Fleet Management
The primary mission of Fleet Management Services [FMS] is to provide comprehensive vehicle services, including acquisition, leases, preventative and corrective maintenance, and a fuel administration program to Harvard customers. 
Our Lead Mechanic directs a team of four certified technicians and one staff assistant at the FMS facility on 155 North Harvard Street. The 4 bay facility is equipped to handle repairs on a variety of Harvard’s entities, from diesel buses to off road equipment. Our parts inventory consists of over 300 cataloged items that are commonly used to make repairs. ASE certified employees and a well equipped facility provide the support needed to make most repairs. Contracted services are only required on state inspections, warranty repairs, glass replacement, and bodywork.
The following highlights the basic elements of services provided by FMS:
- Vehicle Leasing Services are part of our business and includes acquisition, inspections, and maintenance. All acquisition costs related to leases are passed through to the customer. Management negotiates new vehicle purchases or leases with vendors and facilitates every aspect of vehicle procurement for our customers. The fixed fee cost of a full service lease is billed monthly to the customer.
- Preventative Maintenance includes a customized program determined by frequency and type of use. Schedules range from monthly oil changes on Harvard University Police cars to federal annual safety inspections of commercial vehicles. The cost for this service can be provided at a yearly fixed fee or on a per visit, parts and labor cost.
- Hourly Repair Service is available to Harvard University departments and billed at $83.69 in FY08 plus parts and materials.
- Scheduled Vehicle Replacement proposals are submitted by FMS to the Manager of each business unit for approval. A recommended vehicle replacement strategy considers age and mileage, historical maintenance costs, as well as department needs.
- Fuel Administration is available for all Harvard University department vehicles. This service is administered monthly through a cooperative effort between GE Capital Fleet Services and FMS. Billing records are electronically transmitted from GE then uploaded into the university billing system. Customers receive one monthly fuel charge, reduce administrative support time, and can track fuel purchases as needed. Our fuel administration program track not only fuel consumption but also provides employees with efficient access to most local fuel stations.
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Alternative Fuel was officially rolled out on Feb. 20th, 2004 with the introduction of B20 Biodiesel for our diesel vehicles. Biodiesel is clean, renewable diesel fuel substitute produced from agricultural resources such as soybeans or rapeseed (canola), or recycled cooking oil from restaurants. It can be burned in any standard, unmodified blend at any proportion with petroleum diesel. Our self service 2000-gallon filling station is equipped with the latest fuel tracking technology, exceeds all state safety regulations, and includes a full fire suppression system. This Biodiesel tank provides University drivers with 24 hr access to on site fuel and supports our long term goal of reducing both emissions of urban air pollutants and greenhouse gases. Fleet Management continues to explore and evaluate options with other alternative fuels and technologies that will provide cost effective solutions and environmental benefits to the greater Cambridge and Boston campuses. For more information, see related news articles and links below or visit the Office for Sustainability web site.
24 hour B20 fueling station
at 155 North Harvard St - Hybrid Vehicles in the Harvard fleet are limited to a Toyota Highlander purchased in 2005 and 2 Ford Escapes purchased in FY08. Fleet Management is currently evaluating the lifecycle costs of these vehicles, reliability, and functionality.
- Insurance and Registrations for Harvard vehicles are provided by Harvard’s Risk Management office. Insurance is responsible for administering the Self-Insurance and Commercial Insurance Programs for the University, separate entities and various affiliates. The Insurance Department oversees the investigation of all claims and suits as well as the negotiation of any 3rd party settlements. Insurance monitors for compliance with risk management policies and procedures University wide and acts as an advisor to the University and its affiliates in situations relating to exposure, risk and insurance. For additional information please call Phone: (617) 495-7971 or visit their web page at
http://vpf-web.harvard.edu/rmas/4_insurance/what_do.html - Emergency Road Service on campus is provided to FMS fleet customers during regular business hours. Call 495-5589 for assistance.
- Inspection Sticker Renewals are monitored for expiration, and customers are notified in advance by FMS.
- Provisions for Alternative Vehicles and short term rentals are facilitated by FMS when vehicles are out of service due to unscheduled repairs or preventative maintenance. FMS has loner/pool vehicles for use by department employees.
- Vehicle Cleaning Service is available to all Harvard University Department Vehicles through a joint program with Custodial Services. Located adjacent to the Fleet Facility at 155 N Harvard Street and operating on weekdays from 2-5pm, employees can stop by for a full exterior wash and interior vacuum. All water used in our operation is recovered rainwater. Vehicle waxing and detailing can be scheduled upon request.
- Vehicle Graphics, lettering, and logos to match departmental specifications can be provides by Fleet Management.
Nitrogen for Vehicle Tires was introduced in December of 2007. Nitrogen filled tires last longer, provide increased safety, better fuel efficiency and reduced operating costs. Tires inflated with compressed air lose close to 2 psi/month but it takes up to 6 months or more for the same loss with nitrogen. More importantly, tires properly inflated with nitrogen provide a 3.3% average increase in miles/gallon, eliminate chemical aging of the tire, promote longer tire life by up to 25%, and increase retreadability.
News
June 2008 - Big Win for Biodiesel: ASTM Approves New Biodiesel Blend Specifications- Automakers, Fleets Encouraged by New Biodiesel Standards Learn More »
December 2007 - Biodiesel Stands Up to Sub-Zero Temperatures -This will be the fifth winter Harvard University in Cambridge, Mass. has put such practices in place using B20 in its 70 diesel vehicles. Learn More »
National Biodiesel Board - Biodiesel Stands Up to Sub-Zero Temperatures (PDF)
National Biodiesel Board - Let it Snow! (PDF)
July 2007 - Green wheels keep on turnin' - Sustainability hits the road with bikes, car-sharing, biodiesel - Harvard Real Estate's Joe Jones used to spend a good chunk of his workday sitting in traffic, trying to get from his office at 124 Mt. Auburn St. to the building he manages across the Charles River. Learn More »
September 29th, 2006 - Dining Hall Drippings Power Garbage Truck - HUDS and FMO collaborate to turn Annenberg waste into diesel fuel. Harvard students will now have a newfound appreciation for the grease dripping from their popcorn chicken or samosas. Learn More »
September 22nd, 2006 - AltWheels Recognizes 'Green' Pioneers - At a ceremony held on Boston's City Hall Plaza, AltWheels presented awards to highlight the state's leaders who are showing the way towards a more sustainable transportation future. Learn More »
September 21st, 2006 - French fries, other vegetable oil products help fuel recycling effort - Harvard Recycling and Waste Management fueled its truck with used vegetable oil from the Annenberg Hall kitchen this past Tuesday (Sept. 19) - marking a first for a Facilities Maintenance Operations (FMO) vehicle. Learn More »
August 11th, 2006 - University Testing New Diesel Exhaust Filter - Breathe easy. This summer, Harvard became the sole university test site for a new Canadian-made exhaust filter that soaks up the fine soot, hydrocarbons, and odors that normally puff out of diesel engines. Learn More »
June 23rd, 2006 - Harvard Begins Trial of Emissions Reduction Technology - Harvard Fleet Management Services, in conjunction with the Harvard Green Campus Initiative, is conducting a trial of a new non-blocking particulate filter manufactured by DCL International Inc. Learn More »
Apr 21st, 2005- Harvard Fleet Services Began Using Rainwater to Wash Harvard Fleet - In a demonstration project designed to conserve water, control pollutants washing into the Charles River, and recharge groundwater supplies for the dry summer months, Harvard began using rainwater to wash as many as 250 University-owned vehicles a week. Learn More »
Contact Us
For information concerning Fleet Management Services, call 617-495-5589
