Navigation

Transportation Services

The Transportation Department within Facilities Operations consists of a staff of trained mechanics and customers service assistants that provide cost-effective repairs and maintenance to the Cal Poly community’s vehicle fleet.

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 Transportation Department for services or an outside vendor.

Maintenance and Repair

Departments may procure vehicle maintenance and inspection services in a variety of approved methods:

  • Facilities Operations in-house services on a recharge basis. Estimates will be provided in advance for all but emergency requests. 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.
  • Approved campus contracted vendors under existing service agreements approved by Facilities Operations and Contracts & Procurement. For campus contracted vendor, proof of routine service performed will be forwarded by the service provider to Transportation Services.
  • Other vendors may be used after performing the assessment below. If the estimate and scope are over $1500, approval must be obtained from the Supervising Transportation Mechanic in advance. If an outside vendor other than a campus contracted vendor is used, proof of routine services performed must be forwarded to the Campus Vehicle Fleet Administrator in Facilities Operations upon completion of work.
  • CAFES fleet maintenance for CAFES vehicles only.

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

Vehicle Use and Maintenance Procedure:

See the campus Vehicle Use and Maintenance Procedure regarding when state vehicles must have preventive maintenance and inspections performed as well as the guidelines for performing vehicle repairs on or off campus.

Selecting Transportation Services or an Outside Vendor:

The CSU / SETC collective bargaining agreements article 4.4 states, when making any decision to contract out normal Bargaining Unit work, in making its reasonable efforts to determine whether to perform the work 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 to be contracted out;
  • 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 Transportation 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 Transportation 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 Transportation Mechanic stating that Transportation Services cannot perform the work is justification to contract out.

Using Off Campus Vehicle Contracts:

Cal Poly has contracted with two off campus vendors to provide vehicle services including Preventive Maintenance, Inspections, Smog Inspections, and Repairs. To utilize the campus contracted vendors, after performing the assessment above, contact one of the listed vendors below and state that you are a Cal Poly employee and would like to request service on a state vehicle.

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.

Documentation:

  • Upon completion of service or repairs with an outside service provider other than our campus contracted vendors, proof of routine services performed (Inspection Checklist and Preventive Maintenance Checklist) must be forwarded to the Campus Vehicle Fleet Administrator in Facility Services.
  • Upon completion of service or repairs with a campus contracted vendor, the shop will fax documentation (Inspection Checklist and Preventive Maintenance Checklist) to the vehicle owner and Transportation Services. This will be the official documentation of service or repairs for your vehicle.
  • Departments will be responsible for completing and retaining vehicle operations logs.

Invoice:

  • Upon completion of service or repairs with an outside service provider other than our campus contracted vendors, the vehicle owner must submit the invoice to Payment Services for processing.
  • Upon completion of service or repairs with a campus contracted vendor, the vehicle owner must submit the invoice to Payment Services for processing.

Outside Campus Contracted Vendor Rates:

Transportation Maintenance
Perry Ford Lincoln
2000002106
Villa Automotive
2000002006
Contact Information:
John Hensley
John Villa
805-457-1236
805-544-2251
Vehicle Inspection Flat Fee Hourly
Sedan $50.00 $85.00/hr
Under 1 Ton $50.00 $90.00/hr
Under 1 Ton w/Diesel $50.00 $95.00/hr
Over 1 Ton $100.00 $95.00/hr
Vehicle preventive Flat Fee Hourly
Sedan $39.95 $85.00/hr
Under 1 Ton $39.95 $90.00/hr
Under 1 Ton w/Diesel $100.00 $95.00/hr
Over 1 Ton $69.95 $95.00/hr
Veh Insp/Prev Flat Fee Hourly
Sedan $65.00 $85.00/hr
Under 1 Ton $65.00 $90.00/hr
Under 1 Ton w/Diesel $175.00 $95.00/hr
Over 1 Ton $140.00 $95.00/hr
Regular Labor Rate Hourly Hourly
Sedan $90.00/hr $85.00/hr
Under 1 Ton $90.00/hr $90.00/hr
Under 1 Ton w/Diesel $90.00/hr $95.00/hr
Over 1 Ton $90.00/hr $95.00/hr
Smog Check Flat Fee Hourly
Sedan 1996-NEWER $35.00 $31.00
Sedan 1976-1995 $35.00 $41.00
Under 1 Ton Diesel $35.00 $31.00
Under 1 Ton 1996-New $35.00 $41.00
Under 1 Ton 1978-1995 Gas $35.00 $51.00
General Repairs Hourly Hourly
Sedan $90.00/hr $85.00/hr
Under 1 Ton $90.00/hr $90.00/hr
Under 1 Ton w/Diesel $90.00/hr $95.00/hr
Over 1 Ton $90.00/hr $95.00/hr

CAFES

The College of Agriculture, Food, and Environmental Sciences (CAFES) is delegated full authority and responsibility for operations and maintenance of the CAFES fleet. CAFES will annually certify to the Cal Poly Vehicle Inspection Program Manager (Executive Director Facility Services) that the department is in full compliance with university and state policies and procedures.

Fuel

Facilities Operations offers a gasoline fuel depot that is available for official campus vehicles 24 hours a day. The dispensing system utilizes a 2- card automated method specific to each vehicle. Fuel cards are issued through the Transportation Services office Monday through Friday from 7:30am to 4:00pm.

Facilities Operations also offers Liquid Propane Gas (LPG) dispensing. Individuals must be issued a key and be trained prior to using the LPG station. Keys and training are provided through the Transportation Services office Monday through Friday from 7:30am to 4:00pm.

CAFES offers diesel fuel, contact the Administrative Coordinator at 805.756.2563 for additional information. Facilities Operations does not provide diesel fuel.

Vehicle Purchases

Requisitions for all vehicle purchases on campus must be forwarded to the CampusVehicle Fleet Administrator in Facilities Operations for approval prior to any new vehicle purchase. The Campus Fleet Vehicle Administrator’s role is to verify that the California Air Resources Board (CARB) has certified that the desired vehicle model meets emission standards and to arrange for inspection of the new vehicle when it is delivered to the campus. Upon approval of the purchase requisition, the CampusVehicle Fleet Administrator must forward the requisition to Contracts & Procurement for further action.

Vehicle Sale, Reutilization, or Disposal

Facilities Operations works with University Property Accounting to dispose of used vehicles. For a complete description see Cal Poly Property Control Procedures.

Powered Cart Policy

The campus power cart policy is administered by the University Police Department.

Campus Safety Belt Policy

The campus safety belt policy is administered by the University Police Department.

Accidents and Reporting

The campus accidents and reporting program is administered by Risk Management.

Driver Requirements

The campus driver requirements are administered by Environmental Health and Safety.

Documenting Control of and Monitoring Use of Vehicles

As required by the CSU 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 (see State Vehicle Usage Tracking Sheet) or by documenting specific driver use of a state owned vehicle (see State Owned Vehicle Driver Assignment Form).

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.

Other Policies

Executive Order 691:
http://www.calstate.edu/eo/EO-691.pdf

CSU Use of University and Private Vehicles Policy Guidelines:
http://www.calstate.edu/risk_management/documents/VehicleUseGuideBook.pdf

California Sate Education Code Section 89030-89049.1:
http://www.leginfo.ca.gov/cgi-bin/displaycode?section=edc&group=89001-90000&file=89030-89049.1

CAP:
http://policy.calpoly.edu/cap/300/cap330.htm

Cal Poly Property Control Procedures:
/fiscalservices/forms/Property_Control_Procs.pdf