Attachment N Auto Usage.pdf

Attachment N Underwriting Information

Named Insured Auto Usage

The Department does not have a centralized uniform set of policies and procedures for those Named Insured that participate on this policy. As provided in solicitation number 25-84131503- ITB, Attachment A, Scope of Work, section 1, the Department is responsible for the purchase and management of insurance for state agencies and Eligible Users, at their own choosing and based upon funding allocations. This includes the coordination of all coverage requests on behalf of the Named Insureds.

The Department is not responsible for, nor is in possession of the following data:

1. Motor Vehicle Records (MVRs) on drivers permitted by each Named Insured to operate insured vehicles, nor does it use a third party to run MVR Reports .

2. Which insured vehicles, if any, are equipped with GPS monitoring devices.

3. Which vehicles, if any, contain special equipment that requires coverage unless provided by the Named Insured.

Therefore, each Named Insured:

• Operates under its individual internal policies and procedures and must abide by and enforce all policies, State of Florida rules and statutes, and federal guidelines, as applicable.

• Provides the Department the information contained in ITB Attachment C, Price Sheet.

• Determines which individuals are permitted and approved to drive an insured vehicle.

• At a minimum, is responsible for the verification that every permitted driver has a valid drivers’ license, and if allowable by statute or policy, may run MVRs on any driver allowed to operate any Named Insured Vehicle.

• Is responsible for the maintenance of an approved drivers listing, except for large vehicle driver pools, and for providing that data to the Department or Broker upon request only.

• Is responsible for any specific policies and procedure, including providing any driver safety program and/or continuous driver education.

• Is responsible for maintenance of its respective vehicles.

The following paragraphs provide an overview of how each Named Insured operates its insured vehicles and, if provided by the Named Insured, details on any specialized vehicles, if applicable, and any specific policies or procedures which govern automobile usage and operation.

Department of Agriculture and Consumer Services – DACS

DACS was new to the program in 2022 and currently insures four (4) 2023 Silverado 1500’s for usage by the Division of Fruit and Vegetables. Three (3) of the vehicles will be driven to produce farms across the state; the average miles driven to a farms is 268 miles round trip with an average number of trips a year of 38 per vehicle. The other vehicle is driven to training and produce related outreach events 15-30 events a year, most of which are held across the state.

Department of Children and Families – DCF

DCF’s Family Safety (FS) Office employs Child Protective Investigators who respond to and make determinations as to the overall validity of allegations of child abuse, abandonment, or neglect. DCF insures over 550 vehicles with each vehicle assigned to a specific individual.

These vehicles are subject to high mileage because these vehicles are used by employees to perform their job responsibilities. Individuals assigned to these vehicles conduct child protective investigations in twelve counties (Citrus, Hernando, Lake, Marion, Sumter, Orange, Osceola, Hardee, Highlands, Polk, Brevard, and Seminole). DCF drivers all agreed to the terms in the attached user agreement.

Lease Vehicle User

Agreement 6-17 c....docx

Employees can use the vehicle for de minimis use. Vehicle logs are completed monthly and reviewed for discrepancies. Drivers found to have unacceptable driving records will be removed from the DCF program.

The only other DCF vehicle under the policy is the 2015 Peterbilt garbage Truck.

Department of Financial Services – DFS The Department of Financial Services (DFS) entered into a Memorandum of Understanding (MOU) with the Cooperative Disability Investigations (CDI) Program for the purpose of combating fraud by investigating questionable statements and activities of claimants, medical providers, interpreters, or other service providers who facilitate or promote disability fraud.

As part of the MOU between DFS and the CDI unit, CDI agrees to provide to any investigator assigned to the CDI Unit a leased vehicle. CDI covers the costs of leasing and operational expenses of those identified vehicles. DFS agrees to provide insurance coverage when operating the assigned vehicles for official use. A driver’s license check is conducted prior to employment and training is provided by CDI unit.

DFS currently insures four (4) Sonata’s and one (1) Elantra. Each vehicle is assigned to a specific individual.

DFS does driver’s license checks on employees twice a year. Per DFS policy, all authorized drivers must operate state vehicles in accordance with Florida law. This includes, but is not limited to, no texting while driving; no smoking, alcoholic beverages, or illegal substances in State vehicles; vehicle maintenance; and wearing seat belts at all times while operating or riding in a state vehicle.

Commented [KE1]: Should these be listed in the price sheet?

Commented [JS2R1]: Hadn’t updated this one - sorry, I’ll let you know when I’ve clean this up

Commented [SW3]: @Soderberg, Jill Just making sure this document will remain in MS Word format on MFMP when posted. Otherwise may want to provide this document as an Exhibit to this Attachment rather than as an embedded document.

Commented [JS4R3]: Will remain in MS Word

Commented [KE5]: Only see 3 on price sheet

Commented [JS6R5]: Will correct - SB 5

Commented [KE7R5]: Is 4 correct?

Commented [JS8R5]: There are 5, see price sheet rows

24-37 TY

Commented [KE9R5]: I see---I was only counting sonatas and you were including Elantra in the 5. I am on same page now--thanks!

mailto:SoderbJ@MyDMS.fl.gov

No personal use of vehicles is permitted. Travel may be out of state if required to fulfil DFS’s mission. Any driver found to have an unacceptable driving record will not be allowed to use the vehicles.

Department of Health - DOH DOH currently insures eleven (11) vehicles, including Traverse’s, Silverado’s and others as indicated on the price sheet. These vehicles are used by the Bureau of Radiation Control, Bureau of Emergency Operations programs.

These vehicles are used to respond to emergencies involving natural disasters and other state emergencies. These vehicles help aid the public in counties that do not have a budget to purchase vehicles straight out. These vehicles provide needed assistance to programs that provide services to Women, Infants and Children (WIC) throughout the State of Florida.

DOH has a departmental policy, DOHP 250-12-18 Management and Operation of Vehicles Policy, regarding the use of vehicles. These policies and procedures guide DOH employees and authorized individuals in operating and maintaining vehicles for official state business in a safe and legal manner. This includes state-owned, county-owned, rented, leased, and privately-owned vehicles used for official state business. This guidance applies to all DOH employees and authorized individuals who use vehicles to conduct official state business.

Department of Highway Safety and Motor Vehicles – HSMV The Florida Department of Highway Safety and Motor Vehicles (HSMV) has six (6) vehicles insured

The FLOW Program is an integral part of the HSMV community outreach initiatives. It has helped the Department partner successfully with various agencies and providers to bring driver and motorist services to communities and customers who may otherwise have difficulty with access to services. Another important utilization of a FLOW vehicle is the ability to act in response to natural or man-made disasters to assist the public with immediate credentialing needs. Some of the major services offered by the FLOW vehicles include issuing driver license and identification cards, reinstatements (including veteran amnesty programs helping those who cannot afford to pay tickets and fees), address/name changes, renewals, changes from out of state to Florida license, duplicates for lost or stolen driver licenses, registration renewals, and updating or adding Emergency Contact Information.

Each FLOW mobile is modified for use as a two-station mobile driver license office, including 2 computers and monitors, 2 scanners, 2 signature pads, 1 camera, server rack w/server and

Cradle point wireless.

Florida School for the Deaf and Blind – FSDB 23 FSDB pool vehicles, Nine (9) Dodge Caravans and three (3) Ford Transit vans, are used by State employees to conduct school business only. Pool vehicles must be requested by State employees and approved by their supervisor.

The eleven (11) Blue Bird and Thomas buses are used to transport students to and from school and for school activities such as athletic events. All employees are required to sign the attached rules form before they are allowed to drive a state vehicle.

Commented [KE10]: Only see 11 on price sheet

Commented [JS11R10]: Just updated a few days ago -thanks for the catch

Commented [KE12]: Do we need to specify # here like others?

Commented [JS13R12]: Added in TY

Staff Operational

RULES FORM - STATE VEHICLES 8-18.pdf

Executive Office of the Governor – Volunteer Florida.

The vehicle is used as a first choice for in-town, in-state or out-of-state business-related travel. Volunteer Florida’s office policy requires only current employees with a valid driver’s license are eligible for use.

Commented [JS14]: Emailing Erin at VF right now for usage.