Internal Services Directive 335
Internal Services Directive 335
In Effect: 2020-06-30
To establish the fleet management framework for the acquisition, disposal and use of any Correctional Service of Canada motor vehicles and mobile capital equipment, excluding fleet assets managed by CORCAN
Applies to all persons operating/managing Correctional Service of Canada motor vehicles/mobile capital equipment, excluding fleet assets managed by CORCAN
Responsibilities and Procedures
- The Director General, Technical Services and Facilities, will develop a fleet management framework and establish clear accountability and decision-making throughout the Correctional Service of Canada (CSC), as well as provide strategic direction to enable program outcomes consistent with the fleet management framework and the departmental priorities and mandates.
- The Director General, Technical Services and Facilities, will ensure effective risk management in all phases of the fleet life cycle – planning, acquisition, operation, use, maintenance, and declaring vehicle surplus – and will:
- acquire motor vehicles and mobile capital equipment (MCE) for CSC fleet and determine the optimum time for their replacement using the Disposal of CSC Vehicles and MCE tool
- review justification for all additional motor vehicles or specialty-type vehicles to the national fleet requested by the Assistant Deputy Commissioner, Integrated Services
- oversee the implementation of the Greening Government Strategy and analysis of applicability and feasibility, to ensure CSC is in compliance with the Treasury Board Directive on Fleet Management: Light Duty Vehicles
- maintain a national Fleet Management Information System (FMIS) inclusive of all motor vehicles/MCE and request the fleet cards associated with the motor vehicles/MCE, when applicable
- authorize all transfers of motor vehicles/MCE, including those to CORCAN and to other government departments
- declare any surplus vehicles/MCE and present the information at the monthly Disposal Review Board.
- The Director, Contracting and Materiel Services within the National Comptroller’s Branch, will develop an asset management framework that reflects an integrated approach to risk management, provides relevant performance information, and establishes clear accountability and decision-making throughout CSC, and will:
- ensure that motor vehicles/MCE are managed in accordance with the Treasury Board Policy on Management of Materiel and the CSC FD 350-1 – Asset Management
- ensure that acquisition and disposal strategies for fleet assets are developed considering the fleet asset’s full life cycle
- generate complete and accurate data on fleet asset holdings by ensuring that all motor vehicle/MCE inventory data is captured in the Integrated Financial and Materiel Management System
- provide final approval for the disposal of fleet assets pursuant to CSC Delegation of Spending and Financial Authorities Instrument
- monitor the management of fleet assets to ensure policy compliance with respect to acquisition, inventory, and disposal activities, identify non-compliance, and recommend proper corrective action
- produce, consolidate and/or coordinate fleet asset reports as per policy requirement and when required.
- The Assistant Deputy Commissioner, Integrated Services, will:
- review all requested additions to the regional fleet submitted by the Fleet Custodian, prior to sending the request to the Director General, Technical Services and Facilities, for approval
- ensure the management of regional fleet operations, in conjunction with the Director General, Technical Services and Facilities, and address any issues arising from motor vehicle and/or MCE operations
- authorize their sites’ participation in parades and community activities (please refer to the Parades and Community Activities tool) and/or cease any involvement in parades and community activities that have the potential to undermine CSC’s public image or reputation.
- The Regional Administrator, Technical Services, will:
- support the Fleet Custodian, as needed
- ensure the appropriate maintenance and repairs of all motor vehicles/MCE
- adapt the vehicle according to operational requirements.
- The Fleet Custodian will:
- ensure that all vehicles are adapted according to operational requirements upon the Director General, Technical Services and Facilities’ approval
- identify local requirements with regard to vehicles/MCE acquisition, replacement, and disposal
- ensure vehicle/MCE transfers are completed in accordance with the Contracting and Materiel Services Instructions: Transfer Process for Fleet Assets
- conduct or oversee the physical disposal of surplus vehicles/MCE in accordance with the Contracting and Material Services Instructions: Disposal Process for Fleet Assets and Physical Disposal of Surplus Fleet Assets
- ensure the use of zero-emission vehicles and hybrids, based on availability and feasibility, and in accordance with the Greening Government Strategy
- authorize and/or suspend, when required and justified, an inmate’s or any other driver’s permit to operate motor vehicles/MCE
- receive Motor Vehicle Accident Reports (GC 046) and evaluate/resolve the claims in accordance with the Motor Vehicle MCE Accident Reporting and Claims Process tool
- ensure that all activated motor vehicles/MCE contain safety equipment in accordance with the Safety Equipment section of the Fleet Administration tool
- ensure that a record is in place for all motor vehicles that have been signed out
- ensure that the marking requirements described in the Fleet Administration tool for CSC vehicles/MCE are in accordance with section 3.1 of the Federal Identity Program Manual
- make arrangements to pick-up new vehicles/MCE from vendors and confirm the reception of vehicles/MCE by sending an email to the Director General, Technical Services and Facilities
- register and license the CSC site fleet motor vehicles/MCE with the province/territory in which they are located and, if required, complete the registration transfer forms of the province/ territory
- ensure that the data in FMIS is kept up to date in accordance with the FMIS Reporting section of the Fleet Administration tool and advise the Director General, Technical Services and Facilities of any vehicles/MCE that are out of service or have been sold
- ensure that the odometer readings are entered into FMIS on a monthly basis
- ensure that fleet credit cards are kept in vehicle’s log book (when applicable) and report any lost or damaged fleet credit cards directly to the service provider and obtain new cards
- adhere to the provincial/territorial regulations regarding the use of off-road equipment, operated without a driver’s licence
- ensure that vehicle operators complete logbook entries in a timely manner
- ensure a written approval is provided for any personal use (including overnight) of CSC vehicles and is strictly monitored in accordance with the Employers’ Guide – Taxable Benefits and Allowances
- approve any immediate or short-term operational requirements such as rentals, when required
- review circumstances and authorize volunteers/contractors/students to use a motor vehicle/MCE required to fulfill their CSC assignments.
CSC Vehicle/Mobile Capital Equipment Operators
- Authorized CSC vehicle operators will have, at all times, a valid provincial/territorial driver’s licence, including specific classification (when applicable) and/or the certified training permit required to operate the MCE.
- The authorized driver/operator will inspect the motor vehicle/MCE before each use and upon return and report any damage and safety issues, and:
- complete the Vehicle Logbook (CSC/SCC 0534) and associated documents in the assigned motor vehicle/MCE as indicated in the Fleet Administration tool
- report to the appropriate police force (federal, provincial, territorial or municipal) any accident, loss, and/or theft and complete the Motor Vehicle Accident Report (GC 046)
- be accountable for any traffic violation and/or damages resulting from accidents caused by inappropriate conduct and/or negligence, while in possession of, or driving, a CSC motor vehicle/MCE
- report immediately any loss, suspension or restriction on their driver’s licence to their manager/supervisor.
- Volunteers, contractors and students who require the use of a motor vehicle/MCE to fulfill their CSC assignments must first receive the authorization of the Fleet Custodian.
- Any volunteer using a CSC motor vehicle/MCE must have completed the Volunteer Application and Information form (CSC/SCC 0740) and be a registered CSC volunteer pursuant to the volunteers section of CD 024 – Management of Correctional Service of Canada Volunteers.
- Contractors may be required to provide proof of insurance where applicable.
- Any inmate authorized to operate a CSC motor vehicle/MCE will hold a valid provincial/territorial driver’s licence and/or an operational training certificate, and must obtain approval from the Fleet Custodian.
- The Director General, Technical Services and Facilities, will purchase motor vehicles/MCE from the Government Motor Vehicle Ordering Guide.
- The Director General, Technical Services and Facilities, will establish all requirements for specialized service vehicles/MCE, in consultation with the Director General, Security, and any other sector as needed. Requirements are to be submitted to the Contract Review Board, for approval and processing as required.
- When the current site fleet cannot meet an immediate or short-term operational requirement, the Fleet Custodian may consider renting a motor vehicle ensuring cost-effectiveness and minimized risk to the Service. 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 vehicle. For more information see section 4.8 of the Guidelines on Fleet Management, Chapter 1: Light-Duty Vehicles
- All CSC motor vehicle reassignments/transfers are required to be tracked and reported by the Fleet Custodian to the Director General, Technical Services and Facilities, in accordance with the Transfer Process for Fleet Assets.
Replacement and Disposal
- The Director General, Technical Services and Facilities, will determine the optimum time to replace a CSC motor vehicle/MCE using the Disposal of CSC Vehicles and MCE tool.
- The disposal of motor vehicles/MCE must be conducted in accordance with FD 350-1 – Asset Management the Disposal Process for Fleet Assets and the Physical Disposal of Surplus Fleet Assets.
- The physical disposal of a CSC motor vehicle/MCE must be completed after disposal approvals are obtained and within 30 calendar days of receiving the replacement unit.
- Surplus spare tires and safety equipment must be disposed of pursuant to FD 350-1 – Asset Management.
- In preparation for disposal, all escort vehicles and detector dog vehicles must be returned as originally provided by the manufacturer.
- Prior to disposal, all government markings and safety equipment must be carefully removed so as not to lessen the market value of the vehicle.
Original signed by:
Annex A - Cross-References and Definitions
CD 001 – Mission, Values and Ethics Framework of the Correctional Service of Canada
CD 024 – Management of Correctional Service of Canada Volunteers
CD 060 – Code of Conduct
FD 350-1 – Assets Management
CD 566-13 – Detector Dog Program
Canada Labour Code, Part II, Occupational Health and Safety
Correctional Service Canada, Standards of Professional Conduct
Canada Revenue Agency Employers’ Guide – Taxable Benefits and Allowances
Contracting and Materiel Services Instructions
CSC Attractive Items Guidelines
CSC Disposal Process for Fleet Assets
CSC Physical Disposal of Surplus Fleet Assets
CSC Transfer Process for Fleet Assets
Financial Administration Act
Surplus Crown Assets Act
Library and Archives Canada Services/Tools
Business Value Retention Recommendations
Materiel Services – Generic Valuation Tools
National Joint Council Directives
Occupational Health and Safety Directive – Part XVI Motor Vehicle Operations
Provincial motor vehicle legislations and regulations
Public Services and Procurement Canada Government Motor Vehicle Ordering Guide
Treasury Board Directives
Controlled Goods Directive
Directive on Disposal of Surplus Materiel
Directive on Fleet Management: Executive Vehicles
Directive on Fleet Management: Light Duty Vehicles
Directive on Payments
Motor Vehicle Operations Directive – Chapter 2-11
Treasury Board Guides/Guidelines
Guidelines on Fleet Management, Chapter 1: Light Duty Vehicles
Guide to Claims
Guide to Management of Materiel
Guide to Travel, Hospitality, Conference and Event Expenditures
Treasury Board Policies
Federal Identity Program Manual, Motor Vehicles: Requirements for Markings
Policy on Green Procurement
Policy on the Planning and Management of Investments
Policy on Legal Assistance and Indemnification
Policy on Management of Materiel
Contractor: a person providing services of a prescribed class to the Correctional Service of Canada under a contract.
Contract Review Board: ireview mechanism that provides a control framework for due diligence and effective stewardship of public funds and serves as a formal challenge mechanism for all contractual proposals, particularly for sensitive or high-risk procurement issues or those that are national in scope.
CSC registered volunteer: an individual who gives time to an organization without remuneration. Refer to the section on Volunteers in CD 024 – Management of Correctional Service of Canada Volunteers, for a complete definition.
Disposal Review Board: administrative body responsible for reviewing, challenging and approving proposed disposal strategies, and ensuring that departmental policies regarding disposal are respected. The disposal of motor vehicles/MCE falls under the purview of the National Disposal Review Board chaired by the Director, Contracting and Materiel Services.
Fleet Asset: any motor vehicle or MCE owned and operated by CSC. All fleet assets are recorded in the Integrated Financial and Materiel Management System, and in the Fleet Management Information System.
Fleet Custodian: CSC employee responsible for administrating fleet assets at CSC locations. The employees in the following positions have been identified to assume the Fleet Custodian responsibilities:
- Institution: Assistant Warden, Management Services
- Community: Assistant District Director, Management Services
- Regional Headquarters: Regional Administrator, Technical Services
- National Training Academies: Director General, Learning and Development
- Correctional Learning and Development Centres (CLDC): Manager, CLDC
Mobile capital equipment (MCE): items of considerable value (exceeding $10,000) and durability – other than real estate or software – that are used to provide a service, to make, market or keep products, or to transport products, offenders or staff (e.g., bus, truck). Please refer to the Motor Vehicle and MCE Classification tool.
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 that are licensed for driving).
Student: an individual who is not an employee of CSC and who requires temporary access to a facility for a short period of time.
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