Internal Services Directive

Fleet Management

POLICY OBJECTIVE

  1. To prescribe the requirements for the life cycle management of the Correctional Service of Canada (CSC) motor vehicles and other mobile equipment (OME) across Canada and to minimize life cycle costs while meeting operational needs.
  2. This Internal Services Directive (ISD) addresses motor vehicles and OME provided for the use of CSC and other federal government business.

AUTHORITIES

  1. Alternative Fuels Act, Department of Justice
    Alternative Fuels Regulations, Department of Justice
    Guide to Management of Materiel, Treasury Board Secretariat
    Controlled Goods Directive
    Directive on Fleet Management: Light Duty Vehicles
    Directive on Fleet Management: Executive Vehicles
    Guide to Fleet Management - Light Duty Vehicles, Treasury Board Secretariat
    Directive on Disposal of Surplus Materiel
    Motor Vehicle Operations Directive, National Joint Council
    Directive on Claims and Ex Gratia Payments, Treasury Board Secretariat
    Guideline on Claims and Ex Gratia Payments, Treasury Board Secretariat
    Federal Identity Program, Treasury Board Secretariat
    Canada Revenue Agency publications concerning taxable benefits
    Provincial motor vehicle legislations, as applicable
    Transportation of Dangerous Goods Act and subtending Regulations, Transport Canada
    Travel Directive, National Joint Council
    Federal Greenhouse Gas Tracking Protocol, Public Works and Government Services Canada
    Federal Sustainable Development Act, Environment Canada
    Retention Guidelines for Common Administrative Records of the Government of Canada, Library and Archives Canada
    Policy on Management of Materiel, Treasury Board Secretariat
    Policy on Investment Planning ’ Assets and Acquired Services, Treasury Board Secretariat

APPLICATION

  1. This Internal Services Directive applies to all persons operating CSC motor vehicles/OME.

RESPONSIBILITIES

  1. The National Fleet Manager, Technical Services at National Headquarters (NHQ), must:
    1. provide advice and direction to Regional and Site Fleet Managers on motor vehicle/ OME, including direction on the implementation of the Alternative Fuels Act and Alternative Fuels Regulations;
    2. develop and maintain a comprehensive motor vehicle/OME Internal Services Directive in consultation with regions for the safe and efficient operation of CSC's motor vehicles/OME while minimizing the environmental impact, in accordance with Treasury Board Secretariat directives and policies;
    3. implement and maintain a national Fleet Management Information System (FMIS) inclusive of an associated fleet credit card for each motor vehicle and equipment; and
    4. order all fleet credit cards.
  2. The Regional Deputy Commissioner will:
    1. approve any requested additions to the regional fleet that are supported by official documentation; and
    2. allocate provisions for the management of regional fleet operations, including addressing and resolving any issues arising from motor vehicle/OME operations.
  3. The Regional Administrator, Technical Services/Regional Director, Material Resources will:
    Note: Any reference to “Regional Fleet Manager” in this ISD denotes person responsible for fleet under the Regional Administrator, Technical Services. In the Quebec Region, the Regional Director, Material Resources, has this responsibility.
    1. liaise with the National Fleet Manager at NHQ, and provide direction and assistance to Site Fleet Managers concerning motor vehicle/OME acquisitions, disposals, and other fleet issues;
    2. audit the FMIS for accuracy and completion;
    3. inspect regional fleet for upkeep and compliance with standards;
    4. receive and activate new motor vehicles/OME in the local fleet;
    5. authorize all vehicle/OME transfers among institutions or parole offices; and
    6. ensure the proper practice of markings on all CSC vehicles/OME.
  4. The Institutional Head/District Director (or a delegate) will:
    1. authorize or suspend, when required and justified, an inmate's permit to drive motor vehicles/OME on Crown land;
    2. verify and validate the Regional Replacement Proposals relating to his/her site; and
    3. provide preliminary assessment of the magnitude of every accident identified in the completed Motor Vehicle Accident Report (GC 046) and/or resolve claims for liabilities arising from the accident.
  5. The Site Fleet Manager (or a delegate) will:
    1. register and license all CSC motor vehicles in the site fleet and in the province where the vehicles are located and complete the registration transfer as required;
    2. identify and coordinate local operational needs for motor vehicles/OME;
    3. ensure all in-house transactions are recorded in the FMIS with respect to usage (Vehicle Log Books), fuel consumption, maintenance and repair;
    4. justify and initiate motor vehicle/OME replacements to meet local operational needs;
    5. report and replace any lost or damaged fleet credit cards;
    6. ensure that the site vehicles/OME assigned to them are appropriately maintained and repaired; and
    7. request licence validity on a yearly basis to all vehicle operators and/or a certified training permit to OME operators. Before the operator's first use and upon request, the Manager has the authority to obtain a driving history by the Ministry of Transportation. The operational unit will be responsible to cover any cost.
  6. CSC motor vehicle/OME operators will:
    1. on a yearly basis, provide a valid provincially issued driver's licence and/or the certified training permit required to operate an OME;
    2. report to their manager/supervisor any loss, suspension or restriction on their driver's licence;
    3. exercise due care when in possession of a motor vehicle/OME; and
    4. be accountable for all traffic violations (e.g. speeding, illegal parking, etc.) and for damages resulting from accidents caused by inappropriate conduct and/or negligence while in possession of, or driving, a motor vehicle/OME.

PROCEDURES

  1. On a yearly basis, the National Fleet Manager coordinates and consolidates the Regional Replacement Proposals in accordance with the national budget for the acquisition of motor vehicles/OME as follows:
    1. he/she reviews and assesses the motor vehicle/OME requirements;
    2. he/she initiates and administers all motor vehicle/OME purchases; and
    3. he/she monitors motor vehicle/OME fleet and compliance with the Treasury Board Secretariat's Directive on Fleet Management: Light Duty Vehicles and Directive on Fleet Management: Executive Vehicles as well as with this Internal Services Directive.
  2. The Regional Administrator, Technical Services, prepares the Regional Replacement Proposals, in consultation with Site Fleet Managers, for submission to the National Fleet Manager at NHQ as follows:
    1. he/she reviews and recommends the motor vehicle/OME requirements;
    2. he/she analyses the additions to the motor vehicle/OME business plans submitted by sites prior to seeking the Regional Deputy Commissioner's approval;
    3. he/she coordinates regional motor vehicle/OME deliveries, transfers and disposals as per the Regional Replacement Proposals; and
    4. he/she allocates replacement motor vehicles/OME and reassigns existing motor vehicles/OME among sites to meet regional needs and requirements.
  3. The Institutional Head/District Director reviews motor vehicle/OME requirements within his/her premises and reports as follows:
    1. he/she analyses and evaluates all the requests for motor vehicle/OME additions to the institution's fleet and seeks the Regional Deputy Commissioner's approval;
    2. he/she recommends the replacement of motor vehicles/OME through the Regional Replacement Proposals;
    3. he/she coordinates and activates motor vehicle/OME deliveries at the institution, including new acquisitions, transfers and disposals;
    4. he/she allocates replacement motor vehicles/OME and reassigns existing motor vehicles/OME to meet the institution's needs and requirements;
    5. he/she audits the FMIS for accuracy and completion; and
    6. he/she inspects the institution's fleet for upkeep and compliance with standards.
  4. The Institutional Head/District Director may:
    1. authorize inmates with a valid provincially issued driver's licence or specific OME operational training in accordance with provincial legislation requirements to drive motor vehicles/OME on Crown land only;
    2. pre-approve passengers other than inmates and staff to travel in motor vehicles; and
    3. suspend an individual's authority to drive a motor vehicle/OME when circumstances warrant this action.
  5. Fleet Managers ensure motor vehicle maintenance and repairs performed by the institutions' garage are entered in the FMIS, at least monthly, and:
    1. complete any missing motor vehicle/OME information (e.g. plate number, utilization, etc.) in the FMIS;
    2. enter all motor vehicle/OME fuel usage from institutional bulk tanks in the FMIS;
    3. enter month-end motor vehicle/OME odometer/hour readings in the FMIS;
    4. arrange required repair services and maintenance in accordance with the manufacturer's warranty requirements, for all motor vehicles/OME in the local fleet (all warranty repairs are to be done at servicing dealerships);
    5. maintain hard copy and electronic records of each motor vehicle/OME in the local fleet, reconcile as identified in the Retention Guidelines for Common Administrative Records of the Government of Canada and certify fleet management invoices;
    6. arrange for disposal of motor vehicles/OME within 30 days after receiving the replacement (a copy of an asset disposal form is to be sent by email or fax to the National Fleet Manager); and
    7. forward all Accident Reports to the Institutional Head/District Director for direction and expeditious resolution, with copies to the Regional Fleet Manager and the Regional Claims Officer (see Annexe D ’ Motor vehicle/OME Accident Reporting and Claims).
  6. Fleet Managers must transfer registration when motor vehicles are reassigned from another province or territory (see Annex B).
  7. Motor vehicle/OME operators will inspect the motor vehicle before each use and upon return, note any damage or safety issues observed (see subparagraph 2a on vehicle inspection in Annex C), and:
    1. maintain the Vehicle Log Book and associated documents in the assigned motor vehicle/OME (see paragraph 3 in Annex C),
    2. account for all expenses incurred while operating a motor vehicle/OME; and
    3. report all service requirements, accidents, etc. promptly to the Site Fleet Manager.

    Note: The person to whom the keys are issued is solely responsible for the motor vehicle during this period. In the event the vehicle is issued a violation, it is the responsibility of that person to pay the fine or to identify the person operating the vehicle at the time the violation was issued and ensure the fine is paid.

Fleet and Motor vehicle/OME Standards

  1. CSC fleet management practices must minimize the life cycle cost of each motor vehicle/OME while meeting operational requirements. These requirements are defined by the Regional Administrator, Technical Services, in the Regional Replacement Proposals prepared in consultation with the institutions.
  2. All motor vehicles in the CSC fleet will be purchased by the National Fleet Manager. For immediate, short-term operational requirements (less than 60 days) that cannot be met by the current fleet, Site Fleet Managers may consider renting a motor vehicle when it would be cost-effective to do so and would minimize risks. Other alternatives may be to borrow a motor vehicle from another site or another government department, or to authorize employees to use their own motor vehicles.
  3. Vehicle safety kits must be included in each vehicle and the contents determined by the Institutional Head/District Director taking into consideration the geography and remoteness of the area. Safety kits should include, but not limited to the following suggested items or equivalents: a first aid kit, a blanket, flares, and a flashlight.
  4. All motor vehicle movements need prior written approval from the Regional Administrator, Technical Services. Community corrections administrative offices can redistribute vehicles among their offices as required. Any vehicle movements have to be tracked and reported in the FMIS and the Integrated Financial and Material Management System (IFMMS).
  5. Justification for replacing a motor vehicle must indicate how the motor vehicle will be used on a full-time basis (as stated in the Regional Replacement Proposal). Expected and actual motor vehicle kilometres should exceed the minimum of 20,000 km per year with the exception of the perimeter or specialty motor vehicles that exceed running hours or are required for heavy use.
  6. Parole vehicle standards for each district and individual parole office must respect the following criteria:
    1. rural parole offices are to have available a minimum of one all-wheel drive vehicle in their fleet, based on the Government Motor Vehicle Ordering Guide published by Public Works and Government Services Canada (PWGSC). Further 4-wheel drive (4X4) requirements are to be assessed on a case by case basis with recommendations being forwarded to the National Fleet Manager.
  7. All vehicles/OME will be identified in accordance with the Federal Identity Program (FIP) policy (see the Treasury Board Secretariat Federal Identity Program Manual). The purpose of these markings is to identify government motor vehicles/OME operated across Canada. The Canada wordmark is the principal element of all vehicles/OME markings. Arrangements to apply FIP markings must be made locally, on receipt of each new motor vehicle. See Annex B for CSC specifics.
Alternative Fuels
  1. CSC motor vehicles must meet the applicable tailpipe greenhouse gas emissions standards established by the Alternative Fuel Act and Federal Sustainable Development Act to reduce greenhouse gas emissions from CSC vehicles/OME.
    1. Seventy-five percent of all purchased motor vehicles must be able to operate on alternative fuels as per the the Alternative Fuel Act.
    2. Alternative fuels (including biodiesel, ethanol (E85), methanol, propane, natural gas, hydrogen or electricity), and bi-fuel motor vehicles must be used when it is operationally feasible and to do so as per the Alternative Fuel Act.
  2. The Alternative Fuel Act requires CSC to review each new vehicle acquisition (including purchases and leases exceeding 12 months) in terms of its estimated annual fuel consumption and primary operational use, and determine if using an alternative fuel would be both cost-effective and operationally feasible.
  3. The Federal Sustainable Development Act requires CSC to reduce greenhouse gas emissions between 10-17% below 2005-2006 levels, by 2020-2021. Results are to be reported in both the CSC Report on Plans and Priorities and Departmental Performance Report.
  4. Operational feasibility considerations must include the availability of the alternative fuel, either on site (at the institution) or commercially in the local market.
  5. The Regional Fleet Manager will identify and suggest to the National Fleet Manager, which alternative fuel(s) can be practically used to meet government guidelines in his/her respective region.
Fleet Planning
  1. The National Fleet Manager will prepare the Regional Replacement Proposals on a national basis based on the regional requests submitted by each Regional Administrator, Technical Services, for vehicle/OME needs and requirements.
  2. Site Fleet Managers must prioritize motor vehicles/OME required to meet local operational needs in the Regional Replacement Proposals. The proposals are forwarded to the Regional Fleet Managers for their approval. The following information is mandatory:
    1. the institution where the motor vehicle/OME is being sent;
    2. the consignee or location;
    3. the intended utilization;
    4. the specifications; and
    5. a justification for the motor vehicle/OME.
  3. The Regional Administrator, Technical Services, must forward the approved Procurement Plans to the National Fleet Manager at NHQ for recommendation and/or approval.
  4. The National Fleet Manager at NHQ will prepare the final Procurement Plans for corporate approvals and submission to NHQ Finance.
  5. The National Fleet Manager at NHQ will send the corporate approved Procurement Plans to the Regional Administrator, Technical Services.
  6. The Site Fleet Managers and Regional Fleet Manager will monitor any modifications as they may develop. Requests will be submitted by the Regional Fleet Managers to the National Fleet Manager at NHQ for review, prioritization and approval. The National Fleet Manager at NHQ will forward the approved plans back to the Regional Fleet Managers.
  7. The National Fleet Manager at NHQ will review the procurement progress, during the second quarter of the fiscal year, to identify any changes that may be necessary.
Acquisition
  1. All new motor vehicles/OME will be procured through PWGSC and purchased through the Regional Replacement Proposals.
  2. The National Fleet Manager at NHQ will provide quarterly reports to the Regional Administrator, Technical Services.
  3. Any justified additional purchases (e.g. replacement after an accident) must be made through a business case and sent to the National Fleet Manager at NHQ.
  4. All purchased motor vehicles must conform to the specifications contained in the current PWGSC Government Motor Vehicle Ordering Guide.
    1. Administrative vehicles: minivan, 7 passenger, 6 cylinder; small sedan, 4 passenger, 4 cylinder; compact sedan, 5 passenger, 4 or 6 cylinder.
    2. Security vehicles: minivan, 7 passenger, 6 cylinder.
    3. Transfer and escort vehicles: full size van or cube van.
    4. Technical Services vehicles: full size van or other motor vehicles required for operational needs.
  5. If, for supply or instructional purposes, there is a requirement to purchase other motor vehicles than the above mentioned, the Regional Fleet Manager must provide a full justification to the National Fleet Manager at NHQ.
  6. The colour of all vehicles will be blue, silver or grey (charcoal). If unavailable, the National Fleet Manager will determine any other colour to avoid personalized identification.
    NOTE: Custom painting must be avoided.
  7. The delivery of motor vehicles usually takes 90 to 120 days from the time the contract is awarded by PWGSC to the manufacturer.
  8. Motor vehicles are to be received from a local dealership. They can be delivered by the dealership to a specified location or site, usually for a fee.
  9. Information pertaining to motor vehicle/OME registration, insurance, licensing and markings is provided in Annex B.
  10. Special, medium, and heavy motor vehicles/OME are purchased individually to suit CSC's particular needs. All requirements should be communicated to the National Fleet Manager at NHQ.
  11. All escort vehicles have to return as originally provided by the manufacturer when no longer required for escort services or sent for disposal.

Fleet Operations and Maintenance

Motor vehicle/OME Operators and Authorized Passengers
  1. CSC employees operating motor vehicles must have a valid provincial/territorial driver's licence and an operational training certificate for specific OME. For certain motor vehicles/OME, such as buses, the operator may require a special class of driver's licence as per provincial legislation. The Site Fleet Manager will request the driving record of the operator from provincial/territorial authorities if required.
  2. Registered volunteers must be approved by the Institutional Head/District Director to use a motor vehicle/OME to fulfil their CSC assignments. These volunteers must:
    1. provide the Site Fleet Manager with a copy of their current valid driver's licence obtained from their provincial/territorial Ministry of Transportation (or equivalent organization);
    2. with satisfactory documentation confirmed, be authorized by the Site Fleet Manager to use a motor vehicle/OME, when available, to carry out their volunteer service for CSC, with the same insurance protection as that provided for CSC employees; and
    3. be officially recognized or registered as volunteers and possess a registered volunteer identification as provided by CSC. Without this status they are prohibited from operating a motor vehicle/OME.

    Note: Authorized drivers who do not hold personal motor vehicle insurance, but have a valid reason for not holding such, can be authorized to operate motor vehicles/OME by the Site Fleet Manager.
  3. Contractors may use motor vehicles/OME for their contract work provided:
    1. such use is not prohibited by the terms of their contract, and the payment terms of their contract includes provision of motor vehicle/ OME as required for the performance of the work;
    2. the use of vehicles/OME by the contractors has been approved by the Institutional Head/District Director;
    3. contractors who will use a CSC motor vehicle/OME while carrying out their contractual responsibilities will:
      1. provide the Site Fleet Manager with a copy of their valid provincially issued driver's licence,
      2. obtain third party liability insurance, where provincial legislation permits (minimum $2,000,000), and
      3. use the motor vehicle/OME only as specifically stated in the terms and conditions of their contract, and stipulated in the approval given by the Institutional Head/District Director, without driving the motor vehicle/OME to their home or for any other personal use.

    Note: In the event of such use, contractors will abide by any CSC motor vehicle/OME use provisions specified in their service contracts by the CSC Contracting Officers. CSC Contracting Officers will ensure that contractors use the most cost-effective travel arrangements. Unless specified within the contract, they may request the contractor to use his/her own motor vehicle, or to rent or lease a motor vehicle, and to invoice the Service for CSC business-related costs.
  4. The Institutional Head/District Director may authorize inmates/offenders to operate motor vehicles/OME on Crown land at institutional sites.
  5. Inmate/offender operators can be permitted to drive on public roads as part of duties normally assigned to them in minimum and occasionally medium security institutions, providing that good risk management practices and all provincial legislation are adhered to.
  6. Inmates/offenders must possess a valid provincially issued driver's licence and certified training as required for the intended motor vehicle/OME usage, have no record of a Criminal Code driving offence as part of their current sentence and have been properly trained to operate the motor vehicle.
  7. Where legislation permits, off-road equipment may be operated without a driver's licence.
    Note: Third party liability insurance does not need to cover offender passengers since they are covered under the Crown's self-insurance policy.
  8. Normally, CSC personnel and inmates/offenders are the only authorized passengers in a motor vehicle/OME. Due to the potential risk, and liability in the event of an accident, only the Institutional Head/District Director may authorize other passengers (e.g. contractors or children in the Mother-Child Program).
  9. CSC will reimburse any costs associated with a request for volunteers to obtain and provide their current driving record.
Motor vehicle/OME Operation
  1. All use of a motor vehicle/OME including kilometres/hours, fuel consumption, maintenance and any incidents or accidents which occur must be recorded in the Vehicle Log Book, dated and initialled by the motor vehicle/OME operator. (See Annex C for additional information.)
  2. Motor vehicle/OME operators will conduct a visual inspection each time they sign out a motor vehicle/OME as per Annex C.
  3. Operators will report promptly any physical damage to the Site Fleet Manager, as well as any mechanical irregularities (such as low oil level, high engine temperature, etc.) in order for appropriate corrective action to be taken.
  4. All motor vehicles/OME must be operated in a responsible manner, always observing posted speed limits and at speeds which are compatible with road, traffic, weather and visibility conditions, and in compliance with all applicable federal, provincial, territorial or municipal legislation.
  5. The following is strictly prohibited at all times:
    1. driving a motor vehicle/OME under the influence of any substance(s) that impair driving ability;
    2. smoking in motor vehicles/OME;
    3. using a handheld cellular telephone or any other electronic device, while driving a motor vehicle. To place or answer a call on a cellular telephone or any other electronic device, the driver should stop or park in a safe place in accordance with applicable laws and regulations. The use of mobile hands-free devices is permitted where provincial legislations permit while operating a CSC vehicle, but is discouraged as per Treasury Board recommendations and for safety reasons. CSC may choose to seek recovery of any motor vehicle accident costs resulting from cellular telephone use or any other electronic device, and failure to observe any applicable federal or provincial laws or regulations on the part of the driver.
  6. CSC motor vehicles/OME must always be locked when parked. At the institutions, whenever possible, motor vehicles/OME should be parked in a secured vehicle compound.
  7. Parking fees for motor vehicles/OME on authorized official government business will be reimbursed to the motor vehicle operator on submission of a Travel Expense Claim (GC 073). On approval, when employees are requested to use their own motor vehicle for CSC business, the cost to park the motor vehicle while on work-related duties must also be reimbursed.
  8. Fines will not be paid from government funds. Speeding, unlawful parking and other traffic violations demonstrate poor driving practices and do not constitute responsible use of a CSC motor vehicle. Motor vehicle operators are therefore personally responsible for these charges and costs.
  9. The Institutional Head/District Director may suspend motor vehicle/OME driving privileges for any motor vehicle/OME operator who has a poor driving record, who demonstrates poor driving practices and/or driver negligence, and/or who otherwise fails to operate assigned government motor vehicles/OME as required under this Internal Services Directive.
Personal Use
  1. Personal use of a CSC motor vehicle will not be permitted at any time. The Commissioner is the only CSC official granted the authority for personal use of a CSC motor vehicle, in accordance with the Treasury Board Secretariat's Directive on Fleet Management: Executive Vehicles. As well, under the Income Tax Act, use of an executive motor vehicle for anything other than official use generally constitutes a taxable benefit and must be reported as income to the Canada Revenue Agency.
  2. Travel in a government vehicle that is not authorized or not in support of conducting government business constitutes an unauthorized use. In some departments, personal use of government vehicles may be considered unauthorized, while in other departments personal use may be authorized but remains a taxable benefit for the driver.
  3. Motor vehicles must take the most suitable direct route from the fleet site location to the place where the operator or passengers will undertake the assigned or authorized job or task. On completion of the job or task, motor vehicles must be returned by the most direct route to the CSC fleet site location, with no unauthorized or personal side trips or stops on the way.
  4. Drivers will not be permitted to take motor vehicles home, unless they are on pre-authorized official travel status, home is en route to or from their travel destination, and the detour is detailed in the pre-authorization by the Institutional Head/District Director.
  5. When rental motor vehicles are unavailable in a specific area, motor vehicles may be used; however, their use must be pre-approved by Institutional Head/District Director.
Accident Reports
  1. Operators and passengers in motor vehicles/OME will act in accordance with provincial/territorial laws and regulations, which pertain to reporting motor vehicle accidents to the appropriate police force (federal, provincial, territorial or municipal police).
  2. A Motor Vehicle Accident Report (GC 046) must be completed for any incident or accident within 24 hours in which a CSC motor vehicle/OME is involved. This report must be completed immediately, preferably at the scene of the accident, and given to the Site Fleet Manager for onward transmission to the Institutional Head/District Director and the Regional Fleet Manager. (For additional information, refer to Annex D.)
  3. Motor vehicle/OME operators involved in an accident must not admit any fault on their part as a cause of the accident. Fault will be determined as part of the accident investigation.
  4. The Institutional Head/District Director will determine the severity of the damage resulting from every incident or accident involving a motor vehicle/OME and in order to be able to do so, a police report and/or a Motor Vehicle Accident Report (GC 046) must be provided for evaluation. If a claim is submitted, either the Regional Claims Officer or National Claims Officer needs to be involved.
    1. Minor incidents (e.g. dents and scrapes not involving other motor vehicles, property damage, or personal injuries to individuals) will be recorded in the appropriate motor vehicle/OME file.
      1. The motor vehicle/OME operator will record all incidents in the Vehicle Log Book.
      2. Any subsequent repairs must be coordinated by the Site Fleet Manager.
    2. For accidents of greater magnitude, the Institutional Head/District Director in consultation with the Regional and Site Fleet Managers, will:
      1. conduct an investigation of the accident,
      2. expedite the repair or replacement of a damaged motor vehicle/OME,
      3. provide the Regional or National Claims Officer and the Department of Justice with all related information where there is a potential claim, and route claim submissions for appropriate action (legal review, payment, etc.), and
      4. maintain a complete record of the accident for reporting purposes. (Refer to Annex D for more information.)
  5. Regional Fleet Managers will compile a listing of all accidents reported in their regions in a format acceptable to the National Fleet Manager at NHQ and submit such listing once a year as the Annual Regional Motor Vehicle Accidents Report.
  6. As a minimum, such reports will provide the asset/fleet number, driver name, type of motor vehicle/OME, estimate of any damage to motor vehicle/OME or property, estimate of any damage to property of others (if any), whether or not there were any resulting injuries or death, and whether or not the motor vehicle/OME was repaired and put back in service, or written off and disposed of as a salvage motor vehicle/OME.
  7. Regional Fleet Managers, in reviewing Government Motor Vehicle Accident Reports submitted to them, will immediately advise the National Fleet Manager at NHQ of any accident that may be of national interest or may warrant a special investigation initiated by the National Fleet Manager at NHQ.
  8. The National Fleet Manager at NHQ will combine regional reports into a national report for presentation to CSC senior management with appropriate recommendations.
Motor vehicle/OME Maintenance at the Institutions
  1. Site Fleet Managers must ensure that all motor vehicles/OME are kept clean, tidy and in good working condition at all times. As well, they will:
    1. ensure that motor vehicles/OME are serviced, inspected and repaired periodically by a qualified mechanic;
    2. ensure maintenance (including oil changes, lubrication, tire rotation and replacement, and car washing) is provided by the institution and reported in an internal motor vehicle/OME maintenance system; and
    3. report monthly all on-site maintenance and repairs in the FMIS. Alternatively, where institutional facilities are not available, service will be obtained from a local licensed garage or car dealership and all commercial repairs will be captured in the FMIS.

Motor vehicle/OME Record Keeping and Reporting

Motor vehicle/OME Fleet Credit Card
  1. Every motor vehicle/OME will have its own fleet credit card supplied by the Fleet Management Support Service Provider. The card must be kept with the Vehicle Log Book, and signed out by the authorized operator.
    1. For motor vehicles that are regularly filled or serviced at commercial gas stations, the fleet credit card must be used.
    2. For institutional vehicles/OME that are normally fuelled from the institution's bulk tanks and serviced at the institution's garage, the card will normally be kept in a secure location as determined by the Site Fleet Manager and issued with the motor vehicles/OME on an as required basis.
  2. The fleet credit card will be used for all commercial fuel, oil, and other operating and maintenance costs for the motor vehicle.
    1. Fleet credit card receipts will be retained with the Vehicle Log Book and handed over to the Site Fleet Manager, at least weekly.
    2. Employees are not permitted to join or participate in any loyalty program offered by suppliers when utilizing the fleet credit card in accordance with the principles of the Values and Ethics Code.
Motor vehicle/OME Record Keeping
  1. It is the responsibility of the office or officer issuing the motor vehicle keys to keep a record of who the keys are issued to.
  2. It is the responsibility of the person receiving the keys on the return of a motor vehicle to ensure the Vehicle Log Book is properly filled out and any receipts for fuel purchased during the trip are turned in with the Vehicle Log Book.
  3. The Site Fleet Manager will review each Vehicle Log Book at least monthly and reconcile receipts with the FMIS, arrange required servicing, retain expense receipts and maintain on-line information for each motor vehicle. For OME, receipts must be kept and reconciled monthly with the FMIS.
  4. Site Fleet Managers will use the on-line FMIS to capture odometer readings, institutional gas (site pumps) and institutional servicing. The odometer/ hour reading for each motor vehicle/OME in the site fleet must be entered at least monthly.
Vehicle Reports and Correspondence
  1. Logbook pages must be kept one year after the disposal of the vehicle. Vehicle credit card invoices, slips and statements must be kept for six fiscal years from the date the transaction has been completed. All routine correspondence for vehicles must be kept for three years. All documents and correspondence related to accidents must be kept on file for a period of six years as per the Retention Guidelines for Common Administrative Records of the Government of Canada.
  2. The Regional Fleet Manager is responsible for ensuring that the Site Fleet Managers in his/her region enter all relevant information in the FMIS.

Disposal and Replacement

  1. The guidelines set out in Annex E will be used to determine the optimum time to replace a CSC motor vehicle/OME.
  2. Vehicle trade-ins will not be permitted. All CSC motor vehicles scheduled for disposal will be sold by a vehicle fleet remarketing service. CSC employees may participate in a public auction, but will have no right of advance purchase or other preferential treatment.
  3. The disposal of a CSC motor vehicle/OME will be completed within 30 calendar days of receiving the replacement unit. The asset disposal form must be completed and sent to the Vehicle Fleet Remarketing Services and to the National Fleet Manager. All units that are sold to other government departments, including CORCAN, are to have prior approval from the National Fleet Manager. All disposals will be in compliance with the requirements of Treasury Board and PWGSC.
  4. Vehicles/OME that no longer meet CSC operational needs are to be considered for reassignment to another site or department before disposal.
  5. The Site Fleet Manager will cancel the motor vehicle/OME fleet credit card for each unit being disposed of, by notifying the Fleet Management Support Service Provider and National Fleet Manager.
  6. All action to dispose of motor vehicles/OME will be the responsibility of the Site Fleet Manager in conjunction with the Regional Fleet Manager.
  7. Prior to disposal, all markings and safety items which identify the motor vehicle/OME as government-owned will be removed or obliterated, taking care to ensure that this does not lessen the disposal value.
  8. The proceeds from the disposal of motor vehicles are sent directly to the National Fleet Manager at NHQ. When the National Fleet Manager receives the proceeds, the Regional and Site Fleet Managers will be notified of the date of the sale, the sale price and the amount of the proceeds from all disposals of motor vehicles/OME so that the vehicles can be closed out on the CSC IFMMS.
  9. A complete hard copy or electronic file will be kept and a record of the life cycle history of each CSC motor vehicle/OME will be retained in the FMIS for a period of five years after the unit has been disposed of. The record will include all costs to purchase, operate, maintain, and repair the motor vehicle/OME and the proceeds from the disposal. The file will include all supporting information concerning each unit.

ENQUIRIES

  1. Strategic Policy Division
    National Headquarters
    Email: Gen-NHQPolicy-Politi@csc-scc.gc.ca

    Assistant Commissioner,
    Corporate Services

Original Signed by:
Liette Dumas-Sluyter

ANNEX A - CROSS-REFERENCES AND DEFINITIONS

CROSS REFERENCES

CD 566-13 - Detector Dog Program

Motor Vehicle Accident Report (GC 046)

DEFINITIONS

Motor vehicle: a vehicle designed or adapted and licensed to transport goods, equipment or passengers on highways or roads (e.g. sedans, station wagons, vans, buses, trucks and specialized motor vehicles which are licensed for driving).

Other mobile equipment (OME): mobile equipment with a capitalized value of $10,000 or more, or any other equipment as identified by the National Fleet Manager. Examples of OME as defined in the Federal Greenhouse Gas Tracking Protocol include:

  1. agricultural equipment;
  2. construction equipment;
  3. recreational motor vehicles;
  4. lawn and garden equipment; and
  5. mobile generators.

(See Annex F for motor vehicle/OME classification.)

ANNEX B - REGISTRATION, INSURANCE, LICENSING AND FEDERAL IDENTITY PROGRAM (FIP) MARKINGS

Registration and Licensing

  1. The Site Fleet Manager will register and license each CSC motor vehicle in the site fleet, in the province where the motor vehicles are located. Motor vehicles will be registered as provincial legislation requires, using the institution/office address where the motor vehicle will be located. Transfers of motor vehicles from one province to another require a transfer of the vehicle registration or licence. The Site Fleet Manager is responsible for the registration transfer.
  2. The first line of all addresses on vehicle registrations should include consistent wording to refer to the applied title of "H.M. the Queen in Right of Canada".
  3. The original motor vehicle registration will be kept on file at the institution by the Site Fleet Manager. A photocopy of the registration will be kept in the motor vehicle with the Vehicle Log Book.

Insurance

  1. The Government of Canada is self-insured, with liability limited to the authorized use of government motor vehicles by authorized operators and passengers. For more information on authorized operators and passengers, please refer to the Fleet Operations and Maintenance section of this Internal Services Directive.
  2. All motor vehicles provided to Ministers, Ministers of State, Secretaries of State, Deputy Ministers of the Crown and eligible senior officials must be fully insured commercially with coverage for official and personal use. Proper insurance coverage will be arranged through PWGSC.
  3. A Motor Vehicle Liability Insurance Card will be included with the Vehicle Log Book of all CSC motor vehicles and OME that are used on public roads.
  4. Special insurance is required when operating CSC motor vehicles in the United States. For trips to the USA, the CSC motor vehicle must be insured against third party liability risks under the government's commercial policy negotiated annually by PWGSC. (See the National Joint Council's Travel Directive for more information.)
  5. For all other business trips, CSC employees must use a rental motor vehicle and charge the cost to their government-provided AMEX card. For any circumstances where a rental agency is located 50 km or more away from the institution, approval must be obtained from the Regional Administrator, Technical Services, in order to use a CSC motor vehicle.
  6. For all short-term rental of motor vehicles by CSC, the rental company collision insurance should normally include the standard deductible clause. In the event of an accident, the deductible amount would be covered by CSC. On the other hand, when motor vehicles are rented by an employee on travel status, the standard deductible clause should be waived and the rental cost charged to his/her government-provided AMEX card. Where employees are renting a motor vehicle type not covered by the AMEX travel card insurance, they should elect to take the rental agency's standard accident liability coverage.

Federal Identity Program (FIP) Markings for CSC

  1. Regional Fleet Managers are responsible to ensure the proper practice of installing markings on all CSC vehicles/OME in either black or white. Black or white markings are to be used in order to contrast with the vehicle/OME body colour.
  2. The motor vehicle's asset number must appear on the rear of the vehicle (passenger's side).
  3. The horizontal white stripe is no longer part of the CSC identification markings.
  4. The order of the official languages in the signature is based on the location of the vehicle concerned. Thus, French appears to the left on vehicles/OME located in Quebec, and English is placed to the left on vehicles/OME located in the other provinces and the territories.
  5. At minimum security institutions, all vehicles/OME are to be identified as administrative vehicles with Government signature and the Canada wordmark. At other institutions, please refer to the following specifications:
    • administrative vehicles ’ use only the Government signature and the Canada wordmark;
    • perimeter patrol vehicles, work service vehicles, inmate transfer vehicles and OME ’ use the corporate signature and the Canada wordmark; and
    • parole vehicles and drug dog vehicles ’ no markings for security purposes.
  6. Arrangements to apply FIP markings must be made locally, on receipt of each new motor vehicle.

Fleet Management Information System and Fleet Credit Cards

  1. To ensure proper life cycle management, the departmental financial system (IFMMS) and the fleet credit card system (FMIS) must be used to enter vehicle-related data.
  2. The National Fleet Manager at NHQ assigns a motor vehicle asset/fleet number to every motor vehicle/OME, which is recorded in both systems, IFMMS and FMIS. The site will be advised of the motor vehicle asset/fleet number when the Regional Fleet Manager sends notice that the motor vehicle has arrived at a local dealer and is ready to be picked up. The site is responsible for licensing the motor vehicle/OME and sending a copy of the registration paper to NHQ. All motor vehicle information must be recorded in the Vehicle Log Book.

Motor Vehicle/OME Fleet Credit Card

  1. The National Fleet Manager at NHQ is responsible to order a motor vehicle/OME fleet credit card for every motor vehicle/OME. The fleet credit card, which shows the asset/fleet number, is sent to the Site Fleet Manager who places the card with the Vehicle Log Book for retention and use by the motor vehicle/OME operator(s).
  2. For any replacement fleet credit card, the Site Fleet Manager is responsible to order the credit card.
  3. All expenses related to motor vehicle/OME operation must be paid for with the fleet credit card to ensure that the relevant data is recorded. In exceptional circumstances (when a vendor refuses to accept the fleet credit card), other means of payment such as the Departmental Acquisition card (in accordance with the Treasury Board Secretariat's Directive on Acquisition Cards, section 6.1.7 on Requirements) may be used. Under these circumstances, all transactions whether purchased or performed in-house must be reported in the FMIS by the Site Fleet Manager.

FMIS Reporting

  1. On receipt of a new motor vehicle/OME and before it becOMEs operational, the National Fleet Manager will complete the following mandatory specific data fields (some elements will be provided by the Site Fleet Manager) for each motor vehicle/OME indicated in the Inventory Management section of the FMIS:
General Client Information
  1. Consignee code
  2. Location
  3. Intended utilization
  4. Government Division
  5. Specification
Vehicle/OME Information
  1. Vehicle identification number
  2. Model year
  3. Make
  4. Model
  5. Engine cylinders
  6. Engine size
  7. Fuel type
  8. Gross vehicle weight rating (GVWR)
  9. Exterior color
  10. Tag state (province)
  11. Capital cost
  12. Delivery date
  13. On-road date
  14. Previous vehicle
  15. Replacement vehicle
  16. Replacement status
  17. Contract number
  18. Invoice number
  19. Asset number
  20. Sold date and sale information.
  1. The Site Fleet Manager will complete the following mandatory specific data fields for each motor vehicle/OME indicated in the Inventory Management section of the FMIS:
Vehicle/OME Information
  1. Licence plate (if applicable)
  2. Odometer reading (monthly)
  3. Odometer date (monthly)
  4. Hour meter (monthly, if applicable)
  5. Hour meter date (monthly, if applicable)
  6. Replacement status
  7. Out of service date

ANNEX C - VEHICLE LOG BOOK

Vehicle Log Book

  1. All CSC motor vehicles must be equipped with a Vehicle Log Book, clearly showing the vehicle identification number, the asset/fleet number and the licence plate number.
  2. Motor vehicle operators must record all pertinent information concerning the motor vehicle in the Vehicle Log Book, with each entry signed and dated, including the following:
    1. each time, before a motor vehicle is taken out, check for damage (e.g. cracked windshield, scratches or dents, cut or damaged tires), fluid levels (oil, radiator, transmission, windshield cleaner), horn and lights (headlights, tail lights, brake lights, turn signals ’ front and back) and ensure that the motor vehicle is clean and in good running order;
    2. use of the motor vehicle, i.e. start/stop odometer reading, from/to named destination, kilometres driven;
    3. operating, i.e. fuel, oil, car wash, washer fluid, etc (all receipts for operating items paid for with the fleet credit card or otherwise must be turned in with the motor vehicle's fuel receipts);
    4. maintenance, i.e. oil change, oil/gas filter change, tires and tire installation, regular scheduled maintenance (all receipts for maintenance items paid for with the fleet credit card or otherwise must be turned in with the motor vehicle's fuel receipts);
    5. brief explanation of any problems requiring repair or maintenance and minor damages (i.e. scratches, bumps, windshield chips, etc.); and
    6. explanation of any incidents or accidents, in addition to them being reported as outlined in Annex D.
  3. A durable binder/folder must be kept in a secure location under the Site Fleet Manager's supervision, while the motor vehicle is not in use. The binder/folder is to be kept in the glove compartment when operating the vehicle. The binder/folder should include the keys, log book and the following contents:
    1. photocopy of vehicle registration (original filed with Site Fleet Manager);
    2. pink insurance slip;
    3. fleet credit card;
    4. fleet credit card receipts for fuel, oil, car wash and other operating and maintenance costs (pending delivery to the Site Fleet Manager for matching with fleet credit card invoices); and
    5. Motor Vehicle Accident Report (GC 046), blank form to be completed in the event of an accident. (See Annex D for more information on accident reporting.)

ANNEX D - MOTOR VEHICLE/OME ACCIDENT REPORTING AND CLAIMS

Reporting

  1. To provide the information necessary for CSC and other authorities to investigate an accident, the motor vehicle/OME operator or another CSC employee at the scene must complete a Motor Vehicle Accident Report (GC 046) and submit within 24 hours. Blank copies of this form should be retained with the Vehicle Log Book at all times. The motor vehicle/OME operator must not accept any fault for the accident, pending an investigation.
  2. The completed Motor Vehicle Accident Report (GC 046) will contain, if possible, the following information about every accident involving a CSC motor vehicle:
    1. CSC motor vehicle/OME operator's name, driver's licence number, CSC job classification or title, office telephone number and home address;
    2. CSC vehicle asset/fleet number and description (year, make, model, licence plate number);
    3. name, address, telephone number, driver's licence and insurance details of other driver(s), if other motor vehicle(s)/OME involved;
    4. description of other motor vehicle(s) involved (year, make, model, licence plate number);
    5. name, age, address and telephone number of any injured, and nature of injuries;
    6. description of any property damage resulting from the accident and name, address and telephone number of any such property owner(s);
    7. name, address and telephone number of any witnesses;
    8. institution (site where motor vehicle is normally located);
    9. date and time of the accident;
    10. description of the accident, i.e. explanation of what happened and diagram;
    11. description of the visual damage (with a photograph if available) caused to the motor vehicle, and to persons or other property, including damage to goods or personal property being carried in the motor vehicle/OME involved;
    12. geographic location of the accident, road and climatic conditions at the time; and
    13. motor vehicle/OME operator's statement, including why the operator/vehicle/OME was in that place at that time, an indication that the accident may give rise to one or more claims (yes/no), and the reason(s).

Injury or Damage Claims

  1. Claims for damage or injury from third parties, or their insuring representatives, must be presented separately and formally to the Institutional Head/District Director. All accident claims are routed to the Regional Fleet Manager for verification and approval and then to the Regional or National Claims Officer. All such claims must be accompanied by verifiable receipts for expenditures incurred for reimbursement.
  2. The Institutional Head/District Director will liaise with the Departmental Legal Advisor, the police and other CSC personnel in fleet management, materiel management and finance in the region and at NHQ, as required. These duties include coordinating the repair or replacement of the motor vehicle/OME, reporting of the accident, initiating a CSC claim or arranging for the settlement of claims against the Crown, and maintaining a complete record of the accident.
  3. The rules for the settlement of a claim vary from province to province, and usually include time limits for the filing of claims. The Regional or National Claims Officer will consult with the Departmental Legal Advisor to determine how to proceed.
  4. In all cases where damage claims against the Crown have been submitted as a result of an accident involving a CSC motor vehicle, the Institutional Head/District Director must establish a Board of Investigation. Based on the recommendation of the Board, the motor vehicle operator may be deemed personally responsible to pay for damage claims if he/she does not meet the criteria under the Treasury Board Policy on Legal Assistance and Indemnification

ANNEX E - DISPOSAL OF MOTOR VEHICLES GUIDELINES

DISPOSAL OF MOTOR VEHICLES GUIDELINES
Motor Vehicle Description Life Expectancy
  Years Miles/km
Light Duty Vehicles    
Light duty vehicles 3 to 5 (max) 60,000 / 100,000
Buses    
Intercity On a needs basis, communicate with
RHQ and NHQ
N/A
Bus 7 (max) N/A
Trucks (GVWR = gross vehicle weight rating)    
Less than 12,000 lbs or
5,670 kg GVWR
6 Communicate with NHQ
12,000 to 23,500 lbs or
5,670 to 10,660 kg GVWR
7 Communicate with NHQ
24,000 lbs or 10,900 kg and over GVWR 9 Communicate with NHQ
Other    
6-wheel drive or specialty vehicles 6 Communicate with NHQ
OME Communicate with
RHQ and NHQ
Communicate with RHQ and NHQ
  1. Vehicle disposal will be considered when the tally of repairs or estimated repair costs to the vehicle (excluding routine maintenance) reaches one-third of its original purchase cost.
  2. A vehicle will be considered for replacement and disposal if it meets any of these three criteria: years of operation, kilometres driven or cumulative repair costs.

Exceptions

  1. For certain specialty vehicles, replacement will be at the discretion of the National Fleet Manager.
  2. Drug dog vehicles are considered an exception. On a case by case, any replacement will have to be approved by NHQ Security Operations and National Fleet Manager.
  3. Fleet Managers may retain vehicles/OME that are safe and economical to operate, even though the Guidelines may indicate replacement as long as maintenance or operating costs do not exceed one-third of the original purchase cost. Further retention is especially desirable for vehicles with extensive fit-ups or special features.
  4. Early disposal may be considered if:
    1. a motor vehicle has been wrecked or damaged beyond economical repair (the vehicle may be replaced after review and approval by the Regional Fleet Manager and the National Fleet Manager at NHQ);
    2. an administrative decision is made by the National Fleet Manager at NHQ that disposal is required.

ANNEX F - VEHICLE CLASSIFICATION

Admin NHQ: Pool vehicles assigned to NHQ
Admin RHQ: Pool vehicles assigned to RHQ
Admin Inst: Pool vehicles at institutions
Inmate Prog: Program support vehicles (e.g. Aboriginal Program, Mother-Child Program)
Parole: Administration for parole and visits
Admin SC: Staff College administration and transportation of instructors and/or students
Security FA: Security of firearms
Security PP: Security Perimeter Patrol
Security Esc: Security to escort inmates
Security K9: Security for Canine Unit (drug dog)
Fac Maint: Facility Maintenance (e.g. trade truck, gravel truck, flat deck, sanding truck, etc. used for facility and grounds maintenance)
Food Service: Food Services (vehicles for transporting prepared meals and clean-up)
Material Man: Material Management (e.g. store trucks and vans, etc. typically used for the pick-up and distribution of institutional materials and supplies)
Garbage Trk: Garbage truck (for refuse pick-up or other solid waste management programs such as recycling)
Fire/Rescue: Fire/rescue (fire trucks or vehicles for fast deployment of emergency equipment required for confined space or fall rescue, spill management, fire evacuation, etc.)
Handicap Vehicle (Handicap Service Transportation - HST): Handicap accessible in wheelchair
EQP Tractor: Equipment tractor, EXCLUDING backhoes
EQP Snow: Dedicated snow plows and rotary brooms
EQP Mower: Equipment lawn mower
EQP Forklift: Equipment forklift
EQP Utility: Equipment utility vehicles (ATV, gator)
EQP Grader: Equipment grader
EQP Bull: Equipment bulldozer
EQP Loader: Articulated 4-wheel drive loader
EQP Backhoe: Tractor FEL/backhoe combos
EQP Skid Str: “BobCat” type loaders including all-wheel steer and track steer types
EQP Trailer: All kinds of trailers
EQP Various: All kinds of working tools with a capital replacement value greater than $10.000
EQP Manlift: Boom lifts and snorkel lifts

ANNEX G - PAROLE VEHICLE STANDARDS

Parole vehicle standards for each district and individual parole office must follow the following criteria:

  1. Recognizing the various geographical locations, case loads, office and district territories of parole offices, a minimum standard of 2-1 Parole Officer/vehicle ratio entitlement must be followed at all parole office locations.

Allocation example chart

Parole Officer 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20
Vehicle allocation 1 1 2 2 3 3 4 4 5 5 6 6 7 7 8 8 9 9 10 10
  1. Recognizing the multi-terrain conditions of non-metropolitan offices, all non-metropolitan parole offices are to have available a minimum of one 4-wheel drive or four by four vehicle at their disposal. Further 4-wheel drive or four by four requirements are to be assessed on a case by case basis with recommendation being forwarded to the National Fleet Manager.
  2. A  Vehicle safety kits are to be included in individual vehicles containing the appropriate safety items as determined by the Institutional Head/District Director taking into consideration geographical and remote areas that CSC fleet vehicles must travel. Safety kits should consist of but not limited to the following suggested items: first aid kit, sleeping bag, blanket, flares, flash light, food items, etc.

 

For more information

To learn about upcoming or ongoing consultations on proposed federal regulations, visit the Canada Gazette and Consulting with Canadians websites.