Archived publication
This publication is no longer current or has been superseded.
Appendix B: Survey Questionnaire
Government fleet procurement questionnaire
The Govt3 programme, coordinated by the Ministry for the Environment, works with government agencies to help improve the sustainability of their activities. [For more information about the Govt3 programme, see www.mfe.govt.nz/issues/sustainable-industry/Govt3/] As part of this programme the Ministry for the Environment (MfE) is working with the Ministry of Transport (MoT) to provide tools and information to help agencies reduce the environmental footprint of government vehicle use.
To do this effectively, we need to better understand the successes of government fleet managers and the challenges facing them. We are particularly interested in energy efficiency, vehicle emissions, recyclability, eco-efficiency, and vehicle safety factors.
URS New Zealand Limited (URS), an engineering and environmental management consultancy, has been contracted by MfE and MoT to gather information about the existing government fleet, and to seek feedback directly from your organisation about your fleet and current procurement practices.
We would be very grateful if you could answer the following questions and return this questionnaire via email to meenal_gamman@urscorp.com or by fax to 09 355-1333 to URS no later than Friday 2 September 2005.
The information you provide in this questionnaire will be collated as part of a Report titled "Current Government Fleet and Procurement Practice", which will be made publicly available at the end of October 2005. As well as information on government fleet and procurement practices and issues, the Report will also include case studies and tools representing good practice.
Please note that the fleet and procurement details you provide will not be used to identify your individual agency or its practices, but will assist in a developing an overall benchmark of the government fleet and current procurement practices. Any detailed information in the Report regarding the specific practices of an individual agency will be included only with the express consent of that agency.
If you have any questions or comments regarding this questionnaire, or the government Fleet Procurement Project, please phone Michelle Kaczor, Sustainability Consultant, URS NZ Ltd at 09 355 1359 or michelle_kaczor@urscorp.com or Francie Pedersen, Ministry for the Environment at 04 439 7605 or francie.pedersen@mfe.govt.nz
When the report is finalised, we will invite participating agencies to attend a workshop in Wellington to validate and challenge the results and to acknowledge the contribution participating agencies have made.
1.0 Respondent details
|
Name of organisation: |
|
|
Address: |
|
|
Key contact: |
|
|
Position/role: |
|
|
Phone number: |
|
|
Fax number: |
|
|
Email address: |
2.0 Fleet composition
The Ministry of Transport has supplied URS with some vehicle fleet information for your organisation from the motor vehicle registration database. To help confirm the accuracy of this information, please answer the following questions on the broad characteristics of your fleet.
1. What is the total size of your vehicle fleet?
(number of vehicles)
2. Please indicate the proportion of your fleet that is purchased or leased.
Purchased: %
Leased: %
3. What types of vehicles are contained within your fleet?
|
Vehicle category |
Contained within fleet? |
Approximate proportion of total fleet (%) |
|---|---|---|
|
Passenger vehicle |
||
|
Off road vehicle (eg, 4WDs) |
||
|
People mover (9 seats or more, including driver) |
||
|
Light goods vehicle (≤ 3.5 tonnes) |
||
|
Heavy goods vehicle (> 3.5 tonnes) |
||
|
Other (please specify) |
4. What are the three predominant vehicle makes within your fleet? (Please tick)
|
Vehicle make |
Please tick |
|---|---|
|
Holden |
|
|
Honda |
|
|
Toyota |
|
|
Ford |
|
|
Mitsubishi |
|
|
Nissan |
|
|
Hyundai |
|
|
Daewoo |
|
|
Mazda |
|
|
Daihatsu |
|
|
Subaru |
|
|
Peugeot |
|
|
Other (please specify) |
|
|
Other (please specify) |
5. Please fill in the table below to indicate the approximate cc-rating of your fleet.
|
Vehicle CC rating |
Approximate proportion of total fleet (%) |
|---|---|
|
Up to 1000 cc |
|
|
1001 to 1600 cc |
|
|
1601 to 2000 cc |
|
|
2001 to 2500 cc |
|
|
2501 to 3000 cc |
|
|
3001 to 4000 |
|
|
> 4000 |
6. Please fill in the table below to indicate the approximate age of your fleet.
|
Vehicle age |
Approximate proportion of total fleet (%) |
|---|---|
|
Less than 3 years old |
|
|
3-5 years old |
|
|
6-10 years |
|
|
> 10 years |
Please provide us with any additional comments on the limitations or accuracy level of your source data that may assist in interpretation.
3.0 Procurement
The following questions relate to the decisions made during vehicle selection and purchase.
(Note: The inclusion of further detail or other relevant documentation that may support the information you provide is sincerely appreciated.)
1. Who within your organisation are the key decision-maker(s) for vehicle selection and procurement, and how are they involved in the process? (Tick more than one if it is a shared decision.)
|
Key decision-maker |
Please tick |
Description of involvement |
|---|---|---|
|
Board of Directors |
||
|
CEO or GM |
||
|
Fleet Manager |
||
|
Environmental Manager |
||
|
Procurement Manager |
||
|
CFO or Accountant |
||
|
HR Manager |
||
|
Vehicle User |
||
|
Departmental Manager |
||
|
Other (please specify) |
2. Please describe generally how the organisation determines the fleet vehicle requirements such as number of vehicles and their makes and models (eg, utilisation process, user assessment, specified fleet size, budget etc).
3. Is information gathered about vehicles prior to the procurement process?
|
Yes |
|
|
No (if no, skip to Question 5) |
|
|
Unsure (if unsure, skip to Question 5) |
4. Which of the following vehicle information sources do you consult prior to selection? (Tick all that apply.)
|
Vehicle information sources |
Please tick |
Information gathered |
|---|---|---|
|
Local dealers |
||
|
Vehicle manufacturers |
||
|
Lease providers |
||
|
Consultants |
||
|
Fleet management companies |
||
|
Websites |
||
|
Other (specify) |
5. Is there a process in place to review fleet size? If yes, please specify.
6. How does your organisation negotiate vehicle purchase prices? (Please tick all that are relevant.)
|
Vehicle purchase |
Please tick |
|---|---|
|
Directly with local dealers |
|
|
Directly with vehicle manufacturers |
|
|
Through lease providers |
|
|
Using a fleet management company |
|
|
Other (eg, brokers/consultants) |
7. What are your organisation's key drivers when selecting fleet vehicles? Please rank your top six selection priorities in order of importance (1=most important; 6 =least important).
|
Key drivers for selecting fleet vehicles |
Please rank top 6 |
|---|---|
|
Comfort features (eg, air con, size preference etc) |
|
|
Driver preferences |
|
|
Environmental considerations (eg, fuel economy, emissions standards, recyclability, life-cycle analysis) |
|
|
Fit for purpose (eg, four wheel drive required) |
|
|
Public perception of fleet vehicles |
|
|
Relationship with vehicle manufacturer / supplier |
|
|
Remuneration package / employee selection |
|
|
Residual / disposal value |
|
|
Running costs/maintenance |
|
|
Safety considerations (eg, air bags, transmission, safety rating) |
|
|
Speed / power of vehicle |
|
|
Upfront capital cost |
|
|
Whole-of-life costing |
|
|
Other (please specify) |
8. What is the replacement practice for your fleet vehicles (years and kilometres) and the rationale behind this policy?
9. Does your organisation have a procurement policy or procedure specific to vehicles? (Please tick.)
|
Yes |
|
|
No |
|
|
Unsure |
10. If vehicles are supplied as part of remuneration packages, are the vehicles selected in accordance with your procurement practice? (Please tick.)
|
Yes |
|
|
No |
|
|
Not applicable (ie, pool vehicles only) |
11. Does your vehicle procurement practice specifically include the following? (Please tick all that are relevant.)
|
Consideration |
Tick if applicable |
Specify details |
|---|---|---|
|
Purchase cost criteria (capital cost) |
||
|
Maintenance/operating costs |
||
|
Whole-of-life costing |
||
|
Disposal/residual vehicle value |
||
|
Replacement schedule (kms or years) |
||
|
Safety rating |
||
|
Fuel economy rating |
||
|
Energy efficiency (uses renewable fuels, hybrid technology etc) |
||
|
Vehicle emissions (greenhouse gases, particulates etc) |
||
|
Recyclability / producer responsibility |
||
|
Other (please specify) |
12. Has your organisation incorporated environmental impact criteria such as emissions standards or fuel economy into procurement decisions?
|
Yes (if yes, please answer 12a, c and d) |
|
|
No (if no, please answer 12b, c and d) |
|
|
Unsure (please answer 12b, c and d) |
(a) If yes, what was considered and how did this influence the procurement decision?
(b) If your procurement policy has not included environmental considerations, why do you believe these have been excluded?
(c) What are the challenges involved with incorporating environmental considerations such as fuel economy, vehicle emissions and energy efficiency into procurement practices?
(d) What information or tools might your organisation find useful in considering environmental considerations in vehicle procurement?
13. Has your organisation incorporated health and safety considerations such as Land Transport New Zealand safety ratings, air bags or transmission type into procurement decisions?
|
Yes (if yes, please answer 13a, c and d) |
|
|
No (if no, please answer 13b, c and d) |
|
|
Unsure (please answer 13b, c and d) |
(a) If yes, what was considered and how did this influence the procurement decision?
(b) If your procurement policy has not included health and safety considerations, why do you believe these have been excluded?
(c) What are the challenges involved with incorporating health and safety considerations such as safety ratings into procurement practices?
(d) What information or tools might fleet managers/procurement managers find useful in considering safety factors in vehicle procurement?
4.0 Fleet management and reporting
1. Who are currently responsible for the ongoing management of the fleet in your organisation?
|
Consideration |
Tick if applicable |
Specify details |
|---|---|---|
|
Internal fleet manager or clerk |
||
|
Procurement manager or clerk |
||
|
Departmental manager |
||
|
External fleet management company |
||
|
Other (specify) |
2. Does your organisation track vehicle utilisation (eg, kms per year, percentage of time or hours per day the vehicle is utilised)?
|
Yes |
|
|
No |
|
|
Unsure |
If yes, please briefly describe the method used to track utilisation.
3. Do you have a regular maintenance policy in place?
|
Yes |
|
|
No |
|
|
Unsure |
If yes, please provide details (frequency of vehicle tune-ups etc).
4. How does your organisation deal with end-of-life and disposal issues (eg, tyres, used oil, vehicles etc)?
5. Are there any specific terms or conditions in the fleet contract or tender documents related to whole-of-life management, fuel economy, or other environmental considerations that may be useful to this project?
6. How are the following fleet management issues identified and dealt with?
|
Issues |
Comments |
|---|---|
|
Poor performing or unreliable vehicles |
|
|
Usage of preferred vendor for fuel, to maximise negotiated fuel discount |
|
|
Misuse of vehicles or fuel card |
7. What fuel card/fuel supplier does your organisation utilise?
8. Does the fuel supplier provide monthly updates of fuel and oil usage and mileage (odometer readings) for each vehicle?
9. Do you use a booking system for pool vehicle use?
|
Yes |
|
|
No |
|
|
Unsure |
10. Does the organisation have a process in place to track fleet efficiencies (eg, actual fuel consumption, emissions reporting, vehicle utilisation efficiency)?
|
Yes |
|
|
No |
|
|
Unsure |
11. How do your fleet management and fleet reporting arrangements influence your ongoing procurement practice?
5.0 Challenges and successes
1. Is there any aspect of fleet management or the procurement process itself that is particularly challenging for your organisation with respect to incorporating environmental criteria into procurement practice?
2. Has your organisation had any particular success at incorporating environmental and sustainability criteria into vehicle procurement, which you would like to share with others?
3. Please provide us with any further comments about this questionnaire, your vehicle fleet, or procurement practices that you believe may be useful to the aims of this project.
Thank you very much for completing this questionnaire.
Please send the completed survey via email to: meenal_gamman@urscorp.com or via fax to 09 355 1333 by 30 August 2005.
