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GUIDELINESFLEET MANAGEMENT
[ Purpose
| Scope
| Authorities
| Definition
| Responsibilities
| Fleet/Vehicle Standards
| Alternative Fuels
| Planning
| Acquisition
| Fleet Operations and Maintenance
| Vehicle Operators and Authorized Passengers
| Vehicle Operations
| Personal Use
| Accident Reports
| Vehicle Maintenance
| Vehicle Record Keeping and Reporting
| Vehicle Credit Card
| Vehicle Record Keeping
| Disposal and Replacement
| Enquiries
]
Annex A - Procurement of CSC Motor Vehicles: Justification Checklist and Acquisition Process 1.1 To prescribe the requirements for the life-cycle management of Correctional Service Canada (CSC) fleet vehicles located at National Headquarters (NHQ), Regional Headquarters and institutional sites, to minimize life-cycle costs while meeting operational needs. 2.1 Fleet vehicles are provided only when required for the conduct of CSC business, in a framework, which adheres to the federal government principles of economy, prudence and probity while minimizing any negative environmental impact. 3.1 Alternative Fuels Act and Alternative Fuels Regulations; 3.2 Motor Vehicle Policy (part of Treasury Board Secretariat's Materiel Management policies); 3.3 Motor Vehicle Operations Directive, Treasury Board Secretariat; 3.4 Risk Management Policy, Treasury Board Secretariat; 3.5 Federal Identity Program, Treasury Board Secretariat; 3.6 Executive Vehicle Policy, Treasury Board Secretariat; 3.7 Canada Customs and Revenue Agency publications concerning taxable benefits. 4.1 A fleet vehicle is one which is designed or adapted, and licensed to transport goods, equipment or passengers on highways or roads. Fleet vehicles include sedans, station wagons, vans, buses, trucks and specialized vehicles which are licensed for driving. Excluded is motorized, purpose-specific equipment such as tractors and front-end loaders. 5.1 The Manager, Fleet Services, located in NHQ Technical Services, shall:
5.2 Regional Deputy Commissioners shall:
5.3 The head of an operational unit shall:
5.4 Regional Fleet Managers shall:
5.5 Site Fleet Managers shall:
5.6 CSC vehicle operators shall:
6.1 Fleet management practices in CSC must minimize the life-cycle cost of each vehicle while meeting operational requirements. 6.2 Normally all new vehicles in the CSC fleet shall be purchased. For immediate, short-term requirements (less than 60 days) that cannot be met by the current fleet, Site Fleet Managers may consider renting a vehicle when it would be cost-effective to do so. Other alternatives may be to borrow a vehicle from another site, to buy a newer used vehicle from another government department, or to authorize employees to use their own vehicles. Leasing a long-term vehicle may be considered as a last resort, and only when proven to be a cost-effective alternative. 6.3 Justification for purchasing a new vehicle shall indicate how the vehicle will be used on a full-time basis. Expected and actual per-vehicle mileage should exceed the minimum of 20,000 km per year. 6.4 CSC fleet vehicles must meet the tailpipe greenhouse gas emissions standards established for the federal government:
6.5 Operational feasibility considerations must include the availability of the alternative fuel, either on site (at institutions) or commercially in the local market. Parole Officers, for example, may have to rely on commercial alternative fuel supplies, but should use site supplies where available. 6.6 If no alternative fuel vehicle of the type required is available, a gasoline-fuelled vehicle may be justified, provided the cost to convert the vehicle to alternative fuel later is included in the life-cycle cost analysis of the vehicle (see Annex A). Note: Conversion of a CSC vehicle to alternative fuel is considered an upgrade (not maintenance or repairs), and increases the original cost of the vehicle (asset value). 6.7 The Regional Fleet Manager shall select the type of alternative fuel(s) to meet government guidelines in the respective region. 6.8 Every manager involved in planning, procuring and reporting on CSC fleet vehicles shall be familiar with, and apply, the guidelines on alternative fuels and the selection of alternatively fuelled vehicles set out in the appendices to the Treasury Board Motor Vehicle Policy. 7.1 The NHQ Manager, Fleet Services shall prepare the Annual Fleet Plan, based on the Regional Fleet Acquisition Plans submitted by the end of November each year, by all CSC Regional Fleet Managers. 7.2 Regional Fleet Acquisition Plans shall be prepared annually in response to a call letter issued by the NHQ Manager, Fleet Services, and shall include detailed information for the upcoming fiscal year and forecasts for the following two years. 7.3 Each Regional Plan shall identify, for the upcoming year:
7.4 Forecasts for the following two years should be stated in terms of total expected replacements and additions for the fleet, based primarily on age for replacements and operational needs for additional vehicles. 7.5 The NHQ Manager, Fleet Services analyses the Regional Plans, reviews corresponding information from the FMIS, and consults with Regional Fleet Managers to establish priorities for the national fleet acquisitions budget for the upcoming year, net of the expected income from disposals. 7.6 The NHQ Manager, Fleet Services shall submit the Annual Fleet Plan to the Director General, Technical Services to seek senior management approval. Once the new vehicle acquisition budget is authorized, Regional Fleet Managers shall be notified of their allocation and the scheduled acquisitions and disposals for their region in the new fiscal year. 8.1 New CSC fleet motor vehicles shall be procured through Public Works and Government Services Canada (PWGSC). A second option may be to purchase a newer used vehicle from another government department or agency. 8.2 Purchased CSC fleet vehicles shall conform to the specifications contained in the current PWGSC Government Motor Vehicle Ordering Guide (GMVOG). These specifications may be exceeded with the approval of the Regional Deputy Commissioner. 8.3 Whenever alternative fuel vehicles are cost effective and operationally feasible, they shall be the preferred option. 8.4 Four- and five-passenger sedans (GMVOG - D30 and D50) can be purchased with minimum features, plus justifiable options. 8.5 A van (GMVOG - M60) is a better purchase option than a full-sized automobile (GMVOG - C00) because it has more flexibility for fleet use. 8.6 Perimeter patrol vehicles shall be half-ton pick-up trucks or minivans, as a minimum standard, which meet the performance specifications established by the Director General, Security. 8.7 Perimeter patrol, escort and work service vehicles should be manufacturer's navy or dark blue in colour, when available. The colour of all other CSC fleet vehicles (parole and administration) shall be at the discretion of the head of the operational unit, selected from the manufacturer's standard paint offerings. Custom painting shall be avoided. Note: Navy or dark blue vehicles are not always available from the PWGSC Government Vehicle Inventory. If this is the preferred source for a new vehicle, the closest appropriate colour may be selected. 8.8 A checklist for justifying the procurement of CSC vehicles and an outline of the procurement process are attached as Annex A. 8.9 Information pertaining to the delivery, registration, insurance, licensing and vehicle markings for CSC fleet vehicles is provided in Annex B. 9. FLEET OPERATIONS AND MAINTENANCE Vehicle Operators and Authorized Passengers 9.1 CSC employees operating CSC vehicles must have a valid driver's licence. For certain vehicles, such as buses, the operator must hold a special class of driver's licence. The Site Fleet Manager may require their driving record from provincial/territorial authorities. Proof of personal insurance is not required, as the Crown, including its employees, is self-insured. 9.2 Volunteers approved by the operational unit head to use a CSC vehicle to fulfil their CSC assignments shall:
9.3 CSC shall reimburse the costs associated with obtaining the volunteer's driving record. 9.4 CSC contracting officers shall ensure that contractors use the most cost-effective travel arrangements. Unless specified within the contract, they may request the contractor to use his or her own vehicle, or to rent or lease a vehicle, and to invoice the Service for CSC business-related costs. 9.5 Contractors who will use a CSC vehicle while carrying out their contractual responsibilities must:
9.6 The operational unit head may authorize inmates to operate CSC vehicles on Crown land at institutional sites. Inmate operators can be permitted to drive on public roads as part of duties normally assigned to inmates in minimum and occasionally medium-security institutions, providing that good risk management practices and all provincial legislation are adhered to. Offenders must possess a valid driver's licence with no record of a Criminal Code driving offence as part of the inmate's current sentence and have been properly trained to operate the vehicle. Where legislation permits, farm equipment may be operated without a driver's licence. 9.7 Normally, offenders and CSC personnel are the only authorized passengers in a CSC vehicle. Due to the potential risk, and liability in the event of an accident, only the operational unit head may authorize other passengers (e.g. contractors, or children in the Mother-Child Program). 9.8 All use of a CSC vehicle, running expenses, maintenance and any incidents or accidents which occur must be recorded in the Vehicle Log Book, dated and signed by the vehicle operator. See Annex C for additional information. 9.9 Vehicle operators shall conduct a visual inspection each time they sign out a vehicle, checking for damage, cleanliness, fluid levels, horn and lights, and recording that the inspection was completed, the date, time and any deficiencies in the Vehicle Log Book. 9.10 Operators shall report any damage to the Site Fleet Manager promptly, and take corrective action for any mechanical irregularities such as low oil level or high engine temperature. 9.11 All CSC motor vehicles shall be operated in a prudent manner, at posted speed limits and at speeds which are compatible with road, traffic, weather and visibility conditions, and in compliance with the appropriate federal, provincial, territorial or municipal legislation. 9.12 Smoking in CSC vehicles shall not be permitted. 9.13 CSC motor vehicles must always be locked when parked. Whenever possible, vehicles should be parked in a secured vehicle compound. 9.14 Parking fees for CSC vehicles on authorized official government business shall be reimbursed to the vehicle operator on submission of a Travel Expense Claim. When employees are requested to use their own vehicle for CSC business, the cost to park the vehicle at work shall also be reimbursed. 9.15 Fines shall not be paid from government funds. Speeding, unlawful parking and other traffic violations demonstrate poor driving practices and do not constitute authorized use of a CSC vehicle. Vehicle operators are personally responsible for these charges and costs. 9.16 The operational unit head may suspend CSC vehicle driving privileges for any vehicle operator who has a poor driving record, who demonstrates poor driving practices or driver negligence, or who violates this policy. 9.17 Personal use of a CSC vehicle shall not be permitted. The Commissioner is the only CSC official granted the authority for personal use of a CSC vehicle, in accordance with the Treasury Board policy on executive vehicles. 9.18 Vehicles must take the most suitable direct route from the fleet site location to the place where the operator or passengers will undertake the assigned and authorized job or task. On completion, the vehicle must be returned by the most direct route to the CSC fleet site location, with no unauthorized or personal side trips or stops on the way. Any side trip for non-CSC-business purposes shall constitute a personal taxable benefit. 9.19 Drivers shall not be permitted to take CSC vehicles home, unless they are on pre-authorized official travel status, home is en route by vehicle to or from their travel destination, and the stop is specified in the pre-authorization. 9.20 Operators and passengers in CSC vehicles shall act in accordance with provincial or territorial laws and regulations, which pertain to reporting motor vehicle accidents to the provincial, territorial or municipal police. 9.21 A Motor Vehicle Accident Report (form GC 046) shall be completed for any accident or incident in which a CSC vehicle is involved. This report shall be completed as soon as possible, preferably at the scene of the accident, and given to the Site Fleet Manager for onward transmission to the operational unit head, the Regional Fleet Manager and the Regional Claims Officer. For additional information, refer to Annex D - Motor Vehicle Accident Reporting and Claims. 9.22 Any CSC vehicle operator involved in an accident must not admit any fault on his or her part as a cause of the accident. Fault shall be determined as part of the accident investigation. 9.23 The operational unit head shall determine the severity of the damage resulting from every incident or accident involving a CSC vehicle.
9.24 A copy of the full Accident Report shall be forwarded to the NHQ Manager, Fleet Services who will periodically review all CSC Accident Reports. The review may identify trends or related causes for accidents, which can be prevented in future through changes in CSC motor vehicle policy or other action. 9.25 To sustain the image of CSC, all fleet vehicles shall be clean, tidy and in good working order at all times. 9.26 CSC fleet vehicles shall be serviced, inspected and repaired periodically by a qualified mechanic, to meet or exceed the manufacturer's recommended preventive maintenance and to comply with warranty requirements. Other maintenance and repairs shall be undertaken promptly when problems are reported by vehicle operators. 9.27 To the extent possible, vehicle service (including oil changes, grease jobs, tire rotation and replacement, and car washing) should be provided by an inmate motor pool within the institution. Alternatively, where institutional facilities are not available, service shall be obtained from a local licensed garage or car dealer. 10. VEHICLE RECORD KEEPING AND REPORTING 10.1 Every vehicle shall have its own credit card supplied by the contracted fleet management company. The credit card is normally kept with the Vehicle Log Book, and signed out by the authorized vehicle operator. 10.2 The credit card shall be used for all commercial fuel, oil, and other operating and maintenance costs for the vehicle. Credit card receipts shall be retained with the Vehicle Log Book and handed over to the Site Fleet Manager, at least weekly. Employees are not permitted to join or participate in any loyalty program offered by suppliers when utilizing the Government of Canada fleet credit card (fleet card). 10.3 The Site Fleet Manager shall review each Vehicle Log Book for local fleet vehicles at least weekly, arrange servicing required, retain expense receipts and maintain on-line information for each vehicle. 10.4 Site Fleet Managers shall use the on-line Vehicle Operating Reporting (VOR) available at most major sites to capture mileage, institutional gas (site pumps) and institutional servicing. Where the VOR is not available, the information shall be sent to the Regional Fleet Manager for input. The odometer reading for each vehicle in the site fleet must be entered at least monthly. 10.5 All vehicle data is sent to the Regional Fleet Manager monthly for uploading to the Fleet Management Information System (FMIS). It is consolidated with the credit card information in FMIS to provide CSC Fleet Managers with operating and maintenance costs and other data for each CSC fleet vehicle. 10.6 The Site Fleet Manager shall retain all credit card receipts for reconciliation of monthly invoices received from the contracted fleet management company. 11.1 The guidelines set out in Annex E shall be used to determine the optimum time to replace a CSC vehicle. 11.2 With the exception of specialty vehicles, trade-ins shall not be permitted. All CSC vehicles scheduled for disposal shall be sold by public auction using the National Master Standing Offer negotiated periodically by PWGSC. CSC employees may participate in a public auction, but shall have no right of advance purchase or other preferential treatment. 11.3 When disposing of a CSC fleet vehicle, the most desirable disposable timeframe must be considered. The disposal of a CSC fleet vehicle shall be completed within 60 days of receiving the replacement vehicle when the delivery takes place prior to the month of January. Disposals for the months of January through March shall be declared surplus, licence plates removed, credit card cancelled and kept on hold, for disposal after the month of March. All vehicles that are sold to other government departments, including CORCAN, are to have prior approval from NHQ Manager, Fleet Services. All disposals shall be in compliance with the requirements of Treasury Board and PWGSC through the National Master Standing Offer on fleet disposal. 11.4 The Site Fleet Manager shall cancel the vehicle credit card for each vehicle being disposed of, by notifying the fleet management contractor. 11.5 All action to dispose of fleet vehicles shall be the responsibility of the Site Fleet Manager in conjunction with the Regional Fleet Manager. 11.6 Prior to disposal, all markings which identify the motor vehicle as government-owned shall be removed or obliterated, taking care to ensure that this does not lessen the disposal value of the vehicle unnecessarily. 11.7 It is recommended that funds equivalent to the expected proceeds from the disposal of the vehicles be allocated to the Regional Fleet Manager to assist in the funding of alternate fuel initiatives and the purchase of new vehicles. 11.8 The NHQ Manager, Fleet Services shall be notified of the amount of the proceeds from the disposal of vehicles. 11.9 A complete hard-copy file shall be kept and a record of the life-cycle history of each CSC vehicle shall be retained in the FMIS for a period of five years after a vehicle leaves the fleet. The record shall include all costs to purchase, operate, maintain, and repair the vehicle and the proceeds from the disposal of the vehicle. The hard-copy file shall include all supporting information concerning each vehicle. 12.1 For further information on this subject, or clarification, please contact the NHQ Manager, Fleet Services, in the Technical Services Branch. Assistant Commissioner, Original signed by
Annex A
|
Guidelines | ||
Vehicle Description | Life Expectancy | |
Years | Miles/Km | |
Sedans Station Wagons Minivans (M60) | 3 to 5 max | 60,000/100,000 |
Buses | ||
Intercity | N/A | 280,000/450,604 |
School | 7 max | 80,000 /129,000 |
Trucks (GVWR = gross vehicle weight rating) | ||
Less than 12,000 lbs or 5,670 Kg GVWR | 6 | 50,000/ 80,465 |
12,000 to 23,500 lbs or 5,670 to 10,660 Kg GVWR | 7 | 60,000/100,000 |
24,000 lbs or 10,900 Kg and over GVWR | 9 | 80,000/129,000 |
Other | ||
4 or 6 wheel drive vehicles | 6 | 40,000/64,400 |
1. Vehicle disposal shall be considered when a one-time repair expense exceeds one-third of the original purchase cost, or when the tally of repairs to the vehicle (excluding routine maintenance) reaches one-third of its original purchase cost.
Exceptions
2. Fleet Managers shall retain vehicles that are safe and economical to operate, even though the standard indicates replacement, provided the vehicle can be used for a longer period of time without:
3. Disposal at an earlier point shall be considered if the performance of a particular vehicle, according to the manufacturer's standards, is very poor.
4. If a motor vehicle has been wrecked or damaged (including wear caused by abnormal operating conditions) beyond economical repair, the vehicle may be replaced without regard to the replacement standards after review by the Regional Fleet Manager and the NHQ Manager, Fleet Services.
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Last Updated:
2005.05.25
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