Green Fleet Review. Energy Saving Trust Grampian Police. by Gerard Gornall, Intelligent Fleet. December 2008 EST/OPS/06/017

Transcription

1 Green Fleet Review Energy Saving Trust Grampian Police by Gerard Gornall, Intelligent Fleet Eden House, 101a Marsland Road Sale, M33 3HS Tel December 2008 EST/OPS/06/017 Energy Saving Trust, 112/2 Commercial Street, Leith, Edinburgh EH6 6NF, Tel ,

2 Executive summary Introduction We have undertaken a review of vehicle use within Grampian Police as part of the Energy Saving Trust Green Fleet Review programme. At the date of the review, Grampian Police operates a fleet of 261 cars, 45 commercial vehicles under 3.5t, 3 vehicle over 3.5t and 9 motorcycles. Fuel consumption for fleet vehicles for the year to 30 September 2008 was 871,929 litres. In addition to the above, 18 employees used a vehicle acquired under the lease car scheme. Furthermore, it is known that a number of employees use their own private vehicle for work but no further information is available. No mileage data is available for lease cars or private cars. Encouraging cleaner vehicles and fuels Grampian Police has already undertaken a number of initiatives to reduce the environmental impact of the fleet although it would appear that further opportunities exist to reduce emission levels. General purpose vehicles should be reviewed to ensure that they continue to be the most efficient for the work to be carried out. Grampian Police should also ascertain whether cleaner vehicles could be obtained from sponsors. A number of alternative technologies may be suitable for the fleet and Grampian Police should keep abreast of developments with a view to adopting these as appropriate. There would appear to be opportunities to encourage employees to adopt cleaner cars via the lease car scheme. Grampian Police should consider a number of initiatives to encourage employees to acquire cleaner cars personally or use alternative vehicles such as pool cars, hire cars and lease cars. Reducing fuel consumption Grampian Police should ensure that the planned analysis of fuel consumption will identify all opportunities to make fuel savings. The planned communications on eco-driving should extend to all drivers and not just fleet vehicle users. Reducing the number of miles travelled Grampian Police should regularly analyse journeys being undertaken in order to identify opportunities to reduce business mileage levels. A travel policy should be developed with a view to encouraging employees to consider more sustainable methods of travel. CO 2 footprint and target reductions We have measured the carbon footprint of all vehicles covered by this review and the total annual CO 2 output is in the region of 2,219 tonnes. Page 1

3 Grampian Police should set specific targets to reduce the carbon footprint in accordance with the action plan provided. We have calculated that a 20% reduction in CO 2 output should be achievable within three years. To ensure that future carbon footprint measurement is accurate, Grampian Police should ensure that sufficient data is available for lease car and private car users. Page 2

4 Contents Section Page 1 Introduction 4 2 Overview of current fleet arrangements 7 3 Adopting cleaner vehicles and fuels 10 4 Reducing fuel consumption 19 5 Reducing the number of miles travelled 22 6 CO 2 footprint and target reductions 24 7 Action plan for Grampian Police 25 Appendix I Example fuel analysis 27 Appendix II Further information available from the Energy Saving Trust 28 Appendix III EST methodology for calculating fleet CO 2 Emissions 29 Page 3

5 1 Introduction 1.1 Energy Saving Trust Green Fleet Review Programme This report has been produced as part of the Energy Saving Trust Green Fleet Review programme. The purpose of this programme is to: review green fleet management practices increase fleet efficiency to reduce both fleet costs and the impact on the environment promote best practice including cleaner fleet management review high-level health & safety policies and processes Under the programme, Grampian Police qualified for four days of free consultancy, undertaken by Gerard Gornall of Intelligent Fleet, an independent fleet consultancy. 1.2 Overview of the benefits of green fleet management Green fleet management can cover a number of issues but will generally include: acquisition of cleaner vehicles or use of cleaner fuels minimising fuel consumption reducing vehicle usage The environmental benefits of green fleet management include: reduced consumption of fossil fuels fewer CO 2 and other exhaust emissions reduced contribution to congestion improved perception of the organisation from a corporate social responsibility perspective The business case for green fleet management is generally straightforward. As well as the environmental benefits outlined above to meet corporate social responsibility needs, green fleet management can also deliver significant cost savings through: lower fuel costs by using cleaner vehicles, travelling fewer miles and driving more economically reduced road tax costs for cars as this is graduated according to CO 2 emission levels reduced National Insurance costs for any company cars and lease car schemes as Class 1A NIC is also graduated by CO 2 emission levels reduced insurance costs as cleaner vehicles generally have a lower insurance risk and green fleet practices result in a safer fleet with fewer accidents reduced purchase costs as cleaner vehicles are often cheaper to buy due to the fact they are often smaller with less powerful engines Page 4

6 other tax breaks such as accelerated capital allowances or increased tax relief As suggested above, green fleet practices ces also contribute to making the fleet safer. The policies and techniques adopted through green fleet management will reduce the risk of an employee being involved in an accident. 1.3 Grampian Police Grampian Police serves over 530,000 people in an area stretching from the Cairngorm Mountains in the west to the Moray and Aberdeenshire coasts to the north and east. The region comprises the city of Aberdeen, several towns, many villages and a large rural area. The Grampian Police fleet is managed from the force headquarters in Aberdeen by James Milne, Transport Manager. 1.4 Scope and approach Our review covers all vehicles that may be used on business, including: cars commercial vehicles under 3.5t GWT cars under the Senior Staff Vehicle Leasing Scheme An outline of the approach undertaken for the Green Fleet Review is shown below: Interviews & data gathering Review & analysis Feedback & ratification Final report & action plan Our review focuses on the three key components in managing the environmental impact of vehicle use, namely: the use of cleaner and more efficient vehicles or fuels reducing the level of fuel consumed, i.e. improving the efficiency currently used reducing vehicle use and therefore the number of miles travelled of the vehicles The recommendations within this review represent environmental best practice and therefore in order to achieve maximum benefit, it is recommended that Grampian Police adopt as many of these as possible. 1.5 Information provided As part of the data gathering process, we have interviewed James Milne, Transport Manager. In addition to the information provided through this interview, the following key data has been mad e avai lable: Fleet listing, fleet vehicles Lease car fleet listing Page 5

7 Fuel spend 2005/06, 2006/07, 2007/08, 2008/09 (year to date) Whole life cost data Fuel review April 2004 Transport Unit Environmental Briefing Note Senior Staff Vehicle Leasing Scheme Operating Procedure Page 6

8 2 Overview of current fleet arrangements 2.1 Cars (excluding the lease car scheme) At the date of the review, Grampian Police operates a fleet of 261 cars, as follows: Volvo V70 / XC70, Volkswagen Golf, 8 3 BMW 530, 6 Vauxhall Omega, 5 Covert, 6 Vauxhall Astra, 20 Other, 15 Landrover Def / Disc / RR, 16 Jaguar X-Type, 5 Honda CR-V, 3 Ford Mondeo, 17 Ford Focus, 154 Ford Galaxy, 3 Of the above, 215 are diesel, 45 are petrol and one is dual fuel petrol/lpg. Vehicles are mostly refuelled using Arval fuel cards. Most vehicles are owned by Grampian Police however the above fleet also includes: 25 vehicles of varying types provided by sponsors which Grampian Police currently have little control over six hired vehicles of varying types used for covert operations two camera enforcement vehicles not entirely owned by the force 2.2 Commercial vehicles under 3.5t At the date of the review, Grampian Police operates a fleet of 45 vans under 3.5t, as follows: Peugeot Expert, 5 Vauxhall Movano, 3 Vauxhall Vivaro, 1 Ford Connect, 9 Peugeot Boxer, 1 Mercedes Sprinter, 2 Mercedes 413, 1 Ford Transit, 23 All of the above vehicles are diesel and are mostly refuelled using Arval fuel cards. The fleet includes five camera enforcement vehicles not entirely owned by the force. Page 7

9 2.3 Leased car scheme Grampian Police operates a lease car scheme for senior staff. At the date of the review, there are 18 vehicles on the scheme as follows: Landrover Freelander, 1 Saab 9-3, 1 Honda CR-V, 1 Audi A3, 5 BMW 320, 4 Audi A6, 6 Of the above, 17 vehicles are diesel and one is petrol. Fuel for business use is paid for by the employee and reimbursed by Grampian Police based upon a rate per mile. No business mileage data is available. 2.4 Other vehicles Other vehicles operated by Grampian Police but strictly outside of the scope of this review include: 9 motorcycles 3 commercial vehicles over 3.5t We have not reviewed these vehicles in detail. However, as the fuel data provided is not allocated between vehicle types, we have included these vehicles in the review where any calculations are made by reference to fuel use. Within the fleet data provided, a number of vehicles were present which have been transferred to the Scottish Police Services Authority. As these are no longer under the control of Grampian Police they have been excluded from the review. 2.5 Fuel cars and commercial vehicles (excluding the lease car scheme) The above vehicles are primarily refuelled using Arval fuel cards. Based upon the information provided, fuel consumption for the year to 30 September 2008 was as follows: Fuel type Litres Diesel 633,216 Unleaded 238,431 LPG 282 Total litres for the year to 30 September ,929 Page 8

10 2.6 Private cars We are aware that a number of employees use their own private vehicle for work. As no vehicle or mileage data is available we have not been able to review this area in detail. Page 9

11 3 Adopting cleaner vehicles and fuels 3.1 Overview This section considers how Grampian Police could improve the environmental efficiency of the fleet through either: acquiring cleaner, more efficient cars and commercial vehicles adopting alternative fuels and technologies encouraging employee to acquire cleaner cars on the lease car scheme, acquire cleaner private cars or use cleaner alternatives 3.2 Cars CO 2 emissions In the tables below we have mapped the CO 2 emission levels 1 of cars to the new car labelling system, as follows: cars owned by Grampian Police including camera enforcement vehicles (230 vehicles) sponsored cars (25 vehicles) covert cars (6 vehicles) Owned Sponsored Covert 1 Where CO 2 data has not been provided, this has been obtained via the Society of Motor Manufacturers and Traders website at Page 10

12 3.2.2 Observations Whilst a number of high emission vehicles exist, these tend to be older vehicles and the intention is that most of these will be replaced with cleaner vehicles. Grampian Police has already implemented a number of initiatives to reduce emissions from the fleet, namely: moving to an all diesel policy downsizing 4x4 vehicles downsizing from Ford Mondeo to Ford Focus emissions testing after each service Grampian Police are proactively assessing the environmental impact of all vehicle replacements, including the whole life cost impact. Current policy is therefore largely in line with best practice, subject to the areas in Sections to below. Given the above, we would expect that emissions from the Grampian Police car fleet will reduce substantially Ford Focus vehicles Grampian Police procure vehicles through the national agreements in place and at present the main Ford Focus vehicle is a 1.6TDCi model with CO 2 emissions of 119 g/km. We understand that Grampian Police are now looking at ECOnetic versions of the Focus which have slightly lower CO 2 emissions at 115 g/km. We recommend that Grampian Police always seek to acquire the cleanest models suitable. In the table below we have calculated the potential fuel and CO 2 emission savings of adopting the ECOnetic versions based upon 25,000 miles per annum. Vehicle Fuel economy 1 Annual fuel cost 2 CO 2 emissions Annual CO 2 footprint 3 Ford Focus 1.6TDCi , g/km 5,474 kg Ford Focus 1.6TDCi ECOnetic , g/km 5,290 kg Difference g/km -184 kg 1 Official combined cycle 2 Fuel cost based upon estimated 0.91 per litre ex. VAT combined cycle less 15% for real driving conditions 3 Includes +15% to take into account real driving conditions Whilst there is only a marginal improvement in economy and emissions, if we multiply this over the 154 Ford Focus vehicles currently on fleet, annual fuel cost savings would be 13,244 and CO 2 emissions would reduce by over 28 tonnes. It is appreciated that the ECOnetic vehicles cost more to acquire and therefore a full whole life cost analysis would need to be undertaken. ACTION Acquire cleanest Ford Focus vehicles available Size of general purpose / beat cars In general, the smallest vehicle used by Grampian Police for general purpose is the Ford Focus outlined above. In our experience, most police forces tend to operate a fleet of smaller vehicles such Ford Fiestas or Vauxhall Corsas. We have given some examples overleaf: Page 11

13 Police force Number of Fiesta/Corsa % of car fleet Scottish force % Scottish force % Scottish force 3 6 6% We understand that Grampian Police do not operate smaller vehicles due to complaints when these vehicles were previously operated. Using one standard vehicle also helps with reallocation. Due to the environmental savings that may be available, we recommend that this is something which is reviewed. In the table below we have calculated the fuel and CO 2 emissions savings available from downsizing to the cleanest Ford Fiesta. Vehicle Fuel economy 1 Annual fuel cost 2 CO 2 emissions Annual CO 2 footprint 3 Ford Focus 1.6TDCi , g/km 5,474 kg Ford Fiesta 1.6TDCi ECOnetic , g/km 4,508 kg Difference g/km -966 kg 1 Official combined cycle 2 Fuel cost based upon 25,000 mpa / 0.91 p/litre ex. VAT combined cycle less estimated 15% for real driving conditions 3 Based upon 25,000 miles per annum includes +15% estimated to take into account real driving conditions As can be seen from the above, reasonable savings could be made in fuel costs and CO 2 emissions could reduce by almost one tonne per vehicle. As the Fiesta is a cheaper vehicle, further savings would be made in acquisition and running costs. ACTION Consider smaller vehicles for the fleet Sponsored vehicles Grampian Police are provided with a number of vehicles from sponsors, for example local dealers wishing to promote their products. At present there is no focus on the environmental impact of the vehicles taken on and as illustrated in Section above there are some high emission vehicles, mainly due to the fact that over a third of the vehicles are petrol. Grampian Police have suggested that it is their intention to request cleaner vehicles in the future and some progress has already been made. We would encourage these steps to be taken for all sponsorship vehicles. ACTION Request cleaner vehicles from sponsors Covert vehicles Whilst covert vehicles do not tend to cover much mileage, as illustrated in Section above, average CO 2 emissions are relatively high. This is mainly due to the fact that all cars are petrol. We therefore recommend that Grampian Police review these with a view to acquiring cleaner cars in the future. ACTION Consider cleaner covert cars Page 12

14 3.3 Commercial vehicles under 3.5t General As with cars, Grampian Police is proactively considering the environmental impact of commercial vehicle replacements. Again, downsizing has been implemented where practical and a number of Ford Transits have been replaced with Ford Connects. Provided that Grampian Police continue to adopt a proactive approach and assess whole life costs, the commercial vehicle fleet will be as efficient as possible. Any assessment of a commercial vehicle should include ensuring that it: is not too big, both in terms of physical size and gross weight is not excessively powerful returns good fuel economy, based upon the conditions under which it is to be used Where possible, the procurement process should also include: an assessment of CO 2 emission levels (Section 3.3.2) consideration of alternative technologies (Section 3.3.3) CO 2 emissions data As from 1 January 2008, all commercial vehicles under 3.5t must be emissions tested in a similar manner to the process for passenger cars. Whilst there is currently no requirement for manufacturers to disclose the results of these tests, some do disclose figures. Where CO 2 emissions data is difficult to obtain in the public domain, it may be available on request from the manufacturers direct or alternatively from the manufacturers European websites where emissions data is disclosed. It is expected that in the near future, commercial vehicle CO 2 emission data will be published in the UK, possibly via the VCA (Vehicle Certification Agency) website. We recommend that as part of any assessment of commercial vehicle suitability, Grampian Police include a review of expected CO 2 emission levels. ACTION Review CO 2 emissions data for new vehicles Alternative technologies Over recent years there has been progress in developing technologies to reduce emissions from commercial vehicles. Whilst these are still relatively limited in availability, many manufacturers are working on new products which may be suitable for the Grampian Police fleet. We have outlined some of these below. Speed limiters Whilst a large proportion of Grampian Police vehicles are involved in response work, there may be some where the fitting of speed limiting devices would be possible. A number of manufacturers are able to limit the top speed through reprogramming the engine management system. As an example, Ford vans can be limited to 56, 62 or 70 mph at a cost of 40 plus VAT. Page 13

15 Speed limiters can also be useful from a health & safety perspective and also in areas with dual carriageways to ensure that drivers do not exceed 60 mph. We understand that such an initiative may not be possible within Grampian Police but we believe it is worthy of consideration. Stop-start Stop-start automatically cuts out the engine when idle and it is claimed that this can result in a 25% reduction in fuel consumption in urban areas. Availability of this technology is currently fairly limited and not available on Ford vehicles at present. We recommend that Grampian Police consider this technology when available on suitable vehicles. Alternative fuel vehicles Progress is being made in developing alternative fuels for commercial vehicles. Whilst these may not be currently suitable for the Grampian Police fleet, as technology progresses and becomes better and cheaper it is likely that, in time, they will be worthy of serious consideration. Such vehicles include: Diesel hybrid, i.e. vehicles with diesel and electric motors. The first commercial vehicles are expected to be launched in 2010 Diesel hybrid retro fit units, which a number of companies now offer Electric vehicles, although suitable long-range vehicles are not expected for a number of years. ACTION Consider alternative technologies for introduction onto the fleet 3.4 Senior Staff Vehicle Leasing Scheme CO 2 emissions We have mapped the CO 2 emissions of the 18 vehicles on the lease car scheme against the new car labelling system below. Average emission levels are slightly above what might be expected for a scheme of this nature. It would appear that the reason for this is likely to be the fact that the scheme is only open to senior staff with a higher disposable income therefore bigger cars are purchased. In order to control emissions from the lease car scheme, Grampian Police should consider: restricting emission levels of vehicles (Section 3.4.2) Page 14

16 incentives for staff to acquire cleaner vehicles (Section 3.4.3) Restricting emission levels In order to control CO 2 emission levels, many lease car schemes place a ceiling on the maximum permissible emission level from a particular vehicle. This will become more relevant from April 2009 when new capital allowance rules come into force. Under the new capital allowances rules, which govern the amount of tax relief a leasing company can claim, vehicles with CO 2 emissions in excess of 160 g/km will be significantly disadvantaged over vehicles with emissions of 160 g/km or below. This means that from April 2009 there will be an increase in leasing costs for higher emission vehicles and many organisations are removing availability of these vehicles from car schemes. In addition to the above, higher emission vehicles attract increased: road fund licence company car taxation employer s National Insurance contributions Given the above, we recommend that Grampian Police consider a CO 2 emissions cap. ACTION Consider CO 2 emissions cap Incentivising cleaner vehicles At present, Grampian Police contribute 70% of the lease costs under the scheme with the employee paying the remaining 30%. In order to incentivise take up of cleaner vehicles, we recommend that Grampian Police consider adjusting contribution levels depending upon the level of CO 2 emissions. We have demonstrated how this might look in the table below. Emission levels Grampian Police contribution Employee contribution Up to 120 g/km 80% 20% 121 g/km to 160 g/km 70% 30% Over 160 g/km 1 60% 40% 1 If capping under Section is not implemented ACTION Consider incentives for cleaner vehicles Measuring the environmental impact of lease car use As noted in Section 2.3, no mileage data is available for lease cars. To ensure that the environmental impact of lease car use can be measured in the future, Grampian Police should ensure that mileage data is available and can be allocated to each lease car. The carbon footprint can then be calculated using the official manufacturer CO 2 emission figures in accordance with method 2 in Appendix III. ACTION Ensure mileage data is available for each lease car Page 15

17 3.5 Private cars General We understand that a small number of Grampian Police employees use their own private vehicle for work. However, we have not received any information with regard to vehicles or mileage levels and we have not therefore been able to undertake a formal review of this area. In general, from an environmental perspective, private cars can be difficult to manage. They tend to be older and less efficient than the average car in the UK and therefore contribute a proportionally higher level of CO 2 emissions. It is therefore important that Grampian Police do undertake a full assessment of the environmental impact of private cars and include them within any carbon reduction plan. Whilst we have not been able to undertake a formal review, we have outlined below some of the initiatives that should be considered by Grampian Police for private cars Setting acceptable vehicle criteria Whilst many consider it inappropriate to place stipulations on employees with regard to the type of car they should acquire, it should be recognised that: the type of car an employee uses on business directly contributes to the Grampian Police carbon footprint it is the responsibility of Grampian Police to ensure that vehicles are fit for purpose from a health & safety perspective without controls, some employees may use cars which are not to a suitable standard Given the above, we believe that it is perfectly reasonable for Grampian Police to decide which vehicles can be used on business and which cannot. Many organisations place restrictions on the types of vehicle which are suitable for business use, based upon either: age, e.g. no older than 6 years old mileage, e.g. no more than 120,000 miles CO 2 emissions, e.g. no more than 160 g/km Where an employee s car does not meet the criteria, an alternative vehicle could be made available such as a pool car as discussed in Section below. ACTION Consider setting criteria for acceptable vehicles Incentives for cleaner vehicles As an alternative to placing restrictions on cars above, Grampian Police could consider financial incentives for employees to use cleaner cars, for example: higher mileage allowances for low emission cars higher lump sum allowances for low emission cars ACTION Consider incentives for cleaner private vehicles Page 16

18 3.5.4 Provision of alternative vehicles Grampian Police should consider the provision of alternative vehicles as outlined below. Pool cars In general, pool cars are becoming increasing popular as an alternative to private car use. As an organisation can specify a low emission vehicle, they can be very effective in reducing the environmental impact of business travel and potentially reduce risk. To be successful from a cost and environmental perspective, pool cars must be managed effectively to ensure that utilisation is maximised. Quite often pool cars are poorly managed and this can result in significant additional cost and have an overall negative environmental impact. To help with efficiency, some organisations have policies which state that employees must first use a pool car if available in preference to a private car. Hire cars Hire cars are a common alternative to acquiring permanent pool cars or they can be used to supplement demand when no pool cars are available. We understand that Grampian Police current use hire cars in preference to casual private car use where possible. As hire cars are usually new or nearly new vehicles they are usually cleaner and safer than private cars. From a cost perspective, the break-even point where a hire car is likely to be more cost effective than use of a private car is likely to be in the region of 80 to 100 miles. Many organisations therefore mandate the use of hire cars for longer journeys. Lease car scheme At present the lease car scheme within Grampian Police is only open to senior staff. Lease car schemes can be effective in controlling emission levels and therefore Grampian Police may wish to consider opening the scheme up to more staff, potentially adjusting contribution levels as appropriate. ACTION Consider provision of alternative vehicles to private cars Measuring the environmental impact of private car use In order to ensure that the environmental impact of private car use can be measured and monitored effectively, certain data must be collated. We are not aware of what information is collated at present by Grampian Police but would recommend that this comprises of: Registration number Make and model Date of registration Engine size and fuel type Official manufacturer CO 2 emissions data Through the collecting the above, Grampian Police will be able to: understand the profile of the private car fleet including average age and CO 2 emissions Page 17

19 produce accurate measurement of the carbon footprint from the grey fleet measure the impact of any initiatives introduced, including those aimed at reducing the carbon footprint It should be noted that in order to measure the carbon footprint accurately, full mileage data should be available at individual vehicle level. We recommend that Grampian Police ensure that this is available. ACTION Ensure that sufficient data is collected to measure private car emissions Page 18

20 4 Reducing fuel consumption 4.1 Overview This section considers how Grampian Police could reduce fuel consumption for vehicles being through: active management of the fuel being used encouraging employees to drive more efficiently 4.2 Fuel management Overview of fuel consumption within Grampian Police As noted in Section 2.5, fuel consumption for the year to 30 September was as follows: Fuel type Litres Cost 1 Diesel 633, ,139 Unleaded 238, ,825 LPG Totals for the year to 30 September , ,094 1 Excluding VAT Monitoring of fuel consumption Measuring and monitoring vehicle fuel consumption levels is a key component in managing the environmental impact of a fleet. Whilst a large proportion of the Grampian Police fleet has response capabilities and therefore could be involved in high-speed work, we still believe that fuel monitoring is a worthwhile exercise. We understand that Grampian Police has plans to undertake some measurement of fuel use and mpg levels and provide reports to business managers. We would recommend that this analysis is structured in a manner which: compares mpg performance to similar vehicles or manufacturer figures shows trend analysis for each individual vehicle, indicating whether fuel economy is improving or deteriorating, possible using 3, 6 or 12 months rolling data highlights fuel performance by department and/or location, possibly in a league table format An example of how this analysis may look is shown in Appendix I. Through formal analysis, Grampian Police will be able to: identify poor performing vehicles which may require maintenance identify employees with poor driving techniques, although we appreciate that some vehicles may have multiple drivers Page 19

21 produce accurate measurement of the fleet s fuel consumption levels and environmental impact which can be used to set future targets We understand that fleet vehicles are shortly to be fitted with black box technology which will assess driver performance. This technology could prove extremely valuable in assessing fuel performance. Savings We believe it should be possible to manage down fuel consumption by 5% to 10% through regular monitoring and targeting inefficiencies as appropriate. Potential savings are shown in the table below. Saving area 5% reduction 10% reduction Fuel (litres) 43,596 87,193 CO 2 emissions 110,947 kg 221,894 kg Cost savings 41,955 83,909 ACTION Undertake regular monitoring and analysis of fuel consumption 4.3 Guidance and training on eco-driving Overview Eco-driving means driving with fuel efficiency in mind and it is important to ensure that all employees who drive on business receive regular communication and training where appropriate. For services that are involved in high speed activities, this type of guidance is of paramount importance is it is very difficult to ascertain how well people are driving from based upon mpg figures. We understand that Grampian Police currently plan to include some guidance on eco-driving within driver handbooks. We recommend that Grampian Police ensure that this guidance applies to all employees who may drive on business and not just fleet vehicle users. We have shown Energy Saving Trust guidance on this subject below. Page 20

22 In addition to written communications, we would recommend that Grampian Police introduce training or awareness sessions as appropriate. Savings Adopting eco-driving techniques can significantly improve fuel consumption. The level of fuel savings available through eco-driving will depend upon how well the techniques are adopted. Typical savings are quantified below: Measure Typical Saving Typical average savings from adopting eco-driving techniques 15% Air conditioning (off compared to working full power) 20-25% Tyres (correct pressure vs. all tyres under-inflated by 10%) 1% Tyres (correct pressure vs. all tyres under-inflated by 20%) 2% Removing roof-racks 20% In addition to the fuel savings outlined above, eco-driving also reduces: vehicle emissions the risk of accidents driver stress vehicle maintenance costs whilst increasing residual values of the vehicles Further guidance is available from the Energy Saving Trust at: on/ ACTION Ensure that effective communications on eco-driving are introduced Page 21

23 5 Reducing the number of miles travelled 5.1 Overview This section considers how Grampian Police could reduce the number of miles driven by employees through: active management of the miles being driven identifying opportunities for employees to avoid travel or use alternative means of transport 5.2 Mileage management Overview In the table below we have shown the total annual business miles travelled within Grampian Police in 2007/08 based upon the information provided: Vehicle type Total miles Total cost Fleet vehicles 1 6,716, ,094 Lease cars No data - Private cars No data - Annual mileage and cost 6,716, ,094 1 Based upon estimated average of 35 mpg. Includes motorcycles and HGV s. Managing mileage levels within Grampian Police Another important component in managing the environmental impact of the fleet is management of the number of miles being driven. Again, given the nature of Grampian Police s activities this is a potentially difficult area to manage effectively, particularly for fleet vehicles. However, as with most organisations, there are likely to be some areas where vehicle travel could be avoided and understanding overall mileage patterns is generally good practice. We therefore recommend that Grampian Police try and establish a robust process for monitoring mileage levels for both fleet vehicles and private car users with a view to: understanding mileage patterns within the organisation ensuring that all journeys being carried out are necessary identifying duplicate journeys identifying any opportunities for alternatives methods of travel to be used With regard to mileage data, this could be captured and analysed on a sample basis for areas where no mileage records exist. With regard to private cars and lease cars, the analysis outlined above will help Grampian Police formulate a travel policy as recommended in Section 5.3. Page 22

24 Potential savings In the table below we have estimated the annual savings that could be achieved through reducing mileage: Saving area 2.5% reduction 5% reduction Mileage 167, ,802 CO 2 emissions 55,474 kg 110,947 kg Cost savings 1 20,977 41,955 1 Subject to offsetting any replacement travel costs. Excludes any increase in productivity and savings on running costs ACTION Regularly analyse journeys with a view to mileage reduction 5.3 Travel policy We understand that Grampian Police does not have a formal policy for employee business travel. An environmental policy is in place which we understand does include initiatives such as video conferencing but we understand that this does not provide a complete framework for its use. We therefore recommend that Grampian Police consider a formal employee business travel policy. Such a policy can be very effective in managing the environmental impact of travel, providing employees with a framework to ensure that travel is only undertaken where absolutely necessary and if travelling, advising what mode of transport should be used. From an environmental perspective, a good travel policy will: challenge employees to consider whether a journey is actually necessary, i.e. could the issue be resolve via , teleconferencing etc? provide employees with a step by step approach to appropriate methods of business travel, taking into account safety and environmental considerations advise on walking or cycling opportunities for shorter journeys encourage the use of public transport over the use of cars, which should be based upon: - the negative environmental impact that car use has over public transport - potential safety benefits of public transport - potential employee benefits of public transport such as reduced stress mandate the use of pool cars or hire cars where appropriate advise that employees should share cars if travelling to the same destination advise that single occupancy car travel is a last resort To be successful, it is important that any business travel policy introduced by Grampian Police is communicated and implemented effectively and reinforced on a regular basis. ACTION Develop a travel policy for Grampian Police Page 23

25 6 CO 2 footprint and target reductions 6.1 Overview A carbon footprint is the impact of activities on the environment in terms of the amount of greenhouse gases produced, measured in units of CO 2. The footprint detailed below is for all Grampian Police vehicles covered by this review and is based upon recommended formulae (see Appendix III). As fuel data has also been provided for commercial vehicles over 3.5t and motorcycles, we have included these vehicles within the carbon footprint calculation. It is important to note that whilst the footprint below is accurate based upon the information received, it excludes lease cars and private cars as noted in Section 6.3 below. This footprint will provide a benchmark for Grampian Police to measure any improvements made through implementation of the recommendations of this report. 6.2 Carbon footprint Data source Data used for footprint Appropriate Total annual CO 2 formulae 1 emissions kg Fleet vehicles 633,216 litres of diesel 238,431 litres of petrol 282 litres of LPG Litres x 2.63 Litres x 2.32 Litres x ,665, , Footprint - total annual CO 2 emissions Footprint in tonnes under 3.5t 2,218,941 kg 2,219 t 1 See Appendix III for information on formulae 6.3 Data for the carbon footprint As can be seen from the above, the carbon footprint only relates to fleet vehicles. It is important that Grampian Police are able to measure the carbon impact of all vehicle activities. To facilitate this, Grampian Police should ensure that: mileage data is available for lease cars as per Section mileage and vehicle is available for private cars as per Section ACTION Collect additional data for lease cars and private cars 6.4 Target reductions in CO 2 Following this review, we recommend that Grampian Police set targets to reduce emissions. In Section 7 we have translated the recommendations of this report into an action plan and estimated reductions in the overall carbon footprint. Based upon this, we believe that Grampian Police can reduce the current footprint by up to 20%. Progress against these targets should be regularly reviewed using similar methodology as outlined above, perhaps on a more regular basis, e.g. quarterly. Grampian Police should ensure that this analysis takes into account the impact of any necessary changes in fleet size, i.e. to ensure that any CO 2 emissions savings are attributable to efficiencies made rather than other changes in the business. Page 24

26 7 Action plan for Grampian Police We have outlined below an action plan for Grampian Police to address the findings of this report. The overall estimated CO 2 reductions are based upon a 3 year target although we would expect that many of the recommendations and targets could be met earlier than this. Report Priority ref. Recommendation Purpose & benefits Estimated CO 2 reduction Adopting cleaner vehicles and fuels Value in CO 2 kg MEDIUM 3.2 Identify further efficiencies for car fleet including further downsizing and adopting more efficient models where possible Operate the cleanest cars possible Include in 3.3 below. - MEDIUM MEDIUM 3.3 Ensure that commercials vehicles are the cleanest for the work to be carried out. 3.4 Introduce initiatives to encourage take up of cleaner cars on the lease car scheme Operate the cleanest commercial vehicles possible 12.5% reduction in emissions from fleet vehicles (includes normal advances in engine technology) 277,368 Cleaner vehicles on lease car scheme N/a as no data N/a HIGH 3.5 Introduce a range of measures to Employees use less polluting and safer vehicles N/a as no data N/a encourage cleaner private cars and the use of alternatives Reducing fuel consumption HIGH 4.2 Introduce formal monitoring of fuel consumption levels including targets for reduction Fuel consumption can be measured and monitored effectively including targets for reduction. Identification of poor performing vehicles or poor driving techniques 5% reduction in emissions from fleet vehicles MEDIUM 4.3 Introduce written communications on ecodriving Reduce fuel consumption Included in 4.2 above - and training as appropriate Reducing the number of miles travelled MEDIUM 5.2 Ensure that journeys are analysed and Reduce cost and overall miles travelled 2.5% reduction in overall 55, ,947 Page 25

27 reviewed regularly emissions MEDIUM 5.3 Develop a travel plan with a view to Reduce mileage and fuel consumption levels Included in 5.2 above - reducing mileage and encouraging sustainable travel Carbon footprint HIGH 6.3 Improve lease car and private car data Accurate measurement of carbon footprint Total CO 2 reduction target (20%) 443,789 kg Page 26

28 Appendix I Example fuel analysis The sample analysis below demonstrates how fuel consumption data can be trended and analysed against previous data and monitored against target fuel consumption levels. Sample Company Fuel Report for August 2008 Medium c ars Reg. no. Make and model Target mpg 09/07 10/07 11/07 12/07 01/08 02/08 03/08 04/08 05/08 06/08 07/08 08/08 Mth var Year Target SA05AAA Ford Focus 1.8TDCi Zetec 5 Dr SA05BBB Ford Focus 1.8TDCi Zetec 5 Dr SA05CCC Vauxhall Astra 1.7CDTi Club 5 Dr Average Small va ns Reg. no. Make and model Target mpg 09/07 10/07 11/07 12/07 01/08 02/08 03/08 04/08 05/08 06/08 07/08 08/08 Mth var Year Target SB05AAA Renault Kangoo 1.7 SL DCi SB05BBB Renault Kangoo 1.7 SL DCi SB05CCC Ford Connect 1.8TDCi 110PS SB05DDD Ford Connect 1.8TDCi 110PS SB05EEE Ford Connect 1.8TDCi 110PS SB05FFF Ford Connect 1.8TDCi 110PS Average Large va ns Reg. no. Make and model Target mpg 09/07 10/07 11/07 12/07 01/08 02/08 03/08 04/08 05/08 06/08 07/08 08/08 Mth var Year Target SC05AAA Renault Master 100 Dci SC05BBB Renault Master 100 Dci SC05CCC Ford Transit T350 LR SWB SC05DDD Ford Transit T350 MR LWB SC05EEE Ford Transit T350 HR LWB Average Page 27

29 Appendix II Further information available from the Energy Saving Trust The website of the Energy Saving Trust contains further valuable information and advice with regard to running a vehicle fleet, including: information on alternative fuel technology and latest innovations advice on efficient fleet management and improving fuel consumption information on the use of telematics advice on alternative methods of transport case studies and factsheets Page 28

30 Appendix III EST Methodology for Calculating Fleet CO 2 Emissions (24th April 2008) Summary The aim is to establish a common approach that EST s fleet consultants will use to estimate fleets CO 2 emissions. This will allow for comparisons of fleets emissions over time and for comparisons between fleets. The appropriate methodology to use for a specific fleet will of course depend on what data is available, so 5 different options are described below. These are presented in order of accuracy and the presumption should be to use the most accurate methodology possible i.e. use methodology 1 whenever fuel purchase/consumption data is available, methodology 2 as second choice etc. In many cases it will be appropriate to use a combination of methodologies. For example if fuel usage data is available for vans but not for cars then methodology 1 (based on fuel consumed) should be used for the former and a mileage based methodology for the latter. 1. Fuel Purchase Data If comprehensive fuel use data is available either through fuel cards &/or consumption of bunkered fuel - then CO2 should be calculated by applying the following factors to the quantity of fuel consumed. Diesel 1 : Petrol: LPG: Natural gas: 2.63 kg CO 2 / litre 2.32 kg CO 2 / litre 1.50 kg CO 2 / litre 2.73 kg CO 2 / kg 100% biodiesel (B100) 2 : 1.07 kg CO 2 / litre NB: Values for all other blends of biodiesel can be calculated by a pro-rata calculation based on the values for Diesel and Biodiesel (100%). E.g. CO 2 emissions from 5% biodiesel = (0.05 x 1.07) + (0.95 x 2.63) = 2.55 kg CO 2 / litre 2. Mileage Data plus Car Make & Model If data is available for each individual vehicle s mileage as well as its make, model and variant and for company cars organisations are obliged to hold this vehicle type information for P11D reporting - then car CO 2 emissions can be calculated from cars official CO 2 emissions. For current models, this data is available from the VCA website and for older models it is available from the SMMT website: When employees use their own cars for company business (grey fleet vehicles) it might be that some but not all vehicle type information is available. For example Ford Focus might be recorded without information about the specific variant and perhaps without even engine size data. In such cases the consultant should use the above sources of CO 2 data and his own judgement to decide upon the 1 DEFRA Guidelines for Company Reporting of Greenhouse Gas Annexes, updated July 05 for mineral diesel, petrol, LPG & natural gas CO 2 emissions. 2 DEFRA (written response to PQ to Elliot Morley, Jan06) for overall biodiesel CO 2 saving; for relative energy densities of diesel & biodiesel Page 29

31 appropriate g/km figures to use perhaps an average of several variants or perhaps one variant that he believes to be representative. In-use fuel consumption and CO 2 emissions are almost always higher than the official data for various reasons: the New European Drive Cycle is less demanding than most real-life driving conditions; the vehicles performing the tests are presented in perfect condition; and drivers carrying out the tests are selected for their ecodriving expertise. To account for this an additional 15.0% 3 should be added to CO 2 emissions calculated by this second methodology. However, if a consultant considers this 15.0% adjustment to be inappropriate for a specific fleet, then the case could be made for using a different figure. For example, if a fleet of cars operates solely within the M25 during office hours then the consultant may consider that the fleet s fuel consumption would be unusually high and that the adjustment factor needs to be higher. If a figure other than 15.0% is to be used for a specific fleet, please agree this with the client and indicate the rationale in the report. 3. Mileage Data plus Car Engine Size & Fuel Type For grey fleet cars, employers will sometimes know mileage data and engine sizes and fuel types (information that may be captured as the basis for paying differential mileage rates) but not make and model. In such cases the following table should be used to estimate per km CO 2. Petrol Cars 4 Diesel Cars LPG Cars 5 Petrol Hybrid Cars Small engine Medium Engine Large Engine (<1.4 litres) ( litres) (>2.0 litres) Small engine Medium Engine Large Engine (<1.7 litres) ( litres) (>2.0 litres) Small engine Medium Engine Large Engine (<1.4 litres) ( litres) (>2.0 litres) Medium Large These data already include a 15% uplift to translate from test-cycle to real-life. 4. Mileage Data plus Fuel Type 6 If fuel type alone (but not engine size) is known, then the following figures should be used for cars to estimate per km CO 2. 3 ARVAL, pers comm with EST, June 06 4 New figures from DEFRA (supplied directly to EST in March 07, yet to be published) 5 LPG data assumes 10% tailpipe CO 2 saving compared to petrol 6 New figures from DEFRA (supplied directly to EST in March 07, yet to be published) Page 30

32 Petrol Car Diesel Car LPG Car Petrol Hybrid (Average) (Average) (Average) (Average) These data already include a 15% uplift to translate from test-cycle to real-life. 5. Global Averages - Cars & Vans Cars 7 Where only mileage data are available, with no engine size or fuel type information, then the following global average figure should be used to estimate per km CO 2. Average Car These data already include a 15% uplift to translate from test-cycle to real-life. Vans For vans it will normally be possible to use methodology 1 since vans are usually refuelled from bunkered fuel or from fuel purchased by fuel cards. However, if this is not possible then for diesel and petrol vans the following average figures should be used to estimate per km CO 2. These data already include a 15% uplift to translate from test-cycle to real-life. Car-derived van e.g. VW Caddy or Vauxhall Combo Medium van e.g. Ford Transit Connect or Peugeot Partner: Large van e.g. Ford Transit or Mercedes Sprinter: For fleets with LPG vans please contact EST since in most cases we will know the model-specific CO 2 data from the PowerShift Register. If PowerShift CO 2 data is used then the 15% uplift should be applied. Other Information For most fully expensed drivers (those that receive from their company free fuel for private use) it will be impossible to distinguish between company and private mileage. In such cases the entire mileage and CO 2 emissions should be counted towards the fleet total. 7 New figures from DEFRA (supplied directly to EST in March 07, yet to be published) Page 31