Rules and Procedures on Lifecycle Management of Fleet Vehicles

Effective Date: May 27, 2016
Responsibility: Executive Vice-President and Chief Financial Officer

DEFINITIONS

Modification to a Fleet Vehicle: Any alteration (mechanical, interior, exterior) to a vehicle owned by CBC/Radio-Canada.

RULES AND PROCEDURES

I. Procurement

All fleet vehicles must be purchased or leased according to Corporate Policy 2.3.6: Procurement. In addition, the acquisition of all vehicles must also comply with the following:

  1. The acquisition of a new vehicle must only be considered if supported by a business case. Vehicles are generally replaced based on overall lifecycle cost, which takes into consideration factors such as age, mileage and the operating cost of the vehicle. Exceptions, including an emergency replacement, are approved on a case-by-case basis.
  2. The Corporate Fleet Senior Manager must approve the procurement of a fleet vehicle.
  3. The Corporate Fleet Senior Manager must select the vehicle for purchase or lease.

II. Maintenance

  1. The Local Fleet Co-ordinator (LFC) must ensure that all fleet vehicles under his/her management are maintained on a regular basis, as specified in Tools – Preventive Maintenance Intervals and Maintenance Checklist for CBC/Radio-Canada Fleet Vehicles.
  2. Maintenance work must be performed at a CBC/Radio-Canada garage facility or a Corporation-approved service centre.

III. Modification to Fleet Vehicles

  • The Corporate Fleet Senior Manager must pre-approve all modifications to a fleet vehicle.
  • Any modification to a fleet vehicle must not cause the vehicle to contravene its load carrying capability, or provincial or federal regulations regarding vehicle dimensions.
  • If a modification is made without approval from the Corporate Fleet Senior Manager, it is the responsibility of the driver or department who made the modification to restore the vehicle to its original condition or retrofit the vehicle to adhere to legislation and current corporate standards.

IV. Disposal

The Corporate Fleet Senior Manager, in coordination with the LFC, arranges to take out of service any vehicle that is no longer required or has reached the mileage or age specified for replacement. Once a replacement vehicle has been acquired, the vehicle can be disposed of. In order to dispose of a fleet vehicle:

  1. All salvageable after-market equipment and branding, such as decals, must be removed (at a CBC/Radio-Canada garage facility or a Corporation-approved service centre, as specified by the Fleet Management Services Provider (FMSP)).
  2. The LFC must send a termination notice by e-mail to the FMSP, including the following vehicle information:
    • Make
    • Model
    • Year
    • CBC/Radio-Canada Vehicle ID (SAP #) or VIN
    • The location of the vehicle
    • Current odometer reading
  3. Upon receipt of the termination notice, the FMSP must arrange for the vehicle to be transported to an FMSP remarketing centre or an affiliated service centre (for auction), where the vehicle is inspected to confirm it is roadworthy and that all CBC/Radio-Canada logos and features have been removed.

    Note: Vehicles are generally disposed of through commercial auctions and/or the designated remarketing centre. However, the Corporate Fleet Senior Manager is permitted to send a vehicle to another region to be sold, as long as the sale in the new region will generate an overall profit (taking into consideration transportation costs).
  4. Vehicles are not offered for sale to CBC/Radio-Canada employees.

SUBSIDIARY POLICY INTSTUMENTS

TOOLS

  • Preventive Maintenance Intervals and Maintenance Checklist for CBC/Radio-Canada Fleet Vehicles

INQUIRIES

All questions pertaining to the interpretation or application of these Rules and Procedures should be referred to the Corporate Fleet Senior Manager.

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