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HomeMy WebLinkAboutD03.0 Fleet Operational �'l3llRl�ll `Y 111CJ- 1' E A S CITY OF GRAPEVINE ADMINISTRATIVE POLICY SUBJECT- FLEET OPERATIONAL SECTION. D NUMBER: 3.0 PREPARED BY- Fleet Services REVISED DATE: 02/01/2014 PAGE: 1 of 16 PURPOSE 3.1 The purpose of the Fleet Operational policy is to define responsibilities regarding the management of the City's fleet of motor vehicles and equipment. The Fleet Services Division of Public Works is a supporting division dedicated to meeting our customer's vehicle and equipment needs and to improving the quality of fleet repairs. PROCEDURE 3.2 Fleet Services works continually with the various divisions to keep abreast of current and future projects, which influence the division's equipment needs. By providing dependable equipment, the divisions will be better able to meet their own goals and objectives. 3.2.1 Fleet Services is responsible for maintaining vehicles or equipment and insuring the lowest possible cost for operation and maintenance. 3.2.2 All recommendations concerning the purchase, replacement and/or sale of specific vehicles or equipment are made by Fleet Services in consultation with the user departments. For specific details of this process, (see Administrative Policy D. 4.0, Fleet Replacement policy). 3.2.3 Fleet Services develops periodic or preventative maintenance schedules based on manufacturer's recommendations, oil analysis and specific uses. Preventative Schedule adjustments are forwarded to the user department in advance of their date of execution. 3.2.4 Fleet Services performs periodic maintenance on an established schedule and ensures vehicle and/or equipment safety, as well as, operational efficiency. 3.3 INTERDEPARTMENTAL COMMUNICATIONS Each department appoints a Divisional Fleet Coordinator to maintain effective communications between the user department and Fleet Services. The Divisional Fleet Coordinators serve the following functions: 3.3.1 Manage formal departmental communications with Fleet Services. �'l3llRl�ll `Y 111CJ- 1' E A S CITY OF GRAPEVINE ADMINISTRATIVE POLICY SUBJECT- FLEET OPERATIONAL SECTION. D NUMBER: 3.0 PREPARED BY- Fleet Services REVISED DATE: 02/01/2014 PAGE: 2 of 16 3.3.2 Attend periodic meetings with Fleet Services to facilitate communications and solicit new ideas to improve services and promote harmony and team work. 3.3.3 Maintain normal liaison relations with Fleet Services in order to serve the following functions: 3.3.3.1 Receive information from Fleet Services regarding status of repairs. 3.3.3.2 Work with Fleet Services to resolve any scheduling problems and expedite repairs. 3.3.3.3 Assist equipment/vehicle operators in the preparation of the request form. 3.3.4 Responsible for preparation of the Annual Take-Home Vehicle Report Information and submitting it to Fleet Services by February 1 st of each year. 3.3.5 Responsible for securing authorization paperwork for all non-budgeted vehicle/equipment purchase requests. 3.4 PREVENTIVE MAINTENANCE 3.4.1 An effective preventive maintenance program requires the cooperative efforts of each department and Fleet Services. 3.4.2 Responsibilities of the user departments include: 3.4.2.1 Prior to operating a vehicle/equipment, the operator performs a Pre- Trip safety inspection (see Attachment: B 3.0 Pre-Trip Form). Administration vehicles can make arrangements for Fleet Services to assist with completing the Pre-Trip form. Fleet Services provides training for all departments on proper inspection procedures. A Pre- Trip Inspection form should be turned into the department supervisor for review as soon as it is completed. �'l3llRl�ll `Y 111CJ- 1' E A S CITY OF GRAPEVINE ADMINISTRATIVE POLICY SUBJECT- FLEET OPERATIONAL SECTION. D NUMBER: 3.0 PREPARED BY- Fleet Services REVISED DATE: 02/01/2014 PAGE: 3 of 16 3.4.2.2 Departmental supervisors are responsible for verifying that daily operating safety inspections are performed. 3.4.2.3 Any safety deficiencies noted in the Pre-Trip check inspection report must be reported to fleet services and the department's fleet liaison after inspecting the vehicle. 3.4.2.4 The Supervisor should contact Fleet Services to schedule the repair of all deficiencies. 3.4.2.5 Vehicles scheduled for Preventive Maintenance should be delivered on or before the scheduled date. Notify Fleet Services as soon as possible if this schedule cannot be met. 3.4.2.6 All fluid level checks are performed on Pre-Trip inspection and documented except Police and Fire vehicles. The Police and Fire Departments are required to perform formal checks as per their internal standard operating procedures of the departments (see Attachment C 3.0 Vehicle Inspection Program). 3.4.2.7 Fleet Services has the authority to remove any City vehicle from service due to any safety problems. 3.4.3 Responsibilities of Fleet Services: 3.4.3.1 Provide departments with Pre-Trip inspection forms, instructions and training for operator inspections. 3.4.3.2 Develop periodic or preventive maintenance schedules based on manufacturer's recommendations, oils analysis and specific uses. 3.4.3.3 Perform periodic maintenance on an established schedule and insure equipment safety and operational efficiency. �'l3llRl�ll `Y 111CJ- 1' E A S CITY OF GRAPEVINE ADMINISTRATIVE POLICY SUBJECT- FLEET OPERATIONAL SECTION. D NUMBER: 3.0 PREPARED BY- Fleet Services REVISED DATE: 02/01/2014 PAGE: 4 of 16 3.4.3.4 A Preventive Maintenance Inspection List is used on each service. The checklist covers all components on a piece of equipment. Defective components are repaired after the inspection and service process is completed. 3.4.4 Procedure to add oil, air, and other lubricants: 3.4.4.1 When it becomes necessary to add oil or other lubricants, equipment should be brought to the Fleet Services Shop. Oil and other lubricants are provided through the Fleet Services Warehouse. Air is also provided by the Fleet Shop. 3.4.4.2 Additional quantities of motor oil and transmission fluid are issued in case quantities to all Fire and Police Stations for use at those stations. 3.4.4.3 Bottles and cases of oil, hydraulic fluid, antifreeze, and transmission fluid are issued to all departments as required for use in tools and small equipment. 3.5 REQUESTS FOR SERVICE 3.5.1 All vehicle and equipment repairs are the responsibility of the Fleet Services Division. The division of Fleet Services may approve exceptions to this. 3.5.2 Tools and small vehicle equipment under 25 horsepower are maintained by the using department. The user department is responsible for budgeting funds to cover the repairs, parts and replacement for equipment such as weed eaters, generators, air compressors, rescue tools, small mowers and equipment. 3.5.3 Service should be scheduled in advance to minimize downtime. Scheduled repairs receive the highest priority unless an equipment emergency is declared by Fleet Administration. �'l3llRl�ll `Y 111CJ- 1' E A S CITY OF GRAPEVINE ADMINISTRATIVE POLICY SUBJECT- FLEET OPERATIONAL SECTION. D NUMBER: 3.0 PREPARED BY- Fleet Services REVISED DATE: 02/01/2014 PAGE: 5 of 16 3.5.4 All requests for service will be made in writing on the "Fleet Work Order Request"form, provided by Fleet Services at the Fleet office or on the City's Intranet site. Emergencies and/or road calls are exceptions are handled by calling Fleet Services at (817) 410-3340 or if after-hours, contact Police Dispatch at (817) 410-8127. 3.5.5 Equipment delivered for service will be parked in "down line" area located at the Municipal Service Center. A completed "Fleet Maintenance Work Order" form must be provided to the Fleet Services Foreman before the operator leaves the equipment. The Fleet Foreman's office is located in the Municipal Service Center. Safety must be adhered to when in shop area. 3.5.6 Fleet Services determines when a repair is contracted out. 3.5.7 A copy of the completed "Fleet Work Order Request" form must be retained by the requesting department operator delivering the vehicle or equipment. 3.5.8 Fleet Services communicates progress of service; any delays encountered, and notice of completion to the requesting department on an as needed basis. 3.5.9 Each department will pick up vehicles and equipment as soon as possible. 3.5.10 If a vehicle has a flat tire and the operator cannot change the tire, the operator should: 3.5.10.1 If a tire becomes low, drive immediately to the shop if it can safely be driven, or call Fleet Services, or the Central Dispatcher for assistance. 3.5.10.2 If the vehicle cannot be driven without further damage to the tire, park the vehicle in a safe location and contact Fleet Services for assistance. �'l3llRl�ll `Y 111CJ- 1' E A S CITY OF GRAPEVINE ADMINISTRATIVE POLICY SUBJECT- FLEET OPERATIONAL SECTION. D NUMBER: 3.0 PREPARED BY- Fleet Services REVISED DATE: 02/01/2014 PAGE: 6 of 16 3.6 EMERGENCY SERVICE 3.6.1 Fleet Services is capable of responding to requests for emergency service on a 24/hour basis. However, minor emergency repairs such as flat tires should be addressed by the employee assigned to the vehicle. 3.6.2 During normal working hours, requests for emergency field service, including wrecker service, should be made to the Fleet Operations office. 3.6.3 After normal hours and all weekend requests for emergency service will be made to the City's Central Dispatcher. The dispatcher may be contacted by calling (817)410-8127. A listing of normal working hours and current phone numbers for Fleet and Dispatch will be sent to all departments. Per Department Policy: All Fleet technicians are required to be on stand-by duty on a rotation basis for a period of no less than 24 hours a day for 7 continuous days. An emergency "On Call" contact number has been given to the City's Central Dispatch. 3.7 EQUIPMENT MODIFICATION AND FABRICATION 3.71 Equipment will not be modified by departments. This includes the installation of specialized equipment needed for the departments to perform their duties. No modification to the towing hitch system, such as installing trailer tow balls in a bumper, towing will only be done with a 2" receiver style hitch installed by Fleet Services. 3.7.2 Requests for equipment modification and fabrication services should be made, in writing, to the Fleet Services Manager. Fleet Services determines the feasibility and legality of the modification and advises the requesting department. The cost to make the requested modification is calculated by Fleet Services. All specifications to modify equipment are processed by the Fleet Services Manager and forwarded to the Director of Public Works or his designee and, ultimately, the Purchasing Department for purchase approval. 3.7.3 If the equipment modification is to be funded by previously unbudgeted funds or, if the modification is proposed to be paid for from the Fleet Purchase fund �'l3llRl�ll `Y 111CJ- 1' E A S CITY OF GRAPEVINE ADMINISTRATIVE POLICY SUBJECT- FLEET OPERATIONAL SECTION. D NUMBER: 3.0 PREPARED BY- Fleet Services REVISED DATE: 02/01/2014 PAGE: 7 of 16 or the Fleet Services budget, the Director of Public Works must authorize the expenditure of these funds. Funding of equipment modifications with unbudgeted funds also require authorization from the City Manager or his designee. 3.7.4 If the funds are available in the user department's budget and are previously unbudgeted, a recommendation for modifications is made by Fleet Services to the Director of Public Works. The Director of Public Works forwards his recommendation to the City Manager for a final decision. If funds are not available, the modification can be reviewed for inclusion in the following fiscal year's fleet assessment to each Department. 3.8 EQUIPMENT RECORDS AND REPORTS 3.8.1 Fleet Services is responsible for keeping operations and maintenance records of all vehicles and equipment. The accuracy of this information is essential to proper fleet management. Certain information concerning equipment operation is supplied by the user departments. Every effort should be made to provide accurate data in a timely manner. A computerized management system is used to track and audit all vehicle and equipment repairs. 3.8.2 There are three methods of accounting for the use of motor fuel: 3.8.2.1 Dispensing of fuel by the Automated Fuel Management System at the City's central fueling site. 3.8.2.2 A manual recording system for use at retail fueling sites for small transactions. 3.8.2.3 Purchase of fuel for City vehicles with a City credit card. 3.8.3 Monthly reports are available from Fleet Services and can be requested �'l3llRl�ll `Y 111CJ- 1' E A S CITY OF GRAPEVINE ADMINISTRATIVE POLICY SUBJECT- FLEET OPERATIONAL SECTION. D NUMBER: 3.0 PREPARED BY: Fleet Services REVISED DATE: 02/01/2014 PAGE: 8 of 16 by any user department. 3.9 EQUIPMENT INVENTORY 3.9.1 The responsibility for maintaining a complete current inventory of the City's fleet rests with Fleet Services and the Finance Department. 3.9.2 Each unit of equipment is assigned a unique five-digit City equipment number. All appropriate charges for fuel, parts, materials, labor are made to equipment by using this number. 3.9.3 A unit of equipment must be on the inventory list and be assigned a City equipment number to receive service and operating supplies. 3.9.4 All City equipment should have a City Asset Sheet with a corresponding asset number. The City's Finance Department maintains these sheets. Fleet Services completes an Asset Sheet when new equipment is received, re- assigned or deleted. 3.10 VEHICLE AND EQUIPMENT PURCHASES 3.10.1 Requests for new vehicle and equipment purchases must be submitted as part of the City's annual budget process. Vehicle and Equipment purchase requests not included or approved in the annual budget process will be held until the following year's budget process for consideration. The ONLY exception to this policy will be the replacement of a vehicle/equipment as the result of an accident and/or destruction of a vehicle/equipment unit, as outlined in the Administrative Policy regarding Risk Management, Section D Number 2.0. 3.10.2 Once purchase of the vehicle is approved via the budget approval process, the Fleet Services Division prepares the specifications for new equipment through discussion with the user department's representative. 3.10.3 Specifications for the new vehicle and/or equipment are forwarded to the Director of that department and/or his designee for approval. Once the �'l3llRl�ll `Y 111CJ- 1' E A S CITY OF GRAPEVINE ADMINISTRATIVE POLICY SUBJECT- FLEET OPERATIONAL SECTION. D NUMBER: 3.0 PREPARED BY- Fleet Services REVISED DATE: 02/01/2014 PAGE: 9 of 16 Director of the department and/or his designee approves the specifications for the vehicle purchase, the vehicle/equipment specifications are forwarded to the Purchasing Division for Council action, if necessary. The Purchasing Division then issues a requisition for purchase of the vehicle or equipment. The requisition is sent to the Administrative Services Department for final approval. No changes can be made in the approved specifications without concurrence between Fleet Services and the user Departments. The Director of that department confers with the City Manager on these proposed modifications or additions. 3.10.4 Fleet Services reviews all bids received to determine the best low bid that conforms to the intent of the specifications. After reviewing the recommendation with the department, Fleet Services forwards an analysis of the bid responses to the Director of Public Works and the Purchasing Department. The analysis identifies the most advantageous low bid(s)and makes a recommendation for award of contract. The Director of Public Works or his designee must sign-off on the recommendation prior to any order being placed with a vendor. 3.10.5 All new vehicles or equipment and accompanying documentation must be delivered to Fleet Services located at the Municipal Service Center for acceptance. This is to insure that the equipment: o Complies with specifications o Is assigned a City equipment number and added to inventory o Is inspected and prepared for service o Has all necessary paperwork processed o Receives any designated supplemental accessory items o Has all necessary insurance documents processed 3.11 UNDER-UTILIZED EQUIPMENT 3.11.1 Fleet Services administration prepares a report for submission to the Director of Public Works to identify under utilized equipment annually as part of the budget process. Criteria is annual usage of less than 400 hours or 4,000 miles. 3.11.2 Upon receipt of the report, the Director of Public Works reviews the findings �'l3llRl�ll `Y 111CJ- 1' E A S CITY OF GRAPEVINE ADMINISTRATIVE POLICY SUBJECT- FLEET OPERATIONAL SECTION. D NUMBER: 3.0 PREPARED BY- Fleet Services REVISED DATE: 02/01/2014 PAGE: 10 of 16 of the low utilization report with the various Departmental Directors to determine the necessity of retaining or disposing of under-utilized vehicles and equipment. Consideration is given to exercising alternatives such as sharing units with another department, leasing a similar unit as needed and/or recommending disposal. 3.11.3Under-utilized equipment may be placed in a pool to increase usage, reassigned or sold at auction. 3.11.4 The final decision on the retention or disposition of under-utilized vehicles and/or equipment is made by the City Manager. 3.12 APPEARANCE OF EQUIPMENT All equipment owned and operated by the City of Grapevine will be painted standard factory white with the following exceptions: 3.12.1 Off-road construction and maintenance equipment such as tractors, graders, loaders, etc., will be painted the standard manufacturer's color. 3.12.2 Fire Department equipment is painted red and white as appropriate. 3.12.3 Police Department patrol cars are determined from year to year. 3.12.4 Police Department Crime Investigation Division (CID) and administrative vehicles may vary from the standard factory white due to their special need to blend with civilian vehicles. 3.12.5 All dump bodies are painted black. 3.12.6 All equipment identification must be in compliance with current state legislation (article 670M-2, Vernon's Texas Civil Statutes and H132053). All City vehicles will bear the City of Grapevine logo or seal, unless otherwise authorized by the City Manager. 3.12.7 Departments with special identification needs, such as Police and Fire, may bear an alternate form of the Grapevine logo or seal, and other such �'l3llRl�ll `Y 111CJ- 1' E A S CITY OF GRAPEVINE ADMINISTRATIVE POLICY SUBJECT- FLEET OPERATIONAL SECTION. D NUMBER: 3.0 PREPARED BY- Fleet Services REVISED DATE: 02/01/2014 PAGE: 11 of 16 distinguishing identifiers as provided for by City ordinance and approved by the City Manager's office. 3.12.8 Each vehicle/equipment operator is responsible for the cleanliness and overall image conveyed by the visual appearance of their equipment to the citizens of Grapevine. Employees utilizing City vehicles will see that the interior of the vehicle is clean and the exterior washed regularly. All parts attached to the outside of the unit should be secure and all identifying seals, logos, and numbers should be intact. Deficiencies should be reported to Fleet Services promptly for correction. 3.12.9 On special use equipment such as tractors, dump trucks, mowers, compressors, etc., the user department will insure the engine compartments and areas of hydraulically operated mechanisms are clean and free of debris. 3.12.10 The City Car Wash is available 24 hours per day, 7 days per week. The Car Wash is for City owned equipment only. 3.12.10.1 Facility Services provides training on how to use the wash equipment. For training, contact the Facility Services. 3.12.10.2 After using the car wash, the employee must clean up debris left in the wash bay. 3.12.10.3 Equipment covered with heavy mud, grass, or asphalt must be washed in Bay #3 at the South end of the car wash. 3.12.10.4 The car wash will be closed whenever the ambient air temperature is 32° or lower. 3.12.10.5 If at any time the car wash does not work properly, report the �'l3llRl�ll `Y 111CJ- 1' E A S CITY OF GRAPEVINE ADMINISTRATIVE POLICY SUBJECT- FLEET OPERATIONAL SECTION. D NUMBER: 3.0 PREPARED BY- Fleet Services REVISED DATE: 02/01/2014 PAGE: 12 of 16 problem to Facility Services at (817) 410-3333. 3.13 POOL VEHICLES Fleet Services may retain replaced units as pool vehicles to avoid rental cost and sustain daily operations of divisions and departments. This is on an as need basis and approved by the City Manager. Each department budgets for the rental of vehicles that it may need on a short or long term rental basis. The Administrative Services/Purchasing Division maintains an annual vehicle/equipment rental contract. Contact the Purchasing Division for details. 3.14 VEHICLE REGISTRATION Fleet Services is responsible for: o Register vehicles and equipment o Obtain license plates o Return all obsolete license plates to the Department of Motor Vehicles o Maintain Titles and Certificates of Origin received from Department of Motor Vehicles o Transfer Titles when the City disposes of vehicles o All invoices for new equipment will be forwarded to the Finance Department o Fleet Services will process only "Exempt" license plates o All "Non-Exempt" license plates will be processed by the Police Department 3.15 FUEL DISPENSERS AND STORAGE 3.15.1 Fleet Services is responsible for operation and maintenance of all fuel dispensing and storage equipment. 3.15.2 Mechanical problems with dispensers and any fuel leaks are to be reported to Fleet Services immediately. Fleet Services will facilitate repairs in accordance with State and Federal regulations. 3.15.3 Fuel keys for use in the automated fuel system are issued by the Fleet �'l3llRl�ll `Y 111CJ- 1' E A S CITY OF GRAPEVINE ADMINISTRATIVE POLICY SUBJECT- FLEET OPERATIONAL SECTION. D NUMBER: 3.0 PREPARED BY- Fleet Services REVISED DATE: 02/01/2014 PAGE: 13 of 16 Services Division at the Grapevine Municipal Service Center. 3.15.3.1 Replacement of lost keys can be done at Fleet Services. 3.15.3.2 Defective fuel keys will be replaced at the Fleet Services Division office. 3.15.3.3 Fuel keys are to remain with the appropriate vehicles and equipment at all times. Equipment with a fuel capacity of less than 10 gallons will use a miscellaneous key issued to each department and fuel cans. 3.15.4 To use the automated fuel system the proper card/key for the equipment you are fueling must be used. Procedure for dispensing fuel is as follows: 3.15.4.1 Enter vehicle mileage or hours. Insert key into key reader located at fueling site as shown on key reader. 3.15.4.2 Follow directions on L.E.D. readout screen. 3.15.4.3 The pump # you desire to use is required before the system will begin fueling. If any of this information is incorrect, the system will not allow you to pump fuel. You may re-enter the information again. If you are still not allowed to pump fuel, report this to Fleet Services and if necessary, a fuel by-pass key will be used to issue fuel to your equipment. 3.15.5 If system is in-operable; manual fueling systems will be required to log transactions on a manual fuel log located at the fuel site. All blanks must be filled in correctly to record the transaction. This is required on a daily basis by the Texas Commission on Environmental Quality on non- automated sites. 3.15.6 When fuel is purchased on a City credit card, cash, or by any other fuel purchasing program, send all receipts to Fleet Services. Include the Unit number and mileage on the receipt. �'l3llRl�ll `Y 111CJ- 1' E A S CITY OF GRAPEVINE ADMINISTRATIVE POLICY SUBJECT- FLEET OPERATIONAL SECTION. D NUMBER: 3.0 PREPARED BY: Fleet Services REVISED DATE: 02/01/2014 PAGE: 14 of 16 3.16 OZONE DAYS PROCEDURES 3.16.1 The Federal Clean Air Act (CAA) of 1990 set guidelines for air quality through-out the United States. Subsequently, the Environmental Protection Agency (EPA) has designated Tarrant, Denton, Dallas, and Collin counties as "serious" non-attainment areas because the level of ozone in the region has exceeded the Clean Air Act standard. 3.16.2 Due to the region failing to demonstrate in 1999 that emissions levels from automobiles, trucks, planes, small gasoline powered engines, etc. are not below the standard, the Federal government put the region under an intensive regulatory requirement to bring the region into compliance no later than 2007. As a result, the City Manager has requested all departments to join the Texas Commission on Environmental Quality (TCEQ) voluntary alert program. 3.16.3 For the first time in Texas, the D/FW area, will not only be promoting tips for ozone prevention, but theTCEQ, along with local partners, the North Central Texas Council of Governments (NCTCOG) will publicize and issue Air Pollution warnings. The warnings will go beyond the former Ozone Action Day notice. TCEQ will issue health warnings when pollution levels are determined to meet the EPA's criteria for possible health risks. The process will use the terms Air Pollution Watch and Air Pollution Warning. A watch will be issued for a day predicting to be a health risk. If air pollution reaches (red) unhealthy level, based upon monitor readings a warning will be issued. 3.16.4 Between May and October, The (TCEQ) will notify the City Fleet Services Division of a potential air quality warning of Red ozone levels (125-149 ppb). Upon notification, the Fleet Services Division will notify each department by fax and/or e-mail of the red alert. Departments will be responsible for implementing appropriate operating procedures on health alert days: 3.16.5 All employees are encouraged to use alternative means of transportation such as ride sharing, mass transit, etc. to limit their driving before 10:00 a.m. �'l3llRl�ll `Y 111CJ- 1' E A S CITY OF GRAPEVINE ADMINISTRATIVE POLICY SUBJECT- FLEET OPERATIONAL SECTION. D NUMBER: 3.0 PREPARED BY- Fleet Services REVISED DATE: 02/01/2014 PAGE: 15 of 16 3.16.6 All employees should reschedule meetings for 10:00 a.m. or later. Agenda meetings shall be held at 10:00 a.m. or later. 3.16.7 All mail runs, pickups and deliveries between Cities facilities shall be conducted after 10:00 a.m. 3.16.8 All City vehicles shall avoid excessive idling. 3.16.9 City re-fueling facility will be closed until 10:00 a.m. except in a public safety emergency. 3.16.10 During the Health advisory, the City mowing crews shall limit usage until 10:00 a.m. 3.17 VEHICLE SHUT-DOWN PROCEDURES 3.17.1 All vehicles and equipment will be shut down when not occupied, or not on an emergency call. Due to the nature of the vehicles' use, police vehicles, fire emergency response vehicles, are exempt when operating in an emergency situation. Golf carts and water meter readers' vehicles are also exempt. 3.17.2 All departments may leave unattended gasoline powered vehicles running a maximum of five minutes at the initial startup and five minutes during temperatures below 32 degrees Fahrenheit. 3.17.3 All Diesel powered vehicles must warm up. Unattended diesel vehicles are allowed a maximum of ten minutes at the initial startup during temperatures below 32 degrees Fahrenheit. 3.17.4 All departments must not leave unattended vehicles UN-LOCKED unless the vehicle does not have door locks. 3.18 PROHIBITION OF TOBACCO PRODUCTS IN VEHICLES The use of all tobacco products is strictly prohibited in any City vehicle or piece of CITY OF GRAPEVINE ADMINISTRATIVE POLICY SUBJECT- FLEET OPERATIONAL SECTION. D NUMBER: 3.0 PREPARED BY- Fleet Services REVISED DATE: 02/01/2014 PAGE: 16 of 16 equipment. Use of tobacco products may result in disciplinary action being taken.