Operational Policy. Policy Title: Applies to: Reference # Approved by: Dates: Total # of Pages Effective: Dec 13, 2011 Fleet Governance Committee

Transcription

1 Operational Policy Policy Title: Applies to: Reference # Fleet Maintenance Policy All City Vehicles 402-FLT-11 Approved by: Dates: Total # of Pages Effective: Dec 13, 2011 Fleet Governance Committee Last Review: March Next Review: March 2019 Authority: Policy 001-GEN-10: Corporate Operational Policy and Guideline Management Occupational Health & Safety Act and Regulations The Traffic Safety Act The Commercial Vehicle and Drivers (Record-Keeping) Regulations National Safety Code for Motor Carriers 1.0 Purpose The City of Regina utilizes a wide range of vehicles and equipment in carrying out municipal operations. The primary objectives of this policy are: Maximize vehicle and equipment availability Minimize maintenance and repair cost Ensure operational safety and reliability Ensure compliance with all applicable regulatory requirements Prolong vehicle economic life cycles Protect the City s investment in fleet assets This Operational Policy establishes the tenets of a City of Regina Fleet Maintenance Program necessary to achieve the overall Policy objectives noted above. It also provides the authority for the establishment of guidelines and procedures that will describe administrative procedures, technical information, and standards for administering the Program. 2.0 Scope The Program shall apply to all City vehicles, departments and personnel that are involved in the maintenance of City vehicles. The Program does not apply to Regina Police Service vehicles or personnel.

2 3.0 Definitions Page 2 of Collision a traffic collision or motor vehicle accident occurs when a vehicle collides with another vehicle, pedestrian, animal, road debris, or other geographical or architectural obstacle. Traffic collisions or accidents can, but do not necessarily, result in injury, vehicle damage, property damage and death. 3.2 Failure the breakdown of an equipment component resulting from either normal wear or misuse. 3.3 Incident occurrences involving a City vehicle that came about or happened accidentally; not in the usual course of things; not according to expectation. 3.4 Misuse Misuse is improper use of, or maintenance of equipment. Misuse includes, but is not limited to: a) failure to properly inspect equipment prior to use; b) continued operation of equipment with known pre-existing damage where further damage to the equipment is likely; c) failure to lubricate or otherwise maintain components at prescribed intervals; d) failure to observe and react to symptoms of normal wear or breakdown that could result in further damage; e) use of equipment for purposes other than those for which the equipment was designed; f) operation of the equipment in a manner that results in an incident, failure, other damage. 3.5 Normal Wear generally considered to be the deterioration of components resulting from normal or usual operation of equipment. 3.6 OEM Original Equipment Manufacturer 3.7 Operator any City of Regina employee who, as part of their assigned duties, is, or may be, operating a City vehicle. 3.8 Operational Damage - Failures or damage resulting from misuse of the equipment are considered to be operational damage. 3.9 Roadworthy Condition - meets all legislated road safety and environmental standards Special Equipment - equipment installed in vehicles including but not limited to AVL/GPS, radios & other communications equipment, dispatch systems, mobile computer hardware, electronic fare collection equipment, etc. It does NOT refer to computerized equipment control systems such as those used on sanding trucks Vehicle includes all licensed and unlicensed vehicles, powered mobile equipment, and trailers that are owned, rented or leased by the City of Regina.

3 4.0 Policy Page 3 of 7 This Policy and related Operational Procedures will collectively be known as The City of Regina Fleet Maintenance Program (the Program) and will be guided by the following policy directives: 4.1 Operational Procedure Documentation Appropriate Operational Procedure documents shall be created to describe the detailed rules, procedures and processes required by this Policy Approval authority for the Operational Procedures shall rest with the Director of Fleet Services Operational Procedures shall be reviewed bi-annually or earlier if required, to ensure the content is current and appropriate. 4.2 Safety and Environment All vehicle maintenance practices shall comply with applicable federal, provincial, and municipal regulations and bylaws Shop equipment and maintenance procedures shall comply with applicable OH&S regulations to protect the heath and welfare of workers Fuels, lubricants, solvents, tires, batteries, and other related materials shall be handled and disposed of in a safe and environmentally responsible manner City vehicles shall be maintained to comply with relevant emission standards and other applicable regulations Vehicle washing and cleaning shall comply with applicable wastewater and other relevant regulations Maintenance and repair activities shall be conducted in compliance with environmental standards and other relevant regulations. 4.3 Preventive Maintenance All fleet vehicles and equipment shall be inspected and maintained on a scheduled basis that is consistent with regulatory requirements and in accordance with manufacturer-specified maintenance requirements Pre-determined service and inspection thresholds shall be established for all classes of vehicles and equipment All classes of vehicles and equipment shall have a PM checklist specifically designed to accomplish proper and efficient servicing and inspection routines Scheduling of PMs shall be a joint responsibility between Fleet Services and client departments. It is the responsibility of the client department to deliver the vehicle for PM service within a reasonable timeframe of that schedule Regular reports shall be produced and distributed to assist with the operation, maintenance and management of the PM Program. Client departments will receive reports that are relevant to their assigned vehicles and equipment. At a minimum, these reports shall identify units with

4 Page 4 of 7 overdue or imminent PM inspections and indicate the level of PM Program compliance by each client department The PM Program shall be reviewed annually to ensure that objectives are being met and that it is functioning as intended. The review shall include an assessment of PM thresholds, checklists and reports. 4.4 Maintenance and Repair Standards City vehicles shall be serviced and repaired according to manufacturer recommendations. The objective is to maintain the fleet in a safe and operating condition by using the most economical, reliable, and up-to-date procedures and technologies available, all in accordance with the original vehicle manufacturer s (OEM) recommendations Fleet Services shall make repairs to fleet units as required, limiting the nature and extent of the repair to be consistent with the unit s age, utilization, condition, and cost to repair Used parts, sub-assemblies or assemblies, and/or recycled fluids shall only be used with the approval the Manager, Fleet Maintenance Fleet Services is authorized to take vehicles out of service for any safety or regulatory reasons All repair costs in excess of $10,000 (including parts, labour, and commercial costs) shall require the prior approval of the Manager, Fleet Maintenance All repair costs in excess of $100,000 (including parts, labour, and commercial costs) shall require the prior approval of the Director of Fleet Services. 4.5 Warranties and Recalls All vehicle, parts and commercial repair warranties shall be aggressively pursued for recovery of all warrantable fleet maintenance costs Vehicle and parts warranties shall be tracked to achieve maximum savings on maintenance and repairs The warranty tracking system shall prevent the City from paying for repairs or parts that are covered under manufacturer warranties Vehicle and equipment warranties shall be recorded in the fleet information management system(s) when the unit is placed into service Detailed documented procedures shall be established for the following warranty processes: warranty work done by a dealer, warranty work done in-house, warranty recovery on defective parts, and warranty on commercial repair work The value of all warranty work performed on City vehicles shall be recorded in the Fleet Management Information System(s).

5 Page 5 of Reports shall be produced that provide sufficient information to effectively manage fleet warranty claims and monitor actual vs. target warranty recovery amounts Manufacturers recall notices shall be dealt with promptly when received. Vehicles shall be sent to the appropriate dealer for the recall work, and the required paperwork shall be filed. 4.6 Vehicle Modifications All modifications to City vehicles that alter its function (e.g. converting a dump truck to a flat deck) shall require the prior approval of the Manager of Fleet Operations Client departments are responsible for the cost of purchase, installation, and repairs for Special Equipment Special Equipment shall only be installed by qualified personnel and shall be authorized by Fleet Services. 4.7 Accident, Vandalism and Operational Damage Repairs All incident, collision and operational damage to fleet vehicles shall be reported in accordance with established procedures The cost of damage repair shall be mitigated by insurance coverage to the maximum extent possible Operational Procedures shall include documented procedures for dealing with reported damage, unreported damage, and handling insurance claims Reports shall be produced that include damage costs, description of repairs done, and downtime for each vehicle and client department. 4.8 Cannibalization The removal of specific components, assemblies, or other parts from any unit to install in another unit or to be placed in parts stock shall require the approval of the Manager, Fleet Maintenance Cannibalization shall only be used if the out-of-service unit seriously affects the client department s operations Cannibalization of a unit assigned to one client department shall not occur to repair a unit assigned to another client department. 4.9 Outsourced Repairs Fleet Services is the authorized provider of vehicle maintenance and repair services for City vehicles, using its own facilities or those of approved external vendors. Client departments shall not directly engage any external vendor to perform vehicle maintenance and repair services Vehicle Appearance It is the client department s responsibility to ensure City vehicles represent the City appropriately Vehicles shall be cleaned inside and out as appropriate for the intended use of the vehicle and must not appear to be in disrepair.

6 Page 6 of Guidelines for a Fleet Cleanliness Standard shall be developed, including criteria for the various types of vehicles in the fleet, such as refuse trucks and vehicles involved in winter road maintenance activities Vehicle identification markings shall comply with current corporate branding guidelines No decals, bumper stickers, commercial advertising, or political stickers of any kind shall be placed on any City vehicle without prior approval Record Keeping All fleet maintenance and repair activities and costs shall be documented by a means that complies with all applicable regulatory requirements and that provides appropriate information for the effective management and control of maintenance and repair activities Up-to-date maintenance history records shall be maintained for each fleet unit Operating procedures shall be established for the use of computerized work orders to record maintenance and repairs to the City of Regina s vehicle and equipment fleet The work order operating procedures shall include criteria for the timely and accurate recording of the following, at a minimum: a) Meter readings b) Downtime c) Labour, parts, and commercial repair costs d) Reason for repair e) Appropriate vehicle system and component codes f) Downtime status g) Type of work performed 5.0 Roles & Responsibilities 5.1 Fleet Services - The Fleet Services Department will administer the Fleet Maintenance Program, including the development and implementation of related operational procedures. - Maintain all required vehicle maintenance records. - Establish, maintain, and perform a regular schedule of vehicle inspections and preventative maintenance to provide the highest possible in-service time. - Collaborate with client departments to ensure scheduled maintenance is performed within a reasonable timeframe. 5.2 Directors/Managers - Make vehicles available for inspection, preventative maintenance and repair as required. - Provide operators sufficient time to inspect their vehicles and ensuring that all required vehicle inspections are completed in accordance with Corporate Fleet Safety Program requirements.

7 Page 7 of Operators - Conduct and document prescribed pre-trip and post-trip inspections in accordance with the Corporate Fleet Safety Program requirements. - Promptly report all vehicle mechanical defects. No employee shall operate a City vehicle which is not in roadworthy condition. - Always operate all City vehicles in a safe manner and in accordance all applicable Federal, Provincial and Municipal laws and bylaws. 6.0 Related Policies & Guidelines - Operational Procedure documents created to describe the detailed rules, procedures and processes required by this policy. - Corporate Fleet Safety Program 7.0 Reference Material - Occupational Health & Safety Act and Regulations - The Traffic Safety Act - The Commercial Vehicle and Drivers (Record-Keeping) Regulations - National Safety Code for Motor Carriers 8.0 Revision History Date Description of Change (Re)-Approval Required (y/n) Dec 13, 2011 Initial Release Yes March 2015 Added provisions for Special Equipment Yes