Fleet Services

Vehicle Preventive Maintenance, Inspections, and Repair

All departments with state-owned vehicles are subject to the campus motor vehicle inspection policy (see California Education Code link below) whether the department contracts with Facilities Services Fleet Services Department for services or an outside vendor.

Maintenance and Repair

Departments may procure vehicle maintenance and inspection services from Fleet Services.

• Facilities Operations do offer in-house services on a recharge basis. If a department contracts with Facilities Services to satisfy compliance requirements, Facilities Services will assume responsibility for maintaining all required vehicle inspection reports, and scheduled maintenance documentation.
• Estimates are available upon request.

For scheduling, service quotes, or repair status, contact the Fleet Services office at:

• Phone: 805-756-6022
• fleet-services@calpoly.edu
• Vehicle Service Form

Vehicle Use and Maintenance Procedure:

Please reference the campus Vehicle Use and Maintenance Procedure when state vehicles must have preventive maintenance and inspections. It also contains guidelines for performing vehicle repairs on or off campus.

Selecting Fleet Services or an Outside Vendor:

Please follow the below guidelines before contracting out an outside vendor. The CSU / Teamsters collective bargaining agreements article 4.4 states, when making any decision to contract out normal Bargaining Unit work, reasonable efforts must be made to first determine if it can be performed in-house. The Campus or Chancellor’s Office shall consider the following factors before contracting out the work:

• The availability for Bargaining Unit employees to perform the work;
• Whether the available Bargaining Unit employees have the special skills and certifications needed to perform the project;
• Whether or not the work could be completed within time constraints applicable to the project;
• The availability of required materials and/or equipment necessary to complete the project; and/or
• The cost involved in performing the work in-house versus contracting out that work.

The requesting department must perform and document the following steps when determining whether to use Fleet Services or an outside vendor.

• Call, email, or fill out a Vehicle Service Request Form to obtain a quote and timeline for requested vehicle service or repair (See Maintenance and Repair section above).
• Compare that quote and timeline to the outside vendor pricing.
• Document the following items (keep in your department files):
• Any additional in-house costs for performing vehicle services (i.e. drop-off/pick up)
• Price and timeline comparison of using Fleet Services vs. outside vendors
• Cal Poly's inability to meet your requested timeline or a lower vendor price is justification to contract out.
• An e-mail from the Lead Fleet Services Mechanic stating that Fleet Services cannot perform the work can also be used as justification to use an outside vendor.

Using Off Campus Vehicle Contracts:

For questions regarding Cal Poly vendor contracts, please contact Strategic Business Services.

Towing or Drop Off/Pick Up Service:

If pick up or drop off service is needed, contact the selected vendor to arrange transportation. For vehicle repairs where towing is needed, contact the service provider for information.

• See College Towing

All documentation used to control and monitor the use of state owned vehicles must be kept by the department for a period of 7 years after the disposal of a vehicle and furnished upon request.