MAINTENANCE OF VEHICLES AND RECORD KEEPING 49
CFR PARTS 396.1 - .25
Many of our locations have company owned vehicles since the trend over the last few years has been to move away from leasing. In a lot of cases we relied on the leasing company to remind us to bring our trucks in for preventive maintenance. If the company owns the truck, then we need to take the responsibility to make sure our vehicles are properly maintained at the prescribed mileage.
Our primary goal is to perform all tasks safely. Trucks are no different. To ensure the safety of our employees, the public, and compliance with DOT regulations it is imperative that all vehicles are maintained. We want the safest and best-looking fleet in the Industry.
Refer to Lotus Notes Safety & Compliance Database for the latest procedure for vehicle maintenance and requirements (SAFDOT-019). Make sure drivers are aware of the mileage requirement for the different levels of maintenance. Give the appropriate personnel a copy of this procedure. The Preventive Maintenance schedules are included at the end of SAFDOT-019. Show employees how to fill out a "Driver Vehicle Inspection Report" (DVIR) and how it is processed. Make a point to tell the drivers that not only can the company be fined but so can they. DOT will fine you for maintenance defects or neglected items.
ITEMS TO CONSIDER:
Any locations not using a full service maintenance company (i.e. Ryder, Penske, etc.) for their routine vehicle maintenance must ensure that the maintenance facility of their choice adheres to the following regulations:
Airgas will periodically inspect these maintenance facilities to insure DOT compliance.
Every motor carrier/maintenance facility shall routinely inspect, repair, and maintain all motor vehicles subject to its control based on the vehicle's hours or miles (typically every 7,000 miles or four months). Please note that this does not mean just an oil change. This is not only a regulation, but the vehicles are an asset to Airgas.
In addition to periodic inspections, the vehicles must undergo an annual inspection (see attached copy in procedure).
- Any Mechanic/inspector must meet the qualifications according to parts 396.19. A copy of their certification of training, or a letter stating the mechanics/inspectors' experience and training must be signed by his supervisor or the owner and sent to the Corporate Office.
- The individual that inspects and maintains the vehicle's brakes must meet the qualifications according to parts 396.25. Here again, a copy of the certification of training or a letter stating the individual's training and experience signed by his supervisor or the owner must be sent to the Corporate Office.
- Each driver must complete a Driver Vehicle Inspection Report (DVIR) daily and the mechanic must sign this report if any work is required.
o Maintenance and repair records must be kept at the facility that does the maintenance. The record retention period is for one year. If the vehicle leaves that area due to transfer or termination, the retention period is reduced to 6 months.
- Maintenance and repair records must be kept at the facility that does the maintenance. The record retention period is for one year. If the vehicle leaves that area due to transfer or termination, the retention period is reduced to 6 months.
- Maintenance records consist of:
- Identification of the vehicle repaired/serviced, including company number, year, make, model, vehicle identification number and tire size. In addition, if the motor carrier does not own the vehicle, the record shall identify the name of the person furnishing the vehicle.
- A means to indicate the nature and due date of the various inspections and maintenance operations to be performed.
- A record of inspection, repairs, and maintenance indicating their date and nature.
A Certificate of Insurance from each maintenance facility listing Airgas, as the additional insured must be sent to the Corporate Office. Primary coverage will be evaluated and set at a later date.
Corporate will need a copy of their OSHA training (i.e., lock out/tag out).
Corporate will need the name of the facility, address, phone number and contact, along with certifications mentioned above for each maintenance facility.
Please make sure that the above criteria are met with your maintenance facilities and use the audit in the procedure occasionally to ensure compliance.