This document sets forth the responsibilities, guidelines, and procedures required for compliance with directives set forth in Executive Order 691.pdf for a Campus Motor Vehicle Program, and with applicable policies found in the CSU's Use of University and Private Vehicles Policy Guidelines.pdf.
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 Facilities Customer Service.
- Policies and Procedures
- Maintenance Maximum useful life of State-owned vehicles can be assured by performing regularly scheduled maintenance service at minimum every six thousand (6,000) miles or six months, whichever comes first, and also at twelve thousand (12,000) miles or annually, whichever comes first. Maintenance service may be performed by Facilities Services or by an outside vendor. In all cases the maintenance service must be documented and filed with the campus Motor Vehicle Inspector upon completion, but not less than every three months. As a practice, Facilities Services recommends as a minimum standard, utilization of the "Preventative Maintenance Schedule and Safety Inspection Work Sheet," OFA 35, (Revised 6/96) produced by General Services, Office of Fleet Administration. Copies can be obtained through the Motor Vehicle Inspector, Phillip Travels, or can be found within the Automotive Maintenance log book. Facilities Services will carry-out maintenance on a reimbursable basis for work that it is qualified and equipped to perform.
- Repairs Written estimates of repair work noted during the vehicle maintenance inspection will be provided to the customer before any work is performed. Whenever possible, minor repair of CSU-owned vehicles will be performed in campus automotive service shops. If in the event that the campus department elects to use an outside vendor, a written estimate must be provided on any repair where the parts cost exceeds $350 or when replacement of a vehicle may be a consideration. Additionally, documentation of required services performed must be provided along with an original copy of the vendor invoice to the Motor Vehicle Inspector upon completion of the repair.
- Replacement Campus vehicle replacement policies are determined by individual campus departments and vary according to departmental needs. In general, upon inspection by the Motor Vehicle Inspector 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 Item 2 Vehicle Evaluation and Disposition)
- 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. The campus Motor Vehicle Inspector is available to assist in technical studies and reports required by law or management. (See Item 3, Campus Contact)
- Vehicle Evaluation and Disposition
- Disposal of Vehicles The California State University Policy Manual for Contracting and Procurement, Section 603, states "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. (Reference: California Vehicle Code 24007 et seq.) As a general rule, the California State University Stanislaus Property Control will apply the following procedures depending on the situation to: (1) Transfer to another California State University Stanislaus Department or State Agency (2) Trade-in - normally associated with new acquisition. (3) Public sale - processed through California State University Stanislaus Procurement and Contract Services, and (4) Public sale - processed through the Department of General Services, Fleet Administration. Sales of all publicly owned vehicles, including any owned by the CSU, are governed by provisions within the California Vehicle Code.
- Surplus and Reutilization CSU-owned vehicles are maintained in a safe manner until such time they are removed from service as stated in Section 603, or are declared surplus to be removed from the university inventory. At such time, CSU Stanislaus Property Control must be notified, regardless of vehicle condition, for proper disposition. Whenever possible, vehicles are transferred to and/or reutilized to other campus departments with the assistance of CSU Stanislaus Property Control.
- Campus Contact
- The campus contact serves as the Facilities Services 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 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 Inspector: Phillip Travels Lead Automotive/Equipment Mechanic Facilities Services Telephone: 209-667-3211 Email: firstname.lastname@example.org Primary Campus Contact: Tim Overgaauw Maintenance & Inspection Service Manager Facilities Services Phone: 209-664-6626 Email: email@example.com
- Review of Estimates and Invoice
- The Campus Vehicle Inspector is available to review vehicle repair estimates and invoices when the campus department elects to have an outside vendor perform the repair work. It is recommended that the review of invoices be made prior to the customer making final payment. The Motor Vehicle Inspector 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. Automotive 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.
- Records and Documents
- 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 Facilities Services. Documents will be maintained in the vehicle file and will be made available for review upon request.
- 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, FAMIS, 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.
- Reporting Upon request, management reports can be generated by Facilities Services for campus vehicle owners to analyze their vehicle expenditures and operating costs.