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| CVRP | Maintenance Facility | Lease Fleet & Motor Pool | Compliance & Analysis | |
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South Carolina Maintenance Facility Certification Program For information about shop certification, go here. Preventive Maintenance What is the State's Preventive Maintenance (PM) schedule? As of January 1, 2001, the Normal service PM schedule and intervals is set for 12 months or 5,000 miles whichever comes first. The Severe Service for law enforcement vehicles and other vehicles operated under the severe service definitions are set for 3 months or 4,000 miles whichever comes first. For vehicles with diesel engines the intervals are set according to the engine oil capacity. These schedules are available on this web site. Click here for PM Schedules. Why is the normal PM schedule set at 5,000 miles when most manufacturers indicate 7,500 miles? Back a few years ago when Ford Motor Company went to the 5,000 mile interval a decision was made to reduce the state interval to match the lower rate rather than have many different intervals for each make of vehicle. What is the best method to figure a Shop Labor Rate? The rate should be fully burdened and include all costs of operating the shop to include salaries, fringes, shop supplies, paper, equipment depreciation, uniforms, utilities, training, data processing, and other operating expenses not charged to work order. SFM has a spreadsheet that will show your needed labor rate when all the figures are plugged in. Why should we change our labor rate when we are only working on our own vehicles? The actual cost of maintenance is required by the South Carolina Code of Laws section 1-11-290. Without the actual labor cost the actual maintenance cost is incorrect. Can you tell me the maintenance cost per mile of a given vehicle? All agencies are required to maintain the Maintenance Cost Per Mile (MCPM) for each vehicle in their fleet. SFM maintains the Maintenance Cost Per Mile on State Vehicles where all the repairs and services are done in one of the State-owned facilities that are on-board the South Carolina Equipment Management Information System (SCEMIS) or for any agency who uses the Commercial Vendor Repair Program (CVRP) to have the service and repair completed on there vehicles. How do I report a Repair Trend with my fleet of vehicles? Agencies should report to SFM any repair required that fleet personnel consider occurred to quickly or that is not normal fair wear and tear. SFM can run a trend report to see if it is happening to like vehicles in other state agencies, and if so, can report to the vehicle manufacturer that a trend is appearing. Why is it important to report problems with my vehicles to SFM when only a few vehicles have had the same problem? See answer above. It will help in identifying the trend much quicker. Should I include the cost of fuel when calculating Maintenance Cost? No. Report only the cost for repairs and services that are non-accident related. Why would I not count accident repair costs when calculating Maintenance Cost? The cost associated with accidents is not fair wear and tear or a fault of the vehicle and is not treated as maintenance cost. The same goes for Glass replacement. Why are the three vehicle costs listed as Fixed, Operational, and Maintenance cost, when I hear people from other fleets refer to them as Fixed and Operational costs? State Fleet Management breaks down the maintenance cost a little further than most agencies. All Maintenance Cost is actually a part of the Operational Cost of the vehicle, but is the only cost where the agency can actually take action that will increase or lower their cost. This is why SFM breaks down the cost a little further. For the State of SC Fleet, the Fixed Cost consist of the depreciation cost and overhead cost of operating the vehicle. The Operation Cost consist of cost for fuel, body repair, and glass repair. The Maintenance Cost consist of the cost for repairs, services, tires, wash jobs and etc. How many vehicles are in the State Fleet? This varies from month to month, but currently averages about 20,800 vehicles of which SFM maintains inventory. Of these approximately 4,200 are school busses and service vehicles from the Department of Education which are exempt from the Motor Vehicle Management Act (§ 1-11-220 - § 1-11-340 of the South Carolina Code Of Laws). How many fleet vehicles are Fords, GMs, or Chryslers? As of October 16, 2002 there were 7,935 Ford, 4,994 GM, and 2,744 Chrysler, manufactured vehicles in the state fleet. This changes slightly each month as vehicles are received and or turned in. Maintenance - Commercial Vendor Repair Program (CVRP) What is the CVRP? This program is administered by SFM and applies to any agency who has signed an agreement with SFM to have it's vehicles serviced or repaired through the Program. The program utilizes commercial vendors throughout the state and takes advantage of economy of scale by leveraging thousands of vehicles that are under the program to get lower costs. What service can the CVRP provide? This program provides for Preventive Maintenance (PM), general repairs, major repairs, wreck/body repairs, and specialty repairs to any vehicle referred by the CVRP staff. Supported agencies using this program only pay one bill a month for all vehicles serviced or repaired through the CVRP. Why do you charge an administrative fee in the CVRP? SFM does not receive State funds through the Legislative process. SFM funds comes only from the customers it supports. The administrative fee is used to pay the total cost of operating the program. How much is the Administrative Fee? Currently the administrative fee is set at 16% of the total charged by the vendor for repairs up to $500.00 at which time it is capped. Under current procedures no administrative fee will exceed $80.00 even for an accident repair that may be $5000.00 or higher. The fee normally will average between 12.5 and 13.5 percent. I am a vendor. How do I get on the CVRP program so I can do repairs on State vehicles? Before a vendor is selected as a CVRP vendor to perform re-occurring work , the Vendors must submit either a written Service Agreement or a Parts and Labor Agreement. The Parts and Labor agreement is used primarily for vehicle manufacturers vendors (dealers). The agreement must be competitive in the area the vendor can service. I am already a CVRP vendor, and you all have changed the amount on my invoice. Why? Vendors that have signed an agreement with SFM to provide certain repairs or services at a certain price must provide the service at that price. In some cases there may be someone doing the billing, that by mistake, will over charge. When this happens, if the bill is only slightly wrong the price will be adjusted by the receiving section. If the difference is for a great amount the bill is returned for correction. Maintenance - Central Transportation Maintenance Facility What is the Central Transportation Maintenance Facility (CTMF)? The CTMF is a Maintenance Facility owned and operated by State Fleet Management. It is currently located at 1022 Senate Street in Columbia, SC. This Facility will work on any state-owned vehicle. It will also work on any governmental owned vehicle that is under the CVRP and is maintained on the separate SCEMIS module. What services can the CTMF provide? The facility provides most general repair services. The facility is on staffed to provide quick repairs and services. Repairs or services that will take over 4 or 5 hours are normally not undertaken in this facility due to staffing. These type services and some other service that is best performed by a specialty shop are evacuated to those commercial shops. The Facility is not a warranty repair station for any of the manufacturers, so warranty work is sent to the proper dealer shop. How do you measure mechanics' productivity? Mechanic (technician) productivity is measured against the Mitchell Flat rate time guide. Flat rate time is charged for all repairs completed that are listed in the guide. When the time is not listed, actual hours are charged. This time along with available hours are tabulated for each technician. The technicians Annual Performance Appraisal shows a 15% factor on their on their productivity meeting a certain level of their available hours. Why don't you have a quick-lube shop at State Fleet? A quick Lube shop usually only performs lubrication and oil changes and not Preventive Maintenance (PM) service. During A PM service there are many other items that must be inspected and checked that are outside the normal Quick Lube shops capability. A PM is designed to be scheduled so there is time to check the vehicle over completely. Most of us would not fly in an airplane that only received a Lube service as a PM. I lease a vehicle from State Fleet. Who pays for the maintenance? State Fleet Management pays all the bills including Maintenance. Operations (Lease Fleet and Motor Pool) How do I request a vehicle for long-term lease? If your agency has an existing Lease Agreement, send a written request (by mail or fax) to the Motor Pool. In this request, tell us what kind of vehicle you need, the program assignment, and how long you will need it. If your agency does not have an established Lease Agreement, you can send a written request as given above. As soon as we receive your request, State Fleet will send a Master Lease for your Agency Director's signature. Then, depending on when we receive your request, we will order a vehicle to fulfill that request. Lease requests are generally filled on a first come, first served basis and are subject to sufficient SFM funds. What kinds of vehicles are available for long-term lease? SFM can lease any vehicle that is available for purchase on the State's Vehicle Term Contract List . If your agency needs a vehicle that is not on the list, contact SFM to discuss the details of your requirements. How do I request a vehicle from the Motor Pool? You can reserve a Motor Pool vehicle by phone, fax or email. If you make a request by phone, be prepared to give the driver's name, Agency to be billed, Agency contact phone number, departure and return dates and times, destination, number of passengers, and vehicle size preference. Here are the Motor Pool telephone numbers:
What kinds of vehicles are available from the Motor Pool, and how much does it cost to rent one? Depending on your vehicular needs, you can choose from sedans such as the Dodge Stratus, Ford Taurus, Plymouth Breeze or Chevy Cavalier; Taurus Station Wagons; Minivans such as the Plymouth Voyager, Dodge Caravan or Ford Aerostar; Chevrolet cargo vans; or Ford or Chevrolet 15-passenger vans. You can see a table of the rental charges here. Where can I pick up my motor pool vehicle? For Columbia rentals, you can come to our Dispatch office at 1022 Senate Street (the building next to the IHOP on Senate Street). What are the address and the operating hours of the Boston Avenue Receiving Lot? The Receiving Lot is located at 1442 Boston Avenue. The telephone number at the Lot is 803-822-5463. The hours are 8:30 to 5:00 PM Monday through Friday, except on State Holidays. You can see a map to the Receiving Lot here. How can I change the size or type of vehicle I lease from State Fleet? Call the Motor Pool Dispatch office at 803-737-1516 or 737-1517. Compliance and Analysis Do I have to fill in a form every time I purchase or sell a vehicle? Yes. Go here to access an online version of the form (SFM Form 6-77). To request a paper copy of the form, contact Melissia Stark at 803-737-2041 or by email at Mstark@gs.sc.gov. Where do I turn in my State license tags? After you turn in your vehicle to Surplus Property, you must turn the tags in to State Fleet Management. How long does it take to get a fuel card for my new vehicle? According to the terms of the contract, up to nine business days. However, in most cases the card will be ready by the time you pick up your new vehicle. When is the next Driver Training course? Go here to see the list of current and upcoming Driver Training Courses. When is the next Van Driver's Safety Course? Go here to see the list of current and upcoming Van Driver's Safety Courses. How do I obtain a driver's Motor Vehicle Record? Contact State Fleet at 803-737-0668 or use this form. How many AFVs do I have to buy? According to EPAct92, the federal government requires that 75% of qualifying light-duty vehicles purchased from model year 2001 on be Alternative Fuel Vehicles. For more details, contact Daniel Youngblood at 737-1504. What do I do if my State fuel card is lost, stolen or damaged? Report it immediately to your Fuel Card Coordinator. How do I order a fuel card for a new vehicle? When you order a new vehicle, the fuel card is automatically ordered with it. New fuel card orders must be ordered by State Fleet; however, you can order replacement cards through your agency's Fuel Card Coordinator. What do I do if my driver ID number (PIN) doesn't work for my fuel card? Call your Fuel Card Coordinator or call Rob Malpass at 803-737-1611 to get the PIN updated. Where can I get a car wash? Look here for a list of vendors where you can use your State fuel card to get a car wash. How often can I get a car wash and how much can I spend? State Fleet Management's guideline (which you can also see in the Motor Vehicle Operator's Handbook) is that you can spend up to $10.00 a month for a car or $25.00 a month for a van. However, you should check with your Agency Transportation Coordinator if you have questions. Each Agency sets its own policy on this issue. How long will it take to get my State license tags? Anywhere from 5 days to a month, but usually about two weeks. This timeframe is dependent on the workload at the Department of Public Safety. When do my SG license tags expire? They are permanent tags and do not expire during the lifecycle of your State vehicle. Why can't I print from SCEMIS? Sometimes there are problems with the communication connection between SCEMIS and your computer. As a result, print jobs can end up on the Great Printer In the Sky. If you have requested a print job from SCEMIS, but haven't gotten it, contact Jonathan Eason at 803-737-1239 or email JEason@gs.sc.gov. How do I get a new SCEMIS password? Contact Jonathan Eason at 803-737-1239 or email JEason@gs.sc.gov. How do I get a report from SCEMIS? Many ready-made reports are available through SCEMIS. Besides the GM screen, which lists several other screens where you can find reports, every screen that ends in a "P" (EP, RP, SP) is also a report screen for that individual subsystem. If you find that you need a report that is not among the prepared reports, contact Jonathan Eason at 803-737-1239 or email JEason@gs.sc.gov. | |
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