Vehicle Maintenance Plan

Coastal Community Action Program

WSDOT Owned

Mission Statement

Coastal Community Action Program’s (CCAP) vehicle maintenance mission is to effectively and efficiently

provide safe, clean, reliable and comfortable vehicles for use by its clients and operators.

Preventative Maintenance (PM) Program

The emphasis of CCAP’s maintenance program is preventive rather than reactive maintenance. A strong

preventive maintenance program effectively reduces overall maintenance costs by decreasing the

number of road calls and the high cost of unpredictable repairs caused by reactive maintenance. The PM

schedule and requirements are based upon vehicle type and manufacture recommendations. As the

manufacturer mileage recommendations are consistently meet prior to the time recommendations PM

schedules are based on mileage.

Maintenance is performed at specific mileage increments (levels) with specific elements performed every

6, 12, 30, 60 and 102 thousand miles. Level A (6,000) encompasses the engine fluids and tires. Level B

(12,000) includes Level A maintenance, the brake system, CV joints, front suspension and the exhaust

system. Level C (30,000) includes Level A and the engine air cleaner filter. Level D (60,000) includes

Level A and C and the transaxle filter and fluid. Level E (102,000) includes Level A and B, engine

coolant, ignition cables and spark plug replacement.

CCAP staff continually review the maintenance practices to identify potential improvements to the

program. This assures optimum benefits from the scheduled inspections, maximizes useful vehicle life,

reduces maintenance costs and ensures that CCAP vehicles remain in safe operating condition

On-Time Inspection Variance

Because of the need to schedule maintenance through an outside vendor, the allowable variance with all

preventive maintenance inspections is a minus 750 miles to a plus 750 miles. Any inspection completed

within this parameter is considered on time.

CCAP Transportation Tracking Protocols

The Transportation Coordinator (TC) is responsible for developing the PM schedule for each type of

vehicle WSDOT legally owns and for ensuring all PM activities are completed in a timely manner and are

consistent with manufacture’s recommendations.

CCAP utilizes the services of outside venders to perform all maintenance. The TC shall ensure that the

vendors are properly briefed as to the extent of the particular PM being performed. Additionally the TC

conducts a semi annual physical inspection of each vehicle in January and July.

Each driver is required to conduct a pre and post trip inspection on his/her assigned vehicle each day

using the Daily Van Inspection Report (DVIR) developed in cooperation with the WUTC. Multiple drivers

may use the same vehicle on a given day and each driver complies with this requirement for his/her use.

The driver records any problem on the DVIR and calls the TC if conditions requiring immediate attention

are discovered. The TC reviews each completed DVIR and schedules work with outside vendors as

necessary.

The completed documentation for all preventive maintenance consists of the vendor generated

performance/documentation sheets and the CCAP PM sheet completed by the TC based upon the

vendor performance/documentation sheets. (Necessary because vendors often neglect to fill out

additional outside paperwork while performing vehicle maintenance) Vehicle number, date, mileage and

any pertinent information is also included. The Vehicle report sheets used by the two vendors (Five Star

and Grays Harbor Fast Lube) CCAP patronizes often are enclosed for reference.

The TC maintains a complete history for each vehicle that includes documentation of all repairs,

inspections and other related maintenance activities.

Warranty Recovery Program

Coastal CAP operates a warranty program to ensure that costs of parts and repairs on warranty-covered

items are recovered.

Failed Components

Parts and components that may have failed prematurely are retained. The TC researches the original

installation date, miles of usage on the failed component and the vendor from whom it was originally

purchased. If the part or component is covered by warranty, it is returned to the vendor.

Return to Manufacturer/Vendor

Authorization for warranty return and labor claims, when applicable, are obtained from the manufacturer

or vendor. Information is supplied to the vendor surrounding the circumstances of the failure, if known.

The item is then returned to the vendor warranty department for repair or replacement. Coastal CAP

retains copy of the warranty claim form for tracking purposes.

COST ANALYSIS TOOL

Coastal CAP uses a life cycle cost analysis tool as part of its decision- making process in establishing

and making changes to preventative maintenance intervals, thereby enabling the agency to analyze cost

effects of alternative practices over the life of the equipment.

The following forms are included with this plan:

Service Level A – E Reports

Daily Van Inspection Report

Semi-Annual Vehicle Inspection Report

Vendor Inspection Checklist Form

Service Level "A" Completed Every 6,000 Miles

Vehicle:_________ Date:_________ Odometer:______________

Vendor Performing Service:_____________________________Report Attached: Yes or No

Check and Service (if necessary) the following: Repairs/Action Needed

Change Engine Oil

Oil Filter

Coolant Recovery Reservoir Fluid

Transmission Fluid

Power Steering Fluid

Engine Air Cleaner Filter

Tire Wear/Air Pressure (rotate if necessary)

Notes:

Service Level "B" Completed Every 12,000 Miles

Vehicle:_________ Date:_________ Odometer:______________

Vendor Performing Service:_____________________________Report Attached: Yes or No

Check and Service (if necessary) the following: Repairs/Action Needed

Service Level A

Brake System (linings, hoses, parking, fluid)

CV Joints

(initial check at 12,000 then 48, 72, 96 & 120,000)

Replace Air Conditioning Filter

Front Suspension, Tie Rod Ends & Boot Seals

Exhaust System

Notes:

Service Level "C" Completed Every 30,000 Miles

Vehicle:_________ Date:_________ Odometer:______________

Vendor Performing Service:_____________________________Report Attached: Yes or No

Check and Service (if necessary) the following: Repairs/Action Needed

Service Level A

Replace Engine Air Cleaner Filter

Notes:

Service Level "D" Completed Every 60,000 Miles

Vehicle:_________ Date:_________ Odometer:______________

Vendor Performing Service:_____________________________Report Attached: Yes or No

Check and Service (if necessary) the following: Repairs/Action Needed

Service Level A & C

Change Transaxle Fluid & Filter

Notes:

Service Level "E" Completed At 102,0000 Miles

Vehicle:_________ Date:_________ Odometer:______________

Vendor Performing Service:_____________________________Report Attached: Yes or No

Check and Service (if necessary) the following: Repairs/Action Needed

Service Level A & B

Flush & Replace Engine Coolant

Replace Ignition Cables

Replace Spark Plugs

Notes:

DAILY VAN INSPECTION REPORT

This form is to be filled out & signed AT THE END of your run. Leave it on the driver’s seat in the vehicle

so the subsequent driver can read, date & sign it. The subsequent driver will turn the form in with their

paperwork that day. Be sure you fill out a new form at the end of each day.

Date Driver

Van Number Beginning Odometer

Item OK Defect Comments/Nature of Defect

Fluid Leaks Under Van

Lights-Interior

Lights-Exterior (Head Lights/Turn

Signals/Running Lights/Hazard)

Horn

Mirrors

Wipers/Fluid

Brakes-Service/Parking

Steering

Fans/Defroster

Windows (clean/not chipped, etc)

Tires-Tread/Condition/Air Pressure/Lug Nuts

Tight

Wheels/Rims

Fire Extinguisher

Emergency Road Kit

Survival Kit (back pack)

Cycle Wheel Chair Lift (CC4 Only)

The condition of vehicle is satisfactory: Yes_______ No_______

If “No” explain (if the condition requires the immediate attention of the Transportation Coordinator you must call)

Completing Driver’s Signature/Date

Corrective action taken by Transportation Coordinator if applicable:

Subsequent Driver’s Signature /Date

Driver Comments:

______________________________________________________________

COASTAL COMMUNITITY ACTION PROGRAM

SEMI ANNUAL VEHICLE INSPECTION

Vehicle #__________ Date:____________ Mileage:____________

Transportation Coordinator:__________________________________

January:

__________ Exterior Condition (body and glass)

__________ Interior Condition

__________ Lighting Systems (interior/exterior)

__________ Air Conditioning/Heater Unit

__________ Tire Condition

__________ Wiper Blade Condition

(replaced as needed throughout the year)

July:

__________ Exterior Condition (body and glass)

__________ Interior Condition

__________ Lighting Systems (interior/exterior)

__________ Air Conditioning/Heater Unit

__________ Tire Condition

__________ Wiper Blade Condition

(replaced as needed throughout the year)

Comments:

Fillable Printable Vehicle Maintenance Plan

Fillable Printable Vehicle Maintenance Plan