Accurate odometer readings are an essential and critical data point for managing a vehicle. It is mandatory to correctly enter the current vehicle odometer reading during each fuel transaction ( do not include tenths of miles). Failure to enter accurate odometer readings will affect various vehicle reporting and tracking stats and possibly jeopardize the future eligibility for a replacement vehicle.
Click here to view the WEX Fleet Card Driver Video for an overview of how to use the card.  For additional information, please refer to OVM policies and procedures on the OVM homepage .

Return to Table of Contents
Safety101Safety 101
Distracted Driving & Current Law
Distracted Driving: The U.S. Department of Transportation defines distracted driving as any activity that could divert a person's attention away from the primary task of driving. For example, did you know texting can be equated to driving the length of a football field while blindfolded? While the most obvious and dangerous activities are reading, texting, or other manual entry of data into a mobile device, eating, drinking, or talking to other passengers are distractions.

Drivers should be aware of their state of mind when driving. Drowsy, preoccupied, or emotional driving also may be dangerous. Many drivers are "on auto-pilot" when driving familiar routes, such as between work and home. They think about their upcoming day or their plans after work, and coast along without paying much attention to the route because it never changes. But think of this: if you get home and realize you can't remember how you got there, what else could you have missed?

Current Law: Massachusetts law bans texting for all drivers, as well as cell phone use (either hand-held or hands-free) for both bus drivers and novice drivers. Handheld cell phone use currently is not banned for other drivers, but there is a bill under consideration with the Legislature which may change this  (Senate bill 2093/2110 ). While these laws are in place to prevent the worst of distracted driving behavior, the rest is our responsibility. Regardless of the law, it is important for drivers to remember that all distractions endanger driver, passenger, and pedestrian safety.

Smoking: Smoking also is a distraction and is prohibited at all times in state vehicles. Please note this restriction applies to all smoking, including smoking-simulating devices.
Find more information on distracted driving, go to For specific direction regarding Safe Driving in state vehicles, please refer to OVM policies and procedures on the OVM homepage .
MaintenanceTipMaintenance Tip
Spring Checklist
  • Test and replace old or weak batteries, especially those more than four years old
  • Inspect for corrosion on the terminals and cables, and clean, if necessary
Tire Pressure
  •  Check air pressure on all tires to maximize fuel economy, as low tire pressure can decrease miles per gallon
  • Find the tire pressure specification on the inside of your car door
Belts and Hoses
  • Replace belts that look worn or cracked and hoses that are stiff or very soft
  • Inspect the brake system for wear and tear
  • Check for appropriate fluid levels on all brake related items
Suspension & Wheel Alignment
  • Inspect shocks and struts to determine any wear and tear or leaks
  • Ensure the wheels are properly aligned after a season of rough conditions
Engine Air Filter
  • Replace the air filter to keep dust from entering your engine
  • Refer to the vehicle's manual for the recommended change time frame
Windshield Wipers
  • Replace if visibility is impaired
  • Check washer fluid level
Vehicles with Attached Equipment (i.e. plow trucks)
  • Inspect equipment frames before and after the season, looking for breaks, cracks, or rust
  • Cleaning the equipment thoroughly to remove road salt, sand and/or other debris is important for maximum usage
One more thing...
It's time for spring cleaning, and that includes your vehicles, too! Did you know that the cleanliness of a vehicle can affect its overall repair and maintenance costs? Proper upkeep and cleaning will reduce the chance of corrosion and rust, both of which lead to higher repair costs and lower resale value. In addition, a dirty vehicle may have less visibility, leading to more blind spots and increasing the potential for an incident.
  • Spring clean inside your vehicle and remove unnecessary items to decrease the weight of the vehicle
  • Remember! More weight on the vehicle increases fuel consumption
  • Clean the exterior thoroughly, especially the undercarriage, to remove road salt, sand, and other debris
  • Remember! Vehicle Auditors note the cleanliness of vehicles (inside and out) during agency vehicle reviews
For additional information, please refer to OVM policies and procedures on the OVM homepage .

Strategic Sourcing StrategicSourcing
Current & Upcoming Statewide Contract Information
VEH99 - Fleet Information Management System Contract
Vendor Awarded! Chevin has been awarded the VEH99 Contract and system platforms currently are being designed for the following categories of users:
  • Executive Agencies that do not require an "in-house" work order system
  • Other Eligible Entities (non-Executive State agencies, Towns, Municipalities) that do not require an "in-house" work order system
  • Executive Branch agencies that do require an "in-house" work order system
  • Other Eligible Entities (non-Executive State agencies, Towns, Municipalities) that do require an "in-house" work order system
A Governance Committee is being formed and strategy team(s) will meet to determine the uniform business processes used within each of the system platforms. Additional members are welcome to join. Please contact Lisa Baker if you are interested in driving this process.
VEH96 - OEM & non-OEM Light, Medium, Heavy Duty Vehicle Parts & Refined Motor Oil & Lubricants
Enrollment Update! Due to the ever-changing needs of our users, this contract now offers rolling enrollment to OEM vendors. Direct your OEM vendor(s) to COMMBUYS for registration and bidding.
VEH84 - Fuel Card Contract
Check the set-up of your account with the vendor (WEX). We were recently notified that a municipality believed they were under Statewide Contract, only to find out they had missed out on potentially thousands of dollars in Prompt Payment Discounts. Confirm today with either WEX or Lisa Baker.
VEH84A - Maintenance & Accident Repair Contract
This contract has been extended through October 31, 2016. We expect to go to bid late summer or early fall to ensure the appropriate vendor is in place by November 1. Please contact  Lisa Baker if you're interested in being a part of this team.
VEH98 - New Light Duty Vehicles Contract
New Vendor Update! Hyundai vehicles are now available for selection and ordering.
OVM worked alongside Strategic Sourcing on the VEH98 Light Duty Vehicle Contract to create the base vehicle list of more than 500 vehicles, from 11 dealers, under nine brands.  These vehicles were chosen for their cost and fuel efficiency within their category.
Executive Agencies must purchase from the VEH98 Base Vehicles Sheet. If any factory options, packages, or accessory upgrades that change the base vehicle specifications are required, the agency must provide a written statement of their reasons for upgrading to a more expensive and/or less fuel efficient version of the vehicle. This statement must be submitted for OVM's review and final approval prior to purchase.  If appr oved, users may do a "Mini-Bid" through awarded dealers to get their desired vehicle.  Additionally, users may upfit an existing light duty vehicle through VEH98.  Click here for  COMMBUYS List of Dealers and their MBPOs.
VEH97 - Tires Contract
New Vendor Update! Michelin Tires are now available on VEH97.  See list of authorized dealers in COMMBUYS to make your purchase. MPBO: PO-16-1080-OSD03-SRC02-00000007028

Sourcing Contact Info:
Lisa Baker , 617-720-3112
Lana Gunaratne, 617-720-3315

MeetOVMOVM Services
How Can We Help?
OVM registers Commonwealth vehicles, including those that are not managed by OVM, providing administrative services to those agencies for which it manages vehicles. These are typically Executive Agencies; however, other agencies may opt to utilize OVM services for a fee. These services are listed on the OVM homepage . It is important to note that vehicles managed by OVM also are governed by OVM Policies and Procedures.
OVM also offers a Lease Program that secures funding to purchase vehicles and lease them back to Commonwealth agencies and/or departments. An overview of the program also may be found on the   OVM homepage. The FY16 Lease Program still has funding available for additional vehicle purchases. If you have a need for vehicles to replace an aging or poorly maintained fleet, but don't have the funding to purchase replacements outright, OVM leased vehicles may be the answer, as you may spread the costs over five years.

OVM leased vehicles must be in Commonwealth possession prior to June 30, 2016. When placing factory orders, delivery time frames normally are 3-4 months, which would exclude them from OVM leasing for FY16. However, there is an option to request vehicles already in dealer inventory through VEH98. Discuss your vehicle needs with the applicable VEH98 vendors to determine if they have options available for delivery within the FY16 leasing deadline.

Administrative services (and their related fees) are included when leasing a vehicle through OVM. In addition to acquisition financing and administration, OVM provides maintenance/repair services during the term of the lease. A maintenance/repair fee is charged to cover expected maintenance costs for normal wear and tear incurred by each leased vehicle. A list of items not covered by the Maintenance/Repair Fee is included on the Lease Program Overview found on the   OVM homepage.

We'd love your feedback! After reviewing the contents of this newsletter,
please click here to answer two brief survey questions.