Vehicle Maintenance Plan

Coastal Community Action Program
WSDOT Owned
Vehicle Maintenance Plan
Mission Statement
Coastal Community Action Programs (CCAP) vehicle maintenance mission is to effectively and efficiently
provide safe, clean, reliable and comfortable vehicles for use by its clients and operators.
Preventative Maintenance (PM) Program

The emphasis of CCAPs maintenance program is preventive rather than reactive maintenance. A strong
preventive maintenance program effectively reduces overall maintenance costs by decreasing the
number of road calls and the high cost of unpredictable repairs caused by reactive maintenance. The PM
schedule and requirements are based upon vehicle type and manufacture recommendations. As the
manufacturer mileage recommendations are consistently meet prior to the time recommendations PM
schedules are based on mileage.
Maintenance is performed at specific mileage increments (levels) with specific elements performed every
6, 12, 30, 60 and 102 thousand miles. Level A (6,000) encompasses the engine fluids and tires. Level B
(12,000) includes Level A maintenance, the brake system, CV joints, front suspension and the exhaust
system. Level C (30,000) includes Level A and the engine air cleaner filter. Level D (60,000) includes
Level A and C and the transaxle filter and fluid. Level E (102,000) includes Level A and B, engine
coolant, ignition cables and spark plug replacement.
CCAP staff continually review the maintenance practices to identify potential improvements to the
program. This assures optimum benefits from the scheduled inspections, maximizes useful vehicle life,
reduces maintenance costs and ensures that CCAP vehicles remain in safe operating condition
On-Time Inspection Variance

Because of the need to schedule maintenance through an outside vendor, the allowable variance with all
preventive maintenance inspections is a minus 750 miles to a plus 750 miles. Any inspection completed
within this parameter is considered on time.
CCAP Transportation Tracking Protocols

The Transportation Coordinator (TC) is responsible for developing the PM schedule for each type of
vehicle WSDOT legally owns and for ensuring all PM activities are completed in a timely manner and are
consistent with manufactures recommendations.
CCAP utilizes the services of outside venders to perform all maintenance. The TC shall ensure that the
vendors are properly briefed as to the extent of the particular PM being performed. Additionally the TC
conducts a semi annual physical inspection of each vehicle in January and July.
Each driver is required to conduct a pre and post trip inspection on his/her assigned vehicle each day
using the Daily Van Inspection Report (DVIR) developed in cooperation with the WUTC. Multiple drivers
may use the same vehicle on a given day and each driver complies with this requirement for his/her use.
The driver records any problem on the DVIR and calls the TC if conditions requiring immediate attention
are discovered. The TC reviews each completed DVIR and schedules work with outside vendors as
necessary.
The completed documentation for all preventive maintenance consists of the vendor generated
performance/documentation sheets and the CCAP PM sheet completed by the TC based upon the
vendor performance/documentation sheets. (Necessary because vendors often neglect to fill out
additional outside paperwork while performing vehicle maintenance) Vehicle number, date, mileage and
any pertinent information is also included. The Vehicle report sheets used by the two vendors (Five Star
and Grays Harbor Fast Lube) CCAP patronizes often are enclosed for reference.
The TC maintains a complete history for each vehicle that includes documentation of all repairs,
inspections and other related maintenance activities.
Warranty Recovery Program

Coastal CAP operates a warranty program to ensure that costs of parts and repairs on warranty-covered
items are recovered.
Failed Components
Parts and components that may have failed prematurely are retained. The TC researches the original
installation date, miles of usage on the failed component and the vendor from whom it was originally
purchased. If the part or component is covered by warranty, it is returned to the vendor.
Return to Manufacturer/Vendor
Authorization for warranty return and labor claims, when applicable, are obtained from the manufacturer
or vendor. Information is supplied to the vendor surrounding the circumstances of the failure, if known.
The item is then returned to the vendor warranty department for repair or replacement. Coastal CAP
retains copy of the warranty claim form for tracking purposes.
COST ANALYSIS TOOL
Coastal CAP uses a life cycle cost analysis tool as part of its decision- making process in establishing
and making changes to preventative maintenance intervals, thereby enabling the agency to analyze cost
effects of alternative practices over the life of the equipment.
The following forms are included with this plan:
Service Level A E Reports
Daily Van Inspection Report
Semi-Annual Vehicle Inspection Report
Vendor Inspection Checklist Form
Service Level "A" Completed Every 6,000 Miles
Vehicle:_________
Date:_________
Odometer:______________
Vendor Performing Service:_____________________________Report Attached: Yes or No
Check and Service (if necessary) the following:
Repairs/Action Needed
Change Engine Oil

Oil Filter
Coolant Recovery Reservoir Fluid
Transmission Fluid
Power Steering Fluid
Engine Air Cleaner Filter
Tire Wear/Air Pressure (rotate if necessary)
Notes:
Service Level "B" Completed Every 12,000 Miles

Vehicle:_________
Date:_________
Odometer:______________

Service Level A
Brake System (linings, hoses, parking, fluid)
CV Joints (initial check at 12,000 then 48, 72, 96 & 120,000)
Replace Air Conditioning Filter
Front Suspension, Tie Rod Ends & Boot Seals
Exhaust System
Notes:
Service Level "C" Completed Every 30,000 Miles
Vehicle:_________
Date:_________
Odometer:______________

Service Level A
Replace Engine Air Cleaner Filter

Notes:
Service Level "D" Completed Every 60,000 Miles
Vehicle:_________
Date:_________
Odometer:______________
Service Level A & C
Change Transaxle Fluid & Filter

Notes:
Service Level "E" Completed At 102,0000 Miles

Vehicle:_________
Date:_________
Odometer:______________

Service Level A & B
Flush & Replace Engine Coolant
Replace Ignition Cables

Replace Spark Plugs
Notes:
DAILY VAN INSPECTION REPORT

This form is to be filled out & signed AT THE END of your run. Leave it on the drivers seat in the vehicle
so the subsequent driver can read, date & sign it. The subsequent driver will turn the form in with their
paperwork that day. Be sure you fill out a new form at the end of each day.
Date
Driver
Van Number
Beginning Odometer
Item
OK
Defect
Comments/Nature of Defect
Fluid Leaks Under Van

Lights-Interior
Lights-Exterior (Head Lights/Turn
Signals/Running Lights/Hazard)
Horn
Mirrors
Wipers/Fluid
Brakes-Service/Parking
Steering
Fans/Defroster
Windows (clean/not chipped, etc)
Tires-Tread/Condition/Air Pressure/Lug Nuts
Tight
Wheels/Rims
Fire Extinguisher
Emergency Road Kit
Survival Kit (back pack)
Cycle Wheel Chair Lift (CC4 Only)
The condition of vehicle is satisfactory: Yes_______
If No explain
No_______
(if the condition requires the immediate attention of the Transportation Coordinator you must call)
Completing Drivers Signature/Date
Corrective action taken by Transportation Coordinator if applicable:
Subsequent Drivers Signature /Date

Driver Comments:
COASTAL COMMUNITITY ACTION PROGRAM
SEMI ANNUAL VEHICLE INSPECTION
Vehicle #__________ Date:____________
Mileage:____________
Transportation Coordinator:__________________________________
January:
__________
__________
__________
__________
__________
__________
Exterior Condition (body and glass)
Interior Condition
Lighting Systems (interior/exterior)
Air Conditioning/Heater Unit
Tire Condition
Wiper Blade Condition (replaced as needed throughout the year)
July:
__________
__________
__________
__________
__________
__________
Exterior Condition (body and glass)
Interior Condition
Lighting Systems (interior/exterior)
Air Conditioning/Heater Unit
Tire Condition
Wiper Blade Condition (replaced as needed throughout the year)
Comments:
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________

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Vehicle Maintenance Plan

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Coastal Community Action Program

Vehicle Maintenance Plan

Preventative Maintenance (PM) Program

On-Time Inspection Variance

CCAP Transportation Tracking Protocols

Warranty Recovery Program

Service Level "A" Completed Every 6,000 Miles

Vendor Performing Service:_____________________________Report Attached: Yes or No

Check and Service (if necessary) the following:

Change Engine Oil

Service Level "B" Completed Every 12,000 Miles

Vendor Performing Service:_____________________________Report Attached: Yes or No

Check and Service (if necessary) the following:

Service Level "C" Completed Every 30,000 Miles

Vendor Performing Service:_____________________________Report Attached: Yes or No

Check and Service (if necessary) the following:

Replace Engine Air Cleaner Filter

Service Level "D" Completed Every 60,000 Miles

Vendor Performing Service:_____________________________Report Attached: Yes or No

Check and Service (if necessary) the following:

Service Level A & C

Change Transaxle Fluid & Filter

Service Level "E" Completed At 102,0000 Miles

Vendor Performing Service:_____________________________Report Attached: Yes or No

Check and Service (if necessary) the following:

Replace Ignition Cables

DAILY VAN INSPECTION REPORT

Fluid Leaks Under Van

Completing Drivers Signature/Date

Corrective action taken by Transportation Coordinator if applicable:

Subsequent Drivers Signature /Date

COASTAL COMMUNITITY ACTION PROGRAM

SEMI ANNUAL VEHICLE INSPECTION

Vehicle #__________ Date:____________

Exterior Condition (body and glass)

Lighting Systems (interior/exterior)

Air Conditioning/Heater Unit

Wiper Blade Condition (replaced as needed throughout the year)

Exterior Condition (body and glass)

Lighting Systems (interior/exterior)

Air Conditioning/Heater Unit

Wiper Blade Condition (replaced as needed throughout the year)

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Vehicle # Date:__