Fleet Policy and Procedure Table of Contents 1 Introduction 2 Authorized Use
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- 5 Preventative and Vehicle Maintenance
- 6 Community Complaints
4 Purchasing VehiclesThis policy provides guidelines for the process of purchasing a new vehicle/replacement and the reassignment of vehicles. Vehicle purchase and reassignment must first be approved by the appropriate supervisor. Only the Fleet Manager is authorized to purchase a vehicle. 4.1 Types of Vehicles The following makes and models are used by the Agency and would be considered in the purchase of a new or replacement vehicle. It can be the determination of the Fleet Manager to research and/or obtain other vehicles that would suit the program and Agency needs as applicable. Vans for more than eight passengers Ford Transit Van MSRP: starting at $30,960 Nissan NV Passenger MSRP: starting at $32,810 Vans for Eight passengers or less Toyota Sienna MSRP: starting at $28,850 Kia Sedona MSRP: starting at $26,400 Honda Odyssey MSRP: starting at $29,400 Estimates for any modifications or conversions will be obtained by the Fleet Manager and submitted for approval by the appropriate manager. All prices are manufacturers’ starting suggested retail price. 4.2 Purchasing Process When looking to purchase a new vehicle, the types of vehicles available are dependent on the needs of the program. Once proper approval for a new vehicle is received, a meeting to discuss the type of vehicle and budget considerations needs to be made with the Program Director and the Fleet Manager. Further discussion should be arranged to get input from the Program Operations Manager when specific to a Residential vehicle. Once the Fleet Manager and the requesting manager decide on a type, a manufacturer’s price is to be submitted, as well as a modification estimate, if needed, for budget considerations and approval by the appropriate manager up to and including the Administrative Management Team. Upon approval of type and price, the Fleet Manager will begin the process of researching the best pricing and turnaround times. If required, an estimate for placing the Agency logo and lettering will be obtained by the Fleet Manager. Also numbers for vehicles will be assigned by the Fleet Manager after first checking the numbers of all active vehicles.
Any vehicle that is no longer eligible for its designated use or needs significant repair will be reviewed by the Fleet Manager in order to assess whether it can be used in another capacity within the Agency. When assessing a vehicle for reassignment there are many factors considered, including but not limited to the age of the vehicle, the cost of the repairs compared to the value of the vehicle, and the modifications (i.e. wheelchair lift) of the vehicle are all considered in the assessment. 4.4 Replacement Keys The Fleet Manager will always have a spare key for all Agency vehicles. In the case of a lost key, a replacement can be obtained through the Fleet Manager. First make a formal request by using the Vehicle Work Request button (located on the Intranet) Be sure to include the plate number of the vehicle The Fleet Manager would take the corresponding spare key to a locksmith for its duplication. After the Fleet Manager sends confirmation of the new keys completion to the requesting manager, the new key can be picked up from the Fleet Manager, who is located at the 4 south main building. 5 Preventative and Vehicle MaintenancePreventative and Vehicle Maintenance is the responsibility of the Fleet Manager. All issues with vehicles must be documented through use of the Vehicle Work Requests button located on the Intranet. When completing a Vehicle Work Request, make sure to provide specific details of the issue and correctly categorize the issue as well. Appropriate Managers and Supervisors should be copied to the request ticket as well. 5.1 Registration All vehicles are required by law to have an up-to-date registration physically located in the vehicle. Upon receiving a vehicle, an RMV-1 form is completed and submitted for final signature by the CEO. This is then submitted to the RMV by RDA Insurance, on the behalf of People, Incorporated. The Fleet Manager picks up the registration and plates from RDA and then delivers both the plates and registration to the new vehicle. Once the registration has been placed inside the glove compartment and the plates have been secured to the vehicle, the Fleet Manager then takes the vehicle for its first inspection. In the case of renewed registration, the Fleet Manager will ensure that the registration is sent to the appropriate site. Copies of registrations can be obtained from the Fleet Manager. When trying to obtain a copy, please use the Vehicle Work Request button located on the Intranet. 5.2 Inspection The Fleet Manager is responsible for contacting the Program Operations Manager or Program Director of a vehicle that the inspection sticker is set to expire at the end of the month, with advance notice. A Vehicle Work Request ticket would be initiated by the Fleet Manager or any proactive staff, with the appropriate supervisor(s) copied to the ticket. The Fleet Manager will schedule an appointment for the vehicle’s inspection. Once the Program Operations Manager or Program Director have been given adequate notice and been notified of scheduled appointment(s), it is up to them to keep that appointment. The Program Operations Manager or Program Director would then appoint a staff to bring the vehicle to the appointment. In the case of an emergency situation, where an appointment cannot be kept, the Fleet Manager needs to be contacted in order to move the appointment. Inspections must be done only at approved vendors and only the Fleet Manager or a designee of the Fleet Manager can make an appointment. 5.3 Routine Maintenance Routine maintenance is a vital part of keeping Agency vehicles in working order. Routine maintenance includes but is not limited to oil changes, tire balancing and rotation, changing filters, and monitoring vehicle fluids. It is the Fleet Manager’s responsibility to ensure that adequate notice is given to Program Operations Managers or Program Directors whose vehicles are in need of routine maintenance. A Vehicle Work Request ticket would be initiated by the Fleet Manager or any proactive staff, with the appropriate supervisor(s) copied to the ticket. The Fleet Manager schedules an appointment for maintenance at an approved vendor. Once the Program Operations Manager or Program Director has been given adequate notice and been notified of scheduled appointment(s), it is up to them to keep that appointment. The Program Operations Manager or Program Director would then appoint a staff to bring the vehicle to the appointment. In case of an emergency, the Fleet Manager must be notified of an inability to keep the scheduled appointment prior to the scheduled appointment. 5.4 Repair Outside of routine maintenance, there will be cases where repairs need to be done. Any time that there is visible damage noticed or issues with a vehicle it must be reported through the Vehicle Work Requests button found on the Intranet. When in the Vehicle Work Requests system, provide a detailed explanation of all issues or concerns for the vehicle. Make sure to include the location of the vehicle presently, as well as the license plate of the vehicle. Upon review of the Vehicle Work Request ticket, the Fleet Manager will contact the requesting site with a scheduled appointment for the vehicle to be seen by an approved vendor to get an estimate on the repairs. Then the Fleet Manager in conjunction with the appropriate supervisor will assess whether the repair should be made or if the vehicle should be replaced. Upon approval, the repair will be completed by the appropriate vendor. Only the Fleet Manager and/or his designee are authorized to approve any repairs. In the case where a vehicle needs to stay at a vendor for a prolonged period of time, the Fleet Manager will notify the Program Operations Manager or Program Director when the vehicle’s repairs have been completed. If the repairs are not approved and the vehicle is to be replaced, refer to section 4 “Purchasing Vehicles” of this policy and procedure. 5.5 Recalls Auto recalls are put out by Manufacturers or the NHTSA (National Highway Traffic Safety Administration) when either organization determines that a car model or multiple models has a safety-related defect or is not in compliance with a federal safety standard. The defect or non-compliant issue is often resolved with free repairs by the manufacturer. It is the Fleet Manager’s responsibility to research and keep up-to-date with current auto recalls. When the Fleet Manager finds an active recall or receives a letter of notice from a manufacturer in regards to a recall, the Fleet Manager contacts the affected vehicle’s manager or supervisor alerting them to the recall. Depending on the severity of the recall, the Fleet Manager would advise the manager or the supervisor on whether or not the vehicle’s operation should be suspended until the repair is completed. The Fleet Manager would then contact the manufacturer, in order to coordinate a date, time, and location (local manufacturer’s dealership) for the repair. At this time a request for parts for repair would be made, if applicable. Once the appointment for the repair is made the Fleet Manager contacts the affected vehicle’s manager or supervisor in order to give them all the details of the appointment. The manager or supervisor of the affected vehicle then appoints staff to bring the vehicle to the appointment. Depending on the severity of the recall, appointments may be made without advance notice of date and time. Also due to the nature of recalls being safety concerns, these appointments must be kept. 5.6 Cleaning The last authorized driver of a vehicle is responsible for removing any trash and for the cleanliness of the vehicle. Smoking, eating, and drinking are prohibited in all Agency vehicles. Also it is the driver’s responsibility to clear snow from the vehicle. Snow should be removed using the ice scrapers provided in the Agency vehicle. Make sure to clear all lights, the front and rear license plates, and as much snow as possible from the roof, hood, and trunk of the vehicle. Contact the Fleet Manager via the Vehicle Work Requests system for scheduling a detailing of the vehicle. The following table includes estimates for the requesting manager to submit for budget considerations and approval.
The basic package includes vacuuming and shampooing of all carpets and mats. The intermediate package includes the basic package plus stain treatment of seats and carpets and cleaning of all seat fixtures and seat belts. The advanced package includes the intermediate package plus removal of strong odors and deep cleaning of seats. All interior cleaning services include a complimentary exterior wash. 6 Community ComplaintsEmployees should be aware that when driving Agency vehicles, they must always drive the vehicles in accordance to local laws and regulations, defensively (according to our defensive driving training located on e-Academy, and in a courteous manner. Our vehicles are emblazoned with the Agency logo and phone number, for our community to give us feedback. At times this feedback comes in the form of community complaints. These are concerns that must be followed up on and properly handled. 6.1 Community Complaints Follow Up Community complaints can and will be called into any one of our offices (i.e. 4 South Main St., 900 Riggenbach Rd., etc.). Staff that receives the call must take the message consisting of a brief summary of the complaint, the vehicle number or license plate number of the Agency vehicle involved, the phone number of the person making the complaint, along with the date, time, and location of the incident. The staff must then use the Vehicle Work Requests system to get the message to the Fleet Manager for follow up on the complaint. The Fleet Manager follows up on the complaint by calling the person who made the complaint. During the call, the Fleet Manager must be apologetic, confirm the van or plate number of the Agency vehicle involved, confirm the time and location of the incident, and ask exactly what happened during the incident. After recording the information received from the phone call, the Fleet Manager then forwards the findings to the Employee Relations Manager, Director of Facilities, and VP of Administration. Provided there is sufficient information to go on (i.e. van or plate number identifying a particular division of People, Incorporated), the Fleet Manager would then request that the employee who was driving the identified vehicle at that time contact the Fleet Manager. Upon meeting with the employee, a brief recap of the complaint is made and then the employee would be asked if they were driving that vehicle at that time and for their perspective of what occurred during the incident. If applicable, consumers as well as the employee’s coworkers would then be asked about the incident; they would be asked if they have noticed any driving behaviors that would be consistent with the complaint. Also HR would look into any history of complaints levied on the employee. After all information has been assimilated, the Fleet Manager and the Employee Relations Manager would look for inconsistencies across all information received. An email recap of findings for the incident would then be sent to all appropriate supervisors. HR and the Supervisors would follow up with the employee if sufficient evidence is found confirming the community complaint. PEOPLE INCORPORATED DAILY VEHICLE CHECK Location/Site:__________________________________ Plate #_______________ VIN________________________________ Week Ending:_________ The Vehicle check must be done daily and prior to all vehicle use. Use a“” for items that have been inspected and are functioning correctly. Use an “X” for inspected items that are not functioning properly or are missing/damaged. When an “X” is used a detailed description is required. Be sure to report any malfunctioning missing or damaged components to a supervisor immediately. Also be sure to initiate a Vehicle Work Request (button located on the Intranet) detailing exactly what the issue is with the vehicle. Be sure to thoroughly detail issues at the bottom of this form as well. The form should be submitted to the Fleet Manager on a weekly basis.
Signatures: Detailed description of vehicle issues: ____________________________________________________________________________________________ _______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ Vehicle Mileage Location: _____________________________________Month:_________________________________ License Plate:_______________________________________
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