VEHICLE MAINTENANCE PROGRAM Prepared by: SCOTT PARTRIDGE Transportation Manager Version: 5.05.14 Effective Date: 5 MAY 2014
The undersigned has read, understands and agrees to comply with the information contained in this document. NAME DATE SIGNATURE REMARKS
TABLE OF CONTENTS NOTICE TO READERS... 3 THE NATIONAL SAFETY CODE (NSC)... 5 THE COMMERCIAL VEHICLE INSPECTION PROGRAM (CVIP)... 5 MAINTENANCE POLICY... 5 Application of:... 5 VEHICLE INSPECTIONS... 6 Pre-Trip Inspections:... 6 NSC Vehicles... Error! Bookmark not defined. Non NSC Vehicles... Error! Bookmark not defined. MAINTENANCE... 6 Scheduled Maintenance NSC Vehicles: CVIP... 6 Periodic Maintenance Inspections: (Service Checks)... 6 Scheduled Maintenance Non NSC Vehicles:... Error! Bookmark not defined. Critical Item Inspections Non-NSC Vehicles... Error! Bookmark not defined. Driver Vehicle Inspection Reports... Error! Bookmark not defined. Inspections Identified Deficiencies... 7 Inspections & Documentation... 7 RECORD KEEPING... 7 Vehicle Records... 7 Record Retention... 8 Vehicle Maintenance Records... 8 Record Retention... 8 ANNEX A-1... 10 ANNEX A-2... 11 ANNEX A-3... 12 ANNEX C... 12 ANNEX B... Error! Bookmark not defined. NOTICE TO READERS Every effort has been made to ensure that the information contained in this document is accurate at the time of preparation. However this document is intended to serve only as a guide and cannot replace first-hand information such as specific legislation. This document has been prepared by the Business Services Department of the Red Deer Public School District (RDPSD). It is intended to represent a basic maintenance program for the operation of RDPSD National Safety Council (NSC) commercial school buses (yellow buses with the words School Bus removed) transporting eleven (11) passengers or more within the province of Alberta and non-nsc vehicles owned and operated by RDPSD (i.e. pickup trucks, vans etc.).
Corrections, comments or suggestions may be submitted to the Transportation Services Department by contacting Transportation Services at 403.342.3724 or by email to transportation@rdpsd.ab.ca. For more information on Regulatory Requirements please consult the following legislation: Commercial Vehicle Certificate and Insurance Regulation (AR 314/2002); Commercial Vehicle Safety Regulation (AR 121/2009); Bus Safety Regulation (AR 212/2006); and Traffic Safety Act. Alberta Regulations are available from the Queens Printer at 780.427.4952 or on their website: http://www.qp.gov.ab.ca. RDPSD Maintenance Program 4 of 13
THE NATIONAL SAFETY CODE (NSC) National Safety Code (NSC) Vehicles are commercial vehicles with a designated seating capacity of 11 or more persons including the driver. School owned and operated yellow buses have had the words School Bus removed from their exterior and do not operate on scheduled routes. Vehicles of this type are therefore classified as Commercial buses under National Safety Code regulations. THE COMMERCIAL VEHICLE INSPECTION PROGRAM (CVIP) Commercial Vehicle Inspection Program (CVIP) is a mandatory semi-annual inspection program required for all NSC vehicles. It must be done at an approved facility that checks vehicles for mechanical fitness. Vehicles designed to carry 11 or more passengers cannot be operated on a highway without a valid CVIP inspection. Other definitions found in this directive may be found in the Commercial Vehicle Safety Compliance In Alberta document, located on the Alberta website (http://www.transportation.alberta.ca/671.htm) under Commercial Vehicle Safety Compliance in Alberta, Education Manual / Modules. The preventive maintenance program will address the following areas: pre- and post-trip inspections; repairs; routine maintenance; scheduled inspections and maintenance; and record keeping of all inspections, repairs, routine maintenance etc. This document covers all District vehicles. District vehicles fall into 1 of 2 categories: NSC vehicles; and Non-NSC vehicles. An NSC (National Safety Code) vehicle, in terms of the Red Deer Public School District, is generally a school owned and operated commercial bus (yellow bus with the words School Bus removed). A non- NSC vehicle is any other vehicle operated by the District and generally includes all Maintenance Department vehicles (i.e. pick-up trucks, vans etc.). MAINTENANCE POLICY The RDPSD maintenance program will be implemented as follows: Application of: All National Safety Code (NSC) commercial vehicles registered to the RDPSD are required to comply with the Government of Alberta s policies and procedures as specified in Alberta s Commercial Vehicle Safety Regulation (AR 121/2009). In the event an employee or Contractor leases his/her vehicle to RDPSD (and has it registered to RDPSD) for the performance of their duties and responsibilities, their vehicle also RDPSD Maintenance Program 5 of 13
must comply with this regulation. This person is deemed to be a Lease Operator. If lease operators follow their own maintenance program they must: Pre-Trip Inspections: provide a copy of the lessee s maintenance program that must meet the minimum regulatory requirements; the registered owner must indicate the maintenance program is acceptable ; the registered owner must monitor the lease operator to ensure the maintenance program is being implemented. VEHICLE INSPECTIONS Inspections are legally mandated for all commercial (NSC) vehicles and shall be performed prior to and after driving the vehicle. The Pre-Trip Inspection shall include all items on the inspection check list found in Annex B at the end of this document. Additional copies of the Pre-Trip inspection can be found on District E-forms or by contacting Transportation Services at 403.342.3724. Trip inspections must be completed at least once in a 24 hour period for all school owned commercial yellow or white buses, for each 24 hour period the bus is used. Pre-Trip Inspection forms must be carried by the driver and must be sent to the District Transportation office twice monthly (every 15 days) for file retention. Scheduled components inspected are described in Schedule 2 of Alberta s Bus Safety Regulation (AR 121/2009). If a deficiency found on the inspection is listed in Schedule 2, then the appropriate action listed in the Schedule must be taken. i.e. vehicle is taken off the road until repaired or the vehicle is repaired at the next convenient repair moment. Scheduled Maintenance CVIP MAINTENANCE Vehicle components must be inspected semi-annually as part of the Commercial Vehicle Inspection Program CVIP and is required by Alberta s Commercial Vehicle Safety Regulation (AR 121/2009). All NSC vehicles must carry a copy of the CVIP Certificate and a copy of Schedule 2 during operation. Scheduled components inspected are described in Schedule 2 of Alberta s Bus Safety Regulation (AR 121/2009). These service checks are dictated so that NSC vehicles must be inspected at least every six (6) months ( the 6 th month from the month in which the certificate and decal were issued ) usually beginning in the month of September of the current school year. These inspections are to be carried out by an approved Government of Alberta Inspection Agency. Proof of the completed CVIP inspection must be carried within the vehicle during operation (as well as the CVIP sticker attached outside the driver side door. In the case of a yellow or white commercial bus, the decal shall be located outside and to the right of the main entry door(s). Periodic Maintenance Inspections: (Service Checks) In addition to the above NSC CVIP inspections, Commercial buses must also undergo a periodic or preventative maintenance (Service) inspection. The Preventative Maintenance inspection is detailed RDPSD Maintenance Program 6 of 13
in the Preventative Maintenance section below. This activity is not to be confused with the Pre- Trip Inspection completed prior to a District vehicle being operated. A PM Inspection (Service Check) shall be performed at least once, in between the semi-annual CVIP inspections. This service check may be performed at the time of CVIP if not required before. A Service Check shall be conducted in accordance with the schedules in Annexs A-1, A-2 and A-3 at the end of this document. Inspections Identified Deficiencies Deficiencies discovered at the time of inspection must be corrected immediately. For commercial yellow buses, cited deficiencies must be corrected prior to the CVIP re-inspection ten (10) days after the first inspection (otherwise the CVIP certificate will NOT be issued and the vehicle not be allowed back on the road). If a deficiency is found on an inspection is listed in Schedule 2, then the appropriate action listed in the Schedule must be taken. i.e. vehicle is taken off the road until repaired or the vehicle is repaired at the next convenient repair moment. All deficiencies, found during a Pre-Trip Inspection (or found at a later time during operation) must be identified to the supervisor immediately for appropriate action. Inspections & Documentation For Commercial (yellow/white) buses, once the (Commercial Vehicle Inspection Program CVIP) inspection is completed, the original copy of the signed form is kept in the vehicle and a copy is sent to Transportation Services for inspection verification and record retention. Proof of inspection must be provided for ALL vehicles included in the (commercial) Vehicle Inspection CVIP Program prior to initial licensing or renewal of a vehicle license. A valid certificate of approval must also be displayed at all times while parked or operated on the highway. This written maintenance program pertains to all vehicles of the Red Deer Public School District No. 104, including non-commercial trucks and vans and commercial (yellow) buses covered under the National Safety Code (NSC). In terms of commercial (yellow/white) buses, the program identifies in writing when each RDPSD NSC vehicle shall be inspected and shall be inspected according to Alberta Regulation AR 121/2009, referencing the Bus Safety Regulation AR 212/2006, Schedule 2. Documentation pertaining to Critical Item inspections (for non-commercial vehicles, i.e. pickup trucks and vans) shall be submitted to the departmental manager (or person in charge of vehicle repairs) for action if repairs are required and for record retention. Inspection documentation of this type shall be completed on a monthly basis and originals kept at the local vehicle operator s location. Copies of this inspection shall be sent to the Transportation Services Department, as required by law, at the end of every month. Vehicle Records RECORD KEEPING Vehicle records shall be maintained on file as required by Alberta s Commercial Vehicle Safety Regulation (AR 121/2009). All vehicle (commercial and non-commercial) Maintenance records shall be held at the RDPSD Maintenance Program 7 of 13
District Transportation Services office and will be filed by individual vehicle (trucks, tractors and trailers). A shadow file may also be held at the individual school location. The following information will be recorded in each vehicle file: year of manufacture; make of vehicle; vehicle identification (unit or serial number); CVIP and Periodic Maintenance records as detailed below. Record Retention Records will be retained for the current calendar year and the following four years. If a vehicle is sold, the file on the vehicle must be retained for at least six months after the sale date. Records and documentation of any type, for all RDPSD vehicles, shall be located at the District Transportation Services office, located at 4747-53 Street, Red Deer Alberta. The RDPSD will review maintenance records, CVSA, CVIP and Carrier Profiles (from Alberta Infrastructure and Transportation) to monitor, improve and update the Maintenance program as required. Vehicle Maintenance Records Alberta legislation directs that each vehicle shall have their own, individual file which will contain all documents related to any/all maintenance concerning that particular vehicle. All maintenance records shall be retained and requires each record to display the nature of the work or inspection, the date and the odometer reading. Transportation Services will review maintenance records, CVIP and Carrier Profiles to monitor, improve and update the maintenance program as required. Originals of all maintenance documentation may be kept on file at the local school level however copies of these must be sent to the Transportation Services as required by law. Maintenance records shall include the following: Semi-annual safety inspections (CVIP); Preventive Maintenance Inspections (Service Checks); Pre-Trip inspection records and defect notices; driver and vehicle Roadside Commercial Vehicle Safety Alliance (CVSA) inspections (CVSA inspections are performed by Gov of AB certified personnel); Documentation on any modification affecting the gross vehicle weight of each vehicle; Documentation on any modifications to the bus involving axles or suspensions; Recall notices received from manufacturer and subsequent corrective work done. Record Retention Vehicle records will be retained as required by Alberta s Commercial Vehicle Safety Regulation (AR 121/2009). Individual vehicle files will identify the following: License Plate number, Unit number or vehicle serial number; Year of manufacture; Make and model of each vehicle; Tire size; and RDPSD Maintenance Program 8 of 13
Contain all pertinent maintenance records as indicated on the preceding page. END RDPSD Maintenance Program 9 of 13
ANNEX A-1 RDPSD Maintenance Program 10 of 13
ANNEX A-2 RDPSD Maintenance Program 11 of 13
ANNEX A-1 ANNEX ANNEX C-2 A-3 RDPSD Maintenance Program 12 of 13
ANNEX B RDPSD Maintenance Program 13 of 13