Palm Beach County Fire Rescue Vehicle Maintenance Requests Policy PDF, January 2023

TO: ALL PALM BEACH COUNTY FIRE RESCUE PERSONNEL FROM: PATRICK K. KENNEDY FIRE RESCUE ADMINISTRATOR PREPARED BY: FIRE RESCUE PPM COMMITTEE SUBJECT: VEHICLE MAINTENANCE REQUESTS PPM #:...

TO: ALL PALM BEACH COUNTY FIRE RESCUE PERSONNEL FROM: PATRICK K. KENNEDY FIRE RESCUE ADMINISTRATOR PREPARED BY: FIRE RESCUE PPM COMMITTEE SUBJECT: VEHICLE MAINTENANCE REQUESTS PPM #: FR-S-101 ISSUE DATE EFFECTIVE DATE January 26, 2023 February 23, 2023 PURPOSE: The purpose of this policy is to provide a means or mechanism for reporting and recording vehicle maintenance problems. UPDATES: Future updates to this PPM are the responsibility of the Deputy Chief of Support Services, in conjunction with the PPM Committee, under the authority of the Fire Rescue Administrator. AUTHORITY:  Fire Rescue Administrator  CWO-O-035, as may be amended. SCOPE: This policy applies to all Palm Beach County Fire Rescue personnel and reservists. ATTACHMENTS: Attachment A: AssetWorks Service Request How To Guide Attachment B: NFPA 1911 Standard for the Inspection Maintenance Testing and Retirement of In-Service Emergency Vehicles POLICY: This policy applies to reporting and recording vehicle maintenance problems. PROCEDURE: The Support Services Fleet Maintenance Division has computerized records of apparatus maintenance and fleet maintenance. In order to provide improved service for all repair needs, the following procedures shall be followed: 1. Apparatus Maintenance: a. All vehicle maintenance requests shall be reported to Fleet Maintenance by entering the request in AssetWorks following the instructions outlined in the AssetWorks Service Request How to Guide (FR-S-101 Attachment A). Fleet Maintenance normal business hours are from 0700 hours to 1800 hours Monday through Friday (non-holiday weeks). To request vehicle maintenance after hours, call the Communication Center to contact the On Call Technician. FR-S-101/Page 1 of 2  b. If the vehicle exhibits a mechanical failure that falls under the criteria set forth in NFPA 1911 Standard for the Inspection Maintenance Testing and Retirement of In-Service Emergency Vehicles (FR-S-101 Attachment B), the Lieutenant or Operational Captain should immediately place the vehicle out of service and phone their Battalion Chief directly to report the problem. If the vehicle is en route, it should be immediately pulled over in a safe location and the engine shut off to prevent further damage. In addition, a vehicle maintenance request shall be reported to Fleet Maintenance by entering the request in AssetWorks. c. When the Lieutenant or Operational Captain has placed a vehicle out of service, the Shop Foreman or the Road Technician shall examine the vehicle to determine if the problem can be fixed immediately, or if a replacement vehicle is necessary. d. Fleet Maintenance shall schedule the apparatus for repairs. No apparatus shall be brought to Fleet Maintenance until it is scheduled for repair. e. Apparatus shall not be worked on unless a work order has been processed through Fleet Maintenance, except for emergency repairs. f. All pertinent information pertaining to the problem shall be reported in AssetWorks. Each station shall have a hard copy of the AssetWorks user manual to reference work requests. Also, the AssetWorks user manual can be found on the Fire Rescue Intranet if needed, under Publications, Manuals. g. The information shall be entered into the station log book on the date reported and to whom the problem was reported. h. As work is completed, the assigned Technician shall fill out a Repair Order Form generated by the AssetWorks, make a copy, and place it on a clipboard in such a place that all station personnel have access to. 2. Light Vehicle Maintenance: a. Employees who have a staff vehicle must notify Fleet Maintenance during normal working hours if the vehicle has experienced a mechanical breakdown or has been involved in an accident. In addition, a vehicle maintenance request shall be reported to Fleet Maintenance by entering the request in AssetWorks. b. After hours, or on weekends, personnel should call the Communication Center who shall in turn notify the On Call Technician. ______________________________ PATRICK J. KENNEDY FIRE RESCUE ADMINISTRATOR Supersession History 1. PPM#FR IV-01, issued 10/01/1984 2. PPM#FR IV-01, issued 03/03/2011 3. PPM#FR S-101, clerical 03/01/2018 4. PPM#FR S-101, issued 12/4/2020 5. PPM#FR S-101, issued 01/26/2023 FR-S-101/Page 2 of 2