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HomeMy WebLinkAboutWS Item 01 - Revised Fleet PoliciesUSS irEm ip 1 MEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: ROGER NELSON, CITY MANAGER 0 MEETING DATE: FEBRUARY 1, 2005 SUBJECT: WORKSHOP — REVISED FLEET POLICIES In 1990 the City Council approved a Vehicle Equipment and Use Policy for the City. This policy has remained in place since that time, however, as our fleet has grown and Fleet Services has become more sophisticated the policy no longer meets our needs. Staff is proposing that the current policy be replaced with a more comprehensive set of policies and procedures. The five new policy sections include Take Home Vehicles, Risk Management, Fleet Operational Procedures, Fleet Replacement Procedures and Seat Belt Usage. The current policy is also included for your review. January 27, 2005 (9:10AM) CITY OF GRAPEVINE ADMINISTRATIVE POLICY SECTION D NUMBER 1.0 SUBJECT: TAKE HOME VEHICLE PAGE 1 OF 5 PREPARED BY: Internal Services EFFECTIVE DATE TBD The purpose of this policy is to provide guidelines governing the take home use of City vehicles by employees. These guidelines establish parameters which will conserve fuel, reduce vehicle operating miles, costs and extend vehicle and equipment life for the City of Grapevine. DEFINITIONS Vehicles are defined as all cars and trucks of all makes, models and sizes owned by the City of Grapevine. Equipment is defined as any piece of machinery, which operates by means of an internal combustible engine owned by the City of Grapevine. Take home vehicles are vehicles owned by the City of Grapevine and driven directly to and from an employee's place of residence to the job site as required. A take home vehicle is considered a tool necessary for successful completion of job responsibilities. Critical events and city emergencies are incidents requiring a City employee to respond after normal working hours in order to perform their specified job duties. Qualifying incidents are those which place lives or property in immediate danger and /or require immediate response by City personnel. On -Call Status refers to employees who, may or may not, receive additional compensation to "stand-by" on specific evenings, weekends and holidays during off duty hours because they are required to return to the work site in the event of a critical city emergency. This status may be designated, with approval of the City Manager or his designee, to certain key employees who hold positions which are frequently required to return to work as a result of their primary responsibilities. A list of the designated on-call status positions, which are authorized by the City Manager for take-home vehicle use is maintained by the Vehicle Use Administrator. This document will be updated annually during the budget preparation process and additionally, as the City Manager warrants. Any changes to this list must be approved by the City Manager. Frequently is defined, for the purposes of this policy only, as an average of 10 times per year for the previous 3 years. CITY OF GRAPEVINE ADMINISTRATIVE POLICY SECTION D NUMBER 1.0 SUBJECT: TAKE HOME VEHICLE PAGE 2 OF 5 PREPARED BY: Internal Services EFFECTIVE DATE TBD II' A. Policy Administration The Internal Services Division of the Public Works Department is designated by this policy as the vehicle use administrator. A report of all take home vehicles will be forwarded to the Finance office for tax purposes annually. It will be the responsibility of each user department to submit a Take -Home Vehicle summary report to the Internal Services Division on February 1 of each year. Any changes in assignment or privileges with respect to "take-home vehicles" will be reported to Internal Services within 10 days of the change. The Internal Services Division will prepare an annual report of all take home vehicles which will be forwarded to the Finance office for tax reporting purposes. The list will detail the following information: • The unit no. of each vehicle that is to be taken home. • The division to which the vehicle is assigned. • The employee assigned to the vehicle. • Home address of employee assigned to the vehicle. • Approximate one-way mileage to residence. • Whether employee is exempt from tax liability based on job duties. B. Restrictions on Use NO passengers may be transported in take home vehicles except as required by official duties. The failure to comply with the restriction places a liability on the City of Grapevine and may result in disciplinary action, which may, ultimately, result in the loss of vehicle privileges. City vehicles and equipment are to be used for official City business only. The private use of any City vehicle or equipment for personal benefit is prohibited. CITY OF GRAPEVINE ADMINISTRATIVE POLICY SECTION D NUMBER 1.0 SUBJECT: TAKE HOME VEHICLE PAGE 3 OF 5 PREPARED BY: Internal Services EFFECTIVE DATE TBD The use of alcoholic beverages and/or drugs is not permitted at all if the employee is to be driving a city vehicle or equipment. For more information, see the Personnel Manual, Section 907.07 regarding the Drug and Alcohol Policy. C. Eligibility for Take Home Vehicle To be eligible for assignment of a take home vehicle, an employee: 1) must reside within 10 miles of place of employment. Specific authorization by the City Manager is required for approval of take-home vehicle use for employees living outside of the 10 -mile radius. This authorization shall be based on job function. 2) A. must maintain `on call status' during off duty hours authorized by Department Director; and, B. must be on the authorized Vehicle Take -Home List; or, 3) In special circumstances, the City manager (or Department Directors as authorized by the City Manager) may assign vehicles as take home to certain employees on a temporary basis. GUIDELINE: When an employee regularly maintains `on-call" status as a function of his/her position, that employee may be eligible for a take home assignment IF the employee is called back to work during off duty hours a minimum of 10 times per year. D. Emergency Callout/ No City Take -Home Vehicle Assigned From time to time, a situation may arise whereby an employee who is subject to cailout in the event of a City emergency may not currently have a City vehicle available for their use. In this event, the employee shall utilize other means and methods to return to the workplace in accordance with their own departmental policy. Reimbursement for the use of personal vehicles will be reimbursed at the current IRS mileage rate. Failure of the assignment of a City take-home vehicle does not relieve any employee of the responsibility in responding to a city emergency as required by their departmental CITY OF GRAPEVINE ADMINISTRATIVE POLICY SECTION D NUMBER 1.0 SUBJECT: TAKE HOME VEHICLE PAGE 4 OF 5 PREPARED BY: Internal Services EFFECTIVE DATE TBD supervisors. E. Care and Condition of Take Home Vehicles Any employee using a City vehicle or piece of equipment will be responsible for the condition of that vehicle or piece of equipment. The following items should be checked periodically based upon usage. In most cases, this period will be weekly; however, for some vehicles, the time period may be more frequent. This time period will be determined by Fleet Services based upon the usage of the vehicles. This information will be communicated to the departments annually, who will be responsible for disseminating the information to the requisite responsible parties. The items to be checked are as follows: 1. Engine oil level 2. Automatic transmission oil level 3. Engine coolant 4. Windshield washer fluid 5. Tire air pressure 6. Overall interior and exterior appearance The employee assigned to each vehicle/equipment is responsible for completing both 'post trip safety' forms and weekly "fluid level" forms. (See Appendix A) If a City vehicle is used as a take home vehicle or used overnight as transportation to. and from a seminar, the vehicle should be locked and legally parked.The city employee should use off street parking at their place of residence. Minor Unanticipated Maintenance: Each vehicle authorized for take-home vehicle use should be equipped with a spare tire if equipped. It will be the responsibility of the employee assigned to the vehicle to insure that the spare tire is properly inflated at all times. Should the individual to whom the vehicle is assigned, encounter minor issues with the vehicle, it shall be the responsibility of the assigned employee to rectify the situation. For example, if a vehicle assigned to an employee for take-home use develops a flat tire, it shall be the responsibility of the assigned employee to replace the flat tire if equipped. At the earliest possible time, the vehicle should be returned to Fleet Services in order that CITY OF GRAPEVINE ADMINISTRATIVE POLICY SECTION D NUMBER 1.0 SUBJECT: TAKE HOME VEHICLE PAGE 5 OF 5 PREPARED BY: Internal Services EFFECTIVE DATE TBD the flat tire can be repaired and/or replaced. Major Unanticipated Maintenance: Should the individual to whom the vehicle is assigned, encounter a major incident(s) that disable(s) a vehicle during non -work hours, the problem shall be reported to the On -Call Fleet personnel through Police Dispatch. These items include drive train problems, accidents, electrical and no -start problems. CITY OF GRAPEVINE SECTION D ADMINISTRATIVE iVE POLICY NUMBER 1.0 SUBJECT: VEHICLE EQUIPMENT AND USE PAGE 1 OF 3 PREPARED BY: Internal Services EFFECTIVE DA 1016_90 The purpose of this policy is to provide guidelines governing the use of City vehicles by employees. These guidelines establish parameters which will conserve energy, improve vehicle operating costs, and extend vehicle and equipment life for the City of Grapevine. Vehicles are defined as all cars and trucks of all makes, models, and sizes owned by the City of Grapevine. Eguigment is defined as any piece of machinery which operates by an internally combustible engine owned by the City of Grapevine. Take home vehicles are vehicles owned by the City of Grapevine and driven to and from an employee's place of residence to the job site for the purpose of responding to city emergencies/duties as required. Critical city emergencies are incidents requiring a City employee to respond after normal working hours. Qualifying incidents are those which place lives or property in immediate danger and/or require immediate response by City personnel. A. Policy Administration The Fleet/Warehouse Supervisor is designated by this policy as the vehicle use administrator. Each department which allows City vehicles to be taken home by City employees for any purpose should submit a vehicle take home proposal to the Fleet/Warehous Supervisor during the annual budget process each year. The submitting department should use prudent management practices for its type of service as the basis for its department's policy. The policy should be specific as to the number of proposed vehicles to be taken home and why they are necessary. The Fleet/Warehouse Supervisor will review the departmental proposals and forward a copy of his comments to the department head. CITY OF GRAPEVINE SUBJECT: VEHICLE EQUIPMENT AND USE PAGE 1 2 OF 3 PREPARED BY: Internal Services EFFECTIVE DAT 10-16-90 After final review by the City Manager, the policy will be implemented October 1 of that year. Additional copies will go to the Finance Director and Personnel Director. Should conditions or operational needs change during the course of the year, proposed changes should be submitted to the Fleet/Warehouse Supervisor for review as per the aforementioned process. A list of all take home vehicles will accompany the department's policy. The list will include the following information: • What vehicle will be taken home • What division the vehicle will service • Who will drive the vehicle • The reason the vehicle will be taken home • Where the vehicle will be parked B. Restrictions on Use At no time may any passengers be transported who are not directly involved in official City business. City vehicles and equipment are to be used for official City business only. The private use of any City vehicle or equipment for personal benefit is prohibited. At no time is the use of alcoholic beverages and/or illegal drugs permitted in city vehicles. At no time may a City employee operate a City vehicle or piece of equipment under the influence of drugs, alcohol, or any other substance which affects the employee's ability to operate a motor vehicle. In this policy, "under the influence" means the presence of any amount of alcohol, illegal drugs or other substance not prescribed by a licensed physician. Exceptions to the take home policy are made to the Police and Fire Departments as authorized in writing by the Police Chief and Fire Chief. CITY OF GRAPEVINE ADMINISTRATIVE POLICY SUBJECT: VEHICLE AND EQUIPMENT USE PREPARED BY: Internal Services C. Care and Condition of Vehicles and Equipment SECTION I D NUMBER I 1.0 PAGE 3 OF 3 EFFECTIVE DATE 05-21-97 Any employee using a City vehicle or piece of equipment will be responsible for the condition of that vehicle or piece of equipment. If the employee is unable to check the items listed below, staff at the municipal service center will assist. The following items should be checked at least weekly. 1. Engine oil level 2. Automatic transmission oil level 3. Engine coolant 4. Fuel level 5. Windshield washer fluid 6. Belt and hose condition 7. Tire air pressure 8.. Overall interior and exterior appearance A log book should be placed in each vehicle to show when the above items were last checked. If a City vehicle is used as a take home vehicle or used overnight as transportation to and from a seminar, the vehicle should be locked and legally parked. D. Seat Belts All employees are required to wear seatbelts.while operating vehicles on City business. In the event that an accident should occur while an employee is traveling on City business and the affected employee(s) is not wearing a seatbelt, disciplinary action will be taken. N Aiu N a A � CITY OF GRAPEVINE SECTION I D ADMINISTRATIVE POLICY NUMBER 2.0 SUBJECT: VEHICLE RISK MANAGEMENT PAGE 1 of 4 PREPARED BY: Internal Services EFFECTIVE DATE TBD PURPOSE The following guidelines establish the policy for automobile insurance liability and equipment/vehicle repair for the City of Grapevine. DEFINITION OF TERMS: A. Accident — For purposes of this policy , an accident is defined as any damage to a city owned vehicle or equipment resulting in a reduction of the fair market value of said vehicle or a second party vehicle, whether moving or stationary. The City of Grapevine maintains commercial auto liability coverage and auto physical damage protection on all of its vehicles known as the City fleet. Auto liability protection is provided in the amount of $1,000,000 per accident. This coverage provides for both bodily injury and property damage liability arising out of each accident. The City insurance policy also provides for hired and non -owned auto liability and physical damage coverage. The following guidelines indicate how vehicles are repaired and what account should be debited for the necessary repairs: 1 When there is an accident involving a City vehicle, the department involved in the accident will forward a completed incident report form along with the police report to the Administrative Services/Risk Management Division and the Public Works/Fleet Services Division. Risk Management will coordinate the loss/claim with the City's insurance carrier to recover the costs to repair or replace the damaged vehicle. 2. If a City vehicle is involved in an accident with a third party other than a City vehicle, Risk Management will pursue subrogation against the third party auto liability carrier when applicable and process the physical damage claim for the City vehicle through the City's insurance carrier. If the third party claim CITY OF GRAPEVINE ADMINISTRATIVE POLICY SECTION D NUMBER 2.0 SUBJECT: VEHICLE RISK MANAGEMENT PAGE 2 of 4 PREPARED BY: Internal Services EFFECTIVE DATE TBD exceeds $5,000, the City's commercial auto liability policy will bear the responsibility for funding the repairs. 3. All City vehicles that receive physical property damage should be repaired unless the Director of Public Works or his designee determines it unnecessary. All towing and related charges are a part of the reimbursement. The department is not charged for both insurance and towing per GASB 34 rules. 4. All accidents involving City Vehicles and/or equipment must be immediately reported to the Police Department of the jurisdiction in which the accident occurred, Fleet Services and Risk Management Departments. A police report is mandatory for all accidents involving city equipment. Failure to contact the Police Department to obtain an accident report may be grounds for disciplinary action. 5. Fleet Services will obtain an estimate of all repair work to a damaged department vehicle. All required accident reports (Police report and City incident report) must be submitted to the Risk Manager and Fleet Services prior to any repairs being made. These reports are to be completed within 24 hours of the accident. 6. If the vehicle or equipment can be driven safely, it should be driven to the Fleet Services area of the Municipal Service Center to be evaluated. A picture of the damage will be taken and the unit scheduled for repair estimates. 7. In accordance with the State Purchasing Law, Fleet Services will requisition the funds for repair based on the required quotes. 8. Fleet Services will schedule the repairs with the successful bidder. 9. Fleet Services will allow third party insurance companies a maximum of one week to see the damaged unit. After two weeks, the unit will be repaired and returned to service, regardless of whether insurance has completed its review or not. CITY OF GRAPEVINE SECTION D ADMINISTRATIVE POLICY NUMBER 2.0 SUBJECT: VEHICLE RISK MANAGEMENT PREPARED By:Internal Services PAGE 3 of 4 EFFECTIVE DATE TBD 10. All costs associated with vehicle or equipment accidents will be reimbursed by third party insurance or Risk Management. 11. In the event, the vehicle or equipment is a total loss and the City is determined to be at fault, the Risk Management Department will contribute funds not to exceed the actual cash value of the vehicle or equipment. Actual cash value will be determined by NADA resale value. Additional funds required to replace a tWaled vehicle will come from the department and the replacement of the vehicleill be subject to approval by the City Manager. 12. All city vehicles and equipment accidents are subject to the Provisions of the City Drug and Alcohol Policy. In the event of a question regarding the Drug and Alcohol Policy, refer to Personnel Manual, Section 907-07 for more detail. Note: Exceptions to this Policy for the purpose of making all drug and alcohol testing mandatory can be made by a department head with the City Manager's approval. ACCIDENT SUMMARY REPORTING 1. Fleet Services shall prepare a Summary Report of all accidents involving City Vehicles and Equipment semiannually. At a minimum, the following information for all aforementioned accithis report shall detail dents: A. Unit No. B. Employee Name(s) involved in accident C. Department D. Police Report E. Vehicle Incident Report F. Cost of Repair G. Approximate Down Time H. Explanation of how Department handled loss of vehicle CITY OF GRAPEVINE SECTION D ADMINISTRATIVE POLICY NUMBER 2.0 SUBJECT: VEHICLE RISK MANAGEMENT I PAGE 4 of 4 PREPARED BY: Internal Services I EFFECTIVE DATE TBD 2. This report shall be submitted to the City Manager, Assistant City Manager and all City Department Directors. SECTION D CITY OF GRAPEVINE ADMINISTRATIVE POLICY NUMBER 3.0 SUBJECT: FLEET OPERATIONAL PROCEDURES I PAGE 1 1 OF 17 PREPARED BY: internal Services I EFFECTIVE DATE' TBD This policy establishes responsibilities regarding the management of the City's fleet of motor vehicles and equipment. The Fleet Services Division of Internal Services is a supporting division dedicated to meeting our customers vehicle and equipment needs and to improving the quality of fleet repairs. Fleet Services will continually work 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. A. Fleet Services is responsible for maintaining vehicles or equipment and insuring the lowest possible cost for operation and maintenance. B. 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.3.1, Fleet Replacement policy. C. Develop periodic or preventative maintenance schedules based on manufacturer's recommendations, oil analysis and specific uses. Preventative Schedule adjustments will be forwarded to the user department in advance of their date of execution. D. Perform periodic maintenance on an established schedule and insure vehicle and/or equipment safety, as well as, operational efficiency. A. Vehicle- is a general term, which refers to any piece of licensed rolling stock excluding trailers. B. Equipment is a general term, which refers to heavy equipment, tractors, trailers over SECTION D CITY OF GRAPEVINE ADMINISTRATIVE POLICY NUMBER 3.0 SUBJECT: FLEET OPERATIONAL PROCEDURES I PAGE 1 2 OF 17 PREPARED BY: internal Services I EFFECTIVE DATE' TBD 2500 pounds, Gross Vehicle Weight Rating (GVWR). This category includes air compressors, sweepers, boats and any other major items that require fuel, oil, lubricants, parts, supplies or labor from the Fleet Services Division for routine operation and periodic maintenance. C. Small Equipment- is any air cooled, motorized equipment using gasoline or diesel fuel, trailers under 2500 pounds, Gross Vehicle Weight Rating (GVWR). This category includes implements for tractors listed on the Fleet Services Inventory. D. Modification- The act of changing the appearance or functional capability of any vehicle or equipment. E. Post -Trip Inspection- Inspection of a vehicle or piece of equipment performed by operators after operation of the vehicle or equipment. F. Preventive Maintenance- A scheduled periodic check of equipment and correction of potential problems before they develop. G. Service- Repair work. H. Specifications- A detailed listing of required components on a piece of equipment, or vehicle. Under Utilized Equipment Equipment that appears to have too little use to make ownership by the City financially productive. J. Tank Sticking- The use of a measuring stick to determine fuel levels in tanks. K. Class Code- This is an Alpha -numeric character given to each different type of vehicles. L. Fleet Emergency- This is when a division does not have enough equipment in service to adequately perform their services. M. Vehicle/Equipment Emergency — A situation, which may be hazardous to life and property, or may adversely affect the operation of a division or work crew and require SECTION D CITY OF GRAPEVINE ADMINISTRATIVE POLICY NUMBER 3.0 SUBJECT: FLEET OPERATIONAL PROCEDURES I PAGE 1 3 OF 17 PREPARED BY: internal Services I EFFECTIVE DATE I TBD immediate response and action by Fleet Services personnel. N. R.O.P.S.- Factory installed or approved Roll Over Protection Systems. IM:4Zue • Tj I ky, 11imel-111111101 11IT9 A. Each department will appoint a Divisional Fleet Coordinator to maintain effective communications between the user department and Fleet Services. The Divisional Fleet Coordinators will serve the following functions: 1. Manage formal departmental communications with Fleet Services. 2. Attend periodic meetings with Fleet Services to facilitate communications and solicit new ideas to improve services and promote harmony and team work. 3. Maintain normal liaison relations with Fleet Services in order to serve the following functions: a. Receive information from Fleet Services regarding status of repairs. b. Work with Fleet Services to resolve any scheduling problems and expedite repairs. c. Assist equipment/vehicle operators in the preparation of the service request form. 4. Responsible for preparation of the Annual Take -Home Vehicle Report Information and submitting it to Fleet Services by February 1 of each year, 5. Responsible for securing authorization paperwork for all non -budgeted vehicle/equipment purchase requests. A. An effective preventive maintenance program requires the cooperative efforts of the department and Fleet Services. SECTION D CITY OF GRAPEVINE ADMINISTRATIVE POLICY NUMBER 3.0 SUBJECT: FLEET OPERATIONAL PROCEDURES PAGE 4 OF 17 PREPARED BY: Internal Services EFFECTIVE DATE TBD I B. Responsibilities of the user departments include: 1 At the end of each shift, the operator will perform a Post -trip (see attached forms) safety inspection according to a checklist available from Fleet Services. Administration vehicles can make arrangements for Fleet Services to assist in this process. The checklist will have instructions for sequence of inspection. Fleet Services will provide training for all departments on proper inspection procedures. A Post -Trip Inspection form should be turned into the department supervisor for review as soon as it is completed. 2. Each week, 40 hours of use, or whenever recommended by manufacturer, the operator will perform a fluid level inspection according to a checklist (see attached forms) available from Fleet Services. The following items shall be checked: engine oil, automatic transmission fluid, and engine coolant. Administration vehicles can make arrangements for Fleet Services to assist in this process. The checklist will have instructions for sequence of inspection. 3. Departmental supervisors are responsible for verifying that daily operator safety inspections are performed. 4. Any safety deficiencies noted in the Post -trip check inspection report must be reported to fleet services and the department's fleet liaison after inspecting the vehicle. 5. The Supervisor should contact Fleet Services to schedule the repair of all deficiencies. 6. Vehicles scheduled for Preventive Maintenance should be delivered on or before the scheduled date. Notify Fleet Services, at a minimum, one day in advance if this schedule cannot be met. 7. All fluid level checks shall be performed at least weekly and documented except in police and Fire vehicles. The Police and Fire Departments will be required to perform formal checks as per their internal standard operating procedures of the departments (see attached Appendix A). SECTION D CITY OF GRAPEVINE ADMINISTRATIVE POLICY NUMBER 3.0 SUBJECT: FLEET OPERATIONAL PROCEDURES I PAGE 1 5 OF 17 PREPARED BY: internal Services I EFFECTIVE DATE I TBD 8. Fleet Services shall have the authority to remove any City vehicle from service due to any safety problems. C. Responsibilities of Fleet Services: 1 Provide departments with Post -trip inspection forms, instructions and training for operator inspections. 2. Develop periodic or preventive maintenance schedules based on manufacturer's recommendations, oils analysis and specific uses. 3. Perform periodic maintenance on an established schedule and insure equipment safety and operational efficiency. 4. A Preventive Maintenance Inspection List will be used on each service. The checklist will cover all components on a piece of equipment. Defective components will be repaired after the inspection and service process is completed. D. Procedure to add oil, air, and other lubricants: 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 provided on the Southeast corner of the building 2. Additional quantities of motor oil and transmission fluid will be issued in case quantities to all Fire Stations and Police Stations for use at those stations. 3. Bottles and cases of oil, hydraulic fluid, antifreeze, and transmission fluid will be issued to all departments as required for use in tools and small equipment. REQUEST FOR SERVICE SECTION D CITY OF GRAPEVINE ADMINISTRATIVE POLICY NUMBER 3.0 SUBJECT: FLEET OPERATIONAL PROCEDURES PAGE 6 OF 17 PREPARED BY: Internal Services EFFECTIVE DATE TBD A. All vehicle and equipment repairs are the responsibility of the Fleet Services Division. The division of Fleet Services may approve exceptions to this. B. Tools and small vehicle equipment under 25 horsepower will be maintained by the using department. The user department is responsible for budgeting funds to cover the repairs, parts and replacement for vehicles such as weed eaters, generators, air compressors, rescue tools, small mowers. C. Service should be scheduled in advance to minimize downtime. Scheduled repairs will receive the highest priority unless an equipment emergency is declared by Fleet Administration. D. 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. These should be handled by calling Fleet Services at (817) 410-3340 or if after-hours, contact Police Dispatch at (817) 410-8127. E. Equipment delivered for service will be parked in "down line" area located at the Municipal Service Center. The keys and 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. At no time, should Citv_employees, other than Fleet Services, enter the service area unless first instructed by a Fleet Services Supervisor. F. Fleet Services will determine when a repair is contracted out. G. A copy of the completed "Fleet Work Order Request" form should be retained by the requesting department operator delivering the vehicle or equipment. H. Fleet Services will communicate progress of service; any delays encountered, and notice of completion to the requesting department on a daily basis. 1. Each department shall pick up vehicles and equipment as soon as possible. J. If a vehicle has a flat tire and the operator cannot change the tire, the operator should: SUBJECT: FLEET OPERATIONAL PROCEDURES PREPARED BY: Internal Services SECTION I D NUMBER 1 3.0 PAGE 1 7 OF 17 EFFECTIVE DATE I TBD 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. 2. If the vehicle cannot be driven without further damaging to the tire, park the vehicle in a safe location and contact Fleet Services for assistance. EMERGENCY SERVICE A. 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. B. During normal working hours, requests for emergency field service, including wrecker service, should be made to Fleet Operations office. C. After normal hours and all weekend requests for emergency service shall 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. 1*_111j12,TjT4 A. 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. B. Requests for equipment modification and fabrication services should be made, in writing, to the Fleet Services Superintendent. Fleet Services will determine the SECTION I D x9ra-1511 SUBJECT: FLEET OPERATIONAL PROCEDURES I PAGE 1 8 OF 17 PREPARED BY: internal Services EFFECTIVE DATE I TBD feasibility and legality of the modification and advise the requesting department. The cost to make the requested modification will be calculated by Fleet Services. All specifications to modify equipment will then be processed by the Fleet Services Superintendent and forwarded to the Director of Public Works or his designee and, ultimately, the Purchasing Department for purchase approval. 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 or the Fleet Services budget, the Director of Public Works must authorize the expenditure of these funds. Funding of equipment modifications with unbudgeted funds shall also require authorization from the City Manager or his designee. If the funds are available in the user department's budget and are previously unbudgeted, a recommendation for modifications will be made by Fleet Services to the Director of Public Works. The Director of Public Works will forward 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 years fleet assessment to each Department. A. 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. B. There are four methods of accounting for the use of motor fuel. 1. Dispensing of fuel by the Automated Fuel Management System at the City's central fueling site. 2. A manual recording system for use at retail fueling sites for small transactions. SUBJECT: FLEET OPERATIONAL PROCEDURES I PAGE 1 9 OF 17 PREPARED BY: internal Services I EFFECTIVE DATE I TBD 3. Purchase of fuel for City vehicles with a City credit card, C. Monthly reports are available from Fleet Services and may be requested by any user department. A. The responsibility for maintaining a complete current inventory of the City's fleet rests with Fleet Services and the Finance Department. B. Each unit of equipment is assigned a unique 5 digit City equipment number. All appropriate charges for fuel, parts, materials, labor are made to equipment by using this number. C. A unit of equipment must be on the inventory list and be assigned a City equipment number to receive service and operating supplies. D. All City equipment should have a City Asset Sheet with a corresponding asset number. The City's Finance Department maintains these sheets. Fleet Services will complete an Asset Sheet when new equipment is received, re -assigned or deleted. �01 H W Arl 1: 4 2 1 A 2 A1041an A. Requests for new vehicle and equipment purchases shall 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. In other words, no mid year purchases of equipment and vehicles will be considered unless provided for in the annual budget. The ONLY exception to this policy will be the replacement of a vehicle/equipment being replaced 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.2.0. B. Once purchase of the vehicle is approved via the budget approval process, the Fleet Services Division will prepare the specifications for new equipment through discussion Fi SECTION D CITY OF GRAPEVINE ADMINISTRATIVE POLICY NUMBER 3.0 SUBJECT: FLEET OPERATIONAL PROCEDURES PAGE 10 OF 17 PREPARED BY: Internal Services EFFECTIVE DATE TBD with the user department's representative. C. Specifications for the new vehicle and/or equipment will be forwarded to the Director of Public works and/or his designee for approval. Once the Director of Public Works and/or his designee approves the specifications for the vehicle purchase, the vehicle/equipment specifications will be forwarded to the Purchasing Division for Council action, if necessary. The Purchasing Division shall then issue a requisition for purchase of the vehicle or equipment. The requisition shall then be sent to the Administrative Services Department for final approval. No changes will be made in the approved specifications without concurrence between Fleet Services and the user Departments. The Director of Public Works shall be made aware of all changes to the approved specifications prior to any order being placed with a vendor. The Director of Public Works shall confer with the City Manager on these proposed modifications or additions. D. Fleet Services will review 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 will forward an analysis of the bid responses to the Director of Public Works and the Purchasing Department. The analysis will identify the most advantageous low bid(s) and make 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. E. 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: 1. Complies with specifications; 2. Is assigned a City equipment number and added to inventory; 3. Is inspected and prepared for service; 4. Has all necessary paperwork processed; 5. Receives any designated supplemental accessory items; and, 6. Has all necessary insurance documents processed. UNDER UTILIZED EQUIPMENT CITY OF GRAPEVINE ADMINISTRATIVE POLICY NUMBER 3.0 SUBJECT: FLEET OPERATIONAL PROCEDURES I PAGE 11OF17 PREPARED BY: Internal Services I EFFECTIVE DATE TBD- - I A. Fleet Services administration will prepare a report for submission to the Director of Public Works to identify under utilized equipment annually as part of the budget process. Criteria shall be annual usage of under 400 hours or 4,000 miles. B. Upon receipt of the report, the Director of Public Works shall review the findings of the low utilization report with the various Departmental Directors to determine the necessity of retaining or disposing of low utilization vehicles and equipment. Consideration should be given to exercising alternatives such as sharing units with another department, leasing a similar unit as needed and/or recommending disposal. C. Under utilized equipment may be placed in a pool to increase usage, reassigned or sold at auction. D. The final decision on the retention or disposition of low utilization vehicles and/or equipment shall be made by the City Manager. A. All equipment owned and operated by the City of Grapevine will be painted standard factory white with the following exceptions: 1. Off-road construction and maintenance equipment such as tractors, graders, loaders, etc., will be painted the standard manufacturer's color. 2. Fire Department equipment will be painted red and white as appropriate. 3. Police Department patrol cars shall be determined from year to year. 4. Police Department CID and administrative vehicles may vary from the standard factory white due to their special need to blend with civilian vehicles. 5. All dump bodies will be painted black. CITY OF GRAPEVINE ADMINISTRATIVE POLICY NUMBER 3.0 SUBJECT: FLEET OPERATIONAL PROCEDURES PAGE 120F 17] PREPARED BY: Internal Services EFFECTIVE DATE TBD B. All equipment identification must be in compliance with current state legislation (article 670M-2, Vernon's Texas Civil Statutes and HB2053). All city vehicles should bear the City of Grapevine logo or seal, unless otherwise authorized by the City Manager. C. Departments with special identification needs, such as Police and Fire, may bear an alternate form of the Grapevine logo or seal, and other such distinguishing identifiers as provided for by City ordinance and approved by the City Manager's office. D. 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. E. 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. F. The City Car Wash will be available 24 hours per day, 7 days per week. The Car Wash is for City owned equipment only. 1. Fleet Services will provide training on how to use the wash equipment. For training, contact the Fleet Services Foreman. 2. After using the car wash, the employee must clean up debris left in the wash bay. 3. Equipment covered with heavy mud, grass, or asphalt must be washed in Bay #3 at the South end of the car wash. 4. The car wash will be closed whenever the ambient air temperature is 320 or lower. 5. If at any time the car wash does not work properly, report the problem to Facility Services at (817) 410-3333. A. The City Of Grapevine does not currently maintain a pool of vehicles. Purchasing will provide a list of rental agencies to assist the user department while their units are out CITY OF GRAPEVINE ADMINISTRATIVE POLICY NUMBER 3.0 SUBJECT: FLEET OPERATIONAL PROCEDURES PAGE 13 OF 17 PREPARED BY: Internal Services EFFECTIVE DATE TBD of service for repair or preventative maintenance. Each department shall budget 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. Motor vehicle registration, title transfer and other related duties are the responsibility of Fleet Services. A. Fleet Services responsibilities include: 1. Register vehicles and equipment; 2. Obtain license plates; 3. Return all obsolete license plates to the Department of Motor Vehicles; 4. Maintain Titles and Certificates of Origin received from Department of Motor Vehicles; and, 5. Transfer Titles when the City disposes of vehicles; B. All invoices for new equipment will be forwarded to the Finance Department. C. Fleet Services will process only "Exempt" license plates. All "Non -Exempt" license plates will be processed by others. A. Fleet Services is responsible for operation and maintenance of all fuel dispensing and storage equipment. B. 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. SECTION I D CITY OF GRAPEVINE ADMINISTRATIVE POLICY NUMBER 3.0 SUBJECT: FLEET OPERATIONAL PROCEDURES PAGE 14 OF 17 PREPARED BY: Internal Services EFFECTIVE DATE TBD C. Fuel keys for use in the automated fuel system are issued by the Fleet Services Division at the Grapevine Municipal Service Center. 1. Replacement of lost keys will require a memo from an appropriate supervisor. There will be a charge to the user department for a lost fuel card/key replacement. 2. Defective fuel keys will be replaced at the Fleet Services Division office. 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. D. 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: 1. Enter vehicle mileage or hours, Insert key into key reader located at fueling site as shown on key reader. 2. Follow directions on L.E.D. readout screen. 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. E. If system is inoperable, 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. F. 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. SECTION D CITY OF GRAPEVINE ADMINISTRATIVE POLICY NUMBER 3.0 SUBJECT: FLEET OPERATIONAL PROCEDURES I PAGE 1 15 OF 17 PREPARED BY: internal Services I EFFECTIVE DATE I TBD Rvlsi • The Federal Clean Air Act (CAA) of 1990 set guidelines for air quality throughout the United States. Subsequently, the Environmental Protection Agency (EPA) has designated Tarrant, Denton and Dallas, and Collin counties as "serious" non -attainment areas because the level of ozone in the region has exceeded the Clean Air Act standard. Since the region failed 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 TCEQ voluntary alert program. 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 N.C.T.C.O.G. 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. Between May and October, The TEXAS COMMISSION ON ENVIRONMENTAL QUALITY 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: A. All employees will be encouraged to use alternative means of transportation such as ride sharing, mass transit, etc. to limit their driving before 10:00 a.m. B. All employees should reschedule meetings for 10:00 a.m. or later. Agenda meetings shall be held at 10:00 a.m. or later. Eli I e : "I I IeI �l SUBJECT: FLEET OPERATIONAL PROCEDURES PREPARED BY: Internal Services 3�1111001101 NUMBER I 3.0 • EFFECTIVE DATE I TBD C. All mail runs, pickups and deliveries between city facilities shall be conducted after 10:00 a.m. D. All city vehicles shall avoid excessive idling. E. City re -fueling facility will be closed until 10:00 a.m. except in a public safety emergency. F. During the Health advisory, the City mowing crews shall limit usage until 10:00 a.m. A. 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. B. All departments may leave unattended gasoline powered vehicles running a maximum of five (5) minutes at the initial startup and during temperatures below 32 degrees Fahrenheit. C. All Diesel powered vehicles must warm up. Unattended diesel vehicles are allowed a maximum of ten (10) minutes at the initial startup during temperatures below 32 degrees Fahrenheit. D. All departments must not leave unattended vehicles UN -locked unless the vehicle does not have door locks. • • •'_ • •W E•.1.. 1. The use of all tobacco products is strictly prohibited in any City vehicle or piece of SECTION I D CITY OF GRAPEVINE ADMINISTRATIVE POLICY NUMBER 3.0 SUBJECT: FLEET OPERATIONAL PROCEDURES PAGE 17 OF 17 PREPARED BY: Internal Services EFFECTIVE DATE TBD equipment. Use of tobacco products may result in disciplinary action being taken. APPENDIX D.3.OA DAILY VEHICLE/EQUIPMENT POST -TRIP SAFETY REP03R] INSTRUCTIONS: This form is to be filled out at the end of each work shift. If the problem is of a safety nature, Fleet Services and your supervisor must be notified immediately. Fleet will not allow the vehicle to be used until all safety items are repaired. Check if the item is ok. If not ok, please specify in the remarks area. DATE: VEH # IN CAB ITEMS 0 steering play 0 wipers/washers 0 horn/heat/air cond 0 lights/gauges 0 safety equipment PERIMETERIUNDERNEATH 0 tires/lugs 0 air leaks/brakes 0 lights/reflectors/exhaust 0 fuel tanks/cap 0 hitch/tow equipment/plug TRAILER 0 lights/reflectors 0 air leaks/brakes 0 hitch/tow equipment/plug 0 floor 0 tires/lugs 0 safety equipment Otrailer jack 0 springs/suspension Remarks: Operating Driver: I certify that I have inspected said vehicle/Equipment following the above write up and have found the items listed to be in safe operating condition. 11 NAVVI 0 :44• INSTRUCTIONS: This form is to be filled out weekly. If the vehicle or equipment is low on a fluid Fleet Services will assist you if you need. Please check if the item is ok. If not ok, please specify in the re -marks area. DATE: VEH # ODOMETER READING ENGINE COMPARTMENT ❑ Engine oil level ❑ Radiator level ❑ Transmission oil level ❑ Leaks ❑ Windshield washer level ❑ Hydraulic oil level Remarks: Operating Driver: I certify that I have inspected said vehicle/Equipment following the above write up and have found the items listed to be in safe operating condition. APPENDIX D.3.013 DepartmentFire •. • operating procedures 600.00 VEHICLE INSPECTION Explanation of Vehicle Inspection Program Par. 01 As with any machine, care should be taken to avoid being injured when performing maintenance, repairs, or making any checks. Improper or incomplete service could result in the vehicle not working properly that, in turn, may result in personal injury or damage to the vehicle or its equipment. If you have any questions about carrying out any part of the service, contact fleet service for additional help or assistance. Remember that Daily and Weekly inspections are the responsibility of the vehicle Driver per NFPA 1002 Fire Apparatus Driver/ Operator Professional Qualifications. Daily inspections are completed each day as early in the beginning of the shift as possible. The Weekly inspection is in addition to the Daily inspection and is performed on each Wednesday of the week. DAILY and WEEKLY VEHICLE INSPECTIONS: Par. 01 The department utilizes an electronic system to record information concerning DAILY and WEEKLY vehicle inspections. Personnel responsible for inspecting the vehicles should use the following procedures: Open Firehouse and select "INVENTORY", in the code box marked "INVENTORY ID", type in the unit number utilizing the fleet inventory number located on the unit (example: 10EN1 = Engine 561). Under the tab marked "BASIC" enter the inspecting persons Fire Department ID number (example: 701). Next select the "Maintenance/ Testing" tab and select "ADD". In the box marked "JOB" type 099 for Daily Vehicle Inspection or 112 or Weekly Vehicle Inspection. Under the "Basic" tab select "Completed" in the area marked "Status, Dates, and Times"; next insert the "Start Time", "End Date" and "End Time" for the inspection. Under the area marked "Current Meter Readings" insert the appropriate hour or mileage or both for the unit being inspected. Next, select the "Other" tab and then select the "User Fields" button. If code 099 (Daily Vehicle Inspection) was selected only the information under the "Daily Check Out" tab must be completed. If code 112 (Weekly Inspection) is selected, both the "Daily Check Out" tab AND the "Weekly Check Out" tab items must be completed. Par. 02 Entering information under the two inspection tabs is self-explanatory. Select the drop down menu under "FUEL" and select the correct level. If an inspected item is within normal limits or within manufactures recommendations (contact Fleet Service for this information if unknown) check "OK". If the inspected item falls outside those parameters check "Adjusted", "Needs Repair', or "Needs Replacement", whichever is appropriate. Par. 03 If repairs or replacement of an item is needed, the inspecting person must complete the necessary information on the Fleet Services Intranet site. Par. 04 When all of the items have been completed on the Daily and Weekly Check Out tabs, select save and then close. On the "Basic" tab of the "Maintenance and Test Detail" page, select the correct Station and Shift in the bottom left corner of the page. Select "Save" and then "Close". Under the "Inventory" page select "Save" and then "Close". This completes the inspection process. A•' D.3.013 Police Department Standard operating procedures sec. 302.00 • UNIT A. Every unit will be assigned a Vehicle Log Book and inspected for the following items prior to starting on patrol. 1. Any new damage and cleanliness of the interior and exterior. 2. Sufficient tire treads. 3. Operational emergency equipment 4. Adequate fluid levels (oil, coolant, brake fluids, gas, etc.) 5. Jack 6. Operational radios, MDT and lap top computer 7. Flares 8. Fire extinguisher 9. Emergency blanket. 10. First aid kit. 11. Shotgun/ Case/ Ammo 12. Radar 13. Biohazard Kit 14. Camera B. Missing supplies- restock or fill out requisition to have restocked. C. Logging Damage to Unit. D. Fill out Vehicle Inspection Report form and have supervisor sign and forward up chain if necessary. 1. The officer requesting the repair(s) should take a vehicle needing repair or maintenance to the Fleet Maintenance Facility. 2. The officer requesting the repair(s), specifically detailing repairs necessary will complete a Fleet Maintenance Work Order. 3. The vehicle shall be secured within the fenced in parking area of the facility, and all ancillary equipment (radios, MDT, Laptops, radar) will be in the "off' position. 4. The shotgun, if any, will be removed from the unit, taken to the Police Department, unloaded outside the police facility, and secured in the shotgun cabinet in the briefing room. 5. The ignition key (key set) shall be returned to the Patrol Key board. It is not necessary to leave keys with Fleet Maintenance. SUBJECT: FLEET REPLACEMENT PROCEDURES PREPARED BY: internal Services SECTION I D NUMBER 3.1 PAGE I I OF 3 EFFECTIVE DATE I TBD Under normal budgeting constraints, it is advantageous to replace vehicles and equipment at specific intervals. Replacement in accordance with this schedule provides the users with the most efficient and reliable vehicle and/or equipment as possible. Fleet replacement procedures consider the most economic replacement point at which the vehicle has the greatest salvage value and has been depreciated to its fullest. U Z16141:4 A. Policy Administration 1. Fleet Services will use specific replacement intervals that are divided by vehicle class types in preparing the annual recommendation for vehicle/equipment replacement. 2. The first thing that is considered is time in service. Approximately six months before a vehicle is at the time designated for replacement it is inspected by the Fleet Services Division for overall condition and mileage evaluation. 3. Next, if the miles/hours are within 10% of the replacement goal or it has specific maintenance concerns or problems, the vehicle is to be considered for replacement in the next fiscal year, pending budgetary approval. 4. If the vehicle has not met the minimum miles/hours, then it is moved on the schedule (1) one additional fiscal year for consideration at that time. 5. It is assumed that certain specialty vehicles, such as, Fire Pumper trucks, Aerial Fire apparatus, Large Dump trucks, etc., take longer to build, therefore they will have delayed delivery times. Fleet Services will recommend vehicle and equipment replacement based on the following replacement schedule and estimated manufacturing period. CITY OF GRAPEVINE I SECTION I D SUBJECT: FLEET REPLACEMENT PROCEDURES I PAGE 1 2 OF 3 PREPARED BY: Internal Services ' EFFECTIVE DATE' TBD B. Replacement Intervals APPROXIMATE EQUIP. REPLACEMENT INTERVALS Vehicle Class Replacement Age/Years Miles/Hours 1 -Ton Truck, Dump 6 years 80,000 miles 35,000 GVWR Truck, Dump 8 years 100,000 miles 55,000 GVWR Truck, Dump 8 years 100,000 miles Air compressor, Large 10 years 6,500 hours Ambulance, under 20,000 GVW 5 years 6,500 hours Asphalt Paver 8 years 3,500 hours Backhoe, Large 8 years 6,500 hours Backhoe, Medium 8 years 6,500 hours Dozer 10 years 6,500 hours Excavator, Track 10 years 6,500 hours Fire Aerial Truck 8 years 4,500 hours Fire Boat 10 years 3,500 hours Fire Engine 8 years 4,500 hours Fire rescue 8 years 4,500 hours Forklift 10 years 6,500 hours Gradall 8 years 6,500 hours Motor Grader 8 years 6,500 hours Large Utility, Truck 6 years 80,000 miles Rubber Tire Loader 8 years 6,500 hours Motorcycle 4 years 40,000 miles Pickup, Regular 6 years 80,000 miles Pickup, Small 6 years 80,000 miles Police Patrol Car 3 years 80,000 miles SUBJECT: FLEET REPLACEMENT PROCEDURES PREPARED BY: Internal Services SECTION I D NUMBERI 3.1 PAGE 1 3 OF 3 EFFECTIVE DATE I TBD Roller 8 years 6,500 hours 1 Saw, Concrete 5 years 6,500 hours APPROXIMATE EQUIP. REPLACEMENT INTERVALS Vehicle Class Sedans, Compact Replacement Age/Years 6 years Miles/Hours 80,000 miles Sedans, Full Size 6 years 80,000 miles Sedans, Intermediate 6 years 80,000 miles Sewer Jet Truck, Small 6 years 6,500 hours Sewer Vac Truck, Large 8 years 100,000 miles Small Sport Utility, Truck 6 years 80,000 miles Station Wagon 6 years 80,000 miles Street Sweeper 8 years 80,000 miles Tractor, Utility 12 years 6,500 hours Trailer 12 years N/A Trencher 10 years 6,500 hours Utility Truck, 1 -Ton 6 years 80,000 miles Van 6 years 80,000 miles Water Pump 10 years 6,500 hours CITY OF GRAPEVINE ADMINISTRATIVE POLICY SECTION D NUMBER 3.2 SUBJECT: SAFETY BELT USAGE PAGE 1 OF I PREPARED BY: internal Services EFFECTIVE DATE TBD A. This safety belt usage policy is intended to supplement Federal and State Safety Belt Law. It does not eliminate or supercede any part of the Federal or State Law. All Federal and State Laws concerning safety belts will apply at all times. B. When driving or riding as a passenger in a City, private, or rental vehicle on City business, all employees, drivers, and passengers are required to use safety belt systems provided in such vehicles. This requirement also applies to a privately owned vehicle when used for City purposes. C. Any City vehicle or piece of equipment with a defective safety belt system or one not originally equipped with safety belts must be reported to Fleet Services for immediate repair and/or installation. D. Any vehicle or equipment performing a specific job task, not in transit portal to portal and operating at speeds under 15 MPH do not require seat belt usage. E. All off road equipment such as gradalls, loaders, backhoes, tractors and motor graders require the use of seat belts, if equipped from the factory. F. Any, and all, riding mowing equipment will require the use of a safety belt both while in transit and while mowing regardless of the mowing speed. G. If a roll-over protection device is not present on off-road equipment, a seat belt should not be used. H. Employees or passengers with medical exemptions from seat belt usage must carry a copy of the exemption when driving or riding in a City vehicle. Employees found in violation of the Seat Belt Policy may be subject to disciplinary action. Furthermore, the City will not be responsible for citations received as a result of not practicing seat belt safety.