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Library: Policy

OKDHS:2-21-210. Maintenance

Issued 3-1-16

Assigned drivers are responsible for ensuring the vehicle is well maintained and in safe and efficient operating condition at all times.Those drivers operating specifically-assigned vehicles have fleet oversight responsibility for that vehicle's maintenance.

(1) Scheduling required routine maintenance.Oklahoma Department of Human Services (DHS) and Office of Management and Enterprise Services, Division of Capital Assets Management preventive maintenance guidelines are followed in addition to required vehicle manufacturer guidelines for warranty compliance.Compressed natural gas (CNG) maintenance schedules may vary.

(A) At 5,000 mile intervals, maintenance "A" is performed."A" maintenance includes:

(i) turning on all lights and reflectors;

(ii) testing the battery;

(iii) changing the oil and oil filter;

(iv) lubricating the chassis;

(v) checking all fluid levels;

(vi) checking for fluid leaks;

(vii) checking the spare tire;

(viii) checking tire conditions and pressures;

(ix) checking for proper operation, the:

(I) emergency brake;

(II) heater and air conditioner;

(III) horn;

(IV) master cylinder;

(V) power steering; and

(VI) radiator coolant;

(x) rotating and balancing tires, as necessary;

(xi) refilling transmission fluid, as necessary;

(xii) refilling windshield washer fluid, as necessary; and

(xiii) replacing windshield wipers and washer fluid, as necessary.

(B) At 20,000 mile intervals, "B" maintenance as well as "A" maintenance are performed."B" maintenance includes:

(i) checking and, when necessary, replacing air and fuel filters;

(ii) checking brakes;

(iii) checking drive axle boots on front drive vehicles;

(iv) checking shocks;

(v) cleaning and protecting battery terminal ends;

(vi) replacing front wheel bearing on rear drive vehicles; and

(vii) replacingthe P.C.V. valve, as necessary.

(C) At 60,000 mile intervals, "C" maintenance as well as "A" and "B" maintenance are performed."C" maintenance includes:

(i) completing detail cleaning of the vehicle, except the engine, unless "C" maintenance was performed at 50,000 miles;

(ii) replacing all belts and hoses, as necessary, unless the vehicle has extended life coolant; and

(iii) servicing the transmission, unless "C" maintenance was performed at 50,000 miles.

(2) Maintenance records.It is the responsibility of each location's management to ensure DHS vehicles are properly maintained and that tracking and reporting of maintenance occurs as required.

(A) All vehicle maintenance records are retained in the local office for one year after the vehicle is sold or removed from inventory.

(B) Retaining vehicle information maintained at the location for 30-calendar days or more, includes:

(i) identifying vehicle information;

(ii) records of maintenance performed; and

(iii) records of tests conducted on buses with push-out windows, emergency doors, and marking lights.

(3) Tire replacements.When, upon inspection, a tire's condition appears worn or unsafe, the local fleet coordinator is notified.It is the local fleet coordinator's responsibility to ascertain whether one or more of the vehicle's tires require repair or replacement and, when determined necessary, undertake all steps to ensure repair or replacement occurs.

(A) Tires are purchased through the statewide contract for normal replacement.

(B) Emergency tire purchases are made with the state-issued vehicle fuel card when approved by the local administrator.

(4) Maintenance authorization.Maintenance and emergency repairs, other than tire replacement exceeding $400 dollars require Fleet Management approval.Maintenance and emergency repairs under $400 dollars may be authorized by the local administrator.

(5) Emergency repairs.Emergency repairs are defined as those repairs that cannot be anticipated and require immediate attention during holidays, weekends, or after normal duty hours when service facility maintenance is not available.In the event emergency repair is required:

(A) the assigned driver notifies his or her supervisor;

(B) the assigned driver and supervisor collaborate to locate a vendor that accepts the state-issued vehicle fuel card; and

(C) when a vehicle is taken to the DHS Service Center for repairs, the state-issued vehicle fuel card must be left with the Service Center team to avoid delay on repairs.

(6) Breakdown, repair, or towing.In the event of a breakdown, the local office is contacted immediately.When it is impossible to contact the local office:

(A) after 4:30 p.m., Monday through Friday, or when it is outside of the Oklahoma City metro area, a local towing company who accepts a state-issued vehicle fuel card is called; or

(B) and when the vehicle is in or near the Oklahoma City metro area and it is between 7:30 a.m. and 4:30 p.m., Monday through Friday, the DHS Service Center is contacted at 405-218-2323.

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