TABLE OF CONTENTS

PURPOSE

This Department Order establishes specific guidelines for purchasing, operating, maintaining and using vehicles for state business.

PROCEDURES

405.01 PURCHASE/ASSIGNMENT OF VEHICLES

1.1 Newly Authorized and Replacement Vehicles - Authorized staff shall:

1.1.1 Complete a Vehicle Purchase/Replacement/Transfer Request, Form 405-4P, for each request to purchase a vehicle.

1.1.2 Ensure that the proper vehicle classification and size are specified and that the vehicle is equipped according to the standards listed in Attachment A, the Auxiliary Equipment Standards for Vehicles Classifications.

1.1.3 Before ordering additional equipment that is not listed in Attachment A, obtain written authorization from the Assistant Director for Administrative Services. If a requester disagrees with the decision. The requester may submit the request to the Director for review.

1.1.4 Forward the Vehicle Purchase/Replacement/Transfer Request through the appropriate Assistant Director to the Assistant Director for Administrative Services.

1.2 Transfer/Reassignment of Vehicles - Authorized staff shall submit a Vehicle Purchase/Replacement/Transfer Request to the Fleet Administrator, for review and endorsement. Physical transfer or reassignment of a vehicle between divisions shall occur after receiving approval from the Assistant Director for Administrative Services.

405.02 VEHICLE REGISTRATION AND INVENTORY REQUIREMENTS - The Fleet Administrator shall:

1.1 Ensure that all vehicles are registered, inventoried and equipped with Department identification tags.

1.2 Maintain centralized vehicle information and ownership records, in document form and/or in the appropriate computerized Fleet Management System (FMS) to include:

1.2.1 The total number of state owned vehicles assigned to the Department, each division and each institution.

1.2.2 The current classification of each vehicle.

1.2.3 The current and total operating costs of each vehicle.

1.3 Compile and submit a Department fleet report to the Department of Administration (DOA) Alternative Fuel Vehicle Coordinator.

1.4 Request and secure approval/endorsement of the DOA Alternative Fuel Coordinator for all vehicle purchases.

405.03 VEHICLE MARKINGS

1.1 All motor vehicles, except exempt vehicles, purchased or leased for more than six months by the Department shall bear the agency designation/marking as follows:

FOR OFFICIAL USE ONLY

STATE OF ARIZONA

DEPARTMENT OF CORRECTIONS

1.2 The vehicle designation markings shall be made of adhesive decal material on a clear background with bright white lettering. Individual letters shall not exceed two inches in height.

1.2.1 The decal shall be placed in the lower left corner of the vehicle's rear window glass in such a manner that does not interfere with a vehicle operator's ability to see and safely operate the vehicle.

1.2.2 If the vehicle does not have a rear window, the decal shall be mounted on the vehicle's rear bumper. The lettering may be black or bright white so as to contrast with the color of the bumper.

1.3 Vehicle decals shall be ordered from ACI.

1.4 For those Institutions, Bureaus or Divisions that mark the top (roof) of vehicles:

1.4.1 The vehicle's plate number shall be painted on top of the vehicle.

1.4.2 The lettering shall be a minimum of 36 inches in height and 18 inches in width in a color that contrasts with the color of the vehicle.

1.5 The Department emblem/seal formerly in use as a door marker:

1.5.1 Shall not be used on any Department vehicle put into service after the effective date of this section.

1.5.2 The Department emblem shall be eliminated through attrition or as directed by the Director or designee.

405.04 CONSTRUCTION VEHICLES

1.1 Wardens, Administrators, designees, Equipment Shop Supervisors or Equipment Repair Technicians shall submit an updated Construction Vehicle and Equipment Inventory, Form 405-7P, to the Fleet Administrator, by the close of business on June 30 and December 31, each year. All construction vehicles owned by an institution shall be listed, including vehicles presently loaned to another institution.

1.2 Operation of Construction Vehicles by qualified operators - Wardens and Administrators shall:

1.2.1 Ensure that a training curriculum is in effect, that it meets OSHA and ANSI standards and that all operators have completed the training and possess an Operator's Vehicle Qualification Card, Form 405-6P.

1.2.2 Maintain a list of every qualified operator, both employees and inmates, which specifies:

1.2.2.1 Each type of construction vehicle for which the operator is fully trained and qualified.

1.2.2.2 Includes the type and length of applicable training/experience of each qualified operator.

1.3 Institutional Responsibilities for Construction Vehicles - Wardens and Administrators shall:

1.3.1 Maintain construction vehicles in a safe, operable condition.

1.3.2 Adhere to the manufacturers' recommended maintenance schedules and fully document all maintenance activities, including:

1.3.2.1 The service date, the type of service performed and the name and position of the person who performed the service.

1.3.2.2 Documentation may include information contained in the FMS.

1.3.3 Be notified by the Equipment Shop Supervisor or Equipment Repair Technician of vehicles that are unsafe or not repairable.

1.3.3.1 Unsafe and/or inoperable vehicles shall be removed from service and "red-lined" until repairs are completed, or final disposition of the vehicle is known.

1.3.3.2 The "red-lined" vehicle may be replaced, if required, with a like unit to ensure the institution's operational needs are met.

1.3.4 Receive approval from the Fleet Administrator to transfer vehicles that are unsafe or not repairable to the Central Office Inventory Unit, for disposal by the DOA's Surplus Property Unit.

1.3.5 Delete vehicles from the institution's inventory list when they are transferred to the Inventory Unit for disposal.

1.3.6 Inform borrowing institutions, in writing, of all routine maintenance, such as oil changes and belt replacements, that the borrowing institution shall perform during the loan period, and obtain documentation of the performed maintenance when the borrowed vehicle is returned.

1.4 Institutional Responsibility for Borrowing Construction Vehicles - Wardens and Administrators shall:

1.4.1 Maintain a completed Construction Vehicle Inventory.

1.4.2 Allow only personnel with the appropriate operator permit to operate construction vehicles.

1.4.3 Maintain borrowed vehicles in a safe, operable condition during the loan period.

1.4.4 Perform and document the routine, preventative maintenance prescribed by the lending institution according to manufacturers' recommended maintenance schedules.

1.4.5 Repair or replace damaged vehicles.

1.4.6 Return borrowed equipment in the same condition as received.

1.4.7 Notify the Warden or Administrator of the lending institution immediately if the borrowed vehicle is not in safe, operating condition when received and document the condition.

405.05 USE OF STATE OWNED VEHICLES

1.1 State owned vehicles shall only be used for conducting state business. Employees required to drive Department vans/vehicles or personally owned vans/vehicles on state business shall be required:

1.1.1 To possess a valid Arizona driver's licenses to operate state owned vehicles, to include a Commercial Drivers License (CDL) if applicable. Or private persons conducting business with the state may be passengers in state owned vehicles.

1.1.2 To pass the prerequisite Top Driver course in accordance with Department Order #509, Employee Training and Education.

1.1.3 To complete and pass a Van driver course, which is a four hour class with a separate 20 minute driving test.

1.1.4 To have an Operator's Vehicle Qualification Card to check out state vans.

1.2 Operators shall have a valid CDL, with proper endorsement and current Arizona CDL "Substitute Medical Certification Card", when operating vehicles that:

1.2.1 Gross Vehicle Weight Rating (GVWR) is 26,001 lbs. and above.

1.2.2 Are designed to carry 16 or more people, including the driver.

1.2.3 Haul placardable hazardous materials.

1.3 Drivers shall operate state vehicles safely and legally by:

1.3.1 Obeying speed limits and other traffic laws.

1.3.2 Before operating the vehicle:

1.3.2.1 Wear seatbelts at all times when the vehicle is moving.

1.3.2.2 Ensure that all passengers are properly seated and seatbelts are secured.

1.3.2.3 Report all missing or inoperable seatbelts to the Vehicle Service Coordinator for immediate replacement or repair.

1.3.3 Not drinking alcoholic beverages before or while a state vehicle is used as their means of transportation.

1.3.4 Not operating any state vehicle if taking medication that may cause drowsiness, or if impaired in some other way.

1.3.5 Complying with the inspection, preventive maintenance and repair program in accordance with Section 405.12.

1.3.6 Complying with the U.S. Department of Transportation, Federal Highway Administration, Federal Motor Carrier Regulations and Arizona Revised Statutes (ARS).

1.4 Staff shall use only state owned vehicles for transporting inmates.

1.5 Operator's Inspection, Maintenance and Record-Keeping

1.5.1 General Vehicle Assignments - Vehicle operators are responsible for:

1.5.1.1 Checking all safety equipment before driving the vehicle.

1.5.1.1.1 Defective equipment shall be reported to the Equipment Shop Supervisor, Equipment Repair Technician or Vehicle Service Coordinator.

1.5.1.1.2 The vehicle shall not be operated until the defects are corrected.

1.5.1.2 Completing a Vehicle Trip Ticket, Form 405-8P, as appropriate for the vehicle type.

1.5.1.3 Submitting completed Vehicle Trip Tickets to the Equipment Shop Supervisor, Equipment Repair Technician or Vehicle Service Coordinator immediately after using a vehicle.

1.5.2 Commercial Vehicle Operators are responsible for the following inspection, maintenance and record keeping:

1.5.2.1 Completion of the Driver's Vehicle Inspection Report (DVIR), form 405-14P, as required to ensure compliance with Federal Regulations.

1.5.2.2 Submitting the completed report to the Equipment Shop Supervisor or Equipment Repair Technician immediately after inspection and completion of the DVIR.

1.5.2.3 Retaining a legible copy of the last DVIR in the commercial vehicle for a period of 30 days.

1.5.2.4 Verification that all required repairs, as documented on the DVIR, are completed prior to resuming operation of the commercial vehicle.

1.5.3 Drivers who have been assigned a vehicle for Extended Dispatch, such as a domicile vehicle, shall:

1.5.3.1 Use one Trip Ticket Form per week, as appropriate for the vehicle type, and shall mark:

1.5.3.1.1 "EXTENDED DISPATCH" on the Trip Ticket under destination.

1.5.3.1.2 Ending mileage at the end of the week entered under arrival mileage.

1.5.3.2 Perform driver maintenance on a weekly schedule. If maintenance is needed before the end of the week, the driver shall submit interim Vehicle Trip Ticket.

1.5.3.3 Submit completed Vehicle Trip Tickets to the Equipment Shop Supervisor, Equipment Repair Technician, or Vehicle Service Coordinator at the end of each week.

1.5.4 Each shift that assigns vehicles shall prepare one Vehicle Trip Ticket or Vehicle Inspection Report as appropriate for the vehicle type, example: commercial or non-commercial, each day for rotation and emergency vehicles that are operated on various shifts by more than one person.

405.06 USE OF PRIVATELY OWNED VEHICLES ON STATE BUSINESS

1.1 Supervisors shall allow employees to use privately owned vehicles if a state owned vehicle is unavailable.

1.2 All employees who operate a personally owned vehicle for business are required to take the Top Driver Course.

1.3 Employees who want to use a privately owned vehicle to conduct state business when a state owned vehicle is unavailable shall:

1.3.1 Receive prior authorization from their supervisor who may verbally authorize the use of a privately owned vehicle.

1.3.2 The supervisor shall advise the employee that the state shall not accept liability for any damage to their vehicle or injury to another individual.

1.4 When driving a privately owned vehicle on state business, employees shall:

1.4.1 Drive courteously.

1.4.2 Comply with traffic laws, as specified in section 405.05, 1.3.

1.4.3 Comply with the state's motor vehicle financial responsibility laws.

1.5 Employees are not covered by state insurance when they use a privately owned vehicle to conduct state business.

1.6 Within ten workdays after completing travel in a private vehicle, while in authorized "travel status," employees shall:

1.6.1 Submit a claim for the mileage driven on state business to their supervisor.

1.6.2 By signing the travel claim, certify that liability insurance was in effect for the vehicle when it was used to conduct state business.

1.7 Supervisors shall sign and forward approved travel claims to the budget unit supervisor.

1.8 The budget unit supervisor shall approve claims for mileage from claimants who obtained prior verbal approval from their supervisor.

405.07 VEHICLE ACCIDENTS ON STATE BUSINESS

1.1 Drivers of state owned or personal vehicles on state business who are involved in an accident shall:

1.1.1 Stop, render appropriate assistance and provide required identification and information to each person involved in the accident.

1.1.2 Promptly report the accident to the appropriate police agency for investigation unless the accident involves a minor parking lot scrape, scratch or dent.

1.1.3 Immediately advise the Equipment Shop Supervisor, or Equipment Repair Technician and Vehicle Service Coordinator of the accident and whether or not the vehicle can be driven.

1.1.4 Cooperate with the police in relating the events of the accident but shall not express an opinion about responsibility or fault for the accident.

1.1.5 Within 24 hours of the accident, report the accident through the chain of command, to the Institution's Risk Management Coordinator, using the Automobile Loss Report, Form RMDVAF1. These forms:

1.1.5.1 Are located in the glove or other document compartment of a state vehicle.

1.1.5.2 May be obtained from the Institution Risk Management Coordinator.

1.1.5.3 Shall be photocopied and distributed to the Equipment Shop Supervisor or Equipment Repair Technician as soon as possible.

1.2 Upon receiving notification that a vehicle accident has occurred, the Equipment Shop Supervisor/Equipment Repair Technician/Vehicle Service Coordinator shall immediately notify the appropriate Deputy Director, Assistant Director, Warden and Deputy Warden of the information on the accident.

1.3 Vehicle Insurance

1.3.1 In case of an on duty accident in a privately owned vehicle:

1.3.1.1 The state shall not reimburse an employee for any physical damage to the vehicle.

1.3.1.2 Owners may file claims with their own insurance company to cover damages or liability.

1.3.1.3 Costs that exceed personal insurance limits for liability are covered by the state's self insurance program.

1.3.2 Volunteers are considered employees for insurance purposes.

1.3.3 State employees who are passengers in a privately owned vehicle, who are involved in an accident, may file claims against the owner's insurance for both medical payments and liability.

405.08 EMERGENCY VEHICLE USE

1.1 Deputy Directors, Assistant Directors, Wardens, Deputy Wardens and Administrators shall ensure that operators of emergency vehicles:

1.1.1 Maintain a Valid Arizona Driver's License with Commercial endorsements, as applicable to the emergency vehicle being operated.

1.1.2 Observe motor vehicle traffic laws governing the operation of emergency vehicles, to include "ambulance chase" vehicles.

1.1.3 Receive training, coordinated with the Institutions Fire/Safety Coordinator/Specialist, which is specific to the emergency vehicle operated.

1.1.4 Maintain control of the emergency vehicle at all times and give due regard to the safety of others.

1.1.5 Notify radio dispatchers when emergency vehicles are used to respond to emergencies.

1.2 Firefighters and other person(s) who operate emergency vehicles which are necessary to the preservation of life or property are exempt. Vehicles shall be equipped with audible and visual signals.

405.09 DOMICILE VEHICLES/EXEMPT LICENSE PLATES

1.1 The Director may designate employees to have a domicile vehicle.

1.2 Deputy Directors shall ensure that:

1.2.1 The Assistant Director for Administrative Services is advised, in writing, of the start and end date of domicile vehicle assignments. The report shall identify employees who are exempt from the $3.00 addition to their income outlined in section 405.09, 1.2.4.1 and 1.2.4.2. The Assistant Director shall update domicile vehicle assignments/terminations, monthly.

1.2.2 Records are maintained of all domicile vehicle assignments.

1.2.3 Domicile vehicles are only used for normal state business, emergencies and direct travel between the point of duty and the place of residence.

1.2.4 The Payroll Unit adds $3.00 to an employee's taxable income for each day that the employee commutes using a domicile vehicle, to comply with Section 531 of the Tax Reform Act of 1984.

1.2.4.1 Employees who live on institutional property are exempt from this requirement.

1.2.4.2 Employees who are designated as a law enforcement officer (see definition) are exempt from this requirement.

1.2.4.3 Employees shall report the number of days that the vehicle was not used to commute to/from residence and duty post using the Domicile Vehicle Report, Form 405-5P. The report shall be forwarded to the Central Payroll Office no later than the 15^th day of the following month.

1.2.5 Employees assigned a domicile vehicle are encouraged to use the vehicle to car pool with employees who reside near their regularly traveled route.

1.3 The Director may request the Governor to approve the use of an exempt license plate on vehicles driven by certain employees.

1.3.1 Staff may be assigned exempt license plates when:

1.3.1.1 Conducting investigations or activities of a confidential nature, to include those responsibilities of the Director, Deputy Directors, Assistant Directors, Wardens, Deputy Wardens and Parole Officers.

1.3.1.2 Transporting high-risk inmates or confidential informants.

1.3.1.3 Conducting surveillance of suspected illegal inmate or staff activity.

1.3.1.4 Coordinating activities with local law enforcement agencies related to the surveillance and arrest of parolees.

1.3.2 Written justification for assignment of exempt license plates shall be submitted, through Administrative Services, to the Director or designee for approval or disapproval.

405.10 EQUIPMENT SHOP SUPERVISORS/ EQUIPMENT REPAIR TECHNICIAN/ VEHICLE SERVICE COORDINATOR RESPONSIBILITIES

1.1 Deputy Directors, Assistant Directors and Wardens shall appoint a Vehicle Service Coordinator for their area of operation. Each Warden shall appoint an Equipment Shop Supervisor or, if appropriate, an Equipment Repair Technician.

1.2 Equipment Shop Supervisors/Equipment Repair Technicians/Vehicle Service Coordinators shall:

1.2.1 Ensure that vehicles receive preventive maintenance and repairs in accordance with established Manufacturers Maintenance schedule and the Department's Maintenance Schedule, Form 405-1P or the FMS report.

1.2.2 Provide vehicle assignment, classification, location or other information to the Assistant Director for Administrative Services or the Fleet Administrator upon request.

1.2.3 Supply comprehensive and timely vehicle data to the Fleet Administrator as required to ensure compliance with ARS 41-803 reporting requirements.

1.2.4 Forward or FAX a Vehicle Operating Report, Form 405-2P, or FMS report (disk or paper media) within five work days after the end of each month to the Fleet Administrator.

1.2.5 Establish and maintain motor vehicle record files in a centralized location, to include FMS information, in accordance with Department Order #103, Correspondence/Records Control. Vehicle Record Files shall be retained for five years after the vehicle is retired from service and moved to surplus. The Vehicle Record files shall contain, at a minimum, the following documents:

1.2.5.1 Applicable Vehicle Trip Tickets or Drivers Vehicle Inspection Reports for the previous 30 days.

1.2.5.2 Types A, B and C Preventive Maintenance forms or FMS records.

1.2.5.3 Motor Vehicle Safety Inspection Checklists, Form 405-12P, or FMS records indicating each time a vehicle safety inspection is conducted.

1.2.5.4 Vehicle Work Order Forms or FMS records, with corresponding Trip Tickets or DVIR to include the actual cost of parts, material, labor hours or outside service labor costs.

1.2.5.5 Accident reports.

1.2.5.6 Vehicle emission test results.

1.2.5.7 Vehicle transfer documentation.

1.2.6 Ensure that the Vehicle Record files and any pertinent information accompanies a vehicle when it is transferred within the Department. Example: from one institution to another or from one division to another.

405.11 REPAIRING/ADDING ACCESSORIES TO DEPARTMENT VEHICLES

1.1 Costs of repairs or addition of special equipment to state vehicles shall be suitable in regard to the use, life expectancy and assignment of the vehicles and shall be compatible with the Original Equipment Manufacturer (OEM) specifications.

1.1.1 Staff wanting to make additions, changes or to add accessories to vehicles shall submit written justification through the Equipment Shop Supervisor/Equipment Repair Technician/Vehicle Service Coordinator to the Warden or Administrator for approval.

1.1.2 The Warden or Administrator may designate staff to approve any changes. Proposed changes shall also be approved in writing by the OEM representative.

1.2 Restrictions on Repairs/Additions

1.2.1 Repairs of vehicles shall not exceed factory OEM specifications.

1.2.2 The fuel, emissions control and exhaust systems of vehicles shall not be modified.

1.2.3 Vehicles shall not be cannibalized except when a vehicle is no longer operable and scheduled to be salvaged by state surplus.

1.2.3.1 Justification of cannibalizing shall be submitted to the Warden or Administrator.

1.2.3.2 Any serviceable part removed must be replaced with the unserviceable part.

405.12 MAINTENANCE AND REPAIR

1.1 The repair of privately owned vehicles using Department staff or equipment is not authorized.

1.2 Safety Inspection - The Equipment Shop Supervisor/Equipment Repair Technician/Vehicle Service Coordinator shall:

1.2.1 Ensure motor vehicle safety inspections are completed when conducting Type B and Type C Preventive Maintenance or in accordance with the manufacturer's service intervals.

1.2.2 Ensure a Motor Vehicle Safety Inspection Checklist or documentation in the FMS is completed, each time a vehicle safety inspection is conducted.

1.2.3 Ensure that all deficiencies discovered during the vehicle safety inspections are corrected before returning the vehicle to service.

1.3 The Equipment Shop Supervisor/Equipment Repair Technician/Vehicle Service Coordinator shall comply with the manufacturers preventive maintenance schedule during the vehicle's warranty period and ensure preventive maintenance is performed:

1.3.1 As identified on the manufacturers' schedule. The appropriate form shall be completed or information recorded in the FMS for:

1.3.1.1 Type A: Every 3,000 miles or three months, using Form 405-9P.

1.3.1.2 Type B: Every 12,000 miles or 12 months, using form 405-10P.

1.3.1.3 Type C: every 36,000 miles or 36 months, using Form 405-11P.

1.3.1.4 Type E: Emissions inspections (Section 405.14, 1.4) shall be completed and documented on the Fleet Vehicle Inspection Report/Monthly Summary sheet if tested at a Department Fleet Station or the Inspection Certificate as issued by the State Inspection Station.

1.3.1.5 Regulatory Inspections: Routine, specialized inspection and/or performance testing as required by various regulation, Example: annual OSHA, USDOT-FMCSR and crane inspection and/or certification, etc.

1.4 Repairs - The Equipment Shop Supervisor/Equipment Repair Technician/Vehicle Service Coordinator shall:

1.4.1 Document on the Vehicle Work Order, Form 405-13P, or record on the FMS repair work order:

1.4.1.1 All labor, materials, parts, components, costs and resources expended against a vehicle.

1.4.1.2 Work performed at a Department institution or at an outside vendor/contractor.

1.4.2 Attach the associated inspection checklist or Vehicle Trip Ticket to the Repair Work Order Form or document the information on the FMS repair work order, upon completion of repairs.

1.4.3 Evaluate all repairs, prior to expending any funds/resources, to receive full benefit from the Manufacturer's Warranty.

1.4.3.1 Warranty repairs shall be performed at an authorized OEM repair facility.

1.4.3.2 Warranty repairs, regardless of cost/no-cost, shall be recorded on the Department Repair Work Order Form or documented in the FMS.

1.4.4 Comply with all OEM vehicle recalls. Completion of the recall for a vehicle shall be documented in the vehicle file or recorded on a FMS repair work order.

405.13 FUELING VEHICLES

1.1 All vehicle operators are responsible for re-fueling the vehicle before returning the vehicle to its base-location.

1.1.1 Fuel shall be obtained at an institution or at a state (DOA or Department Of Transportation) fuel facility.

1.1.2 Retail fuel shall be obtained as a last resort, when institution or state fuel is not available.

1.2 Employees shall ensure that only the lowest octane-rated unleaded gasoline is placed in vehicles designated to use unleaded gasoline.

1.2.1 Premium and mid-grade fuel shall not be purchased from retail/private vendors, unless a higher octane fuel is required in accordance with the manufacturer's Vehicle Operators Manual.

1.2.2 The Equipment Shop Supervisor/Equipment Repair Technician or designee shall ensure that gas-operated vehicles are routinely inspected at the time of fueling or maintenance service, to ensure that "unleaded fuel only", decals are legible and replaced when necessary.

1.3 Bulk Fuel Operations

1.3.1 Deputy Directors, Assistant Directors and Wardens shall ensure that each Department owned gasoline pump is labeled "Unleaded Gasoline."

1.3.2 A sign shall be placed in all fuel dispensing locations, which reads "Federal law prohibits the introduction of any gasoline containing lead or phosphorus into any motor vehicle labeled UNLEADED GASOLINE ONLY."

1.3.3 Pumps dispensing unleaded gasoline shall be equipped with a nozzle with an outside diameter not greater than 0.840 inch.

1.3.4 Each site dispensing bulk fuel shall maintain a record of vehicles receiving fuel on the Daily Gasoline and Fuel Dispensing Log, Form #405-3P. The accounting of fuel shall:

1.3.4.1 Include the fleet identification number/license plate number, type and amount of fuel received and odometer reading.

1.3.4.2 Be maintained on a manual log and/or a computerized fuel management system.

1.3.5 Wardens and Administrators of bulk fuel operations shall ensure that fuel reserves are monitored and reordered with sufficient frequency to avoid depletion of fuel.

1.3.6 Electronic Inter Stichel Monitoring, manual tank gauging, inventory record keeping and reconciliation shall be performed within Arizona Department of Environmental Quality (ADEQ) guidelines.

405.14 VEHICLE EMISSION INSPECTIONS

1.1 All Department vehicles within areas A and B shall be maintained and inspected to comply with state emissions laws and regulations, AAC Title 18, Chapter 2, Article 10 as applicable to:

1.1.1 Area A, primarily Maricopa County.

1.1.1.1 Applicable vehicles are subject to IM240 regulations.

1.1.2 Area B, primarily Pima County.

1.1.2.1 Vehicles primarily based and operated in all other areas shall comply as if based in Area B.

1.1.3 Vehicles outside of areas A and B are exempt from vehicle emissions testing.

1.2 Emissions waivers shall not be issued for Department vehicles. Vehicles that do not pass the emissions test shall:

1.2.1 Be repaired and retested if operational and cost effective.

1.2.2 Be evaluated for further repairs and retesting if they fail the re-test.

1.2.3 Be removed from service and retired for surplus disposal action immediately if they are found not to be cost effective to repair or if they fail further retesting.

1.3 Responsibilities

1.3.1 Deputy Directors shall ensure that vehicles assigned in areas A and B are in compliance with the ADEQ emissions inspection program to include IM240.

1.3.1.1 Private Prisons shall comply with the ADEQ emissions inspection Program to include IM240.

1.3.1.2 Compliance shall be ensured by providing that:

1.3.1.2.1 Certified Fleet emissions inspection facilities, fleet agents and co-agents, inspectors, permits/license, stickers, documentation and equipment are maintained within the Department and available for any of the Department vehicles, unless the use of ADEQ Inspection Stations are more cost and operationally effective to utilize.

1.3.1.2.2 The State of Arizona Vehicular Emissions sticker is affixed to each vehicle that passes the emissions inspection, except authorized exempt vehicles.

1.3.1.2.3 Reasonable and cost effective repair measures are taken when vehicles fail an inspection or when other mechanical irregularities are discovered, and that such actions are documented.

1.3.1.2.4 A copy of each Fleet Vehicle Inspection Report/Monthly Summary is submitted to ADEQ by the Inspection Station, with a photocopy submitted to the Fleet Administrator.

1.3.2 The Fleet Administrator shall:

1.3.2.1 Ensure that Department vehicles are emissions tested and certified as required for compliance with AAC, Title 18, Chapter 2, Article 10, for vehicles assigned to the Central Office motor pool.

1.3.2.2 Ensure a quarterly statement identifying all Department vehicles and emissions test results is mailed to ADEQ, as required in AAC Title 18, Chapter 2, Article10.

1.3.2.3 Provide information and support to Equipment Shop Supervisor's, Equipment Repair Technician's and Vehicle Service Coordinator's, in accordance with AAC Title 18, Chapter 2, Article 10. Example: provide notification of emissions tests due for Division vehicles to the Division's Vehicle Service Coordinator through the use and maintenance of the FMS.

1.3.3 Equipment Shop Supervisors, Area B shall:

1.3.3.1 Be the Department Fleet Agent, where applicable, by permit from ADEQ, at their assigned institution.

1.3.3.2 Be the Certified Emissions Inspector, by license from ADEQ, at institutions where there is not a designated Equipment Repair Technician.

1.3.3.3 Provide emissions inspection information to the Fleet Administrator for quarterly reporting requirements to ADEQ.

1.3.4 Equipment Repair Technicians, Area B shall:

1.3.4.1 Be the Department Certified Emissions Inspector at their assigned institution, by license from ADEQ.

1.3.4.2 Be the Department Fleet Agent, by permit from ADEQ, at institutions where there is not a designated Equipment Shop Supervisor

1.3.5 Vehicle Service Coordinators, Area A & B shall:

1.3.5.1 Be responsible for compliance of those vehicles within their Division.

1.3.5.2 Provide emissions inspection information to the Fleet Administrator for quarterly reporting requirements to ADEQ.

1.4 Vehicles Emissions Testing Requirement Guidelines

1.4.1 Vehicles based in and primarily operated within Maricopa county shall have an emissions test based upon the following criteria and guidelines:

1.4.1.1 Department vehicles of the current model year and the previous four model years are exempt from emissions testing.

1.4.1.1.1 Non-exempt vehicles shall be emissions inspected in the sixth year after the vehicle model year, during the month of original acquisition.

1.4.1.1.2 Thereafter, vehicles are to be rested every other year, on or before the date of the last test.

1.4.1.2 Department vehicles beginning with model year 1981 through 1994 shall be emissions tested every two years.

1.4.1.3 Exceptions:

1.4.1.3.1 Vehicles with a Gross Vehicle Rating over 8,500 lbs. shall be emissions tested yearly.

1.4.1.3.2 All diesel operated vehicles shall be emissions tested yearly.

1.5 Emissions Testing at a State Testing Station

1.5.1 Vehicles operated in Maricopa County, that are not tested at a Department Operated Fleet Station (Institution), shall be tested at the Emissions Testing Stations operated by Gordon-Darby. Their headquarters are located at:

GORDON-DARBY

3001 South 35^th Street, Suite 4

Phoenix, Arizona

Phone: 602-437-8041

1.5.2 Gordon-Darby requires the purchase of prepaid emissions coupons to facilitate the testing of vehicles. Call for current coupon pricing and per vehicle test coupon requirements.

1.5.3 Gordon-Darby testing stations are located throughout Maricopa and Pima Counties. Call for the current list of stations nearest the base location of the vehicle.

405.15 FUEL CREDIT CARDS

1.1 Fuel credit cards are issued corresponding to a specific Department fleet vehicle, not to employees.

1.2 Authorized purchases using a fuel credit card include:

1.2.1 Unleaded fuel: lowest octane rating, unless specified by Vehicles Operator's Handbook/guide.

1.2.2 Diesel fuel.

1.2.3 Other fluids: engine oil, brake fluid, automatic transmission, coolant and windshield washer fluid up to the capacity of the fluid reservoir.

1.2.4 Emergency vehicle repair items. Example: fuses, belts, tire repair or headlamp.

1.2.5 A $50.00 maximum purchase; exceptions need to be preauthorized with the fuel retailer's service attendant. Example: commercial driver purchasing 100 gallons of diesel fuel for a Motorcoach.

1.2.6 Vehicle washing and interior cleaning not to exceed ten dollars per vehicle, bi-weekly.

1.3 Authorized retailers honoring the fuel credit cards are listed in the credit card handbook and the credit card protector sleeve.

1.4 Employees shall be responsible for the credit card handbook and to secure and protect the fuel credit card from theft and extreme temperatures.

1.4.1 Employees who discover that a credit card may be lost or stolen shall immediately notify the card company and report the loss to the Fleet Administrator.

1.4.1.1 The Fleet Administrator shall cancel the lost/stolen credit card and request that a replacement be issued.

1.4.1.2 The appropriate Business Administrator shall also be immediately notified, and may require a loss report, investigation or other process review.

1.5 The Fleet Administrator shall:

1.5.1 Receive, review and process all requests for fuel credit cards, index code changes, vehicle card transfers, etc.

1.5.2 Centrally maintain the Department credit card inventory and document files.

1.5.3 Keep a current accounting of all fuel credit cards issued to the Department from the fuel credit card company, to include:

1.5.3.1 Fleet identification number, division/institution assignment and date.

1.5.3.2 Reason issued, canceled, destroyed or replaced, the fuel credit card company's vehicle identification number and index code.

1.5.4 Review and approve the credit card company's invoice/statement for payment.

1.5.5 Notify the appropriate Business Administrators or Vehicle Service Coordinators when charges are incurred that appear to be unauthorized.

1.5.6 Be the single point of contact between the Department and the credit card company, except in the case of a lost/stolen credit card.

1.6 Vehicle Service Coordinator/Business Administrator's shall:

1.6.1 Write and submit requests for fuel credit cards to the Fleet Administrator.

1.6.1.1 Fuel credit card requests shall include the vehicle:

1.6.1.1.1 License plate number.

1.6.1.1.2 Year, make and model.

1.6.1.1.3 Identification Number (VIN) and index code.

1.6.2 Maintain accountability for all credit cards issued to their respective Divisions/Institutions by the Fleet Administrator.

1.7 Accounting Supervisors shall:

1.7.1 Provide the fuel credit card company's invoice for processing to ensure timely and accurate payment.

1.7.2 Ensure that a copy of the claim with supporting documentation is provided to the appropriate Business Administrator of the Institution/Division incurring charges for each invoice.

1.8 Department employees are responsible for the accountability and physical control of fuel credit cards. The cards shall be:

1.8.1 Transmitted between Fleet Administration, Division/Institution and employees by means of a cover memorandum with return receipt acknowledgment required.

1.8.2 Stored/retained in a secure manner as with any property of the Department.

ATTACHMENTS

Attachment A - Auxiliary Equipment Standards for Vehicle Classifications

FORMS LIST

405-1P, Maintenance Schedule

405-2P, Vehicle Operating Report

405-3P, Daily Gasoline and Fuel Dispensing Log

405-4P, Vehicle Purchase/Replacement/Transfer Request

405-5P, Domicile Vehicle Report

405-7P, Construction Vehicle and Equipment Inventory

405-8P, Vehicle Trip Ticket

405-9P, Preventive Maintenance Services Type A

405-10P, Preventive Maintenance Services Type B

405-11P, Preventive Maintenance Services Type C

405-12P, Motor Vehicle Safety Inspection Checklist

405-13P, Vehicle Work Order

405-14P, Driver's Inspection Report

DEFINITIONS

AUTHORIZED STAFF - Assistant Directors, Wardens, Administrators and Bureau Administrators who are authorized to submit requests to purchase, transfer and reassign state owned vehicles.

AUTOMOBILE SIZE - A description of the size of a state owned automobile, which is determined by state vehicle contract as one of the following:

Subcompact

Compact

Intermediate

Full Size

Pickup

BUDGET UNIT SUPERVISOR - A staff member responsible for: budget development or input; receiving budget allocations; developing or implementing controls for allocated funds; and approving or signing as the authority for expenditures, encumbrances and obligations of allocated funds.

CONSTRUCTION VEHICLE - A motor vehicle, which:

Is designed/constructed for site grading, debris removal, construction materials handling, construction equipment, materials transportation and trenching and other construction activities.

Includes but is not limited to hoe/spreader equipment, all-terrain lift trucks and boom trucks (cherry pickers).

DUTY POST - The place where an employee spends the largest portion of work hours, or the place to which the employee returns on completion of a special assignment. An employee who has more than one place of work on a regular basis is deemed to have multiple duty posts.

FLEET ADMINISTRATOR - An employee designated by the Assistant Director for Administrative Services to coordinate all aspects of vehicle management for the Department.

FLEET MANAGEMENT SYSTEM - Refers to Ron Turley and Associates Fleet Management System.

FUEL MANAGEMENT SYSTEM - Refers to multi-force/fuel force system

FULLY TRAINED, QUALIFIED OPERATOR - An employee or inmate who meets the experience and training standards established by the OSHA and ANSI, who demonstrates the ability to operate a construction vehicle and who has a valid operators permit corresponding to construction vehicle type. Example: lift-truck, crane, hoist, man-lift, etc.

LAW ENFORCEMENT OFFICER - For the purposes of this Department Order, an individual who is employed by the Department on a full-time basis and is responsible for the prevention or investigation of crimes involving injury to persons or property (including apprehension or detention of persons for such crimes,) who is authorized by law to carry firearms, execute search warrants, and to make arrests (other than merely a citizen's arrest,) and who regularly carries firearms (except when it is not possible to do so because of the requirements of undercover work.)

TRAVEL STATUS - A period during which an employee is conducting necessary state business away from the designated duty post with supervisory approval.

VEHICLE - A state owned vehicle, classified in accordance with this Department Order that, for maintenance purposes, may be categorized as one of the following:

Domicile Vehicle - A vehicle authorized by the Director as outlined in section 405.09

Emergency Vehicle - An ambulance or a fire truck that is operated by Department employees.

Rotation Vehicle - A vehicle assigned to a unit or office rather than to a specific employee. Example: motor pool and perimeter patrol vehicles, and those used by Duty Officers, Duty Engineers and Investigators.

Van - A vehicle designed to carry 8 to 15 people and/or a van with a Gross Vehicle Weight Rating greater than 6500 pounds.

VEHICLE CLASSIFICATION - A designation of a state owned vehicle's use or purpose, for such purposes as inventory control, records maintenance and evaluation of replacement requests, as follows:

Administrative - A compact, subcompact or intermediate vehicle used for administrative duties, such as for mail delivery and Parole Officer field supervision.

Bus - A vehicle used to transport more than 16 occupants, including the driver.

Facility Support - A vehicle used in the maintenance of Department facilities.

Transport - Any vehicle used to transport 15 or fewer occupants, including the driver.

Management - A full-size automobile used by the Director, Deputy Directors and Wardens. An intermediate, compact or subcompact automobile used by Deputy Wardens, Administrators and Bureau Administrators.

Security - A compact, subcompact or intermediate vehicle used within the institution for security purposes.

Special Purpose - A vehicle needed for special requirements, which does not fit another classification. This may include a heavy duty truck, tractor, forklift, scooter, fire truck, ambulance or trailer.

VEHICLE MAINTENANCE - Activities performed on a vehicle to ensure that it remains, or is repaired to be, safe and fully operational.

Corrective - Unscheduled maintenance that consists of equipment repair and replacement of parts at an institution or by an authorized vehicle service vendor, to remedy defects and return the equipment to a fully operational condition. This includes Warranty Repairs and OEM Recalls.

Driver - A casual inspection or observation of a vehicle, performed by the driver or by another person at the driver's request, to detect any obvious problems or malfunctions which may make the vehicle unsafe or prevent it from being driven.

Preventive - Systematic scheduled inspection and mechanical servicing of a vehicle, conducted at an institution or by an authorized vehicle service vendor, in compliance with manufacturer's recommended service schedule. Typically, service intervals are based upon a vehicle's service miles or service time.

VEHICLE SERVICE COORDINATORS - Staff who are assigned or designated by Deputy and Assistant Directors, Wardens, Deputy Wardens, Administrators and Bureau Administrators to ensure that assigned vehicles are properly maintained and accounted for.

AUTHORITY

A.R.S. 28-101,(4) Definition of Authorized Emergency Vehicle, (8) Definition of a Bus, (23) Definition of Hazardous Material.

A.R.S. 28-624, Authorized Emergency Vehicles.

A.R.S. 28-947, Special Restrictions on Lamps.

A.R.S. 28-950, Department Authority; Lighting Devices.

A.R.S. 28-981, Vehicle Equipment; Safety Requirement.

A.R.S. 28-982, Vehicle and Equipment Inspection.

A.R.S. 28-983, Compliance with Inspection Laws.

A.R.S. 28-3001, Definitions; (2) Commercial Drivers License, (3) Commercial Motor Vehicle, (6) Domicile,, (8) Endorsement, (12) License Class, (17) Vehicle Combination.

A.R.S. 28-5201, Definitions; (3) Hazardous Materials, (4) Hazardous Substance, (5) Hazardous Waste, (6) Lightweight Motor Vehicle, (9) Motor Vehicle, (10) Person.

A.R.S. 28-5202, Applicability.

A.R.S. 28-5204. Administration and Enforcement; Rules; Exemption.

A.R.S. 28-5234, Exemption from Rules On Drivers Qualification and Hours of Service; Definitions.

A.R.S. 36-2217, (Ambulances) Exemption From Regulation.

A.R.S. 38-538, Designation of State and Political Subdivision Motor Vehicles: Definition.

A.R.S. 38-538.01, State and Political Vehicle; Patterns and Insignias; Violation; Classification.

A.R.S. 38-538.02, Use of State Motor Vehicles.

A.R.S. 38-538.03, Exemptions.

A.A.C. R2-10-102, Reporting Procedures (Accidents).

A.A.C. R2-10-107, Liability Coverages and Limitations.

A.A.C. R18-2-1017, Inspections of Governmental Vehicles.

USDOT, FMCSR, Title 40, Section 396.

ATTACHMENT A

DEPARTMENT ORDER 405

AUXILIARY EQUIPMENT STANDARDS FOR VEHICLE CLASSIFICATIONS

1. Management

Air-Conditioning: Standard

Alternator: Minimum 60 AMP

Armrests: Door, standard, minimum two

Brakes: Power front disc

Bumpers: Front and rear, chrome

Carpet: Front and rear

Cigarette Lighter: Standard

Coolant Recovery System: Standard

Cooling: Heavy-duty

Cruise Control: Authorized

Decal: Standard, unless exempt vehicle

Engine: Per state contract

Glass: Tinted, all windows

Glove Box: Standard

Headliner: Standard

Horn: Minimum single note

Lamp: Brake, high mount

Lamp: Dome, standard

Mirror: Day/night, inside plus remote mirror

Moldings: Vinyl, body side

Paint: Standard, per state contract

Radio: Standard, per state Vehicles-Vehicle Maintenance contract

Rear Window Defroster: In approved areas

Seats: Cloth

Spare Tire: Full-size

Stabilizer Bar: Standard

Steering: Power, standard, tilt

Sun Visors: Dual

Tires: Steel belted radials, four

Transmission: Automatic, minimum three-speed

Windshield Wipers: Minimum two-speed

Wheel Covers: Standard

Communications: Department radio is authorized

2. Administrative - Same as management classification with the following exceptions:

Communications Department radio authorized

3. Facility Support

Communications: Department radio authorized

Decal: Standard

Engine: Based upon specific need

Other Options: Based upon specific need

Radio: Standard, per state contract

Transmission: Based upon specific need

Wheel Cover: Standard

4. Buses (More than 16 passengers, including the driver)

Communications: Department radio authorized

Decal: Standard

Driver Seat: Highway seating with 3-point restraint

Engine: Based upon specific need

Other Options: In accordance the state contract

Radio: Standard, per state contract

Security Screens: Authorized

Transmission: Standard

Security Officer Seating: Forward or rear-facing with three-point restraint

Inmate Seating: Based upon specific need, forward facing only

5. Van/Transportation (15 or fewer occupants, including the driver) - These vehicles may be vans, station wagons, full-size vehicles or intermediate automobiles.

Air-Conditioning: Dual-air

Communications: Department radio authorized

Cruise Control: Authorized

Decal: Standard

Driver Seat: Highway seat

Engine: Based upon specific need

Fuel Tanks: Largest available

Other Options: Per state contract

Radio: Standard, per state contract

Security Screens: Authorized

Transmission: Automatic with automatic overdrive

6. Security

Air-Conditioning: Standard

Alley Lights: Authorized

Alternator: Minimum 60 AMP

Bumpers: Front and rear

Cigarette Lighter: Standard

Communications: Department radio authorized

Cooling: Heavy-duty

Decal: Standard

Engine: Per state contract

Glass: Tinted, all windows

Glove Box: Standard

Horn: Minimum single note

Lamp: Dome, standard

Map Light: Authorized

Mirror: Day/night, inside/outside

Radio: Standard, per state contract

Security Screens: Authorized

Spare Tire: Full-size

Spotlight: Authorized

Transmission: Automatic with automatic overdrive

7. Pick-Ups

Communications: Department radio authorized

Decal: Standard

Engine: Standard

Other Options: Per state contract

Radio: Standard, per state contract

Transmission: Based upon specific need

Bumpers: Front & rear

8. Special Purpose - These vehicles shall be purchased to meet specific needs.

Communications: Department radio authorized

Decal: Standard

Other Options: Per state contract

Radio: Standard, per state contract

Transmission: Based upon specific need

SEPTEMBER 5, 2000