Fleet Services - Policy & Guidelines

Cal Poly Fleet Services Policies; Campus, CSU, Chancellor, DGS, and State Vehicle Code Requirements Guidelines, and Authority Outlined First then Policies and Procedures:

https://policy.calpoly.edu/cap/300/cap-330#cap-337 Cal Poly Chapter 300 Administration and Finance Delegation of Authority.

337 Fleet Services Department

SUAM Section VIII 9171 Fleet Services Department provides chargeback maintenance and repair services for All Campus and Auxiliary Owned Vehicles that are used by departments in the performance of official duties. Services are performed in the most effective, efficient, and safest way possible. Visit the Cal Poly Campus Vehicle Procedures web page for information on vehicle rentals, travel, and vehicle assignments.

337.1 Vehicle Maintenance and Repair

Fleet Services Department shall provide maintenance and repair of All University and Auxiliary Owned Vehicles. All university vehicles are subject to California Education Code Sections 89030-89049.1 Department, Auxiliary Organization, and Enterprise project vehicles are repaired by the University Fleet Services Department on a chargeback basis.

Per SUAM Section VIII 9171 Fleet Vehicles

For the purposes of this section, fleet vehicles are any on or off-road equipment owned by the CAMPUS or ANY AUXILLARY that transports people or equipment that contains a motor that consumes purchased fuel including but not limited to, electricity, gasoline, diesel, compressed or liquid natural gas, hydrogen or propane.

EXECUTIVE 691 – MOTOR VEHICLE INSPECTION PROGRAM, Education Code Section 89031.5requires the trustees to perform inspections of all motor vehicles owned by the CSU or under its jurisdiction. Per CSU EO 0691 This executive order (EO 691) is issued pursuant to the Standing Orders of the Board of Trustees, Chapter III, §1,2 and 9e.See SUAM section 2700 Motor Vehicle Inspection Program requirements

Cal Poly Fleet Services Motor Vehicle Inspection Program Per 691 Includes:

• Maintenance, repair (section 1.1 and 1.2), replacement policies (section 2) and detailed support procedures (section 1.4).
• An evaluation process to determine the need for replacement of state-owned equipment and coordination of agency equipment needs and reutilization of surplus vehicles when feasible.
• Designation of an individual to serve as liaison with equipment manufacturers to keep current with and derive full benefit from engineering advances, warranty policies, modifications, and dealer services (section 3.1).
• A policy statement regarding disposition, by sale or otherwise, of surplus state-owned automotive equipment (section 2).
• A review process for estimates and invoices by ensuring that the State pays only for repairs that are needed at the proper labor rates and parts discounts (section 4).
• A complete and accurate record of all repair costs (section 5).
• An annual analysis of operating costs (section 5.1).
• Assistance in technical studies and reports as required by the Legislature or by management (Section 3.2).

Cal Poly SLO Fleet Services Policies and Procedures

This document sets forth the responsibilities, guidelines, and procedures required for compliance with directives set forth in Executive Order 691 for a Campus Motor Vehicle Program, and with applicable policies found in the CSU's Use of University and Private Vehicles Policy Guidelines.

Departments owning University vehicles are responsible for complying with the minimum safety inspection and preventive maintenance schedule, conducting vehicle inspections, and immediately reporting vehicle deficiencies or unsafe conditions to the Fleet Service Department. In addition, departments are responsible for the security of vehicles as well as the property stored within vehicles (such as tools and equipment).

• 1. Policies and Procedures

  1. Maintenance

     Maximum useful life of State-owned vehicles can be assured by performing regularly scheduled inspections and maintenance service. All state and auxiliary owned vehicles will undergo a regular inspection and if needed service at minimum intervals of every six thousand (6,000) miles or six months, whichever comes first (emergency vehicles and electric vehicles including NEV, EV, and Golf Carts every 4 months), and also at twelve thousand (12,000) miles or annually, whichever comes first. Maintenance service shall be performed by Facilities Services (or by an outside vendor with prior approval from Fleet Services Administrator or Supervising Mechanic). If in the event that a campus department elects to use an outside vendor, a written estimate must be provided to Fleet Services on any maintenance prior to approval. In all cases the maintenance service must be documented and filed with Fleet Services Administrator upon completion, but not less than every three months. Facilities Services requires as a minimum standard, utilization of the "MVI 81 Vehicle Inspection Form," produced by the Fleet Services Department. Fleet Services will carry-out maintenance on a chargeback basis for work that it is qualified and equipped to perform. All vehicles are subject to opacity or smog inspections (as required by CARB and BAR) and must be tested and pass at the required testing interval for that vehicle.

  2. Repairs

     All repair work noted by Fleet Services during the vehicle maintenance inspection will be performed unless the department requests estimates for repairs when dropping off vehicle. Otherwise, vehicles will be brought into safe and reliable working order per the Chancellor’s directives. All repairs of CSU-owned vehicles will be performed at Fleet Services shop. If in the event that a campus department elects to use an outside vendor, prior approval from the Fleet Supervising Mechanic must be obtained to ensure the facility is reputable and one the campus has a relationship with. Written estimates must be provided to, and approved by Fleet Services on all repairs prior to authorization. Additionally, documentation of required services performed must be provided along with an original copy of the vendor invoice to the Fleet Services Administrator upon completion of the repair.

  3. Replacement

     Campus vehicle replacement policies are determined by individual campus departments and vary according to departmental needs. In general, upon inspection by the Fleet Services Department, and approval by the appropriate Facilities Services administrator, when estimated repairs exceed the value of the vehicle or departmental needs render the use of the vehicle to be prohibitive, replacement or re-utilization is recommended. (see section 2 below - Vehicle Evaluation and Disposition

  4. Support

     the Office of the Chancellor, through Financing and Risk Management will assist in obtaining competent advice on related matters, and will assist university management in meeting their responsibilities to control risks associated with vehicle operations. For additional information please visit the Department of General Services (DGS), Office of Fleet Administration web site

  5. Vehicle and Property Security

     all departments and vehicle operators must safeguard all state and auxiliary owned vehicles. As a common practice all vehicles should be locked if to be left unattended. If a service vehicle on a worksite is to be left unattended for longer than 10 minutes it shall be secured (including all toolboxes). All vehicles must be secured for overnight parking either in a locked area or locked in a designated parking space. All employees shall safeguard state property including vehicles, tools, and equipment. Keys shall be kept in a secure area within the department.

  6. Vehicle Parking

     all state and auxiliary owned vehicles must adhere to campus parking policies Section 23: Parking University Service Vehicles on Campus. A University Service Vehicle is defined as any service related vehicle owned, leased or assigned and operated by Cal Poly, Cal Poly Corporation or Associated Students Inc. (ASI) that is used for the purpose of conducting service, maintenance or delivery. University Service Vehicles may occupy any parking space, zone or any non-designated area for the purpose of conducting or providing services. Disabled spaces may not be used without displaying a DMV issued disabled placard. The use of Bus Zones and Fire Lanes by University Service Vehicles is prohibited at all times.

  7. Property Control Procedures

     as required by Use of University and Private Vehicles Policy Guidelines. a vehicle log must be maintained for all state owned vehicles. This can be accomplished by keeping a log for check-in and check-out for vehicles with multiple drivers or by documenting specific driver use of a state-owned vehicle with the campus Driver Assignment Form. All departments are to complete and submit a Quarterly Vehicle Inspection and Mileage Log to the Fleet Services Administrator each calendar quarter.

  8. Fueling Policies

     On campus fueling is required unless traveling a distance further than the vehicles round trip range from campus. Gasoline and propane can be obtained at Fleet Services. Diesel is available at the Farm Shop. A fuel card for your vehicle will be required for on campus Gasoline or Diesel. Fleet Services and Farm Shop will issue cards for your vehicle for the appropriate fuel type. To contact Fleet Services for an on-campus gasoline card email fleet-services@calpoly.edu or call 805-756-6022. To contact the C.A.F.E.S Farm Shop for on-campus diesel fuel card call the Farm Shop Coordinator at 805-756-2563 or email for additional information.
     Off-campus fuel is available to departments with vehicles that will travel farther than the vehicles round trip fuel capacity, or for vehicles that may need roadside assistance in off hours. If you think you qualify for a CP-Fleet Fuel Card for purchasing off-campus fuel learn more by reviewing the Fleet Fuel Card policies for off-campus fuel.
     Fuel for travel due to training or special trips, or for rental vehicles visit the Procurement, Payment and Distribution Services Concur Travel Card site.

• 2. Vehicle Evaluation and Disposition

  Disposal of Vehicles
  This section articulates the CSU's requirements related to disposal of vehicles to ensure procurement and contracting activities comply with applicable regulations. SCU Contracts and Procurement Policy Section X, BD. Disposal of Vehicles.

  A campus vehicle may be discarded, traded in, or sold whenever the campus determines it is within its best interests to do so, regardless of age or mileage, or at such time as the vehicle has been determined to be unsafe for continued use, or when it no longer serves the purpose for which it was acquired. Options for the disposal of a vehicle can include (1) surveying it to the DGS State Surplus Property Division, (2) transferring it to the DGS Fleet Administration Division, and (3) liquidating it through competitive bidding or auction at the maximum price attainable in the open market.

  Laws, State Codes, Regulations and Mandates
  Education Code Section 89036
  California Vehicle Code 24007 et seq
  California State University Motor Vehicle Program Policy; RM 2012-02
  CSU Facilities Operating and Management 9171 Fleet Vehicles

  
  1. Surplus and Reutilization CSU-owned vehicles are maintained in a safe manner until such time they are removed from service, or are declared surplus to be removed from the university inventory. At such time, Cal Poly Property Surplus Process must be initiated, regardless of vehicle condition, for proper disposition.

  Per 9171: Requests for fleet vehicle purchases from both self-support (auxiliary) and general fund/academic departments shall be justified in writing and the justification at a minimum shall include the following information:

  • Provide a Statement of need and purpose of the proposed vehicle including number of trips and/or mileage incurred annually.
  • Provide a list of existing fleet vehicles belonging to or accessible to the requesting department and/or unit.
  • Indicate if the request is new or replacement vehicle and type of use (on road, off-road, low speed, etc.) If replacement vehicle, provide vehicle number, year, make, model and current mileage.
  • Type of vehicle requested or performance specifications required to meet the need described in the justification
  • Statement of how the proposed purchase supports CSU's policy to encourage and promote the use of alternative transportation and/or alternative fuels to reduce GHG emissions related to university associated transportation, including commuter and business travel and an evaluation of lower-carbon transportation alternatives evaluated.

  The justification shall be submitted, reviewed and approved or rejected by the campus staff responsible for fleet maintenance and campus Strategic Business Services or equivalent consistent with the written delegation of authority documents. At the point of receipt of any vehicles the campus staff responsible for fleet maintenance and contracts services shall both sign for acceptance of the vehicle into the campus fleet.

  Campuses shall optimize the fleet size and type to meet the educational needs of the University with the lowest total cost of ownership within the limits of this section. For reference, the Systemwide average at the end of FY 15/16 vehicle to student FTE ratio is 1/78 and the Systemwide average vehicle to maintainable acreage is 1/1.1. State and Federal Fleet mandates:

  1. Federal Energy Policy Act – 75% alternative fuel light-duty vehicles¹
  2. AB 32's Bio-energy Action Plan requires 50% of the above 75% light-duty vehicles to be flex fuel².
  3. 10% of all light-duty fleet purchases by campuses and CSU shall be zero emissions vehicles (ZEV) in FY 2017/18, increasing by 5% annually through FY 2024/2025 to a total of 50% of light duty fleet vehicles purchases. For the purposes of this section, ZEVs are fuel cell vehicles (FCV), battery electric vehicles (BEV).

  ZEV requirements as % of light duty fleet purchases
  2017/2018	10%
  2018/2019	15%
  2019/2020	20%
  2020/2021	25%
  2021/2022	30%
  2022/2023	35%
  2023/2024	40%
  2024/2025	45%
  2025/2026	50%

  Sufficient charging/fueling infrastructure shall be available to support ZEV purchases and utilization. Campuses shall strive to maintain a ratio of charging/fueling infrastructure as described in the table below:

  Type of vehicle fuel	Charging/fueling infrastructure	Number of vehicles
  Level 1 (120V) EV port	1	1
  Level 2 (240V) EV port	1	2.5-4
  Level 3 (Fast charge) port	1	16
  Hydrogen	1 within 20 miles	Unlimited
  Ethanol	1 within 10 miles	Unlimited
  Biodiesel	1 within 10 miles	Unlimited
  Compressed Natural (or renewable) Gas slow fill	1	1
  Compressed Natural (or renewable) Gas quick fill	1	Unlimited

  1. Exemption to above ZEV/BEV requirement: If the campus has Telematics in 100% of ZEV fleet including Plug-in Hybrid Electric Vehicle (PHEV)³ and Hybrid vehicles⁴ with quarterly reports demonstrating proper charging and use of PHEV vehicles. PHEV vehicles shall be considered ZEVs for purchasing vehicles.
  2. Purchasing of light duty vehicles shall follow a priority order. If purchasing other than priority 1 vehicle type, justification in writing must but submitted for each lower priority order type of vehicle.

  Priority	Vehicle type
  1	Pure Zero emissions vehicles (ZEV) including electric low-speed vehicles
  2	Plug-in Hybrid ZEVs
  3	Hybrid-Electric vehicles
  4	Internal combustion and flex fuel vehicles meeting MPG requirements

  1. Campuses should consult the DGS lists of vehicles but are not required to use DGS procurement. Other local procurement options that offer better value can be utilized within campus procurement standards and the limits of this section.
  2. CSU shall give preference to DGS management memo 12-03: solar reflective colors for light-duty vehicle acquisitions.
  3. CSU's shall follow DGS Management Memo 15-03 (SAM Section 3620.1): average MPG requirements for light-duty vehicle acquisitions for any internal and flex fuel vehicle purchases.

  Public Safety and Welfare exemption: Light duty vehicles having special performance requirements as described in California Vehicle Code §165 necessary for public safety and welfare are exempt from these mandates. The vehicle must be required to be used pursuant to California Vehicle Code §21055.

• 3. Campus Contact
  1. The campus contact serves as the Fleet Services Department liaison to the campus for matters concerning vehicle inspection, disposition, maintenance, repair and general information. This individual is the direct contact with equipment manufacturers, keeping current with engineering advances, warranty policies, modifications, dealer services and communicates such information to the appropriate campus department. This information can include, but is not limited to, warranty information, recall of particular makes and models with a specific repair requirement, changes in the California emission requirements or general safety considerations. Campus Vehicle Contact: Supervising Mechanic, Fleet Services Telephone: 805-756-7078 Email: fleet-services@calpoly.edu
  2. The campus contact will be available to assistance in technical studies and reports as required by the Legislature or by management.
     
• 4. Review of Estimates and Invoice
  1. The Fleet Services Supervising Mechanic, or the Fleet Services Administrator is available to review vehicle repair estimates and invoices when the campus department elects to have an outside vendor perform repair work. It is required that Fleet Services be contacted prior to outside work being performed to ensure the vendor is a known reputable repair facility and that there is an established relationship with Fleet Services, and the review of invoices be made prior to the customer making final authorization for work as well as final payment for work completed. The Fleet Services Supervising Mechanic will evaluate the estimates and subsequent repairs assuring that the needed repairs at proper labor rates were performed and that parts discounts (if any), warranty work, or applicable markdowns are taken. All invoices shall become part of the vehicle repair file stored at Fleet Services Department. Fleet Services subscribes to Mitchell on Demand an electronic database that serves as an on-line technical service manual which details comprehensive automotive information to automotive professionals including but not limited to; recall bulletins, warranty information, maintenance and repair specifications and diagrams, manufacturer defects, and any and all other information related to motor vehicle inspection, maintenance, and repair.
• 5. Records and Documents
  1. Maintenance and Repair Costs All repair records are to be filed quarterly, whether the work was performed by campus personnel or by an outside vendor. Records can include repairs made during routine scheduled maintenance, emergency breakdowns or work associated with preventive maintenance. In addition, copies of all invoices for safety and smog inspections and any follow-up repairs to pass inspection are also to be forwarded to Fleet Services. Documents will be maintained in the vehicle file and will be made available for review upon request.
  2. Operating Costs Motor vehicle expenses including materials, supplies, services, labor and chargeback to the departments are maintained for each fleet vehicle. Costs are calculated based on actual labor, material costs and indirect costs incurred. Work order information of services performed is maintained within, (formerly FAMIS) at time of writing, Planon, a computerized maintenance management system which keeps historical data and assists in preserving the accuracy of operating costs. Purchasing transaction data information is retained within the campus Common Management System, CMS, and in the Asset Management System. All together these systems provide the basis for internal control and analysis.
  3. Reporting Upon request, management reports can be generated by The Facilities & Development Help Center, for campus vehicle owners to analyze their vehicle expenditures and operating costs.

Department of General Services

Maintenance of State Motor Vehicles OFAM developed the following minimum preventive maintenance requirements to ensure that state vehicles are operationally safe, comply with manufacturer warranty requirements and provide many years of use:

1. Perform designated services and mechanical inspections at the intervals prescribed in the Safety Inspection Worksheet, DGS OFAM 35 (http://www.documents.dgs.ca.gov/dgs/fmc/dgs/ofam035.pdf)
2. Perform smog checks in accordance with the requirements set forth by the Bureau of Automotive Repair (BAR). For information on smog checks call BAR Fleet Operations at (916) 403-0313 or visit BAR website (https://www.bar.ca.gov/industry/Fleet_Operations/).
3. Log maintenance and repairs performed and keep in the vehicle storage compartment.
4. Request re-refined motor oil during oil changes at authorized repair vendors where available. When having the oil changed with re-refined oil, drivers must confirm that it does not void the warranty on the vehicle. See SAM Section 3628
5. Conduct a pre-trip check of all state vehicles before operating, including visually inspecting tires for noticeable deflation (maintain proper tire pressure in state motor vehicles between preventive maintenance intervals) and the vehicle in general for observable signs of damage or deficiencies. Report any issues to department lead, supervisor, or manager as well as Fleet Services Department immediately.
6. Purchase regular unleaded fuel for gasoline-powered vehicles at self-service pumps only; purchase of higher grades of gasoline is prohibited unless otherwise required by the manufacturer. If the vehicle can use E85 fuel, the vehicle is to be filled with E85 fuel whenever practically possible.
7. Adhere to posted speed limits and avoid rushed acceleration and prolonged idling.
8. State agencies are responsible for ensuring that vehicle maintenance is performed at proper service intervals.