Garfield County FLEET MANAGEMENT PLAN 1
Table of Contents Topic Page I. Executive Summary 3 II. Definitions 4 III. Fleet Management Policies 5 a) Fleet Management Responsibility b) General Use of County Vehicles c) Department Assigned Vehicles 6 d) General Motor Pool Vehicles e) Rental Vehicles f) Personal Vehicles 7 g) Fueling h) Vehicles Services, Maintenance, Damage and Abuse i) Accidents j) Fleet Size 8 k) Vehicle Replacement l) Additional Vehicle Acquisition m) Vehicle Disposal and Sale 9 n) Vehicle Minimum Use and Continued Review Addendum A Garfield County Personnel Policies 10 Addendum B Fueling Instruction & Map 14 Addendum C Accident Procedures 15 2
I. Executive Summary The economic environment mandates that states, counties and cities pursue efficiencies in all government operations. It is the County s responsibility to the tax payer to develop a management plan for the Garfield County vehicle fleet. This plan is designed to provide detailed policies and procedures for improving the safety, administration, and operation of the County s vehicle fleet. The Garfield County Fleet Services Manager oversees and manages all Garfield County owned vehicles, and the Motor Pool Fleet Management Plan. The Personnel Policies and Procedures manual also governs the use of motor vehicles and equipment by Garfield County employees; and, therefore, must be reviewed prior to operating a County vehicle. 3
II. Definitions Accident means any collision or action resulting in damage to any vehicle or property. Alternative fuel means any fuel that is substantially non-petroleum in nature, is not gasoline or diesel, and is defined as alternative fuel by the US Department of Energy. Department Vehicles means those vehicles that are determined to be special use or vehicles assigned to a specific department for reasons that a general pool vehicle is not conducive to the general operations of the department. Flex fuel means any vehicle designed to operate on two fuels, one of which is an alternative fuel, but not on a mixture of fuels. Frequent Use means vehicles that are driven more than 12,000 miles per year, or 1000 miles per month. General Pool means vehicles that are assigned for general use, and can be reserved by anyone in the county, using the approved reservation system. Heavy duty truck means any vehicle with the manufacturer s gross weight rating of 14,000 pounds or greater. Light duty truck means any motor vehicle with a manufacturer s gross weight rating of 6,000 pounds or less, which is designed primarily for the purpose of transportation of property or is a derivative of such a vehicle, or is available with special features enabling off-street or off-highway operation and use. Low emission vehicles means any vehicle certified as low emissions by the manufacturer. Medium duty truck means any vehicle with the manufacturer s gross weight rating of 14,000 pounds or less and which is not a light duty truck or passenger vehicle. Minimum use is defined as any vehicle driven less than 9600 miles per year or 800 miles per month. Passenger vehicle means any motor vehicle designed primarily for the transportation of person and having a designed capacity of twelve persons or less. Special Use Vehicle means any vehicle specially equipped for a specific purpose that would exclude the vehicle for general use. 4
Zero emission vehicle means any vehicle that produces zero exhaust emissions or has been certified as a zero emission vehicle by the manufacturer. III. Garfield County Fleet Management Policies a) Fleet Management Responsibility The Fleet Services Manager will implement the Fleet Management Plan. The Fleet Services Manager is empowered, with approval of the Road & Bridge Director, to make all fleet management decisions within the plan guidelines, including, but not limited to: Collection and analyze of essential fleet data, Creation and implementation of the County s Fleet Management Plan, Design, implementation, and enforcement of fleet policies, Providing standardized fleet reports to departments and offices, Providing fleet management support through meetings and other communications, and Serving as liaison between the Purchasing Department and other institutions to ensure County contracts for fleet functions are managed according to County policies and procedures. b) General Use of County Vehicles: General use of County vehicles is identified in Section VI and VII of the Garfield County Personnel Policies and Procedures Manual. See Addendum A for a copy. Nothing in the Fleet Management Policies shall supersede the County Personnel Policies and procedures. Employees shall obey all traffic laws and motor vehicle laws at all times. The driver and all passengers shall wear seat belts at all times. County owned vehicles used for County business may be used for transporting people visiting from areas outside Garfield County, when these people are performing a function or providing a service that is considered to be a benefit to Garfield County. 5
County owned vehicles shall not be driven be anyone other than a current County Employee. Other governmental employees may ride in County owned vehicles, used for County business only if they are involved in County business at the time of transport. Friends or family members of employees are prohibited from riding in County owned vehicles; however, they may be passengers in rental vehicles and in personal vehicles. Hitchhikers are prohibited from riding in any vehicle being used for County business. Sheriff s Office, Human Services and Criminal Justice Motor Pool policies may differ in the matter of transporting others due to the nature of their responsibilities. In addition to all other statements of policy, no employee is authorized to take any county-owned vehicle home absent emergency or other pre-approved circumstances. An exception to this policy is sworn peace officers at the discretion of the Garfield County Sheriff. c) Department Assigned Vehicles Vehicles that are assigned to specific departments shall be limited to special use vehicles or those that have sufficient usage such that a general pool classification would cause a hardship or create a negative impact on services. All department assigned vehicles shall be approved by the County Manager. d) General Pool Vehicles Vehicles that are assigned to the General Pool are available to any County employee on a first come first serve basis. Vehicles are to be reserved through the appropriate reservation practice of the County. All employees are required to return the vehicle in the same or better condition as when it was taken. All items including refuse shall be removed from the vehicle. The vehicle shall have a minimum full ½ tank of fuel when returned. e) Rental Vehicles Rental vehicles shall be used when needed for out of state travel or in instances where the county does not have the appropriate type of vehicle available. Departments are responsible for the costs of rental vehicles within their own budgets. 6
f) Personal Vehicles Use of personal vehicles for county business is highly discouraged and should only occur when a county vehicle is not available. Reimbursement for mileage in a personal vehicle is the responsibility of the department to which that employee is working. If a personal vehicle is used for travel, reimbursement shall be made at a rate determined by the I.R.S. The mileage allowance covers personal vehicle usage, insurance expense, and fuel costs. Employees are not reimbursed separately for fuel costs. g) Fueling Garfield County has three (3) County owned fueling sites. It is required that all vehicles are fueled at these fueling sites while working within Garfield County. See Addendum B for locations and instructions on the use of these sites. Vehicles are set up with a fueling card for fuel purchases outside of Garfield County with the exception of CNG fuel. Purchasing cards cannot be used to fuel vehicles other than rental vehicles. h) Vehicle Service, Maintenance, Damage, and Abuse Before driving any county vehicle, every employee is required to do a walk around inspection of the vehicle. Any damage or issues with the vehicle should be reported to the Fleet Services Department. It is the responsibility of the department to schedule any necessary maintenance or repairs of those vehicles that are assigned to the department. Fleet Services will monitor the regular preventative maintenance for general pool vehicles. All damage or other issues need to be reported by the driver. i) Accidents Any accident involving a county vehicle shall be reported to the employee s immediate supervisor and the Fleet Services Manager as soon as possible. As stated in the Personnel Policies and Procedures: Any employee who has been involved in an accident while driving for County business, and that accident resulted in bodily injury to anyone, citation issuance to a County employee, or if the vehicle is disabled to the extent that it cannot be driven from the scene, shall submit, unless excused by an immediate supervisor, to a drug and/or alcohol testing within two hours, at the County s expense. Employees involved in such accidents are not to drive a vehicle for County business for the remainder of the work day. Employees required to hold a CDL are subject to 7
random drug and/or alcohol testing as provided in the Colorado Department of Transportation regulations. See Addendum A for a copy of this Policy. Accident reporting forms should be in the glove compartment of each vehicle. A copy is on the employee Intranet and also located in Addendum C of this manual. j) Fleet Size It is the responsibility of Fleet Services to monitor the size of the fleet and report to the County Manager areas of reduction or consolidation. In some situations it may be necessary that more than one department or office share one or more vehicles or increase the size and usage of the general pool vehicles. It is the responsibility of Department Heads to monitor the efficient use of department assigned vehicles and to coordinate with Fleet Services any available options that would increase efficiency while maintaining levels of service. k) Vehicle Replacement Fleet Services will monitor and budget the replacement of vehicles in the Motor Pool Fleet. Vehicles will be replaced with similar type vehicles based on costs, usage, and direction of the County. Vehicles will be replaced with alternative fuel vehicles where feasible. Fleet Services uses a 15 point replacement schedule for all vehicles. Vehicles will not be replaced until they are within the 12-15 point range. Vehicles with the higher points will have priority in the replacement schedule. Other vehicles within the range will be ranked on budget availability and usage. l) Additional Vehicle Acquisition Any requests for additional vehicles will need to be made to the Fleet Services Manager with a justification for the vehicle. The request will need to be approved through the County Manager office and the Board of County Commissioners. Additional vehicles will only be approved if all options with current vehicles have been exhausted. 8
m) Vehicle Disposal and Sale Fleet Services will be responsible for the sale and disposal of vehicles as outlined in the Procurement Code and approval of the Board of County Commissioners. n) Vehicle Minimum use and Continued Review Fleet Services will review all vehicles for minimum/frequent use. Any vehicle that does not meet the minimum use criteria shall be deemed underused. Underused vehicles shall be classified as surplus vehicles. Departments and offices will be notified of vehicles that have been identified as surplus and will have thirty (30) days from notification to justify retaining the vehicle. Fleet Services will report surplus general pool vehicles. The County Manager and Fleet Services will review the list of underused vehicles and any retention justifications, and determine the number of vehicles that will be identified for disposal or retention. A report will be made to the Board of County Commissioners. Fleet Services will determine which specific vehicles will be disposed and make notifications to the affected departments or offices. Justification for the retention of underused vehicles must include, but is not limited to, answers to the following questions: How does the vehicle help accomplish the mission of the department or office? What is the core function of the vehicle? Where is the vehicle located? What other consolidation options have been investigated? The Fleet Services Manager and the Road & Bridge director will review the justification and make recommendations to the Road & Bridge Director and the County Manager to approve or deny a minimum use waiver based on the justification received. The Road & Bridge Director and the County Manager BOCC will approve or deny the minimum use waiver. The Fleet Services Manager will make the decision appropriate notifications to the department head or elected official. If a waiver is denied, the Fleet Services Manager will provide written documentation stating the department or office name, vehicle unit number, license plate, make, model, year and reason for the waiver denial to the Department Head or Elected Official. If the waiver is denied the Department Head or Elected Official may appeal the decision to the Road & Bridge Director and the County Manager BOCC. 9