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Document Code No.: FES 12-1 (AP)
Department/Issuing Agency: Public Works - Fleet Administration
Effective Date: December 22, 1988
Approved: /s/ Tim Hill
Type of Action: New

Signed document (PDF, 1.08 MB)


1.0 SUBJECT TITLE: King County Motor Pool Operating Procedures Manual

2.0 PURPOSE:

2.1 To provide to all user agencies the policies and procedures governing the use of Motor Pool vehicles, service and driver's responsibilities.

3.0 ORGANIZATIONS AFFECTED:

Applicable to all King County Executive departments, offices and agencies.

4.0 REFERENCES:

4.1 "Procedures For Reporting and Valuing the Use of King County Vehicles" (Appendix 9.2).

4.2 Executive Orders, Policies and Procedures - "Use of King County Vehicles" (Appendix 9.3).

5.0 DEFINITIONS:

5.1 "Assigned Car" means a vehicle permanently assigned to an agency and rented on a monthly basis.

5.2 "Dispatch Car" or "Unassigned Car" means a vehicle issued for a single trip or for less than three working days and rented on an hourly basis.

5.3 "Temporary Assignment" means a dispatch vehicle which is temporarily assigned for a period of not less than one month nor more than ninety (90) calendar days. Rental is on a monthly basis.

5.4 "Class" means a designation for a group of vehicles, usually determined by the size, type and usage of the vehicle. For example, class 71 is a compact size general use assigned vehicle.

5.5 "Size" means classification of vehicle by size (1) subcompact; (2) Compact or (3) Standard (full size).

6.0 POLICIES:

6.1 AUTHORIZATION AND USE OF DISPATCH VEHICLES:

6.1.1 Any King County budgeted agency or other agencies that are authorized by the County Executive having a non-King County government agency code number for billing purposes may use Motor Pool vehicles.

6.1.2 Any employee of King County and/or authorized agency may use a Motor Pool vehicle if his/her manager has provided the Motor Pool with a written authorization (King County Dispatch Vehicle Request Form) for that employee to use Motor Pool services on behalf of that agency. (Appendice 9.4.)

6.1.3 The agency manager must check to see that an employee has a valid Washington State driver's license before authorizing the employee's use of King County cars.

6.1.4 All persons driving a County vehicle must present a valid Washington State Driver's license to the Dispatcher for that class of vehicle (Motorcycle License, Chauffeur's License) and must show the license to the Dispatcher each time a vehicle is checked out of the pool.

6.1.5 The Office of Fleet Administration may request the driving records of all King County vehicle operators from the State Department of Licensing and may notify employee's supervisor, Dispatch Office and Safety Office of employee having suspended license.

6.2 DISPATCH RENTAL RATES:

6.2.1 The hourly use dispatch rental rates are rounded to the next nearest whole hour of use and begins when the trip ticket and keys are picked up. Rental ends when the trip ticket and keys are returned to the Dispatch Office.

6.2.2 A minimum of two (2) hours shall be charged for each trip.

6.2.3 The maximum hours per day charged for a car shall be twelve (12) hours. Charges will be assessed for use from 8 a.m. to 8 P.m. of each day, including weekends and holidays. If the car is kept overnight, the charges will cease at 8 p.m. and shall resume the next morning at 8 a.m. The charges shall continue until the keys and trip ticket are returned.

6.2.4 A maximum of eight (8) hours for evening use shall be charged for vehicles used after 4:00 p.m. and returned the next morning. After midnight no further charges will accrue if the vehicle is returned at 8 a.m. the next day. The charges will continue until the keys and the trip ticket are returned.

6.2.5 Hourly rental rates shall be determined by the size and type of vehicle used. The categories are: standard, compact and sub-compact size sedans, station wagons, vans and trucks. Rates shall be adjusted at the beginning of each calendar year. However in special situations, rates could be adjusted at any period in the year.

6.2.6 Rental rates for temporary assignment of dispatch vehicles will be charged based on the average monthly cost and usage experienced by each respective classes of dispatch vehicles. For example, if dispatch vehicles average 1,200 miles a month, the monthly rate will be based on 1,200 miles per month times the O&M cost per mile plus monthly replacement reserve.

6.3 AUTHORIZATION AND USE OF ASSIGNED VEHICLES:

6.3.1 Motor Pool vehicles may be assigned to a single employee or retained within the agency for use by several employees at the agency manager's discretion.

6.3.2 County employees may at times need to drive a County vehicle home in the conduct of County business and may do so by providing proper justification and receiving prior written approval from the Department Director or his/her authorized representative (Administrative Policies and Procedures - "Use of King County Vehicles").

6.3.3 A change of assigned vehicle can be made by sending a written request to the Fleet Administrator stating the different type of class of equipment desired and justification for the change. If the Fleet Administrator determines the request is reasonable, the requested vehicle will be obtained or assigned.

6.3.3.1 If an agency wishes to upgrade or purchase a vehicle that is more expensive than the replacement cost of the one presently assigned the requesting agency may be charged the difference.

6.3.3.2 A revised rental rate for the new upgrade vehicle shall be charged when the new vehicle is placed in service.

6.3.4 Departments/Agencies with assigned vehicles continually being driven less than 500 miles each month may be asked to consider relinquishing the assigned vehicle and instead make use of dispatch vehicles as an alternative.

6.3.5 Departments that determine that they no longer need an assigned vehicle must return the vehicle to the Motor Pool. Vehicles returned to the Motor Pool may be requested to be reassigned back to the department within the same calendar year at no extra charge. Credit cannot be given to agencies when returning assigned vehicle.

6.4 ASSIGNED VEHICLE RENTAL RATES:

6.4.1 Monthly rental charges for assigned vehicles consist of four elements: replacement costs, maintenance costs, operating cost and overhead. The monthly replacement portion of the rental cost represents current replacement value (purchase price divided by months of estimated life) for the class of vehicle adjusted for inflation each year.

6.4.2 The operating cost portion represents gasoline, oil, tires, batteries, parts, maintenance, labor, other costs, and overhead costs expressed as a cost per mile. These costs are computed annually (actual costs for each vehicle class divided by average number of miles driven by each vehicle class). The rental rates are re-computed and adjusted each calendar year. The vehicle class designations currently in use are:

 M-57 Public Safety CPO Patrol (Motor Pool Maintained) M-58 Public Safety CPO Patrol (Contract Maintained) M-59 Public Safety Extended Service Vehicles M-60 Public Safety Standard M-61 Public Safety Compact M-62 Public Safety Sub-Compact M-63 Public Safety CPO Patrol Standard M-64 Public Safety Patrol Compact M-65 Public Safety Traffic Standard M-66 Public Safety Traffic Compact M-67 Public Safety Motorcycle M-68 Public Safety Misc. M-70 General Use Standard Car M-71 General Use Compact Car M-72 General Use Sub-Comapct Car M-73 Passenger Van M-74 Cargo Van M-75 Pick-up Truck M-76 Pick-up Truck, Sub-Compact M-77 Animal Control Truck M-79 Pick-up Truck, Sub-Compact Diesel M-80 Standard Dispatch Car M-81 Compact Dispatch Car M-82 Sub-Compact Dispatch Car M-83 Van/Pick-up Dispatch Truck

6.5 TEMPORARY ASSIGNMENT OF VEHICLE:

6.5.1 A vehicle may be assigned to a department or individual on a temporary basis. Temporary assignment shall be for a minimum of one month but not to exceed three months, unless a new request is made by the agency and approved by Fleet Administration.

6.5.2 Approval of assignment of a temporary vehicle will be dependent on availability of vehicle in the Motor Pool.

6.6 VEHICLE REPLACEMENT:

6.6.1 Vehicles will be replaced on the basis of a prescribed standard criteria as outlined herein.
6.6.1.1 The following minimum mileage replacement criteria will be considered for King County vehicles:
 (1) General Purpose Automobiles 80,000 miles (2) Police Patrol Vehicles 80,000 miles (3) Police Traffic Vehicles 80,000 miles (4) Police Motorcycles 45,000 miles

6.6.1.2 Vehicles which do not meet the above criteria will not be removed from the fleet for replacement unless the affected agency or the requester submits written justification for these exceptions to the Fleet Administrator for his review and approval, documenting extenuating circumstances. Some of these circumstances may be:

6.6.1.2.1 Accident damage to the vehicle.

6.6.1.2.2 Excessively high repair/operating costs of the vehicle.

6.6.1.2.3 Continued operation of the vehicle which would represent a safety hazard.

6.6.1.2.4 Excessive downtime, which makes it economically unfeasable to retain the vehicle.

6.7 DRIVING OUTSIDE KING COUNTY:

6.7.1 County vehicles may not be driven outside of King County without authorization by the driver's division manager.

6.8 REQUIREMENT FOR DRIVER TRAINING (DRIVER IMPROVEMENT COURSE):

6.8.1 Employees routinely assigned driving responsibilities shall be trained in defensive driving. Division managers shall contact the Safety and Workers Compensation Office to coordinate this training as needed.

6.9 COMMERCIAL CREDIT CARDS:

6.9.1 Fleet Administration may issue commercial credit cards to divisions and/or individuals as required to perform assigned tasks.
6.9.1.1 Individuals whose job responsibilities are of a 24 hour nature.

6.9.1.2 Individuals who must travel outside King County.

6.9.1.3 Credit cards may be issued when King County fueling facilities are not readily available to fleet users.

6.10 MARKING OF KING COUNTY CARS:

6.10.1 All County vehicles are required by law (RCW 46.08.065) to have identifying markings. Vehicles used in mass transportation, driver training, or by law enforcement agencies for undercover or confidential investigative purposes are exempt from the requirement. The law specifies that the King County Insignia (or other insignia incorporating the words "King County" into the design) shall not be less than six inches in diameter at its smallest dimension. The agency, department, or division name shall appear on both sides of the vehicle in letters at least 1-1/4 inches high. Vehicle operators and agency managers must ensure their respective vehicles are in compliance with this statute.

6.11 MOTOR POOL BILLINGS:

6.11.1 Fleet Administration shall prepare monthly billing for Motor Pool services and shall submit same to the Office of Financial Management - Accounting Services for processing. Billing shall include charges for rental of assigned cars, dispatch car use and charges for any other services or materials provided by the Motor Pool.

6.12 PARKING IN THE KING COUNTY GARAGE:

6.12.1 King County Assigned Vehicles:
6.12.1.1 Authorization to park assigned County vehicles in the County Garage shall be obtained from Facilities Management.

6.13 KING COUNTY GARAGE ACCESS CARD:

6.13.1 The loaning or transferring of assigned "King County Garage Access Card" for the purpose of parking in the County Garage is prohibited.

6.14 USE OF SEAT BELTS:

6.14.1 Driver and passenger of King County vehicles shall wear seat belts at all times when the vehicles is being operated.

6.15 TRAFFIC VIOLATION:

6.15.1 Vehicle parking and moving violation citations are the responsibility of the vehicle operator. Citation fines should be paid promptly.

6.16 SMOKING IN VEHICLES:

6.16.1 Smoking in King County vehicles is prohibited.

6.17 INSURANCE COVERAGE:

6.17.1 Any authorized King County employee acting in good faith within the scope of their employment is covered by the County's self-insured program while driving a County car.

6.17.2 County employees acting in good faith within the scope of their employment are covered by the County's self-insured program while passengers in County cars.

6.17.3 A Travel Accident Life Insurance policy becomes effective for both driver and County employed passengers for each individually authorized trip outside the County.

7.0 PROCEDURES:

7.1 RESERVING AND/OR OBTAINING A DISPATCH VEHICLE:

Action By: Manager

Action:

7.1.1 Dispatch car should be reserved the day before it is needed and provide the Dispatcher with the driver's name, agency name, time and date of return and "low org" number.

Action By:

Action: Driver

7.1.2 When picking up the reserved dispatch vehicle, provide the Dispatcher with a "King County Dispatch Vehicle Request Form" signed by the driver's manager. (Appendix 9.4.)

7.1.3 Before entering the vehicle perform a "walk-around" inspection of the vehicle to determine general condition. Any body damage noted should be immediately reported to the Dispatcher. All vehicle systems shall be checked for proper operation prior to moving the vehicle from the garage.

7.1.4 Ensure that the vehicle is adequately fueled before leaving the garage.

7.1.5 When returning the vehicle, park on the designated level, write the stall number, mileage, malfunctions or irregular operations of the vehicle, and if the car needs washing or cleaning, on the trip ticket and return the car keys, trip ticket and Garage Access Card to the Dispatch Office.

7.1.6 When returning a dispatch vehicle, if a parking stall is not available on the designated parking levels, drive to the Dispatch Office where the Dispatcher will direct the driver to an available parking stall.

7.1.7 If the Dispatch Office is closed when returning the vehicle place the completed trip ticket, keys and Garage Access Card through the mail slot in the Dispatch Office door.

7.1.8 If the Garage door is down when returning the vehicle, the driver shall gain access to the garage by use of the "County Garage Access Card" which is issued with the vehicle keys and trip ticket.

Action By: Dispatcher

Action:

7.1.9 When possible coordinate vehicle requests for possible carpooling.

7.1.10 Issue keys, garage access card and trip ticket for dispatched vehicle. Trip ticket will indicate location of the vehicle in the garage, vehicle number, starting mileage and departure time. (Appendice 9.5.)

7.1.11 When necessary, issue appropriate vehicle fuel card to driver.

7.2 TEMPORARY ASSIGNMENT OF A VEHICLE:

Action By: Manager

Action:

7.2.1 Submit written request to Fleet Administrator requesting such assignment, giving date vehicle is needed, type of vehicle needed, date vehicle will be returned and budget charge number.

7.3 OPERATING AUTOMATED FUEL PUMPS:

Action By: Driver

Action:

7.3.1 Know the vehicle odometer reading (mileage) before attempting to use the machine.

7.3.2 Locate the fuel card reader to activate the fuel pumps. Fuel card reader is located (1) on or near the fuel island, or (2) inside the oil house at computerized fuel sites.

7.3.3 Follow "prompts" displayed on the screen through each step of the procedure. (Instructions are also posted on the machine itself.) Be sure to enter correct odometer readings into the fueling system.

Action By: Fuel Site Coordinator

Action:

7.3.4 Contact Fleet Administration for any problem connected with the operation of automated fuel pumps.

7.4 REPORTING FUEL USAGE:

Action By: Driver

Action:

7.4.1 For manual fuel sites, complete all fields on the "Daily as Diesel and Oil Report" form upon completion of dispensing fuel. (Appendices 9.8 and 9.9.)

7.4.2 For all fuel sites, complete all appropriate fields of a "Daily Gas/Diesel and Oil Report" form for all oil issues.

7.4.3 When automated fuel sites are on the manual system, see 7.4.1 above.

7.5 VEHICLE ACCIDENT REPORTING:

7.5.1 King County is self-insured for automobile liability. If you are involved in an accident while operating a County vehicle, ensure that the following procedures are followed:
7.5.1.1 Stop and identify yourself to the other party.

7.5.1.2 Complete the King County Accident Report Form found in the glove compartment of your vehicle. Record the date, time and location of the accident, names and address of occupants of other vehicle(s), description and license numbers of other vehicle(s) involved, the name of the driver's insurance company and policy number and the names and addresses and telephone numbers of any witnesses. Answer the questions on the back side of the form and describe how the accident happened, distribute the form as follows: one copy to the Motor Pool Garage Supervisor, one copy to the Office of Safety and Worker's Compensation, 210 Terminal Building, King County International Airport, one copy to Vehicle Operator's Supervisor, and one copy to the Office of Risk Management, Room 615, King County Administration Building. (Appendice 9.10.)

7.5.1.3 Complete the State of Washington Motor Vehicle Collision Report if the accident involved injuries to any person or property damage that might exceed $500. A copy of the State of Washington Motor Vehicle Collision Form can be found in the glove compartment of your vehicle or can be obtained from any law enforcement agency. In the section of this form where the name of your insurance company is requested, insert "Self-insured Certificate No. 33. " Turn a copy of the completed form into the law enforcement agency within whose jurisdiction the accident occurred (for example, within Seattle city limits, the Seattle Police Department, in unincorporated King County, the King County Police). Copy no. 4 must be forwarded to the Office of Risk Management, Room 615, King County Administration Building. (Appendice 9.11.)

7.5.1.4 Do not give any statements or discuss who is responsible for the accident with anyone other than the law enforcement authorities. If the accident is serious an/or there are bodily injuries, notify Risk Management, 296-7432 as soon as possible following the accident.

7.6 VEHICLE INJURIES TO KING COUNTY EMPLOYEES:

Action By: Driver/Passenger

Action:

7.6.1 Injury sustained through a vehicle accident by a County employee is covered by the King County Self-Insured Worker's Compensation Program. Injury must be reported to that office the day they occur, if possible, telephone 296-0510. (Please refer to King County Safety Standard No. 13, "Accident Reporting", published in August, 1980.)

7.7 SPECIAL SERVICE REQUESTS:

Action By: Agency

Action:

7.7.1 Agencies that want special Motor Pool services or equipment, which are not already covered in the general rental rate, shall complete a King County Work Authorization Agreement, including all applicable charge numbers, and submit it with a memo stating reason for request for special service or equipment to the Fleet Administrator. Some examples of requested services are: (1) equipment repair; (2) radio installation or repair; (3) special fabrication and labor. (Appendice 9.7.)

7.8 SCHEDULED MAINTENANCE - ASSIGNED VEHICLE:

Action By: Agency/Driver

Action:

7.8.1 Ensure that the vehicle is taken to the County Motor Pool Garage for scheduled maintenance as indicated on the "Maintenance Due" sticker located on the instrument panel of the vehicle.

Action By: Motor Pool Supervisor

Action:

7.8.2 Perform scheduled maintenance on all County vehicles in accordance with established maintenance schedule. Current maintenance schedule is:
7.8.2.1 General purpose vehicles - 6,000 miles or four months.

7.8.2.2 Public Safety Patrol/Pursuit cars - 4,000 miles.

7.8.2.3 Perform a safety check on all vehicles receiving maintenance service in accordance with current preventative maintenance program.

7.9 UNSCHEDULED MAINTENANCE:

Action By: Driver

Action:

7.9.1 Emergency Repairs - Normal Work Hours: 7:30 am - 4:30 pm, Monday through Friday.
7.9.1.1 Shall, if the vehicle is safe to drive, take vehicle to the Motor Pool Garage and complete a "Motor Pool Repair Sheet" (Appendice 9.6); or

7.9.1.2 Call the Motor Pool Garage Supervisor 296-5050, stating the nature of the problem, indicating that the vehicle is either inoperable or unsafe to drive.

Action By: Motor Pool Supervisor

Action:

7.9.1.3 Ensure that a mechanic or a tow truck is dispatched to the site of the vehicle.

Action By: Driver

Action:

7.9.2 Emergency Repair - After Normal Work Hours: 4:30 pm - 7:30 am, Monday through Friday, weekends and holidays.
7.9.2.1 Shall use his/her best judgment to get vehicle repaired or to the County Motor Pool Garage. (See Section 9.1.)

7.9.2.2 Ensure that department manager and Motor Pool Supervisor are informed of vehicle failure and the action taken as soon as possible.

8.0 RESPONSIBILITIES:

8.1 The King County Motor Pool unless otherwise authorized, is responsible for vehicle maintenance of the County Motor Pool fleet of passenger cars, light trucks and motorcycles.

8.2 County agencies are responsible for ensuring that their assigned vehicles are available to the Motor Pool Garage for all scheduled maintenance.

8.3 Fleet Administration is responsible for ensuring that Motor Pool and Garage charges are forwarded to the Office of Financial Management - Accounting Services in a timely manner.

8.4 The user is responsible for keeping the assigned vehicle clean and reporting any vehicle malfunctions to the Motor Pool Supervisor immediately.

9.0 APPENDICES:

9.1 GENERAL INFORMATION:
Any time a vehicle becomes unsafe to operate, the first and most important thing to remember is: Get off the road or out of traffic! Do not continue to operate a vehicle you have determined to be unsafe to drive. Certain vehicle emergencies may occur which can easily be remedied at a service station (for example; broken fan belt, radiator hose, etc.) If there was no credit card issued, the driver may make the necessary purchase, either by cash or by the use of his/her own credit card. He/she shall obtain a receipt with the equipment number and license number noted on it. The purchase must not exceed $25 including tax. If estimated cost of repairs exceeds $25 the driver shall have the vehicle towed to the County Garage. Reimbursement shall be obtained by presenting the receipt to the Fleet Administration Office. This type of purchase shall be made only in an emergency and the Garage should be notified, if possible, before the purchase is made. (See Section 7.9.)

Below is a partial list of King County fueling sites which may be used by drivers of County vehicles:

 Bruggers Bog 19547 25th Ave. N.E., Seattle Cadman 19101 N.E. Union Hill Road, Redmond County Garage 5th and Jefferson, Seattle Diamond 20827 Auburn-Black Diamond Road, Auburn Fall City 4343 Preston-Fall City Road S.E., Fall City Issaquah 23240 S.E. 74th Street, Issaquah Lake Young 16623 S.E. 176th St., Renton Redmond 7733 Leary Way N.E., Redmond Star Lake 26701 28th Ave. S., Kent Summit 22801 S.E. 272 Street, Maple Valley Sunset Pit 13831 18th Ave. South, Seattle

The following appendices are available from Fleet Administration:

9.2 Procedures for Reporting and Valuing the Use of King County Vehicles.

9.3 Executive Orders, Policies and Procedures - Use of King County Vehicles.

9.4 King County Dispatch Vehicle Request Form.

9.5 King County Motor Pool Dispatch Trip Ticket.

9.6 Motor Pool Repair Request.

9.7 King County Work Authorization Agreement.

9.8 King County Daily Gas and Oil Report.

9.9 King County Daily Diesel and Oil Report.

9.10 King County Auto Accident Report.

9.11 State of Washington Motor Vehicle Collision Report.