Attachment 12_SOP Motor Pool.pdf

Section J, Attachment 12

Standard Operating Procedure

Motor Pool

1. General. The Contractor shall provide sufficient staff for assignment to the JMD Motor Pool located in RM 9E.1004, 2CON. The assigned personnel shall perform a variety of chauffeur and related duties for the Motor Pool in support of DOJ components based in the Washington Metropolitan area. The work hours are from 10:00 a.m. to 6:30 p.m. Monday through Friday, except Federal holidays.

2. Vehicle Readiness. The Contractor shall keep Department of Justice (DOJ) vehicles assigned to the

Motor Pool in a constant state of readiness by performing the following functions:

2.1 No vehicle shall be parked overnight with less than ¼ tank of fuel.

2.2 All assigned vehicles shall be parked in the assigned parking area at the end of the day.

2.3 On a daily basis, except for days when it is raining or snowing, the vehicles shall be cleaned to include windows, tires, and vacuuming of the interior.

3. Motor Pool Driver Duties and Responsibilities. Contractor personnel assigned to the JMD Motor

Pool shall adhere to the following duties and responsibilities in order to maintain high quality and responsive chauffeur services.

3.1 All drivers are responsible for the maintenance and cleanliness of their assigned vehicle.

3.2 All drivers shall report to work at their appointed time wearing the specified uniform.

3.3 Before leaving the motor pool area for any reason, all drivers shall advise the motor pool supervisor.

The drivers shall sign out before departing. Upon their return, they shall sign in.

3.4 All drivers shall fill out a daily vehicle check sheet for each vehicle used. All vehicle check sheets shall be completed and returned to the motor pool supervisor at the end of each workday.

3.5 All drivers shall report to the motor pool dispatcher immediately when requested. After receiving an assignment, the driver shall proceed to the pickup point via the most direct route. When the assignment is completed, the driver shall report any and all unusual events, incidents, or requests for pickup to the motor pool dispatcher.

3.6 The drivers shall contact the dispatcher by telephone for further instructions after each 15 minutes of waiting time after arrival at the pickup point, and after the passenger(s) has been discharged.

3.7 Reserved.

3.8 There shall be no eating or drinking in the vehicles.

3.9 The drivers shall not leave any pickup point due to the failure of a passenger to arrie without first notifying the motor pool dispatcher by telephone. The motor pool dispatcher will provide further instructions.

3.10 Reserved.

3.11 Payment of parking tickets or tickets received for moving violations is the responsibility of the

Contractor, unless determined otherwise by the motor pool supervisor.

4. Airport Pickups. Drivers who are dispatched to airports to pick up arriving passengers shall immediately call the motor pool dispatcher upon arrival and give their exact location. They shall remain in the vehicle until the passenger(s) being picked up arrives.

5. Accidents. In the event of a vehicular accident, the driver shall adhere to the following policies and procedures:

5.1 At the accident scene, the driver shall make no official statement. The driver shall provide the other person with his/her name, driver’s license number, vehicle tag number, and motor pool telephone number.

5.2 Obtain from the other driver involved in the accident information as follows:

(a) Driver’s license number and state in which the license is issued;

(b) Vehicle tag number; type of vehicle; the make; and the year of the vehicle;

(c) Insurance company and policy number;

(d) Home phone number and work phone number;

(e) Home address;

(f) Owner of the vehicle if the driver is not the owner.

5.3 All accidents shall be reported to:

(a) Local police (call the police to the scene of the accident);

(b) Supervisor of the JMD motor pool.

(c) Contracting Officer Representative (COR)

5.4 All dents and scratches to the vehicle must be reported to the supervisor at the end of each day, both verbally and on the vehicle checklist.

5.5 Accident reports shall be filled out as soon as the driver involved returns to the motor pool.

6. Use of Gasoline Credit Cards. Each driver shall ensure the proper use and security of the credit card entrusted to him/her. The credit card shall be used for service station purchase only, and its use is limited to purchasing items as follow: Unleaded gasoline or Alternative Fuel (depending on vehicle);

regular‐grade lubricating oil; tire repairs; battery charging; mounting and dismounting of tires;

emergency replacement of defective spark plugs, belts, hoses, windshield wiper blades and arms, lamps and other minor emergency repairs with a maximum cost of $50.00. Services listed on the reverse side of the card are not authorized. The motor pool supervisor shall be notified prior to purchases other than fuel so he can notify the COR.

6.1 Drivers shall sign for services only after verifying that the sales ticket is legible and that the following information has been entered on the ticket:

(a) Imprint of the 10 digit account number and billing address as shown on the credit card;

(b) Name and address of the service station and the date of delivery of repair services;

(c) Correct amounts, prices and extended totals for each item received;

(d) Correct vehicle tag number;

(e) Odometer reading.

NOTE: Each driver shall record vehicle odometer reading on sales slip each time fuel is purchased.

6.2 All credit card purchases shall be supported by a copy of the sales ticket. At the end of each workday, the drivers shall turn in to the motor pool supervisor or dispatcher the keys, credit card, and credit card sales slip(s).