MORPC 5310 TAM Plan Appendix A
Asset Owner
Asset
Class
Asset Name
Vehicle
Year
Vehicle
Make
Vehicle
Model
Count VIN
Acquisitio
n Year
Age
(Yrs)
Vehicle
Mileage
Replacement
Cost/Value
Caravan 1 2C7WDGBG2FR634302
2015 3 78,457 $38,000
Caravan 1 2C7WDGBG0FR599453
2015 3 88,399 $38,000
Caravan 1 2C4RDGBG1DR617479
2013 5 152,144 $38,000
Caravan 1 2C4RDGBG1DR617482
2013 5 117,243 $38,000
Canal Winchester Human
Services
CU SPEC/025/08424 2018 Ford
E-350
1
1FDEE3FS6JDC08424 2017 1
1,665 $50,000
City of Groveport AO PNP-0025-006-037 2012 Ford
Crown
Victoria
1 1FTDS3ELXCDA67539
2013 5 82,621 $43,779
City of Groveport AO PNP-0001-009-009 2014 Ford
Crown
Victoria
1 1FTDS3EL9EDA90345
2015 3 67,138 $43,779
City of Groveport
VN SPEC-025-01505 2016 MV-1
MV-1
1
57WMD2C68GM100444 2017 1 20,742 $43,779
Clintonville-Beechwold CRC
CU SPEC/025/60939 2017 Ford
E-350
1
1FDEE3FSXHDC60939 2017 1 8,382 $44,357
Clintonville-Beechwold CRC
CU SPEC/025/61991 2017 Ford
E-350
1
1FDEE3FS6HDC61991 2017 1 7,149 $44,357
Clintonville-Beechwold CRC
CU SPEC/025/61992 2017 Ford
E-350
1
1FDEE3FS8HDC61992 2017 1 6,918 $44,357
Clintonville-Beechwold CRC
CU SPEC/025/61993 2017 Ford
E-350
1
1FDEE3FSXHDC61993 2017 1 7,148 $44,357
LifeCare Alliance
CU SPEC/025/008352 2016 Ford
E-350
1
1FDEE3FL8GDC25999 2016
2 11,187 $50,000
LifeCare Alliance
CU 2014 Ford
E-350
1
1FDEE3FL8EDA72084 2018
0 53,891 $50,000
Netcare Corporation MV PNP-0025-009-047 2014 Dodge
Grand
Caravan
1 2C7WDGBG8ER319583
2014 4
54,661
$42,584
Netcare Corporation MV SPEC-0025-008-360 2015 Braun
Grand
Caravan
1 2CTWDGBG4FR623026
2015 3
53,608
$42,584
Netcare Corporation MV SPEC-0025-010-031 2015 Braun
Grand
Caravan
1 2C7WDGBG4FR634236
2016 2
65,106
$42,584
Yellow Cab MV
SPEC025015101 2017
Dodge
Caravan 1
2C7WDGBG0HR718136 2017 1 49,750 $50,000
Yellow Cab MV
SPEC025015102 2017
Dodge
Caravan 1
2C7WDGBG0HR718587 2017 1 75,945 $50,000
Appendix A: Vehicle Asset Inventory
MORPC 5310 TAM Plan // Appendix B
*See Table 3 in MORPC 5310 TAM Plan
Asset Owner
Asset
Class
Asset Name
Vehicle
Year
Vehicle
Make
Vehicle
Model
Cou
nt
VIN
Acquisition
Year
Age
(Yrs)
Vehicle
Mileage
Replacement
Cost/ Value
Useful Life
Benchmark
Scale
Condition*
Past Useful
Life
5 Years/ 120,000
Miles
3 No
5 Years/ 120,000
Miles
3 No
American Red Cross MV PNP-0025-008-245 2013 Dodge Caravan 1 2C4RDGBG1DR617479 2013 5 152,144 $38,000
5 Years/ 120,000
Miles
1 Yes
American Red Cross MV PNP-0025-008-244 2013 Dodge Caravan 1 2C4RDGBG1DR617482 2013 5 117,243 $38,000
5 Years/ 120,000
Miles
1 Yes
Canal Winchester Human
Services
CU SPEC/025/08424 2018 Ford E-350 1 1FDEE3FS6JDC08424 2017 1 1,665 $50,000
6 Years/ 150,000
Miles
5 No
City of Groveport AO PNP-0025-006-037 2012 Ford
Crown
Victoria
1 1FTDS3ELXCDA67539 2013 5 82,621 $43,779
4 Years/ 100,000
Miles
1 Yes
City of Groveport AO PNP-0001-009-009 2014 Ford
Crown
Victoria
1 1FTDS3EL9EDA90345 2015 3 67,138 $43,779
4 Years/ 100,000
Miles
2 No
City of Groveport VN SPEC-025-01505 2016 MV-1 MV-1 1 57WMD2C68GM100444 2017 1 20,742 $43,779
5 Years/ 120,000
Miles
5 No
Clintonville-Beechwold CRC CU SPEC/025/60939 2017 Ford E-350 1 1FDEE3FSXHDC60939 2017 1 8,382 $44,357
6 Years/ 150,000
Miles
5 No
Clintonville-Beechwold CRC CU SPEC/025/61991 2017 Ford E-350 1 1FDEE3FS6HDC61991 2017 1 7,149 $44,357
6 Years/ 150,000
Miles
5 No
Clintonville-Beechwold CRC CU SPEC/025/61992 2017 Ford E-350 1 1FDEE3FS8HDC61992 2017 1 6,918 $44,357
6 Years/ 150,000
Miles
5 No
Clintonville-Beechwold CRC CU SPEC/025/61993 2017 Ford E-350 1 1FDEE3FSXHDC61993 2017 1 7,148 $44,357
6 Years/ 150,000
Miles
5 No
LifeCare Alliance CU SPEC-0025-008-352 2016 Ford E-350 1 1FDEE3FL8GDC25999 2016 2 11,187 $50,000
6 Years/ 150,000
Miles
5 No
LifeCare Alliance CU 2014 Ford E-350 1 1FDEE3FL8EDA72084 2018 0 53,891 $50,000
6 Years/ 150,000
Miles
5 No
Netcare Corporation MV PNP-0025-009-047 2014 Dodge
Grand
Caravan
1 2C7WDGBG8ER319583 2014 4 54,661 $42,584
5 Years/ 120,000
Miles
2 No
Netcare Corporation MV SPEC-0025-008-360 2015 Braun
Grand
Caravan
1 2CTWDGBG4FR623026 2015 3 53,608 $42,584
5 Years/ 120,000
Miles
3 No
Netcare Corporation MV SPEC-0025-010-031 2015 Braun
Grand
Caravan
1 2C7WDGBG4FR634236 2016 2 65,106 $42,584
5 Years/ 120,000
Miles
3 No
Yellow Cab MV SPEC025015101 2017 Dodge Caravan 1 2C7WDGBG0HR718136 2017 1 49,750 $50,000
5 Years/ 120,000
Miles
5 No
Yellow Cab MV SPEC025015102 2017 Dodge Caravan 1 2C7WDGBG0HR718587 2017 1 75,945 $50,000
5 Years/ 120,000
Miles
5 No
Appendix B: Vehicle Condition Assessments
MORPC 5310 TAM Plan // Appendix C
Appendix C: Decision Support Tools
American Red Cross
The American Red Cross works with Element to help manage the fleet across the country. Any repair
and/or service needs to be completed at an Element approved location. Our program (Community
Transportation Program, CTP) is dedicated to following maintenance as suggested and
recommended by the vehicle manufacturer. In addition, any service has to be approved by Element
prior to the work being completed. If the cost of any repair or service is estimated to be more than
$1,000 Element contacts the Regional COO to determine if the vehicle is mission critical and if the
repairs should be completed.
Clintonville-Beechwold Community Resources Center
Clintonville-Beechwold Community Resources Center (CRC) uses QuickBooks accounting software to
track annual transportation expenses by vehicle. This historical data allows CRC to plan for how
much should be allocated each year for future repairs. CRC then annually covers the cost of these
repairs utilizing grants, special event fundraisers, and individual contributions.
As a Settlement House, the agencies investment prioritization process is based on the needs of the
Clintonville-Beechwold neighborhood. Programs are started and remain based on continued need of
the neighborhood. Because the Clintonville-Beechwold area has the highest percentage of seniors in
Franklin County (43214) senior services and transportation remains very high in the prioritization
process. Using local research, this number is predicted to rise and senior services and transportation
will remain a critical need and will continue to grow at CRC as the senior population increases.
City of Groveport
The Groveport Transportation fleet consists of 4 vehicles that are driven on a very regular schedule
(Mon.-Fri.). Each vehicle is inspected each time it is driven. We are able to monitor the maintenance
needs as they arise. The vehicle needing maintenance is scheduled for repair immediately. Regular
maintenance is done each 5 months or 5,000 miles.
LifeCare Alliance
Transportation Manager provides fleet management making sure daily inspections of each agency
owned vehicle is conducted. Maintains repair/maintenance history on each vehicle submitting
purchase requests for consideration and approval. Once a vehicle reaches a certain mileage point,
discussion is conducted on the decision to maintain vehicle in fleet. Transportation Manager
prepares an annual vehicle need plan and submits that to senior management.
Netcare Access
Our agency will review current information, analyze and collaborate as senior staff to determine what
project is deemed as the highest priority. Our procedure is to estimate the amount of excess cash
available above day-to-day requirements and that the CFO maintain pertinent financial records so we
can make such determinations to ensure ongoing financial stability.
MORPC 5310 TAM Plan // Appendix D
Appendix D: Investment Prioritization
American Red Cross
The American Red Cross works with Element to help manage the fleet across the country. Each
fiscal year the fleet is analyzed to identify vehicles that have over 100,000 miles and is more than 6
years old. Once the number of vehicles that fit these two criteria are identified the total cost to
replace them is calculated. If the cost of replacement if more than the funds available for the budget
then additional considerations like condition, repair cost history are considered to prioritize which
vehicles will be replace. There is also a limited budget pool to support the emergency replacement of
mission critical vehicles that are not included in the budget for replacement when the cost to repair
is determined to be too great for any vehicle with high mileage and excessive age.
Clintonville-Beechwold Community Resources Center
CRC prioritizes investment based on the safety and reliability of the vehicle and whether the
organization has funding available for investing in major repairs/maintenance. We are frequently
turned down in grant applications for new vehicles as our transportation department continues to
expand. It remains a priority for us to obtain new vehicles.
City of Groveport
Groveport Transportation schedules replacement of vehicles on a rotation of every two years with the
oldest vehicle. That would make each vehicle 8 years old (125,000 miles) at retirement.
LifeCare Alliance
Transportation Manager prepares an annual vehicle need plan and submits that to senior
management. This involves looking at the stability of each vehicle, future need based on service
growth and secure specifications on any new vehicle being considered.
Netcare Access
Our agency will review current information, analyze and collaborate as senior staff to determine what
project is deemed as the highest priority. Our procedure is to estimate the amount of excess cash
available above day-to-day requirements and that the CFO maintain pertinent financial records so we
can make such determinations to ensure ongoing financial stability.
Appendix E: Preventative Maintenance Plans
of 5310 Subrecipients
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
FLEET MANAGEMENT PROGRAM MANUAL 23
24
25
Fleet Management Program Manual February 2018
26
27
Table of Contents 28
Fleet Management Policy ............................................................................................................................. 4 29
INTRODUCTION ............................................................................................................................................. 5 30
Abbreviations and Definitions ...................................................................................................................... 5 31
ORGANIZATION AND RESPONSIBILITIES ....................................................................................................... 5 32
VEHICLE Practices ......................................................................................................................................... 7 33
I. Procurement ......................................................................................................................................... 7 34
II. Donated Vehicles .................................................................................................................................. 7 35
III. Vehicle Transfer Process ................................................................................................................... 7 36
IV. Vehicle Rentals/ Lease ...................................................................................................................... 8 37
V. Vehicle Disposal .................................................................................................................................... 8 38
VI. Safeguarding Vehicle (locking, parking, key storage) ....................................................................... 9 39
VII. Vehicle Cleanliness ............................................................................................................................ 9 40
VIII. Vehicle Idling ................................................................................................................................... 10 41
IX. Pool Vehicles ................................................................................................................................... 10 42
X. Vehicle Fueling .................................................................................................................................... 10 43
XI. Vehicle Inspections ......................................................................................................................... 11 44
XII. Vehicle Maintenance ...................................................................................................................... 11 45
XIII. Insurance documentation ............................................................................................................... 14 46
DRIVER PRACTICES ...................................................................................................................................... 14 47
I. Vehicle Usage ...................................................................................................................................... 14 48
II. Driver Qualification ............................................................................................................................. 14 49
V. Driver Specific Practices ...................................................................................................................... 17 50
SAFETY ......................................................................................................................................................... 17 51
I. General ................................................................................................................................................ 17 52
II. Vehicle Incidents ................................................................................................................................. 18 53
III. Incident review ............................................................................................................................... 19 54
IV. Vehicle Fluid Spill Reporting ........................................................................................................... 19 55
V. Fines & Penalties ................................................................................................................................. 19 56
MISCELLANEOUS ......................................................................................................................................... 20 57
I. Related Policies ................................................................................................................................... 20 58
II. Department of Transportation (DOT Program) .................................................................................. 20 59
III. Ramp Outfitted Vehicles ................................................................................................................. 20 60
IV. Fraud, Waste, and Abuse ................................................................................................................ 20 61
Fleet Management Program Manual February 2018
ATTACHMENTS............................................................................................................................................ 22
62
Attachment 1 – Applicant Motor Vehicle Record (MVR) Review Form ...................................................... 23
63
Attachment 2 – Incumbent Motor Vehicle Record (MVR) Review Form ................................................... 24
64
Attachment 3 – Driver Vehicle Inspection Report (DVIR) ........................................................................... 26
65
Attachment 4 – Vehicle Window Cling ....................................................................................................... 27
66
Attachment 5 – Battery Jump Start Instructions: ....................................................................................... 28
67
Attachment 6 - Road Test Directions .......................................................................................................... 29
68
Attachment 7 - Administering the Driver Road Test and Record of Road Test .......................................... 30
69
Attachment 8 - Motor Vehicle Incident Review Guidelines ....................................................................... 32
70
Attachment 9 - Guide for Preventability Decisions .................................................................................... 34
71
Attachment 10 – Motor Vehicle Incident Report Form .............................................................................. 39
72
Attachment 11 – Guide to Reporting Motor Vehicle Incidents .................................................................. 40
73
Attachment 12 – Motor Vehicle Record Consent ....................................................................................... 42
74
Attachment 13 - Motor Vehicle Incident Review Determination form ...................................................... 43
75
76
Biomedical Fleet operations are currently operating under all sections of this manual and will continue
77
to do so.
78
Humanitarian Services Fleet Operations will have until the beginning of FY19 to comply with shaded
79
sections of this manual. All other sections of this manual should already be implemented.
80
81
82
83
84
The Fleet Management Policy of the American Red Cross is based on four concepts; all fleet vehicles are
85
resources to be used across the organization, all vehicles are properly maintained, all drivers are
86
qualified and approved by the Red Cross before driving, and drivers are required to adhere to Red Cross
87
safe driving guidelines safety. The concepts are listed below.
88
I. Fleet Resources
89
The American Red Cross vehicle fleet is a resource available for use across all lines of business.
90
Specialized vehicles may be restricted in their availability for use.
91
92
II. Vehicle Maintenance
93
All vehicles are maintained to meet mission critical requirements.
94
95
III. Qualified Drivers
96
The American Red Cross will verify that any person driving an American Red Cross vehicle
97
possesses a valid driver’s license issued from their state of residence and without any
98
restrictions limiting time of driving, driving destinations, or requiring another licensed driver to
99
observe. Each driver will be approved for driving only after:
100
• an initial motor vehicle record (MVR) review is completed,
101
• the driver completes the Red Cross defensive driving course or equivalent, and
102
• a road test is successfully completed for any vehicles other than a passenger car, SUV, or
103
minivan.
104
105
IV. Driver Safety
106
• Driving a vehicle on behalf of the Red Cross requires adherence to all applicable laws
107
and Red Cross-specific policies.
108
• Every Motor Vehicle Incident (MVI) will be reported, documented and reviewed.
109
• To ensure the safety of our employees, volunteers and the general public, any deviation
110
from the company requirements can lead to disciplinary action—up to and including
111
termination.
112
113
114
115
116
The purpose of this written program is to provide administrative and operational guidance to our staff
117
(both paid and volunteers) concerning the safe, effective, and efficient operation of vehicles while
118
operating in the service of the American Red Cross.
119
This program applies to any and all vehicles used for the benefit of American Red Cross unless otherwise
120
indicated.
121
Any position referenced in this program indicates the position and any designee.
122
123
ABBREVIATIONS AND DEFINITIONS
124
BIO – Biomedical Services
125
DCS – Disaster Cycle Services
126
DOT – United States Department of Transportation
127
DVIR – Driver Vehicle Inspection Report
128
ERV – Emergency Response Vehicle – vehicle used by Red Cross to respond to local and national
129
disasters
130
FAVR – Fixed and Variable Rate Vehicle Reimbursement
131
FMC – Fleet Management Company
132
FMPP – Financial Manual of Policies and Procedures
133
HS – Humanitarian Services
134
MVI - Motor Vehicle Incident - an occurrence involving a motor vehicle that produces unintended injury,
135
death or property damage. Motor vehicle collisions are an example.
136
MVIR - Motor Vehicle Incident Report Form
137
MVR – Motor Vehicle Record
138
PIN – Personal Identification Number
139
SCU – Self-Contained Unit – “bloodmobile” – mobile work site typically in a bus used to collect blood
140
Staff – employees and volunteers that work in service to American Red Cross
141
VIN – Vehicle Identification Number
142
143
ORGANIZATION AND RESPONSIBILITIES
144
145
• All staff governed by this program are responsible for meeting and maintaining the standards set
146
forth herein.
147
• Line of Service Operational Management will:
148
o Implement, maintain, and administer the Program.
149
o Ensure that the process for motor vehicle reviews is developed and implemented.
150
• Regional Management or Designee will:
151
o Ensure that drivers complete the required MVR consent using either an electronic or paper
152
version of Attachment 12 – Motor Vehicle Consent Form unless state law requires
153
otherwise.
154
o Ensure only approved drivers are used to drive vehicles in service to the American Red
155
Cross.
156
o Assist in investigation and review of all incident reports involving a motor vehicle used in
157
performing organization business.
158
o Notify region staff responsible for driver qualification of any suspensions, restrictions, or
159
revocations reported by staff to the supervisor. Note that the suspension, restriction,
160
revocation or other loss of license will result in immediate suspension of American Red
161
Fleet Management Program Manual February 2018
Cross driving privileges. The driver will not be permitted to drive a Red Cross vehicle or
162
their own vehicle in service for the Red Cross.
163
o Remove driver from driving tasks if that driver's ability to safely operate a motor vehicle is
164
impaired by prescribed or over-the-counter medication, illness, or injury.
165
166
• Drivers will:
167
o Operate the motor vehicle in a safe manner in accordance with this program and
168
applicable federal, state and local regulations.
169
o Maintain a valid driver's license from the state in which they reside.
170
o Maintain auto liability insurance that, at a minimum, complies with state insurance
171
requirements if using a personally owned vehicle in service of American Red Cross. Auto
172
liability insurance for Red Cross owned and leased vehicles is maintained by Red Cross Risk
173
Management.
174
o Immediately notify their supervisor if involved in an incident or if receiving a citation while
175
operating a vehicle in service to Red Cross.
176
o Maintain assigned vehicles according to established maintenance standards.
177
o Notify their supervisor within 24 hours if their license is suspended, restricted, revoked, or
178
expired. Under no circumstances will a Red Cross vehicle be operated by someone with a
179
suspended, revoked, or expired license.
180
o Notify their supervisor when their ability to safely operate a motor vehicle is impaired by
181
prescribed or over-the-counter medication, illness, or injury.
182
183
• Talent Acquisition will:
184
o Obtain and evaluate motor vehicle record on all new hires whose job position requires a
185
MVR review. Use Attachment 1 Applicant Motor Vehicle Record (MVR) Review Form to
186
guide your evaluation. Use Attachment 2 Incumbent Motor Vehicle Record (MVR) Review
187
Form for incumbent staff.
188
o Ensure applicants being considered for positions requiring MVR review must have a MVR
189
score of 20 points or less.
190
o Ensure applicants whose MVR review results in a "Not Qualified" classification may not be
191
considered for employment in a position requiring MVR review.
192
o Maintain completed initial MVR review with other new hire background check paperwork.
193
194
195
196
197
I. Procurement
198
a. Standardized configuration and options are available at:
199
https://intranet.redcross.org/content/redcross/categories/business_administration/sup
200
ply_chain_realestate/fleet-management.html
201
b. Additional equipment options are required to be approved by operational and financial
202
approval authority
203
c. The standard vehicle decal design is purchased through authorized vendors only. The
204
FMC is the primary source for vehicle decals.
205
d. If a vehicle is purchased outside of the FMC, a vehicle inventory load form must be
206
completed and provided to the FMC. The inventory load form is available at the Fleet
207
Management Hub on The Exchange linked above.
208
e. Replacement policy –
209
i. Vehicles can be replaced when the established replacement criteria are met.
210
ii. Vehicles are replaced on a one for one basis.
211
f. The Procurement process is available at:
212
https://intranet.redcross.org/content/dam/redcross/documents/business_administrati
213
on/supply_chain_realestate/fleet-management/vehicle-purchase-process.pdf
214
g. Line of Service specific practices may apply to the vehicle procurement process. Contact
215
your Director of Operations/ Fleet for further guidance.
216
i. Justification with PRT (project request transmittal) – Biomed only
217
h. All vehicle orders must be submitted to National Fleet or through Ariba/Request.
218
https://intranet.redcross.org/content/dam/redcross/documents/business_administrati
219
on/supply_chain_realestate/fleet-management/request-create-element-requisition.pdf
220
221
II. Donated Vehicles
222
a. Only solicit for vehicles on capital list posted on The Exchange. Coordinate with
223
National Development first.
224
b. In-Kind, cash, or grant.
225
c. Further guidance is available on The Exchange
226
https://intranet.redcross.org/content/redcross/categories/outreach/fundraising/core-
227
donor/vehicle-donation-program.html
228
229
III. Vehicle Transfer Process
230
a. Transfer of vehicles is approved by the approval authority at the location releasing the
231
unit and the approval authority at the receiving location accepting the transferred
232
vehicle.
233
b. Vehicle transfer within the organization occurs when a vehicle is moved between
234
different Red Cross locations, regardless of lines of service or region.
235
c. If assistance is required to move the vehicle, request a move quote by submitting the
236
following to the Fleet Management Inquiries mailbox:
237
i. Unit # and VIN
238
ii. Pick-up location along with point of contact and phone number
239
iii. Delivery location along with point of contact and telephone number
240
iv. Fleet Management will obtain trucked and driven quotes from 3 transporters.
241
d. Once the move has been completed, the new location of the vehicle and GL coding must
242
be communicated to the FMC.
243
Fleet Management Program Manual February 2018
i. Complete a Fleet Data Change Request form found on the Fleet Management
244
Hub and email it to fleetdatachang[email protected]. The Fleet Analytics team
245
will review the form for accuracy and submit the change form to the FMC and to
246
the fixed asset group at SSC for upload into the respective databases.
247
e. The vehicle maintenance records will also be transferred with the vehicle to the
248
receiving region.
249
250
IV. Vehicle Rentals/ Lease
251
a. A preferred vendor listing is available from sourcing.
252
b. Decline the purchase of insurance coverage as this is provided for leased vehicle
253
through the American Red Cross Risk Management Insurance Program
254
c. Biomedical Units
255
i. Leases must be approved by Finance
256
ii. Long Term Rentals (over 30 days) only done with approval from Fleet Director
257
iii. Short Term Rentals are approved at the local level
258
d. Humanitarian Services
259
i. Leases must be approved by Finance and Supply Management Fleet Operations
260
ii. Rentals will be done in accordance with FMPP 1.1 & 7.1a. Financial and
261
operational authority is determined by the operational need of the rental
262
1. https://intranet.redcross.org/content/dam/redcross/documents/busine
263
ss_administration/accounting_finance/financial_policiesprocedures/fm
264
pp-1-1.pdf
265
2. https://intranet.redcross.org/content/dam/redcross/documents/busine
266
ss_administration/accounting_finance/financial_policiesprocedures/fm
267
pp-7-1a.pdf
268
269
V. Vehicle Disposal
270
a. A vehicle is deemed ready for disposal if a repair quote exceeds the value of the vehicle,
271
or it has reached the threshold for disposal per Red Cross guidelines.
272
i. Any vehicle deemed to be ready for disposal should be reviewed by the local
273
Fleet Contact and approved by the Transportation Manager or Chapter
274
COO/CAO
275
ii. The location should follow the steps below in disposing of a vehicle:
276
1. Submit a request through the FMC with the Unit and VIN to be disposed
277
of. The FMC will place the unit in Unassigned status and cancel the
278
fuel/service card. Upon receipt of the proceeds for the sale of the
279
vehicle, SSC Fixed Assets will notify the FMC to move the unit from
280
Unassigned status to Sold status.
281
2. The fuel card should be destroyed by the location after notification to
282
the fleet management company of the vehicle disposal.
283
3. The unit should be readied for pickup by removing all Red Cross
284
equipment. The license plate should also be removed and either
285
returned to the local DMV or deposited in a recycle container to be
286
destroyed. In some cases the DMV may return a partial credit for the
287
unused portion of the tag renewal.
288
a. The disposal vendor is responsible for removal or Red Cross
289
decals and markings.
290
iii. After our FMC receives the request, Fleet Management will be notified to
291
confirm where the title should be mailed. Fleet Management may choose to
292
Fleet Management Program Manual February 2018
sell the vehicle at retail, for optimum return value; or if the disposal is a
293
specialized unit, find an alternate vendor to market the sale.
294
iv. Local sales are not permitted unless the salvage value of the vehicle exceeds the
295
cost of transportation or the fair market value of the vehicle.
296
v. Direct sales to Red Cross staff are not permitted.
297
vi. Purchases through the FMC are permitted.
298
vii. Approved transfers to non-profits engaged in services that support the mission
299
of the Red Cross are permitted.
300
viii. If the disposal is assigned to a disposal vendor, the local Fleet Contact will be
301
asked to submit an online request to the vendor providing the pickup address,
302
Point of Contact and drivability of the unit.
303
ix. The transport company will call the local Fleet Contact to schedule in advance a
304
convenient time to pick up the unit. They should have paperwork with the VIN
305
to identify the unit being picked up. The local office is not allowed to change
306
disposal vehicles with the transporter.
307
x. If the local office retains any vehicle titles, they should be overnighted to our
308
FMC as soon as possible. A vehicle title should never be given to the transport
309
company, as it allows greater chance for it to be lost in transit.
310
xi. SSC Fixed Assets will notify the local office to submit a signed Fixed Asset
311
Retirement Form 1454C to ensure the alignment of both databases is
312
maintained. The form is located at
313
https://intranet.redcross.org/content/redcross/categories/business_administra
314
tion/accounting_finance/finance_forms/directory-of-finance-forms-.html
315
xii. Proceeds from Sales – Any proceeds from the sale of a disposal will go back to
316
the GL Breakdown who owned the asset.
317
b. If a vehicle has been determined to be a total loss as the result of an incident, Sedgwick,
318
in their role as the Red Cross Third Party Claim Administrator, will assist the local Fleet
319
Contact and provide direction on the claim and vehicle disposal.
320
i. Sedgwick will also manage the pickup and sale of the totaled vehicle.
321
322
VI. Safeguarding Vehicle (locking, parking, key storage)
323
a. Lock all vehicles whenever the vehicle is parked
324
b. Vehicles may be parked at pre-determined authorized deployment staging sites.
325
c. The driver is responsible to secure the vehicle, not leave valuables in view, and to take
326
steps to minimize risk to the vehicle.
327
d. Vehicles should not be left unattended while running.
328
e. A process to control assignment of keys must be established at each location.
329
i. Keys can only be assigned to authorized drivers
330
ii. The fuel card assigned to the vehicle is issued concurrently with the keys for
331
that vehicle.
332
iii. Spare fuel cards may be maintained and used when needed for rental and
333
leased vehicles and in limited circumstances where operational needs require
334
them.
335
336
VII. Vehicle Cleanliness –
337
a. Staff using company vehicles shall ensure that, upon their return, the interior is neat and
338
clean.
339
b. Regions will use the nationally contracted service for vehicle washing if available in their
340
area.
341
342
VIII. Vehicle Idling
343
a. Vehicles with their engines running and transmission in park, which normally occurs in
344
parking lots and businesses, are considered “idling”. In other words, the engines are
345
running without any load other than the engine accessories.
346
b. Red Cross vehicles should not be kept idling for greater than 5 minutes.
347
i. Most vehicles do not require idling for any amount of time
348
ii. All vehicles are to be shut off immediately upon parking in an enclosed area,
349
regardless of loading/unloading situation.
350
351
IX. Pool Vehicles
352
a. Vehicles are pooled and not personally assigned– includes BIO, Disaster, and HS
353
vehicles. ERVs have a priority use for Disaster Relief and Response. Disaster Action
354
Teams (DAT) should have a vehicle available for immediate, on call responses, 24/7. It
355
does not need to be an ERV. Most vehicles in the organization can be utilized for the
356
initial response. SCUs remain specialized and not included in the pool.
357
b. Pool vehicles are vehicles used as loaners. They are to be used by staff as needed to
358
travel to job related functions such as meetings and training. Vehicles will be scheduled
359
on a first come first serve basis. Each local Fleet Contact will have a list of these vehicles,
360
a request form and a means of tracking projected usages and availability.
361
c. Although all Vehicles are Red Cross Assets not all vehicles can be shared across
362
department lines or between Chapter and Blood Region. We have some unique vehicles
363
such as Self Contained Units (SCUs) for blood collections that are uniquely designed for
364
a specific purpose. These vehicles must remain with their intended users.
365
d. There are other vehicles such as trailers that are packed with disaster supplies that
366
should not be considered as loaners. In the Blood Regions there are new ProMaster vans
367
that are packed according to special guidelines. These can be used on a limited basis as
368
very short term loaners if they can remain packed and are not scheduled to go on a
369
drive.
370
e. The scheduling system used by both Chapter and Blood Regions must take into
371
consideration the special vehicles and priority must be given for disaster relief as much
372
as possible.
373
374
X. Vehicle Fueling
375
a. Each authorized driver of an American Red Cross Vehicle will be issued a “fuel pin” to be
376
used for refueling and minor maintenance charges that occur during the normal course
377
of operations.
378
i. Disaster Cycle Services may use a limited number of PINs for multiple drivers.
379
1. These pins are updated annually.
380
2. The Chief Operations Officer(COO), Chief Administrative Officer(CAO) or
381
designee will provide the pin.
382
ii. PINs are issued only to drivers that will fuel the vehicle.
383
iii. The local fleet contact will deactivate the pin when the employee/ volunteer
384
driver is no longer active with the organization.
385
b. This PIN will be obtained by the Fleet Department through an e-mail using the online
386
FMC Request Center by the local fleet contact. After the PIN is received by the fleet
387
contact, they will provide the number to the staff driver in a secure manner. Information
388
will also be provided to the driver concerning the use, confidentiality, and protection of
389
the pin.
390
Fleet Management Program Manual February 2018
c. Purchases of fuel and maintenance services using the fuel card provided by our vendor
391
will only be for American Red Cross vehicles and will not be used for personal vehicles.
392
Usage of the fuel card for personal vehicles will be considered theft. The staff person
393
will be subject to disciplinary actions including termination as well as criminal
394
prosecution.
395
d. Fuel cards are assigned to a specific vehicle to capture fuel and maintenance charges for
396
only that vehicle.
397
e. The fuel card should be maintained in a secure location with the keys when the vehicle
398
is not in use.
399
f. The use of the fuel card will require the accurate input of the vehicle’s mileage/
400
odometer reading at the time of fueling.
401
i. Mileage readings are used to identify the need for preventive maintenance.
402
Accurate entry of mileage ensures we keep our vehicles in good running
403
condition.
404
g. Vehicles are to be fueled with only the lowest grade of fuel (gasoline/diesel) available.
405
i. Pay careful attention to engines requiring diesel fuel.
406
ii. The purchase and amount of fuel that can be acquired is controlled at the
407
“pump” and is only limited by the vendor (normally $75.00).
408
h. Spare fuel cards are controlled by the local Fleet Contact.
409
XI. Vehicle Inspections
410
a. Pre trip and post trip inspections will be conducted and documented by the driver prior
411
to and immediately after operating the vehicle.
412
i. Attachment 3 Driver Vehicle Inspection Report (DVIR) is a form that can be used
413
for documenting these inspections.
414
ii. Other suitable forms are available on the Exchange Fleet Management page.
415
1. The local Fleet Contact will maintain the completed forms for 3 months
416
from date of creation.
417
iii. Electronic inspection forms will be approved for this use when available.
418
b. It is recommended that local Fleet Contacts ensure that the fleet vehicles on the
419
premises are visually inspected on a daily basis and ensure that they visually inspect
420
each vehicle in their area at least twice a week, and no less than once per month.
421
c. If safety concerns are identified, these concerns must be brought to the attention of the
422
local Fleet Contact/designee.
423
i. If the concerns cannot be immediately resolved, the vehicle must be removed
424
from operation until such items are repaired.
425
ii. Deficiencies which affect the safe operation of the vehicle during operations
426
must be removed from service and repaired prior to returning the vehicle to
427
service.
428
XII. Vehicle Maintenance
429
Vehicle maintenance is categorized as either preventive maintenance or corrective
430
maintenance.
431
a. Preventive Maintenance
432
i. Preventive maintenance consists of scheduled servicing, inspections and vehicle
433
repairs to prevent potential problems and to maximize vehicle operational
434
availability. All preventive and corrective maintenance is tracked,
435
administered, and paid for through our fleet management company (FMC). All
436
work is completed by a licensed mechanic approved by the FMC. The FMC
437
Fleet Management Program Manual February 2018
maintains a complete listing of all of our vehicles and has established interval
438
servicing criteria so that the fleet and its maintenance costs are both warranted
439
and justified.
440
ii. Specialty vehicles (ERVs and SCUs) may require a different approval and
441
completion process for maintenance.
442
1. ERVs should be driven at least 100 miles per month for preventive
443
maintenance reasons.
444
iii. Established Parameters for Preventive Maintenance on American Red Cross
445
Vehicles:
446
1. The American Red Cross, along with our FMC has established
447
parameters for preventive maintenance in their electronic database.
448
The program description is available at
449
https://intranet.redcross.org/content/dam/redcross/documents/busine
450
ss_administration/supply_chain_realestate/fleet-
451
management/element-vehicle-maint-prog.pdf
452
2. Maintenance schedules are set based on mileage, time, or a
453
combination of both. This information is available from our FMC.
454
3. This database is maintained by input from each and every fuel purchase
455
made for an American Red Cross Vehicle using the fuel card System.
456
The input is used to provide a “trigger-point” to identify when a vehicle
457
is due for service.
458
4. After service is completed and annotated in the FMC system by the
459
vendor providing this service, the counter for mileage is re-set for the
460
next service interval for preventive maintenance.
461
iv. Set up of Weekly Report from FMC on Red Cross Vehicles coming due for
462
preventive maintenance action(s).
463
1. Our FMC provides the ability for the American Red Cross to receive a
464
report titled “Notification—Schedule PM Detail” of all vehicles located
465
within a set parameters of the regions.
466
a. The local Fleet Contact will set up the delivery of the report
467
from our FMC.
468
b. The time period covered in the report and frequency of the
469
report is determined locally. A minimum frequency of monthly
470
is recommended.
471
2. It is the responsibility of the local vehicle management to schedule the
472
maintenance required to maintain American Red Cross Vehicles in a
473
state of operational readiness to perform their mission.
474
3. Should warranty work be needed, it will be the responsibility of the local
475
fleet contact to both notify the staff and schedule the work to be done
476
by the closest vendor.
477
4. The local Fleet Contact should communicate changes in vehicle
478
availability to all impacted departments.
479
5. Preventive maintenance (lube, oil, filter) will be completed a minimum
480
of twice per year on six month intervals.
481
v. Preventive maintenance of an American Red Cross Owned or Leased Vehicle
482
under Maintenance Contract
483
1. Vehicles may have a contracted maintenance program provided.
484
2. The local Fleet Contact will work with the maintenance provider to
485
schedule these vehicles for their routine maintenance.
486
Fleet Management Program Manual February 2018
3. For leased/ rental vehicles –
487
a. Should a vehicle require maintenance due to a break- down that
488
is not linked to misuse of the vehicle, the leasing company will
489
assume responsibility for the cost of repair.
490
b. If the vehicle is damaged due to misuse or negligence on the
491
part of the driver, the repair will be charged to the American
492
Red Cross.
493
b. Corrective Maintenance
494
i. Corrective maintenance is the repair of the vehicle when a problem or concern
495
is either raised or observed by the driver. This information can be conveyed to
496
the local Fleet Contact using Attachment 3 Driver Vehicle Inspection Report
497
(DVIR).
498
ii. If repairs are required, the local Fleet Contact contacts the FMC to review the
499
concern and arrange resolution.
500
c. Roadside Assistance and Repair Authorization
501
i. Each American Red Cross Vehicle is issued a fuel card that has located on the
502
top right side a telephone number (1-888-525-4691) to call in the case of an
503
emergency. Located on this card is also the last eight digits of the Vehicle
504
Identification Number (VIN) followed by a slash mark and then the five digit
505
number that indicates the vehicle number within the FMC’s system.
506
ii. The FMC has also provided Red Cross a plastic “cling” (Attachment 4 – Vehicle
507
Window Cling) that contains the emergency number and vehicle number. The
508
cling is normally mounted on the inside of the windshield in the upper left hand
509
corner.
510
iii. Roadside Assistance for vehicle breakdowns/assistance:
511
1. The American Red Cross contract with our vendor provides both on-
512
road vehicle repairs and towing services of all of our vehicles. Drivers,
513
upon an incident occurring and after they are considered “safe” and not
514
in need of medical or any other emergency assistance can use the 1-
515
888-525-4691 provided by our FMC to acquire help in either the repair
516
of their vehicle or towing assistance to the nearest repair facility.
517
iv. Timeline Parameters for Roadside Assistance:
518
1. To access roadside assistance, the driver will be required to call our FMC
519
at 1.888.525.4691 to begin the process. The current wait time
520
parameter is sixty (60) minutes for service to arrival at the site. The
521
maximum wait time for service should be no longer than ninety (90)
522
minutes.
523
v. Use of ‘Hiking’ Services in moving Red Cross Vehicles to repair facilities.
524
1. “Hiking” is defined as a local move of the vehicle using a driver provided
525
by a vendor.
526
2. The American Red Cross, through its network of service providers that
527
are part of the FMC list of authorized vendors, can and will provide
528
services to transport American Red Cross Vehicles to and from service
529
centers throughout the nation. The charges for “Hiking” these vehicles
530
is monitored and authorized by our vendor.
531
3. Those specific vehicles (SCUs) now under the Penske Maintenance
532
Agreement are also covered for this service as well.
533
vi. Levels of repair authorization of a Red Cross Vehicle:
534
1. Vehicle Repair cost approval levels
535
Fleet Management Program Manual February 2018
a. Up to $100 – driver (using fuel card)
536
b. Up to $1000 –
537
i. Biomedical - fleet coordinator authorized by budget
538
holder
539
ii. Humanitarian Services – the Fleet Management
540
Company
541
iii. National ERV’s - the Fleet Management Company
542
1. Paint and vehicle modifications require NHQ
543
Disaster Logistics approval
544
c. Over $1000 –
545
i. Biomedical – Transportation Manager (up to $3000),
546
Fleet Director above $3000
547
ii. Humanitarian Services – fleet contact authorized by
548
budget holder
549
iii. National ERV’s – NHQ Disaster Logistics
550
551
XIII. Insurance documentation
552
a. Vehicle insurance identification cards are distributed annually in July by the Red Cross
553
insurance broker, Marsh. They are sent to contacts (specified by Fleet Management) at
554
central locations within Red Cross; these recipients, in turn, send the cards to the
555
individual locations where they are placed in the Red Cross vehicles by the Fleet
556
Department.
557
b. During the fiscal year, new or replacements cards can be requested from Gregory
558
Rankin, Risk Management (gregory.rankin@redcross.org and/or 202-303-7809).
559
c. The MCS-90 form for DOT regulated vehicles is sent by Marsh to the DOT Compliance
560
Center and maintained by the DOT Compliance Center.
561
562
DRIVER PRACTICES
563
I. Vehicle Usage
564
a. American Red Cross vehicles are only driven by staff authorized to drive them by the
565
Red Cross.
566
b. Authorized Driver is defined as “staff that has been judged qualified to drive on behalf
567
of Red Cross by virtue of Defensive Driver training, Motor Vehicle Report (MVR) review,
568
and applicable road test”.
569
i. The driver managers are responsible for tracking which staff are authorized to
570
drive vehicles in service to Red Cross.
571
ii. An online fleet administration application is used to track all authorized drivers
572
who drive on a regular basis.
573
II. Driver Qualification
574
a. Any staff driving an American Red Cross vehicle require the following:
575
i. Valid License -
576
1. American Red Cross drivers must have a valid driver’s license issued
577
from their state of residence as required by state law without conditions
578
or restrictions limiting hours or destination of driving, or requiring the
579
presence of a fully licensed driver.
580
ii. MVR review providing a three year history -
581
1. Review the staff’s Motor Vehicle Record (MVR) before hire and
582
placement as a driver and thereafter as required by the Red Cross.
583
Fleet Management Program Manual February 2018
a. The American Red Cross will follow the Motor Vehicle Record
584
review criteria detailed within Attachment 1 Applicant Motor
585
Vehicle Record (MVR) Review Form for outside driver applicants.
586
b. The American Red Cross will follow the Motor Vehicle Record
587
review criteria detailed within Attachment 2 Incumbent Motor
588
Vehicle Record (MVR) Review Form of this program for all
589
incumbent drivers. This review will be conducted through the
590
use of the web-based application.
591
i. In all cases, incumbent driver record reviews will
592
consider the prior three years for review but will only
593
initiate follow-up actions if required for convictions that
594
have occurred since the time of last review.
595
iii. Road test for vehicles larger than a passenger car, SUV, or minivan -
596
1. Ensure the staff is qualified to operate the type of vehicle he/she will
597
drive through the use of a road test and familiarization review.
598
a. A road test by each vehicle type must be completed and
599
documented for all staff that will be driving a Red Cross vehicle
600
other than a passenger car, SUV, or minivan.
601
i. Follow guidance in Attachment 6 Road Test Directions
602
and Attachment 7 Administering the Driver Road Test
603
and Record of Road Test, in providing and documenting
604
the road test(s).
605
iv. Each driver will be familiarized with the vehicle type to be driven. Familiarization
606
will include:
607
1. identifying the location of insurance and vehicle registration cards
608
2. review of vehicle inspection process
609
3. use of fuel card
610
v. Completion of a Defensive Driving Course accepted by American Red Cross. A
611
computer based training version is available through Red Cross at no additional
612
cost.
613
614
III. Driver Categories
615
All drivers for American Red Cross are categorized based on their MVR review and incident history. A
616
three year look back time period is used for the assignment of driver category. Each conviction and
617
preventable incident on a driver’s record (tracked through online driver application) will be scored
618
and used in determining the driver category.
619
a. Category 1 drivers have a combination of motor vehicle convictions and motor vehicle
620
incidents that assess a total score of 15 or less.
621
i. Incumbent drivers who are identified as Category 1 will:
622
1. Continue to drive for Red Cross.
623
b. Category 2 drivers have a combination of motor vehicle convictions and motor vehicle
624
incidents that assess a total score of between 16 and 20.
625
i. Incumbent drivers who are identified as Category 2 will:
626
1. Continue to drive for Red Cross.
627
2. Require an annual review of their MVR
628
c. Category 3 drivers have a combination of motor vehicle convictions and motor vehicle
629
incidents that assess a total score of between 21 and 25.
630
i. Incumbent drivers who are identified as Category 3 will:
631
1. Attend an external provided Defensive Driving course within 30 days of
632
Fleet Management Program Manual February 2018
Category assignment as a corrective action.
633
2. Continue to drive for Red Cross.
634
3. Require a semiannual review of their MVR.
635
d. Category 4 drivers have a combination of motor vehicle convictions and motor vehicle
636
incidents that assess a total score of 26 or more.
637
i. Incumbent drivers who are identified as Category 4 will:
638
1. Lose their American Red Cross driving privileges.
639
2. An evaluation of the staff’s ability to continue in current work
640
assignment will be conducted by Human Resources and the driver’s
641
Department Management.
642
3. This program does not prohibit the re-assignment of a staff person to a
643
work assignment that does not require driving for the organization.
644
e. Return of Driving Privileges - For drivers scored as Category 4 in our fleet program, the
645
following process will allow the driver to regain their driving privileges.
646
i. Driver is notified of determination of Category 4 scoring.
647
ii. Driver is removed from driving.
648
iii. Driver is assigned Defensive Driving Course (DDC). Acceptable DDCs are limited
649
to courses from AAA, AARP, JJ Keller, or National Safety Council. The driver
650
remains removed from driving until successful completion of the DDC.
651
iv. Driver is counseled with written confirmation to driver and personnel file of
652
possible consequences of future violations and preventable incidents. Human
653
Resources will be notified of counseling.
654
v. Driver completes the DDC program.
655
vi. The DDC course completion certificate will be uploaded to the driver’s file.
656
vii. A point reduction event will be added to the driver’s record in E-driver for a
657
maximum of 20 points. The reduction event is dated the same as the oldest
658
scored conviction on the driver’s record. The overall driver’s score will not be
659
reduced below 21 points.
660
viii. The driver’s revised category will be Category 3.
661
ix. The DDC reduction event can only be used once per every 2 years.
662
663
IV. Operating/Driving vehicles while intoxicated or under the influence
664
a. The loss of license from an alcohol or drug related stop will result in suspension of
665
American Red Cross driving privileges. The driver will not be permitted to drive a Red
666
Cross vehicle or their own vehicle in service for the Red Cross.
667
i. A drug or alcohol conviction in a Red Cross vehicle (before, during, or after work
668
hours) or personal vehicle while in service for Red Cross will result in a three
669
year loss of Red Cross driving privileges with no reinstatement possible within
670
the three years.
671
ii. The first drug or alcohol conviction in a personal vehicle while not in service to
672
Red Cross will allow for possible reinstatement of driving privileges after the
673
staff person has regained full driving privileges by their state of residence if the
674
staff person is still employed or an active volunteer.
675
iii. A successful MVR review resulting in a category 1, 2, or 3 rating will be required
676
prior to driving privileges being restored to the driver.
677
iv. Subsequent drug or alcohol convictions in personal vehicles while not in service
678
to Red Cross will result in loss of driving privileges for three years following
679
conviction.
680
b. An evaluation of the staff’s ability to continue in their current work assignment will be
681
Fleet Management Program Manual February 2018
conducted by Human Resources and the driver’s Department Management.
682
c. This program does not prohibit the re-assignment of a staff person to a work assignment
683
that does not require driving for the organization.
684
d. Drivers regulated as commercial motor vehicle drivers will be managed per Federal
685
Motor Carrier standards concerning drug or alcohol convictions.
686
V. Driver Specific Practices
687
a. Red Cross vehicles will be used only for authorized company business.
688
b. There shall be no unauthorized passengers in company vehicles at any time.
689
c. Staff members are prohibited from using motorcycles/ mopeds for transportation on
690
organization business other than for commuting purposes.
691
d. Smoking and the use of all tobacco products, including e-cigarettes, including owned
692
and leased vehicles, is prohibited. Further prohibitions on tobacco use may apply as
693
required by local regulations, policy or practice.
694
e. Drivers should refrain from eating while operating the vehicle.
695
i. Containers of liquids will have a top
696
ii. If eating is required in the vehicle, all resulting trash will be removed from the
697
vehicle at the end of the day. All occupants of the vehicle should help in this
698
daily “housekeeping”.
699
f. Staff are not permitted to:
700
i. Pick up hitchhikers.
701
ii. Accept payment for carrying passengers or materials.
702
iii. Use any radar detector, laser detector or similar devices.
703
iv. Push or pull another vehicle or a non-organization trailer.
704
v. Jump start any vehicle without prior familiarization jump start procedures and
705
approval by local authority. Refer to Attachment 5 - Battery Jump Start
706
Instructions.
707
708
SAFETY
709
I. General
710
a. The driver and all occupants are required to wear seat belts/ applicable safety restraints
711
when the vehicle is in operation. The driver will not place the vehicle in gear until all
712
passengers and the driver have fastened their seat belts/ safety restraints.
713
i. Seatbelts used must be rated for highway passenger restraint.
714
b. No driver may operate a motor vehicle when his/her ability to do so is impaired by
715
fatigue, alcohol, illegal drugs, prescribed or over-the-counter medication, illness, or
716
injury or any other cause.
717
c. Drivers must abide by the federal, state and local motor vehicle regulations, laws and
718
ordinances.
719
d. Drivers are responsible for ensuring the vehicle is in a safe operating condition prior to
720
driving.
721
e. Staff will ensure that all lifts and ramps attached to the vehicles will be used in a safe
722
manner and in accordance with manufacturer’s recommendations.
723
f. No staff while operating a Red Cross vehicle, or while driving his or her personal vehicle
724
on Red Cross business, may use hand-held communication devices or other hand-held
725
mobile electronic devices. This includes equipment such as cell phones, Blackberries,
726
iPhones, iPads, electronic tablets, e-books and GPS. Communication devices must be
727
operated via a hands-free device.
728
Fleet Management Program Manual February 2018
i. Text messaging, emailing, or adjusting a Global Positioning System (GPS) is
729
prohibited while the vehicle is in motion or temporarily stopped due to traffic, a
730
traffic control device, or other momentary delay.
731
ii. These restrictions do not apply to calls made to report an emergency.
732
iii. All drivers must comply with local, state, and federal laws pertaining to cellular
733
telephones and other electronic devices while operating a vehicle.
734
iv. Failure to do so will result in disciplinary action, up to and including termination
735
of employment.
736
v. If a hands free device is not available, vehicle must be safely stopped out of
737
traffic before continuing communication or other use of the electrical device.
738
vi. Use of headphones/ headsets is prohibited for drivers.
739
g. It is recommended that all Red Cross vehicles, or personal vehicles in use for Red Cross
740
business, will be driven with their headlights on at all times.
741
742
II. Vehicle Incidents
743
If there are fatalities, injuries requiring more than first aid, or vehicle fluids released as a result
744
of the collision, call 911.
745
746
For all incidents, follow these steps:
747
a. Turn on vehicle hazard lights,
748
i. If scene is not safe, STAY IN vehicle, contact 911 for assistance
749
b. If struck by another vehicle that does not remain at the scene (Hit and Run),
750
i. Do NOT attempt to follow or chase the other vehicle, contact 911,
751
ii. When safe to do so, document any information possible about the other vehicle
752
(make, model, color, license tag, identifying markings, etc...)
753
iii. Include the description of the other vehicle in your report.
754
c. If incident is minor, move vehicles to a safe place, out of traffic,
755
d. Gather information from other driver, passengers and witnesses,
756
e. Obtain and exchange insurance information,
757
f. Obtain information on other vehicles or property involved, get pictures when possible,
758
g. Cooperate with authorities,
759
h. Limit communications. Do not make statements to anyone other than the police officer.
760
i. Report the incident to your supervisor before leaving the scene
761
i. Failure to report an incident will result in progressive discipline up to and
762
including termination of employment or termination of association with the
763
organization as a volunteer.
764
ii. For roadside vehicle assistance, drivers can use the 1-888-525-4691 provided by
765
our FMC to acquire help in either the repair of their vehicle or towing assistance
766
to the nearest repair facility.
767
j. Report the Auto Claim - Claims should be reported as soon as possible following an
768
incident.
769
i. The driver should report the Motor Vehicle Incident directly to the Insurance
770
Claim Administrator (Sedgwick) by calling 1 800 272-7988.
771
k. Complete Attachment 10 - Motor Vehicle Incident Report Form
772
i. An expanded Motor Vehicle Incident Report form suitable for gathering
773
information is located on the Claims Topic Hub on The Exchange:
774
https://intranet.redcross.org/content/dam/redcross/documents/business_admi
775
nistration/risk-management/claims/mva-report.pdf
776
Fleet Management Program Manual February 2018
ii. Avis Vehicle Rentals: Information concerning Avis rentals and claim reporting
777
can be found here:
778
https://intranet.redcross.org/content/redcross/categories/business_administra
779
tion/supply_chain_realestate/fleet-management/fleet-safety.html
780
l. Completed Motor Vehicle Incident Reports (MVIR) must be sent to MVIR@redcross.org .
781
m. For vehicles determined to be a total loss, refer to the vehicle disposal section of this
782
document for directions.
783
III. Incident review
784
a. Each Motor Vehicle Incident involving a Red Cross operated vehicle will be reviewed by
785
the Red Cross to determine the preventability of the incident.
786
b. Attachment 8 - Motor Vehicle Incident Review Guidelines identifies roles and
787
responsibilities for Motor Vehicle Incident Review.
788
c. Attachment 9 - Guide for Preventability Decisions lists the determination questions used
789
to assign a preventability decision.
790
d. Attachment 13 – Motor Vehicle Incident Review Determination form can be used to
791
document the decision of preventability.
792
e. The determination of preventability will be communicated to the driver’s management.
793
794
IV. Vehicle Fluid Spill Reporting
795
a. The Red Cross has a regulatory obligation to report fluid spills such as fuel, antifreeze,
796
motor oil, brake fluid or other hazardous substances which leak from Fleet vehicles into
797
the environment. Fluid spills resulting from a motor vehicle incident or breakdown shall
798
be immediately reported to your supervisor and local emergency services (911) once the
799
driver is “safe” and not in need of medical or emergency assistance. Do not attempt to
800
clean a spill by yourself. Additional reporting to State Officials may be required based
801
on type and amount of spill. The driver or driver’s supervisor will report the spill to the
802
local Fleet Contact who will provide the information to Safety if required.
803
V. Fines & Penalties
804
a. Drivers of Red Cross vehicles may be cited and fined while operating the vehicle in
805
service to Red Cross. The cause of the citation will decide who is responsible for paying
806
the fines if any associated with a citation.
807
b. Payment of Fines
808
i. Citations and any associated fines that result from actions wholly on the part of
809
the vehicle driver will be the responsibility of the vehicle driver to pay. Examples
810
of this include speeding and other moving violations, failure to maintain records
811
of duty status, driving a vehicle with an unaddressed safety issue reported on
812
the previous vehicle inspection form, and violating an out of service order.
813
ii. Citations and any associated fines that result from actions in control of
814
American Red Cross will be the responsibility of the Red Cross to pay. Examples
815
of this include improper vehicle marking, inoperative equipment reported on a
816
vehicle inspection form prior to the vehicle being driven, and failure to maintain
817
vehicle periodic inspection documentation.
818
c. This guidance does not indicate that Red Cross may require a driver to drive a vehicle
819
that has defective equipment that may result in traffic citation or out of service order.
820
d. The responsibility for payment of fines is subject to review by local management.
821
822
823
824
I. Related Policies
825
a. Financial Policies are located in the Financial Manual of Policy and Procedures (FMPP).
826
The FMPP is accessible on the Financial Policies and Procedures hub on The Exchange -
827
https://intranet.redcross.org/content/redcross/categories/business_administration/acc
828
ounting_finance/financial_policiesprocedures.html
829
i. Any staff person enrolled in the Fixed and Variable Rate Vehicle Reimbursement
830
(FAVR) Program is not eligible to be assigned a Red Cross pool vehicle. The FAVR
831
program is located in the FMPP.
832
ii. The Red Cross Travel policy (Staff Expense Reimbursement Policy and Procedure
833
Manual) is located in the FMPP.
834
b. Fleet policies and procedures are located in the Fleet Management Topic hub on The
835
Exchange –
836
https://intranet.redcross.org/content/redcross/categories/business_administration/sup
837
ply_chain_realestate/fleet-management.html
838
i. A decision tool to assist chapters in deciding between using fleet vehicles,
839
personal vehicles, or rental vehicles is located in the guidance document titled
840
Centralized Fleet Management, Optimization and Procurement Framework. This
841
document is located in the Fleet Management topic hub.
842
843
II. Department of Transportation (DOT Program)
844
a. The American Red Cross DOT Compliance Program applies to all Red Cross employees,
845
volunteers, temporary staff and any other operators of a Commercial Motor Vehicle (as
846
defined by the Federal Motor Carrier Safety Regulations) owned by or in service to the
847
Red Cross.
848
i. The Biomedical DOT Compliance Program is housed on a SharePoint site located
849
at the following URL: http://goo.gl/Wdpku
850
ii. The Humanitarian Services/ Disaster Services DOT Compliance Program is under
851
development.
852
853
III. Ramp Outfitted Vehicles
854
a. Lift Gate and Ramp Selection guidance is located at:
855
https://neighborhoods.redcross.org/FSN/EHSPolicy/Shared%20Documents/006%20-
856
%20Fleet%20Safety%20Management/Lift%20Gate%20and%20Ramp%20Selection%20Criteri
857
a%202016-01.pdf
858
859
860
IV. Fraud, Waste, and Abuse
861
a. The Office of Investigations, Compliance and Ethics (ICE) is responsible for coordinating
862
all fraud investigations and follow-up actions for the Red Cross.
863
i. This includes all instances where there is actual fraud or the suspicion of
864
possible fraudulent or unauthorized actions/transactions.
865
ii. This office maintains a working relationship with local, state and federal law
866
enforcement agencies to include the U.S. Department of Justice Fraud Division
867
and the Federal Bureau of Investigation.
868
iii. The Office of investigations, Compliance and Ethics investigates and where
869
appropriate, prosecutes those committing fraud against the Red Cross.
870
Fleet Management Program Manual February 2018
b. It is the responsibility of anyone that becomes aware of any suspected fraudulent or
871
improper, non-compliant or suspicious activities to contact the Vice President, Office of
872
Investigations, Compliance and Ethics, (202) 303-4098.
873
c. Anonymous reports can be made by contacting the organization’s Whistleblower
874
Hotline, the Concern Connection Line either by phone at 1-888-309-9679 or online:
875
https://www.integrity-helpline.com/RedCross.jsp
876
Fleet Management Program Manual – Applicant MVR Evaluation Form February 2018
Attachment 1 – Applicant Motor Vehicle Record (MVR) Review Form
879
(Completed by Talent Acquisition/ Volunteer Services or Local Management)
880
881
Region Name
DRIVE/APPLICANT NAME
Last First
DATE OF THE MVR
The three most recent years of driving history should be used to evaluate a potential staff member’s
driving performance.
Conviction
Points Scored per
Violation
No.
of
Violations
Total Points
(No. x
Points)
Notes (dates,
speeds, incident,
etc.)
Any motor vehicle related
violation conviction
10
Speeding less than 15 mph
over limit
10
Speeding 15mph or greater
over limit
15
Previous Suspension of
License (for motor vehicle
related violations)
10
DUI conviction
25
Driving while license
suspended
25
Reckless Driving conviction
25
Leaving Scene of Accident
conviction
25
TOTALS:
MVR Evaluation Categories: Mark the proper category for driver based on total score.
882
883
Acceptable: 20 points or less
Not Qualified: More than 20 points. Applicant’s MVR score exceeds allowed total for
driving privileges. Applicant may not be considered for employment in a position
requiring driving.
884
885
Fleet Management Program Manual – Incumbent MVR Evaluation Form February 2018
Attachment 2 – Incumbent Motor Vehicle Record (MVR) Review Form
886
(Incumbent Staff only – completed and documented by web-based application)
887
Region Name
DRIVE/APPLICANT NAME
Last First
DATE OF THE MVR
888
The three most recent years of driving history should be used to evaluate a current staff member’s
889
driving performance.
890
Conviction
Points Scored per
Violation
No. of
Violations
Total Points
(No. x
Points)
Notes (dates,
speeds, incident,
etc.)
Level 1 conviction
5
Level 2 conviction
10
Level 3 conviction
15
Level 4 conviction
25
Level 5 conviction
30
*Preventable
collisions/incidents in Red
Cross Vehicle (or on Red
Cross business) within 3
years
1st incident
Additional
Incidents
6
10
each
TOTALS:
MVR Evaluation Categories: Category selected based on total MVR and incident score
891
Category 1: 15 points or less
Category 2: More than 15 points, but not more than 20 points.
Category 3: More than 20 points, but not more than 25 points.
Category 4: 26 points or more.
892
*Resulting in damage exceeding insurance deductible
** A listing of all conviction codes and their score is available from the Fleet Department
893
Fleet Management Program Manual – Incumbent MVR Evaluation Form February 2018
Action taken/recommended based on MVR Review and Category
894
(See “Note:” below). Corrective action completed should be documented.
895
896
Due Date of Next MVR Review:
Reviewer:
Management Comments:
Reviewed By: (Managers’
Signature)
Review Date:
897
Note: Driver Improvement Procedures
898
Category 1: (15 points or less) Driver acceptable for driving.
899
900
Category 2: (More than 15 points, but not more than 20 points) MVR Review must be done at least
901
annually. Driver will be counseled verbally with written confirmation to driver and file of possible
902
consequences of future violations and preventable incidents. Human Resources will be notified of
903
counseling.
904
905
Category 3: (More than 20 points, but not more than 25 points) MVR Review must be done at least
906
semi-annually. Driver must be counseled verbally with written confirmation to driver and file of possible
907
consequences of future violations and preventable incidents. Human Resources will be notified of
908
counseling. Driver must complete defensive driving course within 30 days.
909
910
Category 4: (26 points or more) Driver’s MVR exceeds desired total for driving privileges. Driver will
911
not be permitted to drive vehicles in service to American Red Cross.
912
Fleet Management Program Manual – Driver Vehicle Inspection Report February 2018
Attachment 3 – Driver Vehicle Inspection Report (DVIR)
913
DRIVER VEHICLE INSPECTION REPORT (DVIR)
914
American Red Cross– USDOT 845123
915
DOT Vehicle non-DOT Vehicle
916
PRE-TRIP INSPECTION
Section A
917
Vehicle ID Number: Starting Odometer Reading:
918
Verify the following are in/on vehicle:
Insurance Card
Vehicle Registration
DOT Numbering
919
Remarks:
920
SAFE OPERATIONAL CONDITION OF ABOVE VEHICLE IS SATISFACTORY CONDITION OF ABOVE VEHICLE IS UNSATISFACTORY
921
(Applies only to defects which affect safe operation of vehicle)
922
923
If a SCU, is carbon monoxide detector operational? YES NO NA
924
If equipped with lift gate, is lift gate operational? YES NO NA
925
Date: Time:
926
POST-TRIP INSPECTION
Section B
Date: Time: Ending Odometer Reading:
927
928
Check box below only if a defect exists:
Air Compressor
Air Lines
Battery
Belts and Hoses
Body Damage
Brakes (Parking)
Brakes (Service)
Coupling Devices
Defroster/Heater/AC
Door Locks
Engine
Exhaust
Fifth Wheel
Fluid Levels
Frame/Assembly
Front Axle
Lights
Headlights
Tail lights
Brake lights
Turn Indicators
Warning lights
Reflectors
Generator(s)
Horn
Mirrors
Mud Flaps
Muffler
Oil Pressure
Radiator
Seat Belt(s)
Starter
Steering
Suspension
Tire Chains
Tires
Transmission
Wheels / Rims
Windows
Windshield wiper
Other
Safety Equipment
Fire Extinguisher
Reflector Triangles
Spare Bulbs / Fuses
Wheels Chocks
929
Trailer Number: _______________________________
Brake Connection
Brakes
Coupling Devices
Coupling Pin
Doors
Hitch
Landing Gear
Lights (All)
Reflectors
Suspension
Tires
Wheels / Rim
930
Remarks
931
SAFE OPERATIONAL CONDITION OF ABOVE VEHICLE IS SATISFACTORY CONDITION OF ABOVE VEHICLE IS UNSATISFACTORY
932
(Applies only to defects which affect safe operation of vehicle)
933
934
IF UNSATISFACTORY, NAME OF REPRESENTATIVE CONTACTED
935
POST-TRIP Driver’s Signature and Red Cross ID: /
936
REPAIR DOCUMENTATION (required only for DOT Vehicles)
Section C
Above Defects Corrected Above Defects Need Not Be Corrected For Safe Operation of Vehicle
937
MECHANIC/Red Cross Designee Signature: Date:
938
NEXT DRIVER REPAIR VERIFICATION SIGNATURE: Date:
939
Fleet Management Program Manual – Vehicle Window Cling Sample February 2018
940
Attachment 4 – Vehicle Window Cling
941
All Vehicle Inquiries Call
942
(888) 525-4691
943
Unit #
944
Fleet Management Program Manual – Battery Jump Start Instructions February 2018
Attachment 5 – Battery Jump Start Instructions
945
Staff are not permitted to jump start any vehicle without prior familiarization jump start procedures and
approval by local authority.
1. Do not disconnect the disabled battery – this could damage the vehicle’s electrical system.
2. Do not let the assisting (booster) vehicle and the disabled vehicle touch. Park the boosting vehicle
next to the vehicle with the dead battery.
3. Turn off the ignition of both vehicles, set their parking brakes on and set them in P (Park).
4. Turn off all lights, electronic devices and any other items that can drain power (it’s a good idea to
remove any portable items plugged into your power outlets as well).
5. Remove any terminal covers and excessive corrosion from the battery terminals before connecting
the cables.
6. Clamp the red positive (+) cable onto the disabled vehicle’s red positive (+) battery terminal.
7. Connect the other end of the red positive cable to the booster vehicle's red positive battery
terminal.
8. Connect the black negative clamp to the booster vehicle's black negative (-) terminal.
9. Connect the other end of the black negative cable to a large, unpainted metal surface within the
engine area of the dead vehicle, away from the battery and the carburetor/fuel injection system.
Make sure cables are clear of any possible moving parts.
10. After a final check, start the booster vehicle. Then start the disabled vehicle. Allow them both to run
connected for about three minutes.
11. Without turning off the jump-started vehicle’s engine, disconnect the cables in the reverse order
that they were attached and close the hoods.
12. Allow the jump-started vehicle’s engine to run for several minutes.
946
947
948
Attachment 6 - Road Test Directions
949
950
Prior to driving a vehicle for the American Red Cross, a prospective driver’s ability to safely handle the
951
vehicle must be accessed by administration of a road test in a representative vehicle of each type
952
(excepting passenger car, SUV, and mini-van) the driver will be expected to drive for American Red
953
Cross.
954
955
Road testing should include exposure to routine road hazards which the prospective driver will likely
956
encounter on a day-to-day basis. This can include urban areas, back roads, alleys, highways, bridges,
957
grades, school zones, intersections, backing, parking, left and right turning, and railroad crossings.
958
959
A parking lot test should be established that includes hands-on operation of the vehicle by the
960
prospective driver in a controlled environment.
961
962
The route used for the over the road test must allow for a complete assessment of the driver’s skills and
963
abilities detailed in the road test form. A varying work route to a job site or a set course may be used to
964
perform the road test. In all cases, the route should be identified before performing the test. A
965
minimum distance traveled of 10 miles is required for each road test.
966
967
A qualified driver in the vehicle type being used for the test must assess the prospective driver using the
968
road test form provided.
969
970
Road tests will be:
971
• Administered by an Red Cross staff person (Observer) selected by Local Management or Fleet
972
Management and qualified to operate the vehicle being used for testing;
973
• Administered for each type of vehicle the prospective driver will be expected to drive other than a
974
passenger car, SUV, or minivan;
975
• Completed by the Observer and all documentation returned to the driver’s department.
976
977
Road Test Results:
978
• 80% or higher of the assessment items checked as “yes” is passing.
979
• Less than 80% indicates failure; 1 re-test will be permitted on a failed test result unless a
980
preventable collision incident occurred during the test.
981
• A motor vehicle collision incident determined to be preventable will result in a failed road test.
982
983
Staff members will not be allowed to drive company vehicles other than passenger car, SUV, or mini-van
984
until road tested in that vehicle class.
985
986
987
Fleet Management Program Manual – Administering the Road Test February 2018
Attachment 7 - Administering the Driver Road Test and Record of Road Test
988
989
Red Cross Competent Driver:
990
You have been assigned to drive & observe a new driver. Prior to being allowed to drive any American
991
Red Cross Vehicle, the new driver is required to pass a Road Test, administered by an American Red
992
Cross experienced driver. You are being asked to perform this observation for this new driver.
993
994
Please review the form prior to starting the test.
995
996
If this road test is not administered during this drive, the new driver may not be allowed to operate the
997
vehicle on an independent basis. Be sure that the new driver is road tested in both highway and city
998
driving including parking the vehicle. The road test may be administered during your normal travel
999
route by allowing the new driver to drive part of the route with you as an observer.
1000
1001
When administering the road test, please be sure all areas on the form are completed.
1002
1003
Observer must provide the applicant a map or a description of route followed for this road test. The
1004
route’s description may be written on a separate piece of paper and should be available for review.
1005
1006
ADMINISTERING THE ROAD TEST
1007
The license of the new driver is checked to verify that he/she has an appropriate license.
1008
Driver is provided with a map or description of the course and give instructions.
1009
Observer conducts a pre-trip inspection with driver.
1010
Observer familiarizes the driver with the vehicle.
1011
Parking lot portion of road test conducted.
1012
Over-the-road portion of road test conducted. (Give directions for the route well in advance to avoid
1013
last minute maneuvers, but do not distract the driver with unnecessary conversation en route.)
1014
Driver conducts a post-trip inspection.
1015
Fleet Management Program Manual – Administering the Road Test February 2018
Record of Road Test
Driver Name:
Date of Test:
Volunteer
Paid Staff
Job Title:
Year, Make, & Model of Vehicle
Vehicle #
Observations
Test item
demonstrated?
Observations
Test item
demonstrated?
Starting Vehicle
Yes
No
NA
Turning
Yes
No
NA
Adjusts seat
Makes sure is in proper lane for turn
Adjusts side view mirrors
Signals intention well in advance
Adjust rear view mirrors
Approaches turn at proper speed
Uses seat belt
Checks traffic conditions and turns only
when intersection is clear
Vehicle Operation
Keeps vehicle in proper lane during turn
Starts vehicle without grinding starter
Passing
Maintains proper speed for conditions and
within speed limits
Only passes in safe location, where legally
permitted
Maintains 3 second following distance
(minimum)
Checks ahead and behind to make sure
passing room is adequate
Checks traffic patterns
Uses directional signals properly
Does not use hand held cell phone while
operating vehicle
Leaves sufficient space before moving
back into lane
Steers smoothly
Does not exceed speed limit
Drives with both hands on steering wheel
Obeys traffic signs/ signals
Does not allow vehicle to roll while stopped
Intersections
Backing & Parking
Checks in all directions for traffic conditions
Avoids backing from blindside
Prepares to stop vehicle if necessary, even
if traffic signal is green
Checks area including overhead before
backing
Stops vehicle in proper location
Uses mirrors while backing
Stops in correct gear
Miscellaneous to be completed by the observer
Driver knows where to find the height of the vehicle
Yes No
Driver knows where to find the height of a bridge or underpass
Yes No
Driver was shown how to conduct a pre-trip inspection & complete the form
Yes No
Driver was shown how to conduct a post-trip inspection & complete the form
Yes No
Determination of New Driver Road Test Results: Qualified Not Qualified
1016
Reasons for Failure in Road Test: 7 or more test items checked as “no” Preventable collision during test
1017
1018
Allowed to Retest? (After 1 business day) Yes No
1019
1020
1021
Printed Name of Competent Driver Signature of Competent Driver Date
1022
1023
1024
Printed Name of Driver Signature of Driver Date
1025
1026
Fleet Management Program Manual – Motor Vehicle Incident Review Guidelines February 2018
Attachment 8 - Motor Vehicle Incident Review Guidelines
1027
The heart of a safe driving program is the careful determination of the preventability of each incident in
which a driver is involved. This must be done in the light of all the facts pertinent to the incident's
occurrence. Unearthing these facts is sometimes difficult in practice, but can be made easier by training
drivers to report the incidents in which they are involved completely and accurately.
National Fleet Administration will perform the functions of determining preventability and
recommending corrective actions for motor vehicle incidents.
Each incident reported to American Red Cross will be evaluated and an initial determination made as to
the preventability of the incident. For any incident in which the preventability cannot be determined by
an initial review, an inquiry for further information will be forwarded to the region. A phone interview
with the driver may be needed.
Preventability will be determined based on the guidance in Attachment 9 - Guide for Preventability
Decisions.
The preventability decision will be communicated to the driver, driver’s management, local fleet contact
and safety. Documentation of the decision will be added to the driver’s incident file.
The preventability decision must be communicated to and reviewed with the driver by the region. The
first preventable incident in a three year period must also require mandatory attendance in an online or
classroom Defensive Driving Course (DDC) within thirty days of the incident preventability determination
communication. Acceptable defensive driving courses are limited to courses from AAA, AARP, JJ Keller,
or National Safety Council.
The privilege of a staff member to operate an organization owned/ leased motor vehicle or personal
motor vehicle in service to the Red Cross may be suspended after any incident review. The
recommendation to suspend must first be presented to the Division Fleet Manager, Division HR
Manager, and the Area Safety Director or their designees. A majority decision of the three will decide if
the recommendation is followed. The decision will be presented to the driver’s Department Director
before being presented to the driver. This decision is final.
Decisions of preventability and/ or corrective action may be appealed to the Division HR Manager. All
appeals must be reviewed by the Division Fleet Manager, Area Safety Director, and Division HR Manager
or their designees. Members of this Appeals Group cannot be the originators of the decision. The
decision of this Appeals Group is final.
A list of drivers with suspended driving privileges will be maintained by the organization and available
for referral prior to assigning a vehicle to a driver. A database will be maintained for all incidents which
will provide necessary information, including the driver’s name, date of incident, and determination of
preventability.
Fleet Management Program Manual – Motor Vehicle Incident Review Guidelines February 2018
A report of all incidents will be reviewed at least quarterly for determination of trends in incident causes
and types. Follow up actions will be identified by the review team and communicated to the
organization as appropriate.
Fleet Management Program Manual – Guide for Preventability Decisions February 2018
Attachment 9 - Guide for Preventability Decisions
1028
Determinations of incident preventability are based on guidance in this attachment. The determinations
will follow the three principles listed below.
1. An incident shall be considered “Preventable” when the operator of the vehicle has failed to do
everything reasonable to avoid the incident as defined by the National Safety Council.
2. The incident shall be considered “Non-Preventable” when it has been determined that the operator
of the vehicle did everything reasonable to prevent the incident.
3. Those cases resulting from natural forces, from acts by other than human sources, from a deliberate
act (e.g., vandalism), from a non-perceivable object (e.g., flying debris on road), or while the vehicle is
properly parked also shall be classified as a Non-Preventable incident.
A motor vehicle incident is preventable if the driver could have done something to avoid it. Drivers are
expected to drive defensively. Which driver was primarily at fault, who received a traffic citation, or
whether a claim was paid has absolutely no bearing on preventability. If there was anything the driver
could have done to avoid the collision, then the incident was preventable.
An incident is non-preventable when the vehicle was legally and properly parked, or when properly
stopped because of a law enforcement officer, traffic control device, or traffic condition.
If a stationary object is struck, then it is usually a preventable incident. If the driver rear ends another
vehicle, then it is usually a preventable incident. It should be noted there are exceptions to any rule, but
they are just that – exceptions!
It should be the practice of any person discussing or judging incidents to obtain as many facts as possible
and to consider all conceivable conditions. Adverse weather conditions, actions of other drivers, or
other such excuses will influence the judgment of preventability. If procedures, scheduling, dispatching,
or maintenance out of the control of the driver were found to be factors, that should be taken into
account. The organization must take responsibility for the work environment and recognize that drivers
cannot control some aspects. It is critical that drivers have the ability to refuse to operate an unsafe
vehicle without reprisal from management.
1029
Professional drivers are expected to drive in a manner which allows them to avoid conflicts when they
1030
arise. Whether a driver has a 25-year safe driving record or started driving the day before has no
1031
bearing on whether an incident was or was not preventable. Taking a fair attitude does not mean
1032
leniency. The types of incidents listed below cannot cover every incident which may occur. They are
1033
intended to provide guidance in determining the preventability of the reviewed incident.
1034
QUESTIONS TO CONSIDER – GENERAL INCIDENTS
1. Does the report indicate that the driver considers the rights of others or is there evidence of poor
driving habits which need to be changed?
2. Does the report indicate good judgment? Such phrases as “I did not see,” “I didn’t think,” “I didn’t
Fleet Management Program Manual – Guide for Preventability Decisions February 2018
expect,” or “I thought” are signals indicating there is something wrong. An aware driver should
think, expect, and see hazardous situations to avoid collisions.
3. Was the driver under any physical handicap which could have been contributory? Did the incident
happen near the end of a long and/or hard run? Did the driver get sufficient sleep before the
trip? Is the driver’s vision faulty?
4. Was the vehicle defective without the driver’s knowledge? A gradual brake failure, a car which
pulls to the left or right when the driver applies the brakes, faulty windshield wipers, and similar
items are excuses, and a driver using them is trying to evade responsibility. Sudden brake
failure, loss of steering, or a blowout may be considered defects beyond the driver’s knowledge;
however, the inspection and maintenance program should work to prevent these hazards.
5. Would taking a route through less congested areas reduce the hazardous situations encountered?
QUESTIONS TO CONSIDER - SPECIFIC TYPES OF INCIDENTS
Intersection Collisions
Failure to yield the right-of-way, regardless of stop signs or lights, is preventable. The only exception to
this rule is when the driver is properly proceeding to an intersection protected by lights or stop signs and
the driver’s vehicle is struck in the extreme rear, side, or back.
Regardless of stop signs, stop lights, or right-of-way, a safe driver should recognize that the right-of-way
belongs to anyone who assumes it and should yield accordingly. In addition, a safe driver is expected to
know the turning radius of the vehicle and be able to avoid damaging other vehicles. These incidents
are normally considered preventable.
1. Did the driver approach the intersection at a speed safe for conditions?
2. Was the driver prepared to stop before entering the intersection?
3. At a blind corner, did the driver pull out slowly, ready to apply the brakes?
4. Did the driver operate the vehicle correctly to keep from skidding?
IF THE ANSWER TO ANY QUESTION IS NO, THE DRIVER WAS NOT DRIVING DEFENSIVELY AND THE
INCIDENT WAS PREVENTABLE.
Sideswipes
Sideswipes are often preventable since drivers should not get into a position where they can be forced
into trouble. A driver should pass another vehicle cautiously and pull back into the lane only when he or
she can see the other vehicle in the rearview mirror. A driver should also be ready to slow down and let
a passing vehicle into the lane. A driver should not make a sudden move that may force another vehicle
to swerve.
Unless the driver is swerving to avoid another car or a pedestrian, sideswiping a stationary object is
Fleet Management Program Manual – Guide for Preventability Decisions February 2018
preventable.
Drivers are expected to be able to gauge distances properly when leaving a parking place and enter
traffic smoothly.
A driver is expected, whenever possible, to anticipate the actions of an oncoming vehicle. Sideswiping
an oncoming vehicle is often preventable.
The doors of a vehicle should never be opened when it is in motion and should not be opened on the
traffic side, unless clear of traffic, when it is parked.
A parked vehicle can be seen from a sufficient distance; therefore, the operator of an approaching
vehicle should be prepared in case the doors of the parked vehicle are opened.
1. Did the driver look to front and rear for approaching and overtaking traffic immediately before
starting to pull away from the curb?
2. Did the driver signal before pulling away from the curb?
3. Did the driver look back rather than depend only upon rearview mirrors?
4. Did the driver start into traffic only when this action would not require traffic to change its speed
or direction in order to avoid his or her vehicle?
IF THE ANSWER TO ANY QUESTION IS NO, THE DRIVER WAS NOT DRIVING DEFENSIVELY AND THE
INCIDENT WAS PREVENTABLE.
Skidding
Many skidding conditions are caused by rain, freezing rain, fog, and snow, which all increase the hazard
of travel. Oily road film, which builds up during a period of good weather, causes an especially
treacherous condition during the first minutes of a rainfall.
Loss of traction on a grade can be anticipated, and these incidents usually are preventable. Chains or
other suitable traction devices should be used, if they are available.
1. Was the driver operating at a safe speed according to weather and road conditions?
2. During inclement weather, was the driver keeping at least twice the safe following distance used
for dry pavement?
3. Were all actions gradual?
4. Was the driver anticipating ice on bridges, gutters, ruts, and near the curb?
5. Was the driver alert for water, ice or snow in shaded areas, loose gravel, sand, ruts, etc.?
IF THE ANSWER TO ANY QUESTION IS NO, THE DRIVER WAS NOT DRIVING DEFENSIVELY AND THE
Fleet Management Program Manual – Guide for Preventability Decisions February 2018
INCIDENT WAS PREVENTABLE.
Pedestrian and Animal Collision
All types of pedestrian incidents, including collision with pedestrians coming from between parked cars,
are usually considered preventable. There are few instances where the action of pedestrians is so
unreasonable that the operator could not be expected to anticipate such an occurrence.
Collisions with animals are normally preventable, unless the movement on the part of an animal was
unusual and unexpected. This is also taking into consideration the fact that the driver was aware of
animals in the vicinity.
1. For animal collisions, was the animal struck by the side or rear of the vehicle?
2. For animal collision at front of vehicle, was animal running across the road at time of collision?
3. Did the driver drive through congested areas where it could reasonably be expected that
pedestrians would step in front of the vehicle?
4. Was the driver prepared to stop?
5. Did the driver maintain as much clearance between his or her vehicle and parked vehicles as
safety permitted?
6. Did the driver stop when other vehicles have stopped to allow pedestrians to cross?
7. Did the driver wait for the green light or stop for the caution light?
8. Was the driver aware of children and prepared to stop if one ran into the street?
9. Did the driver give all pedestrians the right-of-way?
10. Did the driver stop for a school bus which was stopped and properly signaling that passengers
were loading or unloading?
IF THE ANSWER TO ANY QUESTION IS NO, THE DRIVER WAS NOT DRIVING DEFENSIVELY AND THE
INCIDENT WAS PREVENTABLE.
Parked or Stopped
Incidents occurring when vehicles are properly and legally parked are considered non-preventable.
Incidents occurring while the vehicle was double parked or in a “No Parking” zone are preventable.
1. Was the vehicle parked on the proper side of the road?
2. Was it necessary to park near the intersection?
3. Did the driver have to park on the traveled part of the highway, on the curve, or on the hill?
Fleet Management Program Manual – Guide for Preventability Decisions February 2018
4. When required, did the driver warn traffic with emergency warning devices?
5. Did the driver park parallel to the curb?
6. Was it necessary to park so close to an alley or directly across from a driveway?
IF THE ANSWER TO ANY QUESTION IS NO, THE DRIVER WAS NOT DRIVING DEFENSIVELY AND THE
INCIDENT WAS PREVENTABLE.
Non-collision Vehicle Damage, Mechanical Failure, and Miscellaneous Problems
The incident should be considered preventable if the investigation shows a mechanical defect of which
the driver was aware, a defect the driver should have found by inspecting the vehicle, or the driver
caused by rough and abusive handling.
When a mechanical failure is sudden or unexpected, not resulting from abuse or ordinary wear, it may
be considered non-preventable. Bad brakes should not be considered a mechanical failure unless the
failure was sudden and the driver had no previous knowledge of the condition. However, this type of
failure cannot excuse a driver who does not conduct a thorough pre-trip inspection of the vehicle.
It is a driver’s responsibility to secure the load and to avoid sudden vehicle movements which may cause
shifting of the cargo.
1. Could the driver have done anything to avoid the incident?
2. Was the driver’s speed safe for conditions?
3. Did the driver obey all traffic signals?
4. Was the driver’s vehicle under control?
IF THE ANSWER TO ANY QUESTION IS NO, THE DRIVER WAS NOT DRIVING DEFENSIVELY AND THE
INCIDENT WAS PREVENTABLE.
1035
Fleet Management Program Manual – Motor Vehicle Incident Report Form February 2018
Attachment 10 – Motor Vehicle Incident Report Form
1036
INSTRUCTIONS
1037
Immediately report the vehicle incident to the insurance administrator (Sedgwick) by calling 1-800-272-7988. Driver
1038
completes this form and submits to MVIR@redcross.org within one business day (supervisor completes if driver is unable)
1039
For Biomedical Services employees only, call 1-877-UCBLOOD to report injuries related to this motor vehicle incident
1040
BASIC INFORMATION
1041
1042
Date of Incident Time of Incident: AM PM
1043
1044
Region / Department:
1045
1046
City/Town: _______________________ State: Zip: ____________ Vehicle Element #:
1047
1048
Is the vehicle DOT regulated? Yes No Claim # (from calling in to Sedgwick) :
1049
1050
AMERICAN RED CROSS DRIVER INFORMATION
1051
1052
Driver Name: _______________________ Supervisor Name: ________________________________________
1053
1054
Driver DOB: ________________ Driver is: Employee Volunteer Other: __________________
1055
1056
Cell Phone: _ Home Phone: ________ Work Phone: ____________________
1057
1058
INCIDENT DESCRIPTION
1059
1060
Please describe the incident: _____
1061
1062
1063
1064
1065
1066
1067
1068
Driver Signature: Date:
Please draw diagram of incident:
Fleet Management Program Manual – Guide to Reporting Motor Vehicle Incidents February 2018
Attachment 11 – Guide to Reporting Motor Vehicle Incidents
1069
When an Auto Incident Occurs: If there are fatalities, injuries requiring more than first aid, or vehicle fluids released as a
1070
result of the collision, call 911.
1071
1. Turn on vehicle hazard lights.
1072
2. If incident is minor, move vehicle to a safe place, out of traffic.
1073
3. Gather information from other driver, passengers and witnesses.
1074
4. Obtain and exchange insurance information.
1075
5. Obtain information on other vehicles or property involved, get pictures when possible.
1076
6. Cooperate with authorities.
1077
7. Limit communications. Do not make statements to anyone other than the police officer.
1078
8. Report incident to your supervisor.
1079
9. Auto claims should be reported to Red Cross Claim Administrator (Sedgwick) by calling 1-800-272-7988.
1080
10. Complete the Motor Vehicle Incident Report form.
1081
11. Report the incident on the daily vehicle inspection form on the remarks line.
1082
When reporting an Auto claim to Sedgwick (1-800-272-7988), Please ensure the following information is readily available.
1083
The following information is required to complete the phone call to Sedgwick.
1084
CALLER INFORMATION:
1085
1. Line of Business: (Auto Liability)
1086
2. Date of Loss
1087
3. Time of Loss
1088
4. Caller Type: (Employer, Employee, Volunteer)
1089
5. Callers Name
1090
LOCATION LOOKUP:
1091
1. Location Code: If this code is unknown, Sedgwick can assist in determining the proper location code based on
1092
several pieces of information including: (1) the name of the Region/Chapter (2) the City/State where the
1093
Region/Chapter is located (3) zip code of Region/Chapter
1094
CLIENT/LOCATION INFORMATION:
1095
1. Department
1096
2. Is this the Loss Location (is this where the incident occurred?)
1097
3. Red Cross notified date
1098
4. Is this a National Disaster Event?
1099
a. If Yes, what is the DR number
1100
LOSS LOCATION INFORMATION:
1101
1. Loss location name (where the incident occurred)
1102
2. Loss description (what happened)
1103
3. Authorities involved? If ‘YES’ caller will be asked to provide info such as Authority name, Report filed? Report
1104
Number, Officers Name.
1105
4. Other info: Road conditions, Weather conditions, Speed Limit, Vehicles towed)
1106
Fleet Management Program Manual – Guide to Reporting Motor Vehicle Incidents February 2018
Red Cross VEHICLE INFO:
1107
1. Was vehicle damaged
1108
2. Description of damage
1109
3. Vehicle Type (Red Cross Owned/Leased, Personal Vehicle, Rental)
1110
4. Year, Make, Model of Red Cross vehicle
1111
5. Tag Number and State
1112
6. Damage description
1113
Red Cross DRIVER INFO:
1114
1. Driver name and address
1115
2. Is driver an employee?
1116
3. Was driver injured (If yes, caller will be asked for an injury description)
1117
4. Who owns the vehicle (Red Cross, Diver, Other)
1118
5. Driver Info including: Address, phone numbers, date of birth, citations issued, wearing seatbelt, using cell phone,
1119
soc sec number.
1120
FIRST PARTY VEHICLE OWNER (if Red Cross driver is operating a vehicle not owned/leased by Red Cross):
1121
1. Owner Type (business or individually owned)
1122
2. Owner Name including address and phone numbers of owner
1123
Red Cross PASSENGER INFO: If passengers in the Red Cross vehicle, info should be provided for each passenger including:
1124
1. Is the passenger an employee?
1125
2. Was the passenger injured?
1126
3. Name, address, phone numbers
1127
4. Nature of injury (if injured)
1128
5. If transported to hospital – name of facility
1129
THIRD PARTY VEHICLE INFO: (info needed for each additional vehicle)
1130
1. Year, make, model of vehicle
1131
2. Was vehicle damaged
1132
3. Were passengers injured (if yes, info needed on each injured party)
1133
4. Vehicle owner info
1134
5. Vehicle Driver info (if different from owner, is vehicle owned by business or individual)
1135
6. Info on passengers of vehicle (how many passengers? name, contact info, injuries)
1136
OTHER PARTY OR PROPERTY DAMAGE INFO:
1137
1. Party type (Client, Cyclist, Pedestrian, Volunteer, Other)
1138
2. Name/Address/Contact info of other party or property owner
1139
3. If Property Damaged, then:
1140
a) Property description (building, canopy, fence, etc)
1141
WITNESS INFO:
1142
1. Name, Address, Contact info for all known witnesses
1143
CLOSING:
1144
1. Is Red Cross contact same as the caller? Provide local Fleet Contact name and information if known.
1145
1146
Attachment 12 – Motor Vehicle Record Consent
1147
CONSENT for Request Motor Vehicle Record (MVR)
The American Red Cross Fleet Management Program provides administrative and operational
guidance concerning the safe operation of vehicles in service to American Red Cross.
This written program can be accessed through your supervisor, local fleet staff, or your local
safety staff.
One element of our program is a periodic review of the Motor Vehicle Record (MVR) for
designated job titles that include driving as a function of job performance. Your job title is
designated as one of these. The American Red Cross will contact the Department of Motor
Vehicles in the State in which you hold a drivers license and ask for a copy of your MVR.
Your acknowledgement that you are aware of the requirements of the Fleet Management
Program and that you consent for the annual check of your MVR is required.
Please provide your information listed below; and then sign and date this form to document your
awareness of the requirements of the Fleet Management program and your consent for the
periodic check of your MVR.
Thank you for your support of a safe fleet program at the American Red Cross.
Driver First Name:
Driver Last Name:
Driver’s License Number:
Driver’s License State:
Driver Date of Birth:
Driver Signature:
Driver Signature Date:
Fleet Management Program Manual – Motor Vehicle Incident Review Board Determination February 2018
Attachment 13 - Motor Vehicle Incident Review Determination form
1148
1149
Facility Name:
Meeting Date
Incident Date
Driver:
Position Title:
Incident Location:
Description:
(Mark one) PREVENTABLE
NOT PREVENTABLE
Reason For Determination:
Committee Recommendation for Actions to be Taken:
Signatures:
Incident Review Committee or designee:
Supervisor:
Driver receives one copy. One copy must be retained by Incident Review team and one copy by driver’s supervisor.
Date Received by Driver:
Driver’s Signature:
Desire to Appeal:
Driver’s Initials:
Date of Appeal:
Time:
1150
Canal Winchester Vehicle Preventative Plan
Preventive maintenance on each 5310 vehicles is done on a regular basis. The Administrator maintains
separate files on each vehicle and monitors service needs, both routine and as issues arise. Maintenance of
less than $300 is scheduled as appropriate. Maintenance and repair of more than $300 is reported to the
Director for approval and then scheduled as approved. An inspection of each vehicle is performed annually to
assure that all vehicles are maintained appropriately and as required.
City of Groveport
Senior Transportation
Vehicle Maintenance Plan
Goals and Objectives
Routine Service and maintenance is essential to ensure each vehicle in our fleet meets it’s useful life.
This plan outlines the schedule and process for all maintenance due for the vehicles. This plan is in
accordance with the recommended manufacturers schedule and the policy schedule for the Senior
Transportation Department of the City of Groveport.
Inventory List
2006 Ford E350 Econoline 11 passenger van
2012 Ford E350 Econoline 9 passenger van w/ wheelchair lift
2014 Ford E350 Econoline 9 passenger van w/ wheelchair lift
2016 MV1 3 passenger/2 wheelchair
Maintenance Responsibilities
Daily maintenance checks are done by the Senior Transportation driver using the vehicle for that day. A
pre-trip inspection is performed and logged. The log is turned in each day to the Transportation
Coordinator. Any issues or concerns are reported verbally as well as being stated on the daily log.
The Transportation Coordinator keeps track of daily logs and organizes direction for any maintenance
issues. The Transportation Coordinator makes arrangements for all scheduled maintenance and repair
work with partner companies contracted to do the specific work.
The Transportation Coordinator keeps track of all maintenance and invoices.
The Transportation Director oversees all maintenance and repair activity in the department.
Preventative Maintenance Plan
Each day that a vehicle is in use, the driver performs a pre-trip inspection to ensure that the vehicle is in
good condition for the day.
Once a week a weekly inspection is performed to ensure fluid levels and operational functions of the
vehicle are in proper working order.
See Inspection form for detailed instructions.
The vehicle is marked with an accessibility symbol and the Ohio Public Transportation Logo.
Each of these elements of inspection are rated on a scale of 1-5 with 1 being poor or broken and 5 being
excellent condition/like new. Space is provided on the inspection form to rate and report any concerns
or issues with the vehicle.
Each month the Coordinator does a check of needed or scheduled maintenance. If service is indicated,
the work is scheduled in accordance with the driver schedules to keep disruption of service to a
minimum.
A roster of scheduled maintenance for each vehicle is kept updated in the Transportation office on the
bulletin board and kept in electronic and paper files.
Scheduled maintenance includes monthly washes of the vehicles at a truck wash company. The drivers
are in charge of cleaning the interior of their vehicles each day. Random checks of vehicle cleanliness are
performed by the Coordinator. See attached form for details.
Follow up Procedure for Repairs
If it is determined that repair is necessary, the Coordinator will make the appointment for repairs
promptly with the partner company assigned to do the specific work.
All work done on the vehicle is logged and filed in the Transportation office and kept track of by the
Coordinator.
Consumables Re-Stocking Procedure
All consumable fluids and supplies are kept in locked cabinets in the Transportation office. The
Coordinator makes sure that the supplies are stocked at all times. Fluids are dated and rotated
accordingly. Drivers have access to needed supplies for the vehicles.
Vehicle Storage Procedure
The vehicle fleet of Groveport Senior Transportation is housed at The Groveport Recreation Center
located at 7073 Groveport Rd., Groveport, Ohio 43125.
The vehicles are parked in the lot directly south of the Recreation Center building in assigned and
marked spots. The lot is equipped with surveillance cameras that are monitored by City employees. The
lot is also monitored by the City of Groveport Police Department. The lot is well lighted and maintained.
MAINTENACE
The agency maintenance is classified as:
Routine scheduled maintenance such as oil change, brakes checks, tire rotation, radiator/transmission flush will
be done to manufacture specification. The scheduled maintenance is tracked by Agency Vehicle Summary
Report.
Repairs are services that are required when the vehicle is not working properly. Major repairs are engine work,
brakes, suspension, steering, ignition system, driver seat belt.
Dealer recalls: parts replacement that the vehicle manufacturer recommends based on the age, part defect or
mileage of the vehicle.
Agency Vehicles inspection checks are completed monthly by cargo van driver.
Vehicle interior inspection are conducted monthly by Transportation Manager or designated back up employee.
All maintenance will be conducted by contracted automotive service facilities. To keep the repairs at minimal cost
without compromising safety standards, the following actions will be performed:
1. The Van Hurtin form is turned in by cargo van driver will be assessed by Transportation Manager or Department rep
prior to putting into the shop. The maintenance shop will be call to schedule appointment.
2. Maintenance repair shops for all LifeCare vehicles is Buckeye Tire, 1000 W Mound St, Columbus, OH 43223 614-224-
3166 and for accident /body shop repairs is Whiteside Auto Sales, 15921 US Route 62, Mt. Sterling, OH 43143, 1-
800-686-2818.
a. For vehicle repairs below $500 estimated cost will be approved by Department Directors.
b. For vehicle repairs above the cost of $500 estimated cost will be forwarded to VP of Operations. There will be
an estimate: dealership or repair shop. The estimate and vehicle repair history will be forwarded to
Department Directors then VP of Operations. The approval for the repairs will come from the Fiscal after VP of
Operations approval.
c. All repair cost over $1,500 for 5 months in the same fiscal year will be considered for vehicle replacement
procedures.
3. Vehicles that are still under warranty will be sent to dealership for repairs. Transportation Manager or Department
rep will make a note of reminder on the Microsoft calendar for 2 months prior to warranty expiration date to have
the vehicle inspected for problems.
4. All vehicle recalls will conducted by the dealership in a timely manner.
5. Windshield repairs will be completed by Safelite and fall into two categories: chip or crack.
a. If a windshield receives a chip or star then the repair will have the chip or star filled in. Safety requirement is to
have the windshield replaced when it receives more than three chips or stars.
b. If the windshield receives a crack then the entire windshield will be replaced.
If a repair is needed immediately, an e-mail can be sent to alert Program Director, Controller, and VP of Operations for e-
mail approval. This is only used if operations will stop because 2-3 vehicles are in need of major repairs.
Netcare Access
Reach Out Program
Van Preventative Maintenance Plan
8/29/2018
All vans are tracked by Fleetmatics GPS tracking software that alerts with an email to the manager,
when service is to be scheduled. The following schedule is followed, based on mileage.
1.Oil change due – every 4,000 miles. Also check fluids, rotate tires, check air filters and spark plugs
2. Check Up – every 20,000 miles. Check front suspension, brake linings, replace cabin air filter, check
tie rod ends, boot seals
3. Transmission fluid plus check up – every 60,000 miles. Check (and repair/ replace if necessary) front
suspension, brake linings, cabin air filter, tie rod ends, boot seals, plus CV joints, air filter, and
transmission fluid.
4. Daily pre – trip vehicle inspections. In addition, Netcare staff do daily pre – trip vehicle inspections
for mechanical problems, and attend to any issues by having the vehicle repaired.
Yellow Cab Preventive Maintenance Program & Repair Shop Procedures
Yellow Cab has a Two-Pronged Program of Preventive Maintenance, involving both our drivers
and our mechanics. This system not only enhances vehicle maintenance and controls costs by
identifying vehicle issues at their inception, but also elevated our safety program by making
both drivers and mechanics aware of even minor changes in a particular vehicle’s status.
Driver Daily Pre-Shift Inspection- These are the procedures that each driver follows every day
before their vehicle is put into service:
• Each driver receives a pre-trip form
• Beginning mileage and start time of the manifest must be documented
• Horn is checked to make sure it is working
• Windshield is checked for any cracks and chips, and windshield wipers are checked to
make sure that there are working properly
• All mirrors are checked for any cracks and chips
• Tires are checked for air pressure and proper tread wear levels
• Seat belts are checked to make sure that they are all working properly
• Wheelchair transport equipment is checked and confirmed to be operational
• Directional signals, back up siren, and hazards lights are checked
• All drivers checked to make sure that make sure that they have enough wheelchair tie
downs and seat belts for the number of wheelchairs that the van holds
• Water is checked
• Oil level is checked when the van is off to make sure it is at the correct level
• Transmission level is checked when van in running to make sure it is at the proper level
• Brake fluid and windshield wiper fluid is also checked
• Each driver must have their driver license and DOT card, and the vehicle must have a
gas card and Insurance card
• Once the driver has inspected their cab, the correct boxes are then checked on the pre-
trip form. The form is then signed and dated.
• If the driver finds a problem with the vehicle during the inspection, he or she will then
bring it to the attention of the Shop Manager. If the Shop Manager can’t fix the problem
at that time, the driver will be given another vehicle to inspect and use.
Yellow Cab’s Formal Preventive Maintenance Program- This is the regular vehicle
maintenance program used by Yellow’s mechanics.
Yellow Cab utilizes a progressive, mileage based preventive maintenance (“PM”) program that
meets or exceeds the standards of the vehicle or component manufacturer and the CFP. Yellow
Cab also monitors repair trends and modifies the PM requirements for that vehicle type as
appropriate. In addition to the mileage-based PM program, Yellow Cab performs additional
inspections (see below). Before the arrival of any new equipment or the beginning of a contract,
all PM procedures are reviewed and modified as necessary. A vehicle inspection will also be
performed on newly arriving equipment and a record made in the vehicle’s permanent file.
Where the equipment is used, maintenance records are also reviewed; based on the vehicle and
record inspection, a PM will be performed as appropriate. Vehicle mileage and PMs performed
are tracked and that information then generates the PM due report. Mileages are obtained and
input into the system.
When a category of PM is due, the mechanic will be issued a schedule of inspection and activities
to perform. These forms vary based on the type of equipment and the interval. Again, in all
instances the activities meet or exceed manufacturer, regulatory and contractual requirements.
Completed PM forms are then reviewed, and the date and mileage of the PM input into the
tracking system.
General A-Level PM are done at (3,000 mile) intervals by a certified mechanic that will do all
preventive maintenance and minor repairs. All PM’S class B-Level (6000miles) & C-Level
(24000miles) will be completed at the Yellow Cab maintenance facilities. All paper work on
vehicle mileage, PM performed, and any item repaired. Fluids added will be kept on our Database
with a hard copy in the vehicle file.
Vehicle Repair and Daily Maintenance - Yellow’s standard program of repair and maintenance.
Yellow Cab is committed to providing well-maintained vehicles on this project. Our vehicles all
receive preventive maintenance as well as corrective repairs in conformance with all government
regulation, all contractual requirements and all standards of the vehicle/component
manufacturer. Yellow Cab’s maintenance facility and equipment is maintained in conformance
with all regulations and contract standards.
All mechanical, electrical and hydraulic systems are maintained in proper working condition
including but not limited to air conditioning and heating systems, ramps, communications
equipment, lighting, and upholstery. All body damage to vehicles is repaired in a timely fashion.
Vehicles are kept clean, including engine areas, as well employ part-time cleaning staff every
weekend.
Vehicles that do break down are expeditiously towed with licensed tow equipment. Proper repair
records are kept on breakdowns, vehicles out-of-service, and all repairs performed. Records are
made available for inspection on request. Maintenance department management monitors
vehicular and department performance, including repeat failures, and takes appropriate action.
Our maintenance department employees possess proper qualifications for each repair that we
perform. Maintenance department employees are also properly trained and supervised, and have
the proper equipment, tools, parts and supplies to perform their jobs. Whenever we subcontract
for a particular maintenance function, we always closely monitor vendor performance take
corrective action taken as required.
