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HomeMy WebLinkAboutResolutions - No. 97-33RESOLUTION NO. 97-33 A RESOLUTION OF THE LODI CITY COUNCIL APPROVING THE FLEET POLICIES AND PROCEDURES BE IT RESOLVED, that the Lodi City Council does hereby approve the Fleet Policies and Procedures, as shown on Exhibit A, attached hereto. Dated: March 19, 1997 I hereby certify that Resolution No. 97-33 was passed and adopted by the City Council of the City of Lodi in a regular meeting held March 19, 1997 by the following vote: AYES: Council Members - Land, Mann, Sieglock, Warner and Pennino (Mayor) NOES: Council Members - None ABSENT: Council Members - None ABSTAIN: Council Members - None J IFE P RIN y Clerk 97-33 City of Lodi Fleet Policies and Procedures CITY OF LODI FLEET POLICIES AND PROCEDURES TABLE OF CONTENTS SECTION DESCRIPTION PAGE 1 Introduction 1.1 2 Budget 2.1 3 Acquisition and Disposition 3.1 4 Utilization and Replacement 4.1 5 Vehicle Operation 5.1 6 Operator Responsibilities 6.1 7 Insurance 7.1 8 Glossary 8.1 APPENDIX A. Fleet Management Organizational Chart B. City Manager's Special Request (sample) C. Memorandum for Disposition (sample) D. Overview of Vehicle Summary Report and Vehicle/Equipment Master List: 1. Vehicle Summary Report (sample) 2. Vehicle/Equipment Master List (sample) E. Vehicle Folder Contents: 1. Accident Card 2. Proof of Insurance 3. Accident Information Checklist 4. Courtesy Card 5. Incident Report 6. Vehicle Registration Form 7. Pre-operation Inspection Form F. Authorization to Use Privately -Owned Vehicle on City Business Form FLTPOLTC.DOC 318197 CITY OF LODI INTRODUCTION FLEET POLICIES AND PROCEDURES SECTION 1 OBJECTIVES The Fleet Policies and Procedures govern the management, operation, acquisition, and disposition of vehicles and equipment owned and leased by the City of Lodi. The objectives of the Fleet Policies and Procedures are to: A. Provide safe, dependable, and clean vehicles for the transportation of authorized City employees and for the delivery of essential services at the lowest possible cost. B. Achieve the maximum utilization of each vehicle in order to reduce the overall fleet size to an effective minimum. C. Inform operators of City -owned vehicles of their responsibilities for the care and use of City vehicles. D. Establish budget and funding procedures for new and replacement vehicles. E. Establish policies regarding the use of personal vehicles for conducting City business. F. Ensure that the appearance and use of City vehicles present a positive image for the City. POLICY GUIDELINES The following policies govern the general management of the City's vehicle fleets: A. The City Manager is responsible for the management, operation, acquisition, and disposal of City owned and leased vehicles. The City Manager, with City Council concurrence, may amend the policies and procedures as required in order to meet the objectives stated above. B. Department Heads are responsible for the enforcement of these policies and procedures. C. The City has organized City vehicles into two fleets: Enterprise and General (see Appendix A). D. The Fleet Management Committees will be established to serve the City Manager in all vehicle -related matters to include budgeting, acquisition, disposition, assignments, vehicle operation, maintenance, and insurance. FLTPOL01-00C I .1 1127197 CITY OF LODI BUDGET FLEET POLICIES AND PROCEDURES SECTION 2 OVERVIEW This section outlines the basic policies and procedures that will be used in preparing budget requests for vehicles to be included in the City's Financial Plan and Budget. These instructions ensure conformance with the fiscal and administrative policies established by the City Council and the City Manager. At the time the Financial Plan is to be prepared, specific budget instructions will be issued. Included in these instructions will be the budget. calendar, funding targets, guidance for changes in service levels and specific budget formats to use in presenting Significant Expenditure Requests and Capital Improvement Budget Requests. Accordingly, the policies and procedures described in this section provide a basic foundation for budget preparation. Under the budget process described below, replacement vehicles are generally budgeted and funded in the General Fleet Fund or Enterprise Fleet Fund. Target levels will be established by the City Manager and the Finance Director for each two-year budget cycle based on projected replacement needs. As such, the target funding does not authorize specific replacements. Replacement vehicles will be specifically identified and listed in the Financial Plan. Vehicles will be replaced based on target funding provided in the Financial Plan if justified and approved by the appropriate Fleet Management Committee. Requests to increase the size of the City fleet will be included in the Capital Improvement Budget. The vehicle requested will be described and specifically listed as a line item in the Capital Improvement Budget. The request must include funding source. POLICY GUIDELINES The following policies are to be used for programming and budgeting the purchase or lease of vehicles used to conduct City business and to deliver City services: A. Departments are responsible for identifying and budgeting for vehicles which increase the size of the City fleet or requests which significantly change a vehicle class in the current vehicle inventory, such as a pickup truck for a dump truck. B. Department Heads are responsible for identifying and recommending replacement vehicles based on the City's vehicle utilization criteria. C. The Fleet Management Committees will review all requests for vehicles that increase the size of the City fleet as well as for replacement vehicles. Approval will be based on the justification presented and the City's vehicle utilization guidelines. D. Budget requests for vehicles will include the total cost of a vehicle: delivery cost, vehicle modifications, and the cost of component equipment and installation, if applicable. FLTPOL02.DOC 2.1 3/4197 DEPARTMENT REQUIREMENTS A. Departments are responsible for identifying their need for replacement vehicles, additional vehicles, or significant changes in vehicle class required to conduct City business. Requests will be submitted by the Fleet Coordinator to the Department Head. If approved by the Department Head, the request will be forwarded to the appropriate Fleet Management Committee for review and approval. This request will include the following information: 1. Class of vehicle(s) to be replaced 2. Number of vehicles to be replaced 3. City vehicle number and Vehicle Identification Number (VIN) of the vehicles to be replaced 4. Number of vehicles to be purchased 5. Class of vehicles to be purchased 6. Estimated cost of the replacement vehicles, modifications, component equipment, shipping cost, sales tax, and any other costs that will be incurred in acquiring the required vehicle 7. Estimated operating cost per mile, including gas, lubricants, and maintenance, if appropriate 8. Vehicle utilization criteria in years, miles, and hours of operation as appropriate (refer to Section 4, Utilization/Replacement Guidelines Table 2) 9. Recommendation for disposal or second use B. Fleet Coordinators are responsible for preparing fleet utilization statistics each July and submitting this information to the Fleet Management Committees with recommendations for replacing or changing the class of vehicles. C. Requests for vehicles that increase the size of the City fleet or result in significant changes in vehicle class will be submitted and justified during the biannual budget cycle, including the information shown below, using the appropriate Capital Improvement Budget form. Only by exception will the City Council be requested to approve additions to the City fleets out of the normal budget cycle. 1. Request Title - Short -form description of the request for easy reference 2. Purpose - A description of the City service(s) or business for which an additional transportation or a special-purpose vehicle (or significant change in vehicle class) is required 3. Vehicle Description - Class of vehicle required 4. Required Modifications - A description of modifications required to place the vehicle into operation 5. Component Equipment - A listing of component equipment required to place the vehicle into operation 6. Utilization Criteria - Estimated miles and hours of operation per year 7. Alternatives - A description of other methods in meeting vehicle needs, such as leasing, use of existing fleet, or contracting of service requirement 8. Recommendation for disposal or second use FLTPOL02.DOC 2.3 3113!97 DepartmentL_ Prepares Request Fleet Coordinator Dept. Head City Manager Review & Award k. Purchasing t Under S50K i Used F CITY OF LODI FLEET MANAGEMENT VEHICLE PURCHASE FLOW Fleet Management Enterprise General Fleet Fleet Committee Committee Finance Director Fleet Manager ApprovalI I Review Request 1 Over S50K New Bid Specifications < Est. Value & < budgeted Over Budget PURCHASE VEHICLE Preliminary City Budget City Council Bid Spec. Approval Further Council Action Approved City Budget DATE: 22NOV96 F!:\v.1i A\,-,np\M:SL\SXnIB� i 5\VEH_F�C'N.OWG CITY OF LODI ACQUISITION AND DISPOSITION FLEET POLICIES AND PROCEDURES SECTION 3 OVERVIEW This section describes the steps required to acquire or dispose of a City vehicle. These procedures may be tailored to the needs of any acquisition or disposal, but are not subject to deviation without approval of the City Manager. POLICY GUIDELINES A. The City Manager, or his designated representative, is authorized to solicit bids and award contracts for the purchase of vehicles approved in the budget and costing $50,000 or less per vehicle. Purchases with an estimated value greater than $50,000 per vehicle require the approval of the City Council prior to soliciting bids. The City Manager is further authorized to approve the emergency replacement of vehicles costing $50,000 or less per vehicle. B. On all purchases greater than $50,000 having prior approval by the City Council to solicit bids, the City Manager will generally be authorized to award the bid to the lowest responsible bidder if the amount of the bid is less than the estimated cost reported to the Council. C. The City will attempt to consolidate vehicle purchases to the maximum extent feasible. The City will also use State Office of Procurement contracts and other California public agency bids whenever it is in the best interest of the City to do so. D. All vehicles acquired by the City will be registered in the name of the City of Lodi, P. O. Box 3006, Lodi, CA 95241-1910. Police undercover vehicles are exempt from the requirements of this section. E. The Certificate of Title (pink slip) will be maintained by the Finance Department for all City vehicles. F. When staff believes the interests of the City can best be served with the acquisition of a used vehicle(s), a request to purchase such used vehicle(s) must be submitted via the respective Fleet Coordinator, through the Department Head, to the appropriate Fleet Management Committee for review. The request must include an evaluation of warranties and cost advantages to the City, in addition to other information required by this section. If approved by the Fleet Management Committee, the request shall be forwarded to the City Manager for approval prior to purchase of such vehicle. G. Further, when staff believes that the interests of the City can best be served with the lease of a vehicle or vehicles, a request to lease the vehicle(s) shall be submitted via the respective Fleet Coordinator, FLTPOL03.DOC 3.1 1/27197 Lodi City Code, Section 3.20, (and the Purchasing Procedures, Paragraph A, above) to obtain the best equipment value in compliance with the approved specifications. 4. The Department Head, Fleet Coordinator, and Fleet Manager will review and evaluate bids, contracts, or negotiated agreements for price and conformity to specifications, and prepare an award recommendation to the City Manager for approval. For budgeted vehicles with cost exceeding $50,000, City Council approval is required to award the purchase contract if the bid amount is greater than that indicated in the original purchase request. 5. All approved purchases shall be made with a City of Lodi purchase order, upon which shall appear department name, budget account, full vehicle description, unit and total prices, and date of City Manager or City Council approval, as applicable. Terms and conditions of the purchase shall be noted by reference on, and/or attached to, the purchase order. 6. Upon receipt of vehicle(s) from the vendor, the Fleet Manager, Fleet Coordinator, or their designee, will inspect vehicle(s) for conformance to bid specifications and ensure that the vehicle(s) is/are free of defects. Upon acceptance, the Fleet Manager will forward the vendor's invoice to the Accounts Payable Section of the Finance Department for payment. 7. Vehicles (except Police undercover vehicles) will be registered by the Fleet Manager in the name of the City of Lodi. Undercover vehicles will be registered by the Chief of Police. All pink slips will be filed in the Finance Department safe. SURPLUS VEHICLE PROCEDURES A. The following procedure shall be used to dispose of surplus vehicles: 1. When a replacement vehicle has been requested, the respective Fleet Coordinator shall submit a Memorandum of Disposition requesting authorization to sell or otherwise dispose of the vehicle being replaced. The memorandum shall include the following information: 2 3 a. Make, model, and year of manufacture of the vehicle; b. Department and division to which the vehicle was assigned; c. City vehicle number, license number, and VIN; d. Current odometer or hour meter reading; e. Reason for disposal of the vehicle; f. Estimated value; g. Planned method of disposition. (Vehicles having a value shall be sold at auction, by sealed bid, or through trade-in toward the purchase of the replacement vehicle. Wrecked vehicles estimated to have only junk value shall be removed from City property by the most economical means.) In the event the vehicle to be disposed of is not the same vehicle identified in the budget request as the vehicle to be replaced, a brief summary of circumstances justifying such change shall also be included with the memorandum. Such circumstances may include unanticipated change in operating condition to another vehicle in one of the City's fleets. Upon approval to dispose of the vehicle, the Purchasing Officer shall prepare a Bill of Sale, Power of Attorney (if applicable), and Release of FLTPOL03.DOC 3.3 3f7/97 acquisition and disposal of the vehicle(s). Staff shall determine that such acceptance will not result in any conflict of interest insofar as any present or future business relationship between the City and the donor. C. Donated vehicles shall not be deemed to be part of the City's fleet for purposes of determining the number of vehicles (actual or authorized) in the fleet, unless a donated vehicle becomes a replacement for an authorized vehicle. D. Donated vehicles shall be included in the count of vehicles maintained by the Equipment Maintenance Division, and shall be identified with a designation within the vehicle number. E. When a donated vehicle is added to the fleet an appropriate adjustment shall be made to the Fleet Budget. The maintenance cost of a donated vehicle shall be added to the Equipment Maintenance Division budget from the operating budget of the department which the donated vehicle is assigned. F. Funds received from the sale or disposal of a donated vehicle shall be credited to the assigned department's respective Fleet fund. G. Guidelines established by these policies and procedures regarding utilization, operation, and operator responsibilities, insurance, and disposal shall apply. H. Vehicles acquired through law enforcement asset seizure proceedings shall be deemed to be donated for purposes of this policy. FLTPOL03.00C 3.5 314197 CITY OF LODI FLEET POLICIES AND PROCEDURES OVERVIEW UTILIZATION AND REPLACEMENT SECTION 4 The utilization guidelines provided in this section assist staff in determining if City vehicles are being efficiently used, when vehicle assignments should be changed, when a vehicle should be retired, and when the fleet no longer requires the vehicle. However, utilization guidelines provided in this section cannot replace good management and the prudent use of City resources. Utilization guidelines are intended to serve the Fleet Coordinators, Fleet Management Committee, and the City Manager as one tool among many in maximizing the City's vehicle resources. Vehicle use is normally evaluated based on a mileage or hours -of -operation basis. Accordingly, the City must maintain accurate records that measure vehicle utilization. Mileage is normally useful in evaluating administrative vehicles. Hours of operation are used to evaluate vehicles, such as heavy trucks, tractors, and backhoes. Vehicles assigned to field employees are best evaluated by a combination of miles, hours of operation, and suitability for assigned work. Police sedans used for undercover work may require evaluation based on suitability and special needs. The vehicle utilization guidelines described in this section do not account for the assignment of vehicles for more subjective reasons, such as call outs, or public safety/emergency response purposes. A single set of criteria is provided for all types of vehicles and is intended to be flexible enough to account for differences in class and use. POLICY GUIDELINES A. The City's vehicle fleet will not exceed the minimum number of vehicles necessary to effectively conduct City business. Alternative transportation, such as vehicle allowances, or rental/lease agreements, will be considered before adding additional vehicles to the City's fleet or replacing a City vehicle. B. City vehicles will be assigned based on demonstrated operational needs and vehicle utilization guidelines. C. City vehicles may be assigned to a vehicle pool for common use or to an individual employee based on demonstrated need. D. Mileage reimbursement may be authorized by a Department Head or an appointee when the use of a personal -owned vehicle is necessary to conduct City business. Reimbursement will be made at the current IRS rate for the use of privately -owned automobiles to conduct business. E. City vehicles may only be used to conduct personal business (see "Personal Use of City Vehicles", Page 6.2) when the vehicle is assigned to an employee as an integral component of the employee's compensation or is specifically authorized by the City Manager. Personal use may result in year-end tax adjustments. F. Take-home vehicles must be approved by the City Manager each December based on justification submitted by Department Heads for the ensuing calendar year. Take-home assignments will be evaluated on FLTPOL04.DOC 4.1 1127/97 4. Reviews vehicle take-home assignments annually and forwards recommendations to the City Manager for approval. C. Department Heads 1. Provide justification for take-home assignments pursuant to the criteria established in this policy. 2. Authorize the use of rental vehicles, for periods of less than 6 months, to conduct City business. Approve all vouchers and purchase orders to rent vehicles. 3. Authorize the use of City -owned vehicles for conducting out-of-town City business or overnight travel. Authorization must be coordinated with the Fleet Manager to determine availability of vehicles if the vehicle to be used will be from the vehicle pool. D. Fleet Manager 1. Prepares the annual Vehicle Utilization Report 2. Maintains a pool of sedans for the transportation and travel of City staff and Council. The size of the pool will be determined based on the demonstrated need determined from utilization criteria, mileage reimbursement, and rental information. E. Fleet Coordinators 1. Verifies completeness of vehicle folder monthly. UTILIZATION AND REPLACEMENT GUIDELINES A. The guidelines for utilization/replacement provided in Table 2 (Pages 4.4 and 4.5) are to assist the Fleet Manager, Department Heads, and the Fleet Management Committees in managing the City's fleet. B. These minimum guidelines will be refined and adjusted as staff develops experience with utilization criteria from vehicle records and from information provided by vendors in bid submissions. Each vehicle will have a vehicle operation log to track the following information: 1. Department/Division 2. Assigned driver 3. Miles/hours of operation per month 4. Maintenance/repair costs 5. Per mile/hour cost C. The Fleet Manager will ensure that the log listed above is maintained for each vehicle. D. Guidelines for utilization/replacement provided in Table 1 (Pages 4.4 and 4.5) are benchmarks to qualify for consideration in developing standards for purchasing and replacing City vehicles. Accordingly, the decision to replace a vehicle will be based on cost of operation, maintenance status, vehicle condition, major repairs anticipated and resale value. E. Fleet Coordinators 1. Prepare the City Manager's Special Request Form (for vehicles costing $50,000 or less) or Council Communication (for vehicles having a cost greater than $50,000). 2. Identify department's requirements for additional/replacement vehicles and prepare a CIB request as appropriate. FLTPOL04.00C 4.3 3/4197 b 0 0 A .P 6 A r 6. Trailers A. General Trailers B. Specialty Trailers 7. Miscellaneous Vehicles/Equipment A. Construction/Material Handling (items not listed below) B. Mowers C. Marine (boats) D. Specialty Equipment Slip -Box Paver Motor Graders Backhoe/Loaders Air Compressors Medium Crane TV Inspection System Hydra -Jet Sewer Cleaner Rough -Terrain Crane Leaf Sweeper GUIDELINES FOR UTILIZATION/REPLACEMENT (cont.) Replacement Guidelines Years of Miles of Reserve Period/ First -Line First -Line Secondary Use Operation` Operation (if any) 15 years 15 years 15 years 6 years 6,000 hours 6 years 20 years 20 years 20 years 7 years 8 years 10 years 2,000 hours 10 years 5 years 8 years 6 years 6 years 20 years 5 years Utilization Guidelines Miles Hours of Per Year Operation Per Year 750 1 150 *Years of operation are measured from the original in-service date. Accordingly, years of City operation will be less for used vehicles and any cost analysis of new versus used vehicles will reflect the lower estimated life of used equipment. CITY OF LODI VEHICLE OPERATION FLEET POLICIES AND PROCEDURES SECTION 5 OVERVIEW The policies and responsibilities provided in this section ensure that City vehicles are maintained and operated in a safe and responsible manner. The operation and management of the City fleets are the responsibility of the Public Works Director (General, Water, Wastewater and Transit Enterprise) and the Electric Utility Director (Electric Utility Enterprise). The policies and procedures itemized here are a minimum standard for operating and maintaining City vehicles. The designated Department Heads are responsible for providing additional instruction as required to allow for variation within each Fleet and vehicle class. To assist in these duties, Department Heads may appoint a Fleet Coordinator. POLICY GUIDELINES A. Vehicle Operations 1. City vehicles will be operated only by properly licensed drivers who have met the training standards established by the Fleet Coordinator. 2. City vehicles may be equipped with the following safety items for emergency use unless the Fleet Coordinator determines that these safety items are impractical or unsafe: a. First Aid Kit b. Fire Extinguisher c. Flares d. Reflective Warning Triangles City-wide standards for some of these items will be established by the Fleet Management Committee. 3. The Fleet Management Committee will establish requirements for a vehicle folder for each City vehicle. Based on operational considerations, the folder will normally contain the following documentation: a. Accident Card/Proof of Insurance b. Accident Information Checklist c. Courtesy Card d. Incident Report e. Vehicle Registration Form f. Pre-operation Inspection Form B. Vehicle Markings and Identification All new vehicles purchased by the City will be white in color with the exception of vehicles assigned for special tasks as determined by the Department Head. Used vehicles and special-purpose vehicles, such as graders, street sweepers, fire engines, and fire trucks may be amber, orange, red or other standard manufacturer color when determined by the designated Department Head that such color will improve safety, significantly reduce cost of acquisition, reduce cost of maintenance, or reduce operating costs. The selection of solid, non- metallic colors is preferred for all vehicles purchased. FLTPOL05.DOC 5.1 3nt97 CITY OF LODI OPERATOR RESPONSIBILITIES FLEET POLICIES AND PROCEDURES SECTION 6 INTRODUCTION There are certain rules which should be well known and strictly followed by everyone who operates a City vehicle. When a vehicle is assigned to an employee, the City is providing an expensive tool which assists the employee in performing assigned duties. The City expects the employee to take good care of the vehicle and operate it in such a manner that no accidents will occur and that the greatest economy will result. These instructions are meant to inform the operator (employee) of the responsibilities regarding City vehicles, of standard and emergency operating procedures, and to let the operator know what to do if anything goes wrong with the vehicle. The City expects the operator to exercise good judgment at all times. If there is any doubt about anything contained in this summary of operator responsibilities, the operator should contact their supervisor or Fleet Coordinator. THE FLEET MANAGEMENT PROGRAM The Fleet Manager, under the direction of the City Manager, has overall responsibility for the City's Fleet Management Program. The Fleet Management Committees assist the Fleet Manager with the day-to-day decisions that must be made to administer this program. The Fleet Coordinators, under the direction of their Department Heads, are responsible for managing the vehicles within their departments. The Fleet Coordinators will do on-going assessment of the transportation needs of their departments. They will make recommendations to the Fleet Manager and their Department Heads regarding increases or decreases in the Fleet size, vehicle assignments, changes in vehicle types, component equipment, and any other area that affects the efficient management of their department's vehicles. If an operator has a problem with a vehicle and cannot resolve it by using the procedures below, they should contact their supervisor or Fleet Coordinator. Employees with suggestions for improving the overall management of their department's fleet are encouraged to contact their Fleet Coordinator. FULL-TIME VEHICLE ASSIGNMENTS Full-time vehicle assignments are made on the basis of need and not necessarily because of job title (full-time vehicles are not necessarily "assigned take-home vehicles" as listed on Page 4.4, Table 1). Each employee's need for a full-time assigned City vehicle will be reviewed on an ongoing basis and changes in assignments made as appropriate. Factors used to measure such need will include: 1. Frequency and duration of trips 2. Emergency or immediate response duties 3. Specialized equipment which must remain in the vehicle 4. Specialized vehicle or components needed for job assignment 5. Efficiency loss due to conflicting staff need for the same vehicle(s) FLTPOL06.DOC 6.1 1127197 Employees may also be allowed to use the vehicle for necessary transportation between lodging, classes/meetings, and dining during such travel. OPERATOR MAINTENANCE Proper care and preventive maintenance will keep City vehicles running efficiently and looking their best. Employees should exercise good judgment and care for City vehicles as if they were their own. Operators are responsible for doing certain maintenance on the car they are driving at each refuel. This includes but is not limited to: 1. Checking the fluid levels (such as oil, coolant, etc.) and replacing as necessary 2. Visual inspection of tires for cracks, tread wear, and proper inflation 3. Lamp, horn and wiper inspection 4. Cleaning windows 5. Checking and restocking safety equipment (fire extinguisher, first-aid kit, flares, etc.), as needed VEHICLE APPEARANCE As a representative of the City, a vehicle operator is responsible for keeping his/her assigned vehicle looking its best at all times. The City will pay for commercial car washes for all light-duty vehicles (sedans, vans, pickups). Heavier vehicles must use the City -owned washing facility at MSC, or other approved locations. If more than two commercial car washes are needed within 30 days, prior approval of a supervisor will be required. The City will pay for additional detailing and waxing of vehicles only if advance authorization is received from the Fleet Coordinator. Operators should report the need for body and paint repair or interior repair (floor mats, upholstery, missing or peeling signs or lettering, etc.) promptly to his/her supervisor or Fleet Coordinator. The Fleet Coordinator will contact the Fleet Manager, who will decide on repairs based on seriousness of the defect and available funds. MAINTENANCE AND REPAIR The EMS will schedule maintenance on vehicles based on service history and the manufacturer's maintenance schedule. The EMS will notify departments regarding scheduled maintenance on vehicles. Operators detecting mechanical or safety-related problems with a vehicle should remove it from service for examination and repair. It is always tempting to ignore a strange noise or vibration when one has pressing duties to attend to, but small problems, left unattended, turn into large and expensive ones. Therefore, vehicles should be repaired promptly. To obtain service, an operator should take a vehicle to the EMS and park it in one of the X -marked stalls to the east of the EMS. The operator must fill out a repair request and leave it on the dashboard, then leave the vehicle's keys with a mechanic or in the lockbox alongside the north door to the EMS. Employees operating specialty vehicles with pre -approved maintenance arrangements (such as Fire apparatus or Police motorcycles) should instead follow their department's policy. FLTPOL06.DOC 6.3 1127197 ACCIDENT PREVENTION The City requires all operators to practice safe driving. The City wants its fleet to be an outstanding example of an accident -free operation. Employees should remember: ACCIDENTS DON'T JUST HAPPEN. THERE IS ALWAYS A CAUSE. DRIVE SAFELY. All vehicle operators must: 1. Carry a valid California operator's license of the correct class for the vehicle being used. 2. BE ALERT and obey all traffic laws 3. Obey posted speed limits 4. Keep City vehicles clean and mechanically sound at all times 5. Be courteous and give the other driver a break 6. Never tailgate 7. Use turn signals 8. DRIVE DEFENSIVELY 9. Use seat belts and require use by all passengers. It is not only safe driving, it is the LAW. (Certain emergency vehicle operators and passengers are exempted under the Vehicle Code from seat belt use. It is City policy, however, that seat belts be worn unless removal is made necessary by assigned duties.) THE OPERATION OF ANY CITY VEHICLE WHILE UNDER THE INFLUENCE OF ALCOHOL OR ILLEGAL DRUGS IS STRICTLY PROHIBITED. Any employee arrested for driving under the influence (DUI) will be held liable for any towing or storage charges incurred. If an employee also caused an accident, he/she may be held liable for any damages_ If an employee is using a prescription or over-the-counter drug (such as allergy medicine) that may affect their ability to operate a vehicle or machinery, he/she should report this to his/her supervisor. The supervisor will then make a decision before allowing the employee to operate. EMERGENCY OPERATIONS All City sedans and certain other designated City vehicles are equipped with items which may be needed in an accident or a City emergency. These include but are not limited to a first-aid kit, fire extinguisher and flares. If any City employee removes and uses any of these items from a vehicle, the vehicle operator must arrange for replacement as soon as possible. Resupply is normally obtained through the EMS. ACCIDENTS in case of an accident, it is the operator's responsibility to follow the instructions on the Accident Card included in the vehicle folder. FLTPOLMDOC 6.5 127!97 CITY OF LODI INSURANCE FLEET POLICIES AND PROCEDURES SECTION 7 OVERVIEW The City self insures vehicle property damage (commonly referred to as collision and comprehensive damage) with the exception of those vehicles which have a high-cost risk exposure (e.g., a replacement value greater than $50,000) which are insured for collision and comprehensive damage with an independent insurance carrier. Liability insurance is provided through the City's self-insurance plan and with the California Joint Powers Risk Management Authority (CJPRMA). POLICY GUIDELINES A. Employees using a personal vehicle to conduct official City business must comply with the Use of Privately -Owned Vehicles on City Business policy (located in the Administrative Policies and Procedures Manual). Employees must first complete the Authorization to Use Privately -Owned Vehicle on City Business form (Appendix F) prior to using a personal vehicle for City business. B. All vehicle accidents involving damage to a City vehicle, privately -owned vehicle on City business, or accidents involving third parties (persons, property, or vehicles) will be reported to the Risk Manager not later than the business day following the accident. C. The City will seek reimbursement from third parties for damage to City vehicles when appropriate. The funds received for reimbursement of damages to a City vehicle will be credited to the appropriate equipment replacement fund as revenue. Submit receipts for repairs to the Risk Manager. D. Repairs to vehicles damaged in an accident that are economically repairable will be charged to the appropriate equipment replacement fund when approved by the Risk Manager and the Fleet Manager. E. Vehicles damaged beyond repair, resulting from an accident, will be replaced with funds from the appropriate equipment replacement fund. F. Standards for drivers may be adopted under the City's risk management policies that determine an employee's eligibility to drive a vehicle while conducting City business. Accordingly, Fleet Coordinators and Department Heads will ensure that only approved drivers use a City vehicle or a personal vehicle to conduct City business. G. Responsibilities for administering these insurance policies are assigned to the following departments: 1. Human Resources - Risk Management FLTPOL07.DOC 7.1 3/10197 tlt r " X ; ? D. When damage is the result of obvious vandalism, the Police Department, or local authority, will be notified immediately regardless of the estimated value of damage to a City vehicle. ANNUAL INSURANCE REPORTS The Risk Manager will prepare an annual insurance report required by insurance carriers for City -owned or City -leased vehicles. SAFETY COMMITTEE A. It is the policy of the City to prevent injuries, protect property and provide for the safety of the public. Accordingly, every employee of the City is charged with the responsibility to identify unsafe practices, procedures, equipment, or facilities. To assist management in achieving this goal, the City has an appointed Safety Committee. The role of this Committee includes reviewing losses, incidents, accidents, and reviewing and developing safe work practices within the City in one of the following categories: 1. On the job injury 2. On the job illness 3. Property damage 4. Motor vehicle damage 5. General liability exposure 6. Contract exposure S. The Risk Manager will forward a copy of each Notice of Incident Report, involving a vehicle accident, damage to property resulting from the operation of a vehicle, or injury or death resulting from the operation of a City vehicle, to the Safety Committee Chairperson. FLTPOL07.DOC 7.3 316/97 CITY OF LODI FLEET POLICIES AND PROCEDURES GLOSSARY SECTION 8 ACCIDENT CARD A card kept in the Vehicle Folder to be used if an accident occurs. This card lists steps to be taken in the event of an accident. ACCIDENT INFORMATION A checklist kept in the Vehicle Folder to be completed in CHECKLIST case of accident. ACCUMULATED The total of the periodic charges made to record the DEPRECIATION expiration in the service life of a vehicle which is attributable to wear and tear through use, lapse of time, obsolescence or other physical causes. ACQUISITION Acquiring equipment by purchase, lease or donation. ACQUISITION DATE Date an asset is acquired and is available for use. ASSIGNED DRIVER The driver appointed by the Fleet Coordinator as the person responsible for maintaining the vehicle, ensuring that the vehicle meets City standards for appearance, reporting vehicle utilization and maintaining safety equipment assigned to the vehicle. CITY VEHICLE NUMBER A unique number which identifies a major equipment end item from all other equipment items. COMPONENT An'item of equipment essential to making a vehicle operational and capable of performing the service for which it was purchased. Components (e.g., transmission, radio, light bar, hose, etc.) lose their identity when attached to the major equipment end item. COURTESY CARD Small card kept in the Vehicle Folder to be given to other involved parties in case of accidents involving City vehicle. DEPARTMENT CODE A number used to designate a Department or Division/Section. DEPRECIATION 1. Expiration in the service life of assets, attributable to wear and tear, deterioration, obsolescence, etc. 2. The portion of the cost of an asset which is charged as an expense during a particular period. EMERGENCY As used in this document shall mean the immediate REPLACEMENT replacement due to the unexpected loss of a piece of equipment and causing City services to be significantly hampered without such replacement. ENTERPRISE FLEET The fleet belonging to and being utilized by one of the City's four enterprise operations, namely: Electric Utility, Transit, Water and Wastewater. EQUIPMENT Funds used to purchase replacement equipment with an REPLACEMENT FUND original purchase cost in excess of $10,000. Fund revenues are obtained from annual transfers from the appropriate fund, interest earnings, and the sale of surplus property. Separate funds will be maintained for the City's General Fleet and the City's individual Enterprise Fleets. FLTPOL08.DOC 8.1 3!4197 SURPLUS Over and above what is needed or required to conduct City business or no longer meets the need for its intended purpose or no longer meets the Utilization Guidelines. TAKE-HOME A vehicle authorized by the City Manager for take home use ASSIGNMENTS by a City employee based on assigned duties, number and frequency of night meetings attended, actual frequency of call -outs and public safety considerations. These are not vehicles from the motor pool assigned to employees on a temporary basis. TRANSFER To convey possession, responsibility and/or ownership of an asset to another. USE ALLOWANCE An allowance based on the estimated service life of an asset and original cost that is developed to determine the annual contributions to be made to the Equipment Replacement Fund. VEHICLE 1. A machine for moving people, things, goods or equipment, i.e., cars, trucks, buses, boats, etc. 2. As used in this document may mean vehicle or equipment. VEHICLE CLASS An alpha/numeric designation used for a class of City DESIGNATION vehicles that have unique service requirements, insurance characteristics and design. VEHICLE FOLDER The Vehicle Folder will contain: 1. Accident Card 2. Proof of Insurance 3. Accident Information Checklist 4. Courtesy Card 5. Incident Report 6. Vehicle Registration Form 7. Pre-operation Inspection Form WRECKED Ruined, damaged or destroyed to a point where the cost of repairs will exceed the current market value. FLTPOL08.DOC 8.3 314!97 CITY OF LORI FLEET MANAGEMENT ORGANIZATIONAL CHART CITY COUNCIL CITY MANAGER FINo-:cTDI1 ANCE FLEET �.,._-__- _ MANAGER nnl— - III v- (COMMITTEE CHAIR) ENTERPRISE FLEET MANAGEMENT COMMITTEE ELECTRIC UTILITY I TRANSIT FLEET FLEET COORDINATOR - I COORDINATOR l� HATER WASTEWATER FLEET I! FLEET COORDINATOR ( COORDINATOR GENERAL FLEET MANAGEMENT COMMITTEE ADMINISTRATION COMMUNITY DEV. ! FINANCE FIRE II FLEET FLEET FLEET FLEET COORDINATOR I COORDINATOR COORDINATOR I COORDINATOR IIUTCIIINS ST. SQ. PARKS & REC. POLICE.I PUBLIC WORKS � FLEET FLEET �I FLEET FLEET i m COORDINATOR ! COORDINATOR COORDINATOR i COORDINATOR Z D DATE: 22NOV96 H:\OAfA\CAD\MISC\l XHISI 75\FL TORCCH.OWO Er CITY OF LOD. gt�Foa� APPENDIX B CITY MANAGER'S SPECIAL REQUEST REQUEST TITLE: Purchase of Budgeted Replacement Vehicle SUBMITTED BY: Public Works Director/General Fleet Coordinator DATE: November 13, 1996 RECOMMENDED ACTION: That the City Manager authorize the purchase of one 1997 Ford Taurus sedan from Downtown Ford in Sacramento, the State of California contract dealer for mid-size sedans for model year 1997, in the amount of $15,432.38. BACKGROUND INFORMATION: This vehicle has been budgeted for purchase during the 1996/97 fiscal year to replace a 1989 Chevrolet Caprice sedan currently used by the Engineering Division of the Public Works Department. The 1989 Chevrolet Caprice is over 7 years old, and has 72,985 miles, thereby meeting the minimum replacement criteria of 7 years/65,000 miles. Further, the costs of repairs and maintenance on this vehicle have totaled over $7,300, with the majority of that expense accruing in the last two fiscal years. Current resale value is still reasonable, and considering the cost of replacement versus the cost of ongoing maintenance, it is recommended this unit be replaced now. APPROVED FUNDING SOURCE: Submitted by: Fleet Committee Review: Finance Director - Approval of Funding Source: cc: City Council General Fleet Fund (See Page E-7 of the 1996/97 Financial Plan and Budget) (Name and Title) (Date) ❑ Agrees with recommendation ❑ Disagrees (Reason: ................................................. ..........................................................................................) (Fleet Hanager) (Date) (Finance Director) (Date) APPROVED: DATE H. DIXON FLYNN City Manager APPENDMOOC 317197 APPENDIX C <i.oF <o Cq</FOp�) MEMORANDUM FOR DISPOSITION OF VEHICLE To: Finance Director City Manager From: General Fleet Coordinator Date: December 10, 1996 Subject: Request for Approval to Dispose of Surplus Vehicle Approval is requested to complete disposition of the following vehicle: Year 1989 Make Chevrolet Model Caprice Current Assignment Dept. Public Works Division Engineering City Vehicle No. 04-098 Lic. No. E267593 VIN lGlBN81YOKA154596 Current Odometer or Hour Meter Reading 73,320 MileslHours (circle one) Replacement Guidelines for this Vehicle Service Years 7 Mileage/Hours 65,000 Additional Information This vehicle was replaced on December 9, 1996 by Vehicle #04-122, a 1997 Ford Taurus, budgeted for purchase in the 1996/97 Fiscal Year and approved for purchase by the City Manager on November 20, 1996. Estimated value (check one) ❑ No value or junk ® <$1,000 ❑ $1,000-$3,000 ❑ Other: $ Planned method of disposition (check one) ❑ Intra -City Transfer to Department, Fleet ❑ Sealed bid ® Off-site Auction ❑ Trade-in (Wrecked vehicles estimated to have only junk value shall be removed from City property by the most economical means.) Approved: Approved: Fleet Coordinator Finance Director City Manager Date: Date: Attachments for signature: ❑ Title ❑ Bill of Sale ❑ Power of Attorney ❑ (Other) cc: City Council APPENDXC.DCC 3/5197 OVERVIEW OF VEHICLE SUMMARY REPORT AND APPENDIX D VEHICLE EQUIPMENT MASTER LIST Both the Vehicle Summary Report and the Vehicle/Equipment Master List are prepared by the Equipment Maintenance Division of the Public Works Department. Current copies of these reports are available through the Fleet Manager or Fleet Coordinators. Samples are included. The Vehicle Summary Report is organized by vehicle class code and by the General Fleet and Enterprise Fleets. The Vehicle Summary Report provides information necessary to evaluate fleet size by class and track the size of the City Fleet. The Vehicle/Equipment Master List is updated at the time of a vehicle purchase or disposition, and/or when changes to reportable information pertaining to a vehicle occurs. These changes would be items, such as the license number, the City number, assigned department and model year. APPENDXD.DOC 1/27/97 VEHICLE SUMMARY REPORT g\eqtype.xls Page 1 3110/97 Comm Admin Finance �Develo p— Watert 'WasteWater m 11. PASSENGER VEHICLES A. Police Patrol B. Police C. • .. Compact Pickups) • �00��0�00©�0��©0 2. MOTO RCYCLES/S CO OTE IRS D. Other Fire Vehicles • 4 LIGHT/MED WEIGHT COMMERCIAL (Less than 2 tons) A. Pickups _0—��000_0�00©� C. Service Trucks • TRAILERS g\eqtype.xls Page 1 3110/97 VEHICLE/EQUIPMENT MASTER LIST (A "D" in the Equip. No. indicates it was donated) EQUIP _ _ DEPARTMENT DESCRIPTION YEAR MANUF MODEL LIC. NO. 04-047 BUILD MAINT 4 DOOR SEDAN 1990 FORD TAURUS 289684 04-048 MAINT _ VAN, 3/4 TON 1986 DODGE RAM 250 070797 04-203 _ _BUILD BUILD MAINT _ EMERGENCY GENERATOR,_ 1988 CAT 580E 04-261 BUILD MAINT GENERATOR_, SINGLE PHASE 1981 ONAN 6 KW 04-262 BUILD MAINT GENERATOR, 3-PHASE 1975 KOHLER 7.5 KW 04-270 _ BUILD MAINT GENERATOR, PORTABLE 1986 HONDA ES6500 - 6 KW 04-358 BUILD MAINT GENERATOR_ , PORTABLE (TRUCK 1986 HONDA EX100_0 BUILD MAINT Count 7 03-020 _ COMM DEV 4 DOOR SEDAN 1995 DODGE INTREPID 357066 03-052 COMM DEV 4 DOOR SEDAN 1986 PONTIAC SUNBIRD 093837 03-075_ COMM DEV_ _ 4 DOOR SEDAN _ 1992 FORD CROWN VICTORIA 352779 03-079 COMM DEV _ PICKUP, 1/2 TON W/EXTENDED 1992 CHEVROLET S10 352754 03-089 COMM DEV _ PICKUP, 1/2 TON W/EXTENDE_ D 1992 CHEVROLET S10 352753 03-101 COMM DEV 4 DOOR SEDAN 1989 BUICK LESABRE 282432 03-104 _ COMM DEV PICKUP, 1/2 TON W/EXTENDED 1992 CHEVROLET S10 352752 COMM DEV Count 7 DIAL -A -RIDE TURTLE -TOP -BUS _ 1994 FORD F350_ 017745 10-002 _ _DIAL -A -RIDE TURTLE -TOP -BUS 1_994 FORD E350 017754 _ 10-026 _ DIAL -A -RIDE _ _ _ 4 DOOR WAGON _ 1992 CHEVROLET CAPRICE 352785 10-027 DIAL -A -RIDE TURTLE -TOP -BUS 1993 FORD E350 000090 10-028 _ DIAL -A -RIDE TURTLE -TOP -BUS 1993 FORD E350 000091 10-029 _ DIAL -A -RIDE 4 DOOR WAGON 1994 CHEVROLET CAPRICE 294524 DIAL -A -RIDE Count 6 09-001 ELECTRIC TRUCK, AUGER (GVWR-2 1977 FORD F750 695931 09-002 ELECT_RIC TRUCK, BUCKET 1991 INTERNAT 4900 _ 289740 _ 09-005__ __ ELECTRIC 4 DOOR SEDAN 1990 DODGE SPIRIT 289672 09-007 ELECTRIC 4 DOOR SEDAN _ 1994_ PLYMOUTH ACCLAIM 3DUS290 09-008 ELECTRIC _ 4 DOOR SEDAN 1990 FORD TAURUS 289728 09-009 _ ELERIC_ CT TRUCK, DERRICK DIGGE_ _ 1989 FORD F800 261357 09-010 ELECTRIC TRUCK, DERRICK DIGGE 1989 FORD _ F800 261358 09-011 ELECTRIC TRUCK, DERRICK DIGGE 1988 FORD F800 200382 09-014 ELECTRIC PICKUP, 1/2 TON 1987 CHEVROLE S10 738913 _ 09-020 ELECTRIC 4 DOOR SEDAN 1989 BUICK LE SABRE 289655 09-021 ELECTRIC TRUCK, UTILITY BODY 1981 IFORD IF100 760359 g\eglisll.xls Page 1 VEHICLE/EQUIPMENT MASTER LIST (A "D" in the Equip. No. indicates it was donated) 09-336 09-338 - _ELECTRIC ELECTRIC GENERATOR _ - 1996 YAMAHA EF2600 GENERATOR 1996 YAMAHA _ EF2600 09-339 ELECTRIC GENERATOR, PORTABLE 199_6 YAMAHA EF2600 09-340 ELECTRIC GENERATOR, PORTABLE 1996 YAMAHA EF6600DE 09-3_41_ ELECTRIC_ GENERATOR, PORTABLE 1984_ KUBOTA A2_200 09-347 ELECTRIC_ PRESS, HYDRAULIC 1974 ENER PAC P-84006 09-350 ELECTRICGENERATOR, _ PORTABLE 1984 _ KUBOTA A2100 09-357 ELECTRIC GENERATOR, PORTABLE 1986 HONDA EM2200 09-359 ---- - - ELECTRIC -- _ GENERATOR, PORTABLE 1983 HONDA E1500 09--363 ELECTRIC___ ----- GENERATOR, PORTAB_L_E 1988 _HONDA_ EM650 _. 09-372 ELECTRIC WELDER/GENERATOR, PO 1.992 MILLER _ BIG 40G ELECTRIC Count_ 57 _ 04-013 _ ENG VAN, XLT CLUB WAGON 1983 FORD_ E100 457505 04-043 ENG PICKUP, 1/2 TON W/EXT_E_NDED 1987 .1996_ 1991 CHEVROLET DODGE FORD S10 DAKOTA SPORT TAURUS 084863 357064 289741 04-085 ENG PICKUP, 1/2 TON 4 DOOR SEDAN VAN, MINI 04-090 _ ENG ENG 04-097 1988 DODGE CARAVAN 200190 ENG Count 5 04-022 EQUIP MAINT VAN, 1 TON__ 1989 DODGE RAM 350 267567 04-062 _ EQUIP MAINT FORKLIFT, HEAVY DUTY 1996 DAEWOO G_30S 04-122 EQUIP MAINT PICKUP, 1/2 TON— 1989 DODGE D100 267568 04-267 EQUIP MAINT_ GENERATOR, PROPANE 1983 KOHLER 15RHM82 - 15 KW 04-328 EQUIP MAINT WASHER, STEAM & PRESSURE 1991 AALADIN 5523 _ 04-333 EQUIP MAINT COMPRESSOR, AIR 1985 KOH_LER K241S EQUIP MAINT Count 6 _ 02-009 FINANCE 4 DOOR SEDAN 1989 DODGE SHADOW 289669 02-010 FINANCE VAN, MINI 1987 CARAVAN 100960 _ 02-011 02-014 FINANCE __ 4 DOOR SEDAN 1994 _DODGE PLYMOUTH ACCLAIM _ RELIANT 3EOY662 484069 FINANCE 4 DOOR SEDAN 1984 PLYMOUTH_ 02-015 FINANCE VAN, MINI 1989 DODGE - _ CARAVAN_ 278042 02-045 FINANCE 2 DOOR SEDAN 1989 DODGE SHADOW _ 267592 _ 02-088 FINANCE 3 DOOR HATCH -BACK 1990 PLYMOUTH SUNDANCE 289727 02-102 FINANCE FORKLIFT (SOLID TIRE) 1983 TOYOTA 42FGC15 02-103 FINANCE FORKLIFT 1990 HYSTER H100XL _ 02-105 FINANCE IVAN, 3/4 TON 1986 DODGE I RAM 250 071081 g\eglistl.xls Page 3 VEHICLE/EQUIPMENT MASTER LIST (A "D" in the Equip. No. indicates it was donated) LIBRARY Count 1 04-060 MTR POOL 4 DOOR SEDAN 1986 OLDSMOBILE CUTLESS SUPREME 097380 04-079 MTR POOL VAN, MINI 4 DOOR SEDAN 1985 1983 DODGE MERCURY CARAVAN MARQUIS 488833 468646_ 04-101 MTR POOL 04-102 _ MTR POOL — PICKUP, 3/4 TON FLATBED W/T 1978 CHEVROLET C20 712877 04-106 MTR POOL 4 DOOR SEDAN 1989 FORD CROWN VICTORIA 2RKK516 04-109 _ MTR POOL 4 DO_OR_SEDA_N 1982_ OLDSMOBILE CUTLESS SUPREME 450741 04-147 _ MTR POOL 4 DOOR SEDAN— 1987 1987 CHRYSLER FORD LEBARON CLUB WAGON 498425 1_01074 04-180 MTR POOL VAN, 9 -PASSENGER _ 04-181 MTR POOL _ 4 DOOR SEDAN 1989 _ DODGE ARIES 289670 04-184 MTR POOL _ _ 4 DOOR SEDAN 1994 PLYMOUTH ACCLAIM 294547 04-185 MTR POOL Count 07-002 MTR POOL _ _ PICKUP, 1/2 TON 1985 CHEVROLET _ _ S10 - DU_R_A_NGO 477177 -- 267595 1989 DODGE D1_00 — PARKS/REC PICKUP, 1/2 TON 07-004 PARKS/REC _VAN, MINI 1987 DODGE CARAVAN 093820 07-005 07-006 PARKS/REC _ VAN, MINI 1989 1985 DODGE CHEVROLET CARAVAN _ S10 289675 PARKS/REC PICKUP, 1/2 TON 476699 07-008 07-014 PARKS/REC _ PICKUP, 1/2 TON 1991 1989 DODGE DODGE RAM 150__ CARAVAN 289677 278041 PARKS/REC VAN, MINI 07-018 PARKS/REC TRUCK, DUMP (GVWR-21,000) 1978 INTERNATIONAL 1600 —7-09667- 07-022 07-022 PARKS/REC VAN _ 1986 DODGE RAM 250 070798 07-028 _ PARKS/REC_ — 4 DOOR SEDAN _ 1989 1988 1988 DODGE DODGE DODGE DIPLOMAT DIPLOMAT _ DIPLOMAT 275822 07-029 PARKS/RE( 4-650--R— SEDAN 205488 205489 07-030 PARKS/REC 4 DOOR SEDAN 07-033 07-037 — PARKS/REC PARKS/REC 4 DOOR SEDAN 1988 DODGE_ DIPLOMAT 205486 PICKUP, 1/2 TON 1981 _ DODGE _ D100 772355 07-039 PARKS/REC 4 DOOR SEDAN 1989 FORD TAURUS 269783 07-048 PARKS/REC TRACTOR, FRONT LOADER 1994 JOHN DEERE 6400 07-069 PARKS/REC TRUCK, STAKE BED & PLATFORM 1986 DODGE D350 0_73634 07-073 PARKS/REC PICKUP, 3/4 TON _ 1986 DODGE 350 07 3424_ 07-079 PARKS/REC VAN, MINI 1994_ PLYMOUTH _ VOYAGER 357058 07-086 PARKS/REC TRUCK, 1 TON UTILITY BODY 1986 FORD F35_0 _ 497576 07-101 PARKS/REC _ FORKLIFT, 7000 LBS. 1965 BAKER X 704880 07-126 PARKS/REC TRUCK, DUMP (FLATBED STYLE) 1983 CHEVROLET_ C30 450566 PARKS/REC Count 21 g\egiistl.xis Page 5 VEHICLE/EQUIPMENT MASTER LIST (A "D" in the Equip. No. indicates it was donated) 05-040 POLICE MOTORCYCLE 1991 KAWASAKI POLICE SPECIAL 531<15 96,102 05-041_ _ 05-042 — POLICE MOTORCYCLE_ MOTORCYCLE 1986 KAWASAKI POLICE SPECIAL_ POLICE 1986 KAWASAKI_ POLICE SPECIAL 96,100 05-043 POLICE MOTORCYCLE 1991 KAWASAKI POLICE SPECIAL X 05-044 POLICE MOTORCYCLE 1994 KAWASAKI_ POLICE SPECIAL 05-045 POLICE _ POLICE SPECIAL MOTORCYCLE 1996 KAWASAKI _ 1000 05-046 POLICE MOTORCYCLE 1996 HARLEY D_ _ RS 05-047 POLICE _ VAN, 7 PASSENGER CNG 1994_ DODGE CARAVAN 05-048 POLICE PICKUP, 1/2 TON COMP 1985 CHEVROLES10 476698 05-049 05-050_ _ POLICE POLICE _ 4 DOOR SEDAN 1984 MERCURY — MARQUIS 1LBR989 4 DOOR SEDAN 1990 PLYMOUTH ACCLAIM 2VJT346 05-051 POLICE _ VAN, MINI 198_5_ DODGE _ CARAVAN 070764 05-053 _ _ POLICE TRAILER, 2 WHEEL MOTORCYCLE_ 1991 X TRAILER 328898 05-054 POLICE TRAILER, ROBOT 1987 TEST RIT ROBOT 914032 05-055 POLICE TRAILER, RADAR 1988 TRAILER 324044 05-056 POLICE VAN 1991 _BL DODGE CARGO VAN 289737 05-057 ----..POLICE VAN 1974 _ _ CHEVROLET C30 3U73895 05-058 POLICE PICKUP, 1/2 TON 1988 DODGE _ RAM 50 200191 054059 POLICE TRAILER, DUI TANDEM AXLE 1991 _ TANDEM — TRAILER 913800 05-060_ POLICE PICKUP, 1/2 TON W/EXTENDED 1992 DODGE _ DAKOTA 41_28186 05-061 POLICE TRAILER 1978 _ LVILL VARIED 949980 05-069 _ POLICE 4 DOOR SEDAN_ 1992 FORD _ CRWN VIC-PATROL 352780 05-070 _ POLICE 4 DOOR SEDAN 1_996_ FORD CROWN VICTORIA 05-071 POLICE 4 DOOR SEDAN 1996 FORD CROWN VICTORIA 05-085 _ POLICE _ _ MOTORCYCLE 1990 KAWASAKI POLICE SPECIAL 40K48 05-103 POLICE _7-11989 PICKUP, 1/2 TON _ CHEVROLET CHEYENNE 1500 3X77184 05-106 _ _ POLICE 4 DOOR SEDAN 1989 DODGE DYNASTY 2RSF804 05-107 POLICE 4 DOOR SEDAN 1988 OLDSMOBILE _ DELTA 88 2LAM_926_ 05-D100 POLICE _ 4 DOOR SEDAN 1986 BUICK SKYLARK E294591 05-D102 _ POLICE 4 DOOR SEDAN 1986 CHRYSLER _ NEW YORKER 05-D104 _ POLICE 4 DOOR SEDAN 1987 DODGE CARAVEL_LE 294532 POLICE Count 66 04-002 __STREET STREET TRUCK, 1 TON W/BED DUMP 1993 FORD F350 XL 294500 04-005 TRUCK, 1 TON MINI DUMP 1995 GMC _ 3500 SL 04-006 STREET HIGH RANGER W/BASKET, GVWR- 1981 FORD C7000 774772 g\eqlistl.xls Page 7 VEHICLE/EQUIPMENT MASTER LIST (A "D" in the Equip. No. indicates it was donated) 04-117 STREET LOADER, TRACTOR W/HO 1981 BOBCAT 631 X 04-118 STREET TRAILER, TANDEM TILT 1986 ROADLINE _ X 322551 04-119 STREET SWEEPER, PORTABLE _ 1994 _ SWEEPSTE CP86 916789 04-120 _ STREET CUTTER, ROOT 1981 VERMEER T300A X 04-121 STREET PICKUP, 1/2 TON 1988 DODGE RAM 150_ _ 110785 04-128 STREET_ _ BACKHOE/LOADER 1991 JOHN DEERE 310D 04-130 STREET TRAILER, 1/2 TON 2-W 1986 HOMEMADE DEMPSEY X 04-131 STREET SWEEPER, STREET 1995 TYMCO 600/13AH 04-133 STREET _ COMPRESSOR, AIR 185 1985 INGERSOL_ _ P185 WJD 916980 04-134 STREET STREET _ _ TRAILER, TILTBED 1988 1985 TRAIL KI RAYGO TKT4 _ Feb -36 323498 X 04-135 _ _ ROLLER, VIBRATORY 04-148_ STREET PICKUP, 3/4 TON 1976 DODGE D200 676461 04-179 STREET TRUCK, 1 TON STAKE B 1969 CHEVROL_E_ _ C20 531890 04-301__ STREET DRILL, EARTH 1972 X C17 04-302 STREET PLATE, VIBRO 1990 TAMPER VPG160K 04-305 STREET WACKER, VIBROPLATE 1994 WACKER VPG160A 04-307 STREET COMPRESSOR, AIR 5.0 _ 1982 CHAMPION 1WCV20C 04-308 STREET _ SCRAPING MACHINE 1970 TENNANT PORTABLE 04-315 _ STREET _ OPENER, HYDRAULIC VA 1971 _ FONTANA EF45 04-316 STREET _ GENERATOR, PORTABLEf 1989_ HONDA 3500 04-317 STREET PLATE, VIBRO 1988 _ WACKER UPG160K 04-3_19 STREET TAMPER 1988 WACKER BS60Y 04-322 STREET SPREADER, SAND _ 1972 BURCH CO -65 04-324 _ STREET MOWER, PORTABLE 1976 PRO 8261/C 04-325 _ STREET DISK, 2-R_O_WTOWED 1964_ X DISC 04-326 _STREET TAMPER 1987 _ WACKER BS60Y 04-327 STREET _ _ BLASTER, SAND 1976 SARACCO 44000 04-330_ STREET SWEEPER, VACUUM 1981 BILLY GO BG60A 04-343 STREET__ PUMP, WATER 1981 THOR 51T 04-344 STREET BUCKET, LEAF . 1982 PB X 04-345_ STREET BUCKET, LEAF 1978 _ PB X 04-346 _ STREET BUCKET, LEAF 1995 PB LOADE PB 04-353 STREET _ TAMPER, WACKER 1993 WACKER BS60Y 04-355 STREET PUMP, PORTABLE TRASH 1986 HOMELITE 121TP21A 04-356 STREET SPRAYER, AIRLESS 1992 GRACO LI 3500 g\eglistl.xls Page 9 VEHICLE/EQUIPMENT MASTER LIST (A "D" in the Equip. No. indicates it was donated) 04-256 WAT WAT _ GENERATOR, EMERGENCY 1969 GM 100 KW 04-303 _ _ SAW, CONCRETE 1989 CLIPPER MCS 85K 04-312 WAT _ SAW, CLIPPER CEMENT____ 1989_ TARGET MCS85K 04-320 WAT- _ _ BLOWER 1970 HOMELITE X 04-351 _ WAT TAMPER 1.991 WACKER _ BS60Y WAT Count _ 6 04-001 _ WWW TRUCK, DUMP (CUMMINS _ 1991 DODGE_ RAM 3_5.0 289733 04-017 WWW PICKUP, 3/4 TON UTIL - 1986 FORD F250 497577 04-024 _ _ WWW - BACKHOE, TRACTOR 1990 CASE 58_0 K 289666 04-025 WWW _ 4 DOOR SEDAN 1989 FORD TAURUS 107422 04-027 WWW BACKHOE/LOADER 1996 JOHN DEE 310D 04-028 WWW COMPRESSOR, AIR 4-CY 1991 1989 1976 LEROI FORD CASE Q185 DJDI TAURUS 580 C 916981 107421 778292 _ 04-030 WWW WWW 4 DOOR SEDAN 04-033 LOADER, TRACTOR W/PT 04-041- WWW TRUCK, 2 TON UTILITY .1966 CHEVRO_LE C60 189_873 04-063 WWW _ _ PICKUP, 3/4 TON UTIL 1989 DODGE _ _ RAM D250 267571 04-070 WWW TRUCK WITH UTILITY B 1985 INTERNAT 1650 B 475195 04-073 _ WWW — PICKUP, 1 TON_W/CLUB 1995_ FORD F350 04-076 WWW_ PICKUP, 3/4 TON 1989 DODGE RAM 250 267569 04-082 _ WWW PICKUP, 3/4 TON UTIL 1988 DODGE RAM 250_ 200193 04-091 WWW _ TRUCK, UTILITY BODY 1978 FORD C7000 732616 04-094 _ WWW _ COMPRESSOR_, AIR 185 1985 JOY D185Q 321210 04-103 — WWW COMPRESSOR, AIR 1985 JOY _ D185Q 321288 04-112 WWW HAMMER, MOBILE_ 1968 WEBCO MB -1 541595 04-116 WWW TRUCK, 2 1/2 TON FLA 1969 FORD C600 545511 04-125 WWW TRUCK, 1 TON UTILITY 1989 DODGE D350 282403 04-129 WWW BACKHOE, MICRO_ 1986 POWERFAB - 125WTH11 X _ 04-132 - WWW COMPRESSOR,_ AIR 1851989 LEROI _ 185CFM_ 9169_83_ 04-136 WWW TRUCK, BOOM SAW, CEMENT 1991 1977 INTERNAT CLIPPER 4900 C-188 J_B_C__ 289747 04-300 WWW_ 04-306 WWW—� _ _ TAMPER, WACKER 1985 WACKER BS60Y 04-310 WWW____ TAMPER, WACKER 1993 WACKER BS60Y — 04-313 WWW GENERATOR, PORTABLE 1970 MCCOLLUT X 04-329 WWW RODDER, FLEXIBLE SEW 1962 X RODDER 04-331 WWW GENERATOR, PORTABLE 1983 HONDA EM 1600 g\eglistl.xls Page 11 APPENDIX E-1 ACCIDENT CARD In the event of an accident: 1. Determine if there are any injuries. 2. Notify the Police Department - Emergency 911/Non-Emergency (209) 333-6727. 3. Notify your immediate supervisor. 4. Give Courtesy Card(s) to other involved parties. 5. Complete Accident Information Check List. 6. Do not make statements, place blame, or sign anything unless requested by a Police Officer or your supervisor. APPENDE 1. DOC 316/97 APPENDIX E-2 PROOF OF INSURANCE CARD CALIFORNIA JOINT POWERS RISK ivIANAGEAIENI' AUTIJORITY (CJPRi♦IA) Automobile Liability Coverage Information Covered Entity: Date Issued: 0 1/0 1/97 (coverage is continuous) City of Lodi This certificate is issued in accordance with Vehicle Code Section 16020(a), proof of financial responsibility, as defined under 16020(b)(4). 6140 Stoneridge Mail Road, Suite 380 Pleasanton, CA 94688-3235 ?• Phone (510) 734-9670 (FRONT) CALIFORNIA VEHICLE CODE SECTION 16020 (a) Every driver and every owner of a motor vehicle shall at all times be able to establish financial responsibility pursuant to Section 16021, and shall at all times carry in the vehicle evidence of the form of financial responsibility in effect for the vehicle. (b) "Evidence of financial responsibility" means any of the following: (4) A showing that the vellicle is owned or leased by, or tinder the direction of, the United States or any public entity, as defined in Section 811.2 of the Government Code. (c) (2) For purposes of this section, "evidence of financial responsibility" also includes the identifying symbol issued to a highway carrier by the Public Utilities Commission pursuant to Section 3543 of the Public Utilities Code and displayed on the motor vehicle. (d) For purposes of this section, "evidence of financial responsibility" shall be in writing, and established by writing the name of the insurance company or surety company and the policy number on the vehicle registration card issued by the department. (BACK) APPENDE2.DOC 316197 '>__.<,.'• Accident Information <; Checklist If more space is needed use additional cards. Date and Time of Accident Police Report p Location of Accident Witness 91 Address Pnone Statement Witness #2 Address Pnone Statement Driver or Owner - Other Vehicle L.cense p Address Prone c Type of Vehicle License = Insurance Carrier pots, Statement Dryer Claims Injury° Yes No Descr.te Passenger "l Name P^cne= Claims Injury? Yes No Descr•oe Passenger 02 Name prone c Clams Injury? Yes No Descnoe G:y Vehicle Towed By Pnotos Taken By. (FRONT) APPENDIX E-3 Diagrarn of Accident W+E Describe what happened This is not a report form. It is merely a guide and is not evidence or verification or coverage. Keep it in the glove compartment of your vehicle (BACK) WILL BE PRINTED ON CARD STOCK APPENDE3.00C 3/5/97 APPENDIX E-4 COURTESY CARD TO WHOM IT MAY CONCERN This is to verify that the CITY OF LODI is seif4nsured with additional coverage through the California Joint Powers Risk Management Authority. For information, contact: City Attorney's Office City of Lodi, City Hall 221 West Pine Street P.O. Box 3006 Lodi, CA 95241-1910 Phone: (209) 333-6701 FAX: (209) 333-6807 (Will be made business -card size.) APPENDE4.DOC 315197 APPENDIX E-5 NOTICE OF INCIDENT REPORTING AND CLAnIS AGAINST THE CITY OF LODI Rev. 4/94 REPORTING INCIDENTS INVOLVING CITY EMPLOYEES City employees involved in an incident while operating a City vehicle or other equipment which results in property damage must complete a NOTICE OF INCIDENT form and file with the Risk Management office within 24 hours. A copy of the NOTICE OF INCIDENT form must also be filed with the responsible department head or immediate supervisor. If the resulting property damage is serious, or if there is bodily injury, the Police Department must be called immediately. The Risk Management office should then be called and made aware of the incident; to be followed up with the NOTICE OF INCIDENT in the manner described above. The employee should obtain the name, address and telephone number of the owner of the damaged property, or of the injured person, as well as any witnesses. - CITIZEN NOTIFICATION OF INCIDENT Citizens may write, call or come in person to advise that they have suffered property damage or bodily injury and that they feel the City is at fault. This information must be transmitted on the NOTICE OF INCIDENT form and forwarded to the Risk Management office within 24 hours. Employees receiving such notification should forward the following information to the Risk Management office: Name, address and telephone number of citizen. Date and location where the incident occurred. Employees should never discuss the degree.of the City's liability in any way! The employee should only state that the matter will be'turned over to the Risk Management office. If a citizen wants to file a formal claim, forms can be obtained from the Risk Management office or City Clerk's office. PROCESSING INCIDENT REPORTS OR CLAIMS AGAINST TIM CITY When a formal claim is filed, the Risk Management office shall transmit a copy of the claim to the City Attorney's office and the appropriate department head. The department shall investigate the circumstances thereof and report back in writing to the Risk Management office within five (5) working days. Upon receiving the pertinent information, the Risk Management office will be responsible for communicating with the third party administrator, City Attorney, contract attorneys, supervisors and city employees as required. The Risk Management office shall notify the particular department or division if a possible danaercus condition exists. It is the determination of the department head if anv corrective action is necessary. APPENDIX E-5 CITY OF LODI NOTICE OF INCIDENT REPORT Rev. 8/93 For reporting any vehicular incident or damage to any City or private property or any incident which was reported and may result in a general liability claim. REPORT MUST BE FILED WITH THE RISK MANAGER WITHIN 24 HOURS AFTER THE DATE OF INCIDENT Name of Employee: Dept./Div. Location or Address of Incident: Date of Incident: _/_/_ Time: a.m./p.m. Weather Conditions Make, model and license number of City vehicle or equipment number and I.D. number: was any person injured? Yes No. If yes please give name, address and telephone number: If property damage only, and if known, please give name, address and telephone number of property owner: Describe incident, including extent of loss or damage (please use another sheet for diagram, if necessary: Name, address and telephone number of any witnesses: Was the Police Department Notified? Were photographs taken? Yes _ Employee signature: Supervisor signature: INCIDENT/TXTA.TLP/GL _ Yes No Police Report Number No Please attach. 2 Date: Date: J / APPENDIX E-6 O N II C N A A 9 0 R L' Yr D o N READ REVERSE SIVE-IMPORTANT wSTRUCTIONS v 2581964 COMMERCIAL 12/31/99 33 052710 175011797070006COODOOD000 M 001374 c A VEH10 PERM EXEMPT 1FDJX35F95EA57135 IFORD JCM YEAR MODEL SHOWN 15 BASED ON MANUFACTURER AND DEALER REPRESENTATION a BODY TYPE MOOEL, CYLS. IC I DATEFIRSTSOLO CLASS -YR. 100/011/95 FD �95I31HIG KWOEt "pa". Mp R Ndf J�l� / 9 7 I OR PARK BAIL I A I wF 0 t� D I / TWE V R L E CY LODI 3900 5 E PO BX 3006 i s D A LODI CA 95241 S T T o R E A D w T N O N II C N A A 9 0 R L' Yr D o N READ REVERSE SIVE-IMPORTANT wSTRUCTIONS v 2581964 APPENDIX E-7 PRE-OPERATION INSPECTION CITY OF LODI AND REPAIR REQUEST Vehicle No. Dept. Mileage circle item(s) requiring attention, sign & date below 1. LIGHTS- head, turn signals, stop, tail, beacon, strobe, flashers 2. LEAKS - fuel, coolant, oil, hydraulic, air 3. BACKUP ALARM and HORN 4. TIRES 5. WINDSHIELD WIPERS/WASHERS 6. WINDSHIELD/MIRRORS - clean & adjusted 7. GAUGES 8. FLUIDS- fuel, oil, water 9. STEERING - pulls, loose, 10. BRAKES - including hand brake 11. FIRST AID KIT, SEAT BELT, & FIRE EXTINGUISHER 12. CAB - clean with no Goose objects The following should be checked as it applies to specific equipment. 13. BLADE, MOULDBOARD, CUTTING EDGES, TEETH, CHAINS 14. BROOMS, SPROCKETS, PLATFORMS, SPRAY BARS, ROLLERS 15. HYDRAULIC ACTION 16. BOOMS, OUTRIGGERS, JACKS, BUCKETS, BASKET, CABLES REMARKS: ❑ Condition of above vehicle is satisfactory Driver's Signature Date: ❑ Above defects corrected ❑ Above defects need not be corrected for safe operation of vehicle. Supervisor's Initials Date: Mechanic's Signature Date: PWD -125 (Rev. 11190) AP UK,,.FT APPENDIX F CITY OF LODI AUTHORIZATION TO USE PRIVATELY -OWNED VEHICLE ON CITY BUSINESS In accordance with the City of Lodi Fleet Policies and Procedures, approval is required to use a privately -owned vehicle on official City business. I hereby certify that: A. Whenever I drive a privately -owned vehicle on City business, the vehicle shall: 1. be a conventional, four-wheel automobile, van, pickup, or sport utility vehicle; 2. meet the legal requirements of the Federal Motor Vehicle Safety Standards for the year of manufacture and the State of California Vehicle Code requirements; 3. be well maintained. B. I am covered by, and will maintain, liability insurance in the following amounts: $100,000- $300,000 Bodily Injury, and $100,000 Property, or combined single limits of $300,000. C. In the event of an accident, my insurance is primary. D. That all accidents will be reported within 24 hours. E. ❑ I intend to use my private vehicle(s) as a primary means of transportation for City business and will name the City of Lodi as additional insured on my policy (endorsement must be attached to this authorization). I have read and understand the Use of Privately -Owned Vehicles on City Business policy. 1 understand that authorization to drive a privately -owned vehicle on City business may be suspended or revoked at any time. Employee Name and Title (please print) Employee Signature Insurance Company Vehicle License Plate Number VIN Year APPROVAL: Department Head Risk Manager Distribution: Original - Risk Management Date Policy Number California Drivers' License Number Make Date Date Copy - Employee Copy - Department APPENOXF.DOC 3110197