Vehicle Monitoring and Inspections

​Vehicle Monitoring and Inspection Process

DHS Office of Facilities and Support Services monitors vehicle compliance. All vehicles will be monitored through site visits and physical inspections.

In instances where subcontractors provide transportation services on behalf of Prime Contractors, the Prime Contractor is responsible for monitoring and inspecting all vehicles and related files used by their Subcontractors. Additional information concerning this requirement is included in Procedures – Vehicle Monitoring and Inspection. The Office of Facilities and Support Services is responsible for monitoring and inspecting DHS state owned vehicles, as well as, 100% of Contractor vehicles that are used to transport individuals on an annual basis.

The Office of Facilities and Support Services (OFSS) conducts site visits in order to provide assistance in vehicle and property management to include:

  • Monitor vehicle compliance

  • Monitor driver qualifications

  • Verify and reconcile records maintained at all levels in support of human service programs

The monitoring and inspecting consist of ensuring that: all vehicles comply with vehicle requirements; all vehicles maintain the appropriate administrative documentation; required safety equipment is present and in good working order; and all vehicles are properly maintained.

​Roles and Responsibilities Overview

Roles

Responsibilities

Vehicle Team

Party responsible for leading the monitoring and inspection process

Prime/Subcontractors

Prime, Subcontractors, Human Services Providers (HSPs), and State operated vehicles responsible for complying with DHS requirements and for participating in the monitoring and inspection process

​Application(s)

Application Definition

Vehicle Management System

The online statewide fleet management system that captures and monitors vehicle transactions and utilization. the Vehicle Management System enables the State of Georgia to maximize how critical fleet assets are purchased, maintained and optimized throughout their useful life. As a central repository for vehicle-related information, this system has comprehensive and specific data pertaining to vehicle mileage, cost, assignment, repair, acquisition and disposal.

​Procedures – Vehicle Monitoring and Inspection

The steps below outline the responsibility of the State Office and Contractors.

Step 1

OFSS determines the inspection type, as well as prepares for and schedules site visits. OFSS will make every effort to provide a two-week notice of the site visits. The site visit preparation process includes the reviewing of previous inspections and Contractor/Sub vehicle inspection files. The vehicle inspection process includes the inspection of all contracted vehicles and the completion of related appendices.

OFSS also reserve the right to conduct inspections on a random basis.

Step 2

OFSS conducts site visits and the vehicle inspections.

The Vehicle Team will coordinate with Contractors to plan the location of vehicles for inspections.

Contractors must have service vehicles, vehicle files, and driver qualification folders accessible to the Vehicle Team.

Applicable Appendices are included in the policy manual.

Step 3

A certified mechanic should inspect Contractor vehicles annually and as needed. The vehicle files should include:

  • Current ASE certified mechanic

  • Vehicle Management System certified vendor mechanic (guidance on vendor location can be found in Vehicle Management System user guides)

  • A mechanic certified through a technical school or college

  • Driver Qualification Folder (DQF) Checklist

  • Repair and maintenance documents

  • Insurance Declaration Page

  • Site drug and alcohol policy

  • Emissions certification (refer to Step 45 Under Acquisition via Purchase)

DHS reserves the right to conduct desk reviews, when necessary.

OFSS will make a determination at the conclusion of the physical inspection whether a vehicle should be “Redlined”. OFSS will immediately notify the Contractor to remove a redlined vehicle from services.

Contractors should notify OFSS when the redlined vehicle meets full compliance and has successfully passed an inspection. OFSS can conduct an additional inspection and/or require evidence of compliance.

State operated vehicles that are in “Redline” status, must be repaired within 90 days of inspection. If the redlined vehicle cannot be repaired or cannot meet full compliance, the vehicle must be surplused. Additionally, state owned or leased vehicles may be directly placed into surplus in lieu of making repairs.

Components of vehicle inspections will fall into 2 categories, “Checked” and “Needs Attention”. If an inspected item “Needs Attention” based on the Inspector’s findings, the discrepancy may require either a corrective action or the vehicle may be “Redlined” by the inspector.

A vehicle that has not been “Redlined”, but require a corrective action, can still be operational with evidence of repairs. Contractor will have 30 days to reach full compliance.

Refer to Exhibit 24 – Corrective Action and Redline Action Items List for additional information.

Step 4

The Site Summary Report should be completed within two weeks of the inspection. The Site Visit Summary should contain a timeline to correct deficiencies Exhibit 24 – Corrective Action and Redline Action Items List.

Step 5

OFSS Vehicle Team will send the final report to the Contractor and monitor the contractor for full compliance. If deficiencies are noted in the report, a corrective action plan could be implemented Exhibit 5 – Sample Corrective Action Plan. Corrective actions must be completed within the timeline specified in the Site Visit Summary Report.

Step 6

The Contractor is required to show evidence of full compliance, to include the following:

  • Repair records and receipts

  • Maintenance records/logs

  • Annual safety inspection form completed by a certified mechanic

Step 7

OFSS could conduct an additional site visit or require evidence of full compliance. The Vehicle Team will monitor repairs and corrective actions for full compliance. DHS reserves the right to reinspect vehicles that were involved in an AIC event. However, in special circumstances, the RTO must conduct a rapid response inspection if an AIC event involves the safety components of a vehicle and/or individual safety.

Step 8

After full compliance, OFSS will send the final report to the Contractor.

Document Detail

Appendix 10 – DHS Administrative Vehicle Log

Document to track the use of administrative vehicles.

Appendix 11 – Site Visit Questionnaire

Document of items to review and mark status while on site.

Appendix 18 – Daily Vehicle Inspection Sheet

Physical vehicle inspection report completed daily by the vehicle operator.

Appendix 19 – Annual Safety Inspection Report

Mechanical inspection report.

Appendix 20 – Driver Qualification Folder (DQF) Checklist

Driver inspection report.

Appendix 21 – Site Visit Summary Report

Narrative report summarizing the overall results of the inspection.

Appendix 22 – DHS Vehicle Requirements and Monitoring Form

Physical vehicle inspection report.

Exhibit 5 – Sample Corrective Action Plan

Document completed to identify areas of remediation.

Exhibit 24 – Corrective Action and Redline Action Items List

List of vehicle issues that are qualified as either needing corrective action or redlining a vehicle from operations.

Roles and Responsibilities Overview

Role Responsibility

Transportation Provider (Prime Contractor)

Party responsible for complying with DHS requirements and for leading the completion of the monitoring and inspection process for its Subcontractors, if applicable. Prime Contractor is also known as a vehicle operator.

Transportation Provider (Subcontractor)

Party responsible for complying with DHS requirements and for participating in the monitoring and inspection process. Subcontractor is also known as a vehicle operator.

It is the responsibility of the Prime Contractor to monitor and conduct inspections as needed for Subcontractors. OFSS will inspect a 100% of Prime and Subcontractors vehicles and files. To plan for site visits and inspections, the Prime should coordinate with the Sub. The Subcontractor should make every effort to have all files and vehicles available for inspections. The Prime Contractor reserves the right to conduct random inspections, if necessary.

The Prime Contractor should also be familiar with and comply with DHS’s monitoring and inspection policies. It is the responsibility of the Prime Contractor to ensure compliance of all Subcontractors.

The Prime Contractor can use the same appendices as the OFSS Vehicle Team.

Subcontractor files have the same requirements as Prime Contractor files, and all compliance standards apply.

If a Subcontractor is not compliant, it is the expectation that the Prime Contractor administer a Corrective Action Plan see Exhibit 24 – Corrective Action and Redline Action Items List and require the Subcontractor to redline a vehicle, if necessary.

The Subcontractor is required to show evidence of corrective action items. The documentation to be provided includes but is not limited to the following:

  • Repair records and receipts

  • Maintenance records/logs

  • Annual safety inspection form completed by a certified mechanic