HomeMy Public PortalAbout900.2 - Business and Financial Services - Fleet Management - Assignment and Use of Vehicles and EquipmentBusiness and Financial Services
Fleet and Facilities Management Division Section 900.2
Policies and Procedures Manual Page 1
900.2 : Assignment and Use of Vehicles and
Equipment
Objective:
Provide all vehicles and equipment that are required by City departments to
perform their assigned mission; and to establish the rules by which all
vehicles and equipment are operated.
Authority:
This policy amended by City Council July 20, 2020, Item A-1.
Direction:
The Fleet and Facilities Management Division Manager, serves at the
pleasure of the Mayor and receives direction through the Chief Financial
Officer. The Fleet and Facilities Management Division Manager, based on
input and advice from Departments Directors, shall promulgate policies and
procedures that establish the size of vehicles and any optional accessories
to be purchased and the rules for the operation of all vehicles and
equipment.
Functions:
1. General Definitions
FFMD shall mean Fleet and Facilities Management Division 1014 S.
Westmoreland Drive, Orlando, Florida 32805.
Business and Financial Services
Fleet and Facilities Management Division Section 900.2
Policies and Procedures Manual Page 2
OMB shall mean Management and Budget.
CAO shall mean Chief Administrative Officer.
DCAO shall mean Deputy Chief Administrative Officer.
BRC shall mean Budget Review Committee.
Life cycle cost shall mean the total cost of the vehicle and/or
equipment computed from the date of purchase to the date of sale
including all operating and maintenance costs.
Vehicle shall mean a vehicle assigned to a Department, Division, or
Office for daily use.
Equipment shall mean any equipment assigned to a Department,
Division, or Office for daily use.
24-hour vehicle shall mean a vehicle that is assigned to an individual
for take home use. (see also Policy 1120.6).
24-hour pool shall mean a vehicle that is assigned to a program that
is taken home and rotated among employees for use in responding to
emergencies after normal working hours.
Out of Town shall mean any area or destination outside of Orange,
Seminole, Osceola, Volusia, Brevard or Lake County.
Orlando Area shall mean the area within Orange, Seminole, Osceola,
Volusia, Brevard and Lake County.
2. The Criteria for Assignment of City Vehicles
a. City Departments, Divisions, or Offices may be assigned a City
vehicle based upon one or more of the following criteria:
Business and Financial Services
Fleet and Facilities Management Division Section 900.2
Policies and Procedures Manual Page 3
i. A vehicle is subject to frequent abnormal, excessive or
hazardous conditions which cannot be avoided.
ii. A vehicle is required to carry special equipment.
iii. When there is a demonstrated advantage for the City, a
vehicle may be assigned to meet work related
transportation needs.
b. Departments, Divisions, and Offices will ensure that vehicles
assigned are required and used daily. A vehicle assigned to a
Department, Division, or Office for an extended period and not
fully utilized will be recalled by FFMD for assignment to another
division or for disposition.
3. Vehicle/Equipment Size, Assignment, and Common Requirements
a. The FFMD shall assign vehicles and equipment (either City
owned or leased from outside agencies or vendors) for City use
by Departments, Divisions, or Offices in the day to day
accomplishment of City business, and extra vehicles and/or
equipment justified by the needs of the
Department's/Division’s/Office's operation for a day or part of a
day.
b. The smallest, most fuel efficient passenger automobiles and
light/pickup trucks and/or Alternative Fueled/Hybrid/Electric
vehicle that supports the assigned agencies mission profile
while replacing an internal combustion engine (ICE) vehicle in
accordance with GreenWorks Orlando appropriate for the
assigned utilization by the using Department, Division, or Office
shall be purchased by the City. The optimum size vehicle will
be determined by the FFMD Division Manager. All equipment
shall be purchased based on the optimum life cycle cost.
c. All cars and trucks will be purchased with air conditioning,
power steering, power brakes, and factory tinted windows
(darker tint is not permitted unless operationally justified).
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Fleet and Facilities Management Division Section 900.2
Policies and Procedures Manual Page 4
d. Unless otherwise justified, City vehicles and equipment shall be
sized and assigned as follows:
i. Executive: Mayor, Mayor's Chief of Staff, CAO, and
Department Directors in Police and Fire: Full size vehicle
with power options and decor package.
ii. Appointed Officials: Mid-size vehicle with power windows
and power door locks.
iii. Police Captains and Lieutenants; Fire Department
Assistant Chiefs and District Chiefs: Mid-size vehicles
with power windows and power door locks.
iv. Assistant Division Managers: Compact vehicles.
v. Police and Fire Investigators, Police Patrol and
Community Service Officers: Body and engine size shall
be as efficient as possible to meet the operational needs
of the Police or Fire Departments as determined by the
Chief of Police, the Fire Chief, and the FFMD Division
Manager.
vi. Police Undercover: As justified for accomplishment of any
operation.
vii. Trucks, Fire Apparatus, Construction, and Maintenance
Equipment: As justified by optimum life cycle cost and
usage requirements.
e. The replacement cycle for all vehicles will be determined by
evaluating a combination of age, mileage/engine hours, repair
history, total replacement funds have been collected and any
other factors relative to a vehicle that the FFMD Division
Manager considers pertinent to its replacement.
Business and Financial Services
Fleet and Facilities Management Division Section 900.2
Policies and Procedures Manual Page 5
4. Surplus Vehicles
a. FFMD may approve temporary usage of surplus vehicles for up
to seven months for one or more of the purposes stated below.
OMB shall be notified and retains veto power if usage conflicts
with other management goals.
b. Use of surplus vehicles for more than seven months shall be
approved by OMB as a temporary fleet expansion. BRC action
will normally be required. The reason for the request and the
duration of the use must be specifically noted. Loaner units will
not be replaced with newer loaners. Using departments shall
justify and acquire a new vehicle in order to replace a loaner.
c. The using department shall be charged all maintenance and
operational costs, including the cost to prepare the unit for
service. Depreciation shall be charged during the loan period to
offset the loss of sale value and the unit shall not be replaced
unless specifically directed by BRC.
d. Re-use of surplus vehicles may be approved for the following
purposes:
i. To complete a specific project of short duration.
ii. To catch up with short-term overload of routine work.
iii. To provide a vehicle while waiting for the delivery of an
additional approved vehicle provided the additional
personnel for the vehicle has been hired and is on the
payroll.
iv. To evaluate modified or expanded service prior to final
commitment.
5. The Rules of Operation for all City Vehicles and Equipment
Business and Financial Services
Fleet and Facilities Management Division Section 900.2
Policies and Procedures Manual Page 6
a. Vehicles shall be operated in accordance with all Local, State,
and Federal laws and regulations. Provisions of City policy (see
City Policy Section 800) and State law require the operator of
any vehicle possess a valid State of Florida Driver's License for
the class of vehicle being operated. Any City or State restriction
placed on an operator's license shall be strictly enforced. Prior
to the operation of any vehicle or piece of equipment, the
operator's supervisor shall be responsible for verifying that the
operator has the requisite license to operate it. Any loss of
licenses by the operator immediately disqualifies that individual
from any further vehicle or equipment operation on public
streets until the license is restored. Should any operator lose a
license, he/she shall report it immediately to their supervisor
and shall not operate any vehicle or piece of equipment until
the license is restored. The Supervisor is responsible for
checking on a regular basis that every operator has the correct
license.
b. FFMD will issue an operators preventative maintenance
checklist with every vehicle issued except motor pool vehicles.
This checklist will list all of the preventative maintenance
checks an operator shall perform on the assigned vehicle. The
interval between operator preventative maintenance checks will
vary between classes of vehicles and will be noted on the
checklist. The operator is responsible for making all
preventative maintenance checks. Failure to do so could result
in damage to the vehicle and disciplinary action against the
employee.
c. The Department, Division, or Office assigned a vehicle is
responsible for maintaining the vehicle in a clean condition.
Vehicles shall be washed and interiors cleaned at least bi-
weekly by the using Employee. Personnel checking out motor
pool vehicles will return them in a clean condition. Motor pool
vehicles will be cleaned and maintained on a regular basis by
FFMD.
Business and Financial Services
Fleet and Facilities Management Division Section 900.2
Policies and Procedures Manual Page 7
d. Prior to operating any City vehicle, any impairment to vision on
the vehicle's windows except regulatory stickers shall be
removed by the driver.
e. The operator shall inspect the vehicle -prior to operation to
ensure that everything is working properly. If any item on the
vehicle is malfunctioning or broken, the operator shall
immediately notify the FFMD service writer of any maintenance
or repairs required. If road service is required, the service writer
will be contacted by telephone or radio.
f. Decals, bumper stickers, or any item not authorized by the
Department Director and sanctioned by a DCAO shall not be
placed on any City vehicle or piece of equipment at any time. If
anything is placed on the vehicle it shall be removed at the time
of servicing and the incident will be reported to the operator's
supervisor for disciplinary action.
g. If a City vehicle becomes involved in an accident of any kind, it
is the responsibility of the driver (if physical condition permits)
to report the accident immediately to:
i. The Law Enforcement Agency in whose jurisdiction the
accident occurred.
ii. The operator’s immediate Supervisor, and
iii. The Risk Management Division on the Risk Management
Accident Report Form.
h. City vehicles shall not be used by employees or City Officials
for any purpose other than City business. Vehicles will be
parked at night on City property and will not be driven home by
employees except under specific conditions. Vehicles may be
authorized to be driven home under the following conditions:
Business and Financial Services
Fleet and Facilities Management Division Section 900.2
Policies and Procedures Manual Page 8
i. In the event that an employee needs the use of a vehicle
before regular business hours, the employee's
Department Director, Division Manager, or Office Head
shall authorize the use. Any authorization shall be in
writing and FFMD will be copied on the correspondence.
ii. If the need to drive a vehicle home is for a period of more
than one day and less than five days in a one month
period, the Department Head, Division Manager, or Office
Head shall approve the use in writing prior to the use.
FFMD and OMB will be copied on the correspondence.
iii. If the need to allow an employee to drive a vehicle home
is for a period more than five days in one month, the
Division Manager is required to request this use in writing
through the Department Director, to the DCAO. FFMD
and OMB shall be copied on the correspondence.
iv. Elected Officials are to secure approval of the CAO prior
to the use of a City vehicle. FFMD and OMB shall be
copied on such approvals.
v. Passengers: The immediate family (i.e., spouse, children,
significant other) of the vehicle assignee may ride as
passengers in the assigned vehicle if the employee
carries the required non-owned auto endorsement on
their personal auto policy and that same personal auto
policy provides Personal Injury Protection or Medical
Payments coverage for injuries that may occur as a result
of being a passenger in an assigned vehicle, and it is a
temporary transport from one point to another on the way
to or from work and then only with the prior written
approval of a manager. All traffic safety requirements
must be met during the transportation. Child seats will not
be used in the front seat of vehicles equipped with
airbags. No other personal passenger transportation is
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Fleet and Facilities Management Division Section 900.2
Policies and Procedures Manual Page 9
allowed without the prior written approval of the
Department Director.
i. Abuse or the improper use of City vehicles and equipment will
not be tolerated. Any operator that abuses or improperly uses
any City vehicle shall be disciplined in accordance with City
Policy and Procedure.
j. Failure to comply with the rules covering the operation of City
vehicles may result in suspension of an employee's privilege to
use a vehicle. The FFMD Division Manager, with the
concurrence of the Chief Financial Officer, shall have the right
to deny, until remedied, the use of a City vehicle to anyone
found violating rules contained herein. Restoration of privileges
shall be in accordance with the City's grievance procedure.
k. All vehicle and equipment maintenance and/or repair is to be
performed by FFMD. In the event the required maintenance
and/or repair cannot be performed in an effective and efficient
manner in-house, FFMD will authorize an outside vendor to
perform the work. No work may be done to any City vehicle or
equipment without prior FFMD approval.
6. Motor Pool Vehicles
a. Motor Pool vehicles are intended for use in the Orlando area.
They are maintained for the convenience of authorized City
personnel. Pools are intended to serve the needs of those
employees who, on occasion, have need for official
transportation for a period of time that is eight hours or less.
Motor Pool Vehicles are for official use only and shall not be
used for personal use. Motor Pool vehicles shall not be used as
a temporary replacement vehicle for a personal vehicle. Motor
Pools are not intended to provide transportation to employees
who must spend substantial amounts of time on a frequent
basis away from their work sites. If this is the case, then the
responsible program should request an 8 hour vehicle be
Business and Financial Services
Fleet and Facilities Management Division Section 900.2
Policies and Procedures Manual Page 10
assigned to the position. If a Motor Pool vehicle is not available,
the employee should use a personal car and submit an
expense report for mileage reimbursement.
b. Unless authorized by the FFMD Division Manager, Motor Pool
vehicles will not be issued out overnight and for not more than
eight hours. Vehicles will be returned to the appropriate Motor
Pool no later than 5:00 P.M. of the same day it was signed out.
c. Keys will be issued to authorized personnel requiring City
vehicles by a designated dispatcher at each location where the
Motor Pool Dispatch Record is retained.
d. When receiving keys to a vehicle, the user must complete and
sign the Motor Pool Dispatch Record Form listing the cost
center, destination, and time of departure.
e. Upon completion of a trip and before returning the vehicle to the
Motor Pool lot, the driver will check the gas gauge. If the tank is
less than one-quarter full, the tank must be refilled. For Electric
Vehicles and/or Hybrid Plug In’s; after parking in the Motor Pool
assigned parking space, plug the vehicle in for charging.
f. Vehicles returned to the Motor Pool will be in a clean condition,
windows rolled up, doors locked and key returned to the
designated dispatcher at the respective location. The odometer
reading, time in, and miles traveled will be recorded on Motor
Pool Dispatch Record. All damages shall be reported using the
Risk Management forms and procedures.
g. Failure to comply with the rules covering City Motor Pool
vehicles may result in suspension of an employee's privilege to
use a Motor Pool vehicle. The FFMD Division Manager, with
the concurrence of Chief Financial Officer, shall have the right
to deny, until remedied, the use of a City vehicle to anyone
found violating rules contained herein. Restoration of privileges
to anyone found violating rules contained herein. Restoration of
Business and Financial Services
Fleet and Facilities Management Division Section 900.2
Policies and Procedures Manual Page 11
privileges shall be in accordance with the City's grievance
procedure.
7. Vehicles for Out of Town or Overnight Trips
a. All vehicles used for Out of Town trips must be requested in
writing to the FFMD Division Manager prior to departure. The
vehicle operator's Chief, Division Manager or Department
Director will be responsible for determining if use of a City
vehicle is justified and will sign all requests. Upon receipt of the
correspondence the vehicle will be issued the day before the
trip to the operator identified in the request.
b. Prior to departure, the operator may be issued travel credit card
by the Office of Business and Financial Services. The travel
card may be used for refueling and any repairs that the vehicle
may require while it is out of town. It is the responsibility of the
operator to coordinate with the Office of Business and Financial
Services for the pick up of the travel card. If the operator does
not pick up the travel card, then any vehicle breakdown will be
paid for by the operator who will be reimbursed by the City.
c. Motor Pool vehicles will not be issued for out of town use. Any
vehicle to be used for out of town trips will be issued from
FFMD.
d. Vehicles assigned for 24 hour use will not be driven out of town
unless written authorization is given by the Division Manager or
Department Director.
e. Trips outside the State of Florida shall be approved by the
CAO.
8. Rental, Vehicles, Equipment
If a using Department/ Division/Office needs a special vehicle or
piece of equipment not owned by the City, a written request to the
Business and Financial Services
Fleet and Facilities Management Division Section 900.2
Policies and Procedures Manual Page 12
FFMD Division Manager will be forwarded specifying the rental/lease
in writing, a follow-up memorandum will be forwarded. All rentals will
be coordinated by the FFMD.
9. Use of City Vehicles by Non-City Employees for City Business
If a non-City employee needs to use a City vehicle on official City
business, authority must be obtained in writing from the appropriate
Department Director and forwarded to FFMD. The Department
Director is responsible to ensure the non-City employee possesses a
valid Florida Driver's license before operating any City vehicle. The
written authority shall include the name of the driver and the vehicle
number of the vehicle which will be used.
10. Exceptions to Standard Policy
a. In the event the Chief, Division Manager or Department Director
determines either:
i. Application of the standard policy or
ii. If the vehicle selection by the FFMD Division Manager
relating to the size, type, or method of acquisition
adversely affects an operation, an appeal may be
submitted to the Chief Financial Officer for subsequent
approval or disapproval.
11. Federal and State Law
a. Employees assigned a City vehicle or a 24-hour vehicle or who
use a vehicle provided by the City shall abide by all appropriate
State and Federal regulations.
b. Personal use of a 24-hour City vehicle shall be reported to the
Controller in a manner communicated by Payroll staff. The
compensation value will be included with taxable income to the
employee.
Business and Financial Services
Fleet and Facilities Management Division Section 900.2
Policies and Procedures Manual Page 13
Forms:
Motor Pool Dispatch Record
Vehicle Issue Form for Motor Pool Day Issue
Vehicle Issue Form for Long Distance Use
Committee Responsibilities:
None.
Reference:
City Council minutes of May 25, 1960, Item 6, and December 14, 1970,
Item 37. This procedure amended by City Council December 10, 1973,
Item 32; amended June 7, 1976, Item 31; amended February 21, 1977,
Item 5; Fleet Management Committee minutes of October 5, 1982, and City
Council minutes of October 25, 1982, Item 25F; amended March 28, 1983,
Item 3-B; amended August 26, 1985, Item 9 (A-1 3); amended February 24,
1986. Item 13 (A-31); amended December 28, 1987, Item 14A-23;
amended December 17, 1990, Item 46; amended July 13, 1998, Item 7-V;
amended April 19, 2004, Item A1.; amended January 30, 2006, Item A1;
amended July 20, 2020, Item A-1.
Date:
This policy effective July 20, 2020.
Business and Financial Services
Fleet and Facilities Management Division Section 900.2
Policies and Procedures Manual Page 14
City of Orlando
Fleet Management Division
Vehicle Issue Form
for
Motor Pool Day Issue
Name:
Employee Number:
Department:
Division:
Cost Center:
Date:
Time Out:
Time In:
The vehicle issued shall be used for City of Orlando official business only. The
vehicle shall not be used for personal business in any way. The vehicle shall be
returned to the motor pool no later than 5:00 p.m. the same day it was signed
out. Any damage to the vehicle shall be reported immediately upon return. If the
fuel is less than one quarter tank, it shall be filled prior to turn in. All trash shall
be removed.
The undersigned has read and understands the above requirements. The
undersigned also certifies that he/she has all the valid licenses and permits
required by law to operate the vehicle.
Signature and Date
Business and Financial Services
Fleet and Facilities Management Division Section 900.2
Policies and Procedures Manual Page 15
City of Orlando
Fleet Management Division
Vehicle Issue Form
for
Long Distance Use
Name:
Employee Number:
Department:
Division:
Cost Center:
Date Out:
Time Out:
Date In:
Time In:
The vehicle issued shall be used for City of Orlando official business only. The
vehicle shall not be used for personal business in any way. It is the
responsibility of the individual to obtain the vehicle and to arrange for the issue
of a ProCard at Finance to pay for fuel and any vehicle breakdowns. Any
damage to the vehicle shall be reported immediately upon return. The fuel tank
shall be filled prior to turn in. All trash shall be removed.
The undersigned has read and understands the above requirements . The
undersigned- also certifies that he/she has all the valid licenses and permits
require by law to operate the vehicle.
Signature and Date
Business and Financial Services
Fleet and Facilities Management Division Section 900.2
Policies and Procedures Manual Page 16
City of Orlando
Chief Administrative Officer
Elected Official’s
Vehicle Request Form
Commissioner:
I request the following vehicle(s) to support the following City of Orlando function or
activity:
Vehicle Type: ____ Full Size Sedan
____ Mid Size Sedan
____ Compact Sedan
____ Van
____ Bus
____ Cargo (specify size) _____________________________
____ Other _________________________________________
Date needed:
Time needed:
Deliver to:
CAO:
The vehicle issued is for City of Orlando official business only. All personnel driving
the vehicle(s) will have valid licenses and permits as required by Loc al, State and
Federal laws. The vehicle will not be used for personal business.
Signature and Date
==================================================================
Fleet Management use only:
Date Request Received from CAO:
Date Delivered:
Time Delivered:
Delivered To:
Date Picked up: