BoPP Policies and Procedures PR12 BOPP Fleet management and use of vehicles

Transcription

1 BoPP Policies and Procedures PR12 BOPP Fleet management and use of vehicles Key evaluation question QMS Standard Key Stakeholders involved in consultation Directorate, Management Forum, Facilities team 6. How effective are governance and management in supporting educational achievement? #3. Financial, Administrative and Physical Resources 1. PURPOSE The purpose of this policy is to set out how the BOP Polytechnic (BOPP) will acquire, manage and operate its fleet of vehicles and the manner in which the users will operate fleet vehicles. 2. SCOPE This policy applies to all vehicles acquired for use by the Polytechnic or its partner institutions for use in meeting the operational needs of BOPP. 3. PRINCIPLES 3.1 Facilities will acquire, and manage a fleet of vehicles fit for purpose to accommodate the requirements of the BOPP. The vehicles will be available for use by BOPP and partner institutions at cost. 3.2 Ongoing monitoring of business costs and alternative provider options (leasing arrangements) will ensure best practise and viability is procured to suit BOPP requirements. 4. PROCEDURES Acquisition Business case review Replacements Disposals; 4.1 Acquisition decisions will have regard to BOPP procurement policy and the Ministry of the Environment Sustainable Vehicle Procurement guidelines in order to achieve transparency and high levels of environmental sustainability in the selection, acquisition and operation of vehicles within the fleet. Procurement strategy will be developed with due consideration of all life cycle costs of ownership in conjunction with current and future requirements of BOPP. 4.2 In addition to the fleet of owned vehicles, rental vehicles will be obtained during peak demand when fleet capacity is exceeded or when special purpose vehicles are required. Any rental procurement will adopt the same procurement philosophy of Vehicle Fleet leasing proposals will be periodically investigated to test the business case of BOPP fleet ownership. (At 3 year intervals). 4.4 Fleet asset replacement / additions will form part of the annual Capex bids. Due regard will be given to any changes of predicted vehicle condition or BOPP demand. 4.5 The Polytechnic will usually seek to replace its vehicles within the following framework: (Ongoing condition assessments will inform and influence this framework). 1

2 Passenger carrying vehicles (cars, utes & vans) at 6 years or 180,000km whichever is the sooner. Trucks & buses, on campus management vehicles and trailers at an age and mileage appropriate to the particular vehicle where the ongoing cost of ownership is becoming uneconomic. Boats - based on the expected hull life, also having regard to the life of the motors, ancillary equipment and future cost of ownership. 4.6 Disposal. Vehicles for disposal will be identified as part of the Capex strategic process. The preferred method of disposal of vehicles is via Polytechnic advertised public tender or via auction through GSB auctioneer, Turners Auctions Ltd. The choice of disposal type will be governed by; - the type and nature of the vehicle - the market & likely purchasers - the methodology likely to draw the highest return on sale The reserve / sale price for any vehicle disposal is to be established on a written market valuation from an independent party prior to sale. This valuation is to be kept confidential. Staff members of the Polytechnic and partner institutions may bid for the purchase of vehicles to be disposed of along with any other potential purchasers. In special circumstances (to be recorded) the Chief Executive may authorise direct sale to staff members. Fleet Management: 4.7 The fleet vehicles will be managed by the Facilities vehicle booking system. Facilities will operate the fleet to promote a high level of utilisation with prudent observation of costs while providing fit for purpose vehicles. The fleet will be operated on the basis of a full cost of ownership recovery from users with cost recovery to be allocated according to bookings and actual use charged on a daily/half day basis. 4.8 Facilities will maintain the fleet of vehicles in a serviceable clean state and fully compliant with all regulatory requirements at the time they are released for use. The users are to report to the Facilities Helpdesk any defects, maintenance or compliance issues as soon as practicable after they have been noted. 4.9 Facilities will monitor the dynamics of the fleet and provide recommendations to BOPP on the asset make up of the fleet that best serve the needs of the BOPP BOPP fleet vehicles will carry the Polytechnic s branding and the vehicles will be clearly identifiable as Polytechnic vehicles. All general use vehicles will be a white colour Facilities will ensure that all vehicles retain current insurance. The insurance covers the vehicle and its accessories. It does not cover the user s personal effects in the vehicle. Any accident is to be reported to the Facilities team as soon as practicable after the event. This notification is to be accompanied by an accident report on the approved form and a copy of the incident report provided to the drivers manager for filing under the Health & Safety Policies Cost of Use. All vehicles available for use on the open road or on water are available for use by Polytechnic and partner institutions for their business purposes. The cost of all vehicle use will be charged back to the users cost centre at an appropriate charge out rate which will be established from time to time.(to be approved by Directorate). The costs associated with vehicle use will be calculated from time to time by Facilities and published in a schedule, for information of users. Fleet Use: Charge back costs will be incurred for; - Returning the vehicle with less than a half of a tank of fuel. - A booked vehicle will be charged in full even if not collected The proposed (Staff) user of the vehicle must sign a declaration that they hold a Full & valid, current driver s license for the class of vehicle they are taking when vehicle keys are issued. 2

3 Students are not permitted to drive Polytechnic vehicles unless the journey is essential and no staff member is available to drive. In such circumstances the staff member responsible for arranging the use of the vehicle is to follow the processes set out by Facilities and is responsible for the use and to ensure the student driver complies with the Polytechnic policy obligations in respect to that use. Student driving licenses will be requested for inspection before keys are issued. Exceptions will apply to age or experience of students with regard to the horticultural vehicles or road transport vehicles where the students are under supervised instruction from BOPP tutors The proposed user is responsible for obtaining the approval for use from the cost centre manager to whom the cost will be charged N.B. Private use of the vehicles is not allowed. Vehicles must only be used for the purposes of the BOPP or its partner institutions as approved by the user s Manager or the Facilities Manager or the Fleet Manager. Any departure by the user may render the user liable for uninsured losses. Trailers may be hired for personal use and the user will be responsible for all and any losses. A scale of charges will be determined by Facilities The user is responsible for safe storage of the vehicle when on authorised travel away from home (or when at the user s home in the event of early journey departure) In the event of any accident or incident: drivers are to avoid making any admission of liability to any prospective claimant drivers are to report modifiable incidents to appropriate authorities, and to provide assistance to those authorities and any other parties involved claim forms are to be fully completed for the Polytechnic s insurers and handed to Facilities or Fleet Manager as soon as practicable Any insurance excess will be charged to the users cost centre 4.18 Fuel and oil is to be purchased from the BOPP nominated suppliers using the purchase cards provided with the vehicle. Users are to keep the fuel cards secure (any costs arising from loss by users will be allocated back to users cost centre). Fuel cards are to only be used for the specific vehicle to which they are allocated. No personal expenses are to be charged to fuel cards. Odometer readings are to be provided at the time of purchasing fuel 4.19 The fleet is supported by vehicle specific corporate AA membership. (Maintained by Facilities) 4.20 All vehicles are a designated place of work under the H & S in Employment Act 1992 and the Smoke Free environments Act All provision and use of the vehicles is to be compliant with these Acts. All vehicles are to be smoke free at all times. No vehicles are to be operated in contravention of the regulatory requirements around vehicle operation and mobile devices The licensed driver is responsible for ensuring the use at all times complies with the statutory requirements, the Polytechnic s policies and the behaviour / actions of any passengers while in the vehicle. The licensed driver shall instruct all persons in the vehicle to use seat belts where fitted Returning vehicles interiors must be free from rubbish, discarded items and excessive soiling. Failure to comply will incur the cost of cleaning to their cost centre The licensed driver is responsible for the following; The consequences of any traffic infringement or the cost of any damage caused to a vehicle under their control where that damage is not recoverable under insurance. Any infringement notice awarded against non-driving users of a vehicle for non-compliance with any act or regulation will be the sole responsibility of that user No vehicle is to be driven /operated by any person who is under the influence of alcohol or drugs except prescribed drugs where these do not impair the user s ability to safely operate the vehicle Electric vehicles on campus are only to be driven by Facilities staff and other staff for appropriate use. 3

4 4.26 Procedures for booking, and cost details of vehicle use will be published for user guidance on the Polytechnic Intranet. 5. EVALUATION Any review of policy will consider the effectiveness of successful application. 6. RELEVANT DELEGATIONS No applicable Delegations. 7. LINKS TO LEGISLATION, GUIDELINES, RELATED POLICIES AND FORMS Relevant legislation Related policies PR02 Use of Polytechnic Vehicles PR07 Campus Parking and vehicle Movement Safety F02 Purchasing of Goods and Services G05 Smoke Free Environment G12 environmental Policy Related guidelines Ministry of the Environment Sustainable Vehicle Procurement guidelines. Related forms Insurance claim form Agreement of Use Brochure Fleet Vehicle User Regulations BOPP Intranet fleet booking instructions 8. DEFINITIONS Vehicles Facilities Facilities Helpdesk Licensed driver Cost Centre Cost of ownership Private use of a vehicle Fleet Manager Includes all vehicles used in the operations of the Polytechnic and will include cars, vans, trucks, boats, tractors, ATV s, campus service vehicles and related machinery The Facilities Team of the BOP Polytechnic The Helpdesk operation of the Facilities team which receives issues /problems / support requests from users and allocates the problem Is a person with a full, license, that allows that person to legally operate that vehicle in NZ. A licensed driver of a road vehicle is one that at all times has a valid license on their person or in the vehicle while driving The nominated accounting cost code to which the users costs are charged Is the total cost to acquire and operate a vehicle over a period of time and includes capital costs, capital financing costs, depreciation, licensing & tax costs, running and maintenance costs Is any use of the vehicle either unconnected with the business of the Polytechnic and/or provides a personal benefit to the employee. A Facilities staff member responsible to the Facilities Manager for the management of the Polytechnic s fleet 9. DOCUMENT CONTROL Approving body: Management Forum Responsibility: Facilities Manager First point of contact: Facilities Manager First approved: April

5 This version approved: April 2014 Applies from: April 2014 Review due: April