7109.19_0
Page 1 of 4
FOREST SERVICE HANDBOOK
SUPERIOR N.F. (REGION 9)
DULUTH, MN
FSH 7109.19 – FLEET EQUIPMENT MANAGEMENT
CHAPTER 0 – ZERO CODE
Supplement No.: R9 Superior 7109.19-2007-1
Effective Date: July 18, 2007
Duration: This supplement is effective until superseded or removed.
Approved: JAMES W. SANDERS
Forest Supervisor
Date Approved: 7/3/2007
Posting Instructions: Supplements are numbered consecutively by Handbook number and
calendar year. Post by document; remove the entire document and replace it with this
supplement. Retain this transmittal as the first page(s) of this document. The last supplement to
this manual was 7109.19-2006-1 to the Zero Code.
New Document
R9 Superior 7109.19-2007-1
4 Pages
Superseded Document(s)
R9 Superior 7109.19-2006-1
19 Page
Digest: In order by code, summarize the main additions, revisions, or removal of direction
incorporated in this supplement.
04
04.2
05
06
Provides the responsibilities for the Forest Fleet Equipment Specialist and Unit Fleet
Representatives
Adds non-Working Capital Fund (non-WCF) equipment to inventory and history folder
responsibilities
Provides definitions for: Fixed Ownership Rate (FOR), Operator Identification Cards,
Unit Fleet Representative, Use Rates, and Working Capital Fund (WCF).
Provides References to the applicable Forest Service Handbook and Manual.
R9 SUPERIOR SUPPLEMENT 7109.19-2007-1
EFFECTIVE DATE: July 18, 2007
DURATION: Effective until superseded or removed
7109-19_0
Page 2 of 4
FSH 7109.19 – FLEET EQUIPMENT MANAGEMENT
CHAPTER 0 – ZERO CODE
04 - RESPONSIBILITY
04.1 - Forest Fleet Equipment Specialist
The Forest Fleet Equipment Specialist has the overall responsibility for the following:
1. Conducts Utilization studies; Evaluates utilization levels, identifies vehicles with low
usage for potential transfer to other units with similar needs, and takes necessary steps to have
vehicles transferred to the other units.
2. Maintains fleet equipment in good working condition, as well as ordering of
replacement equipment at the appropriate intervals and, disposal of equipment in the appropriate
manner at the required time or when equipment is no longer usable.
3. Ensures fleet vehicles receive annual mechanical inspections by qualified mechanics.
4. Perform periodic analyses of vehicle use, types of vehicles required to meet forest
mission, monthly preventive maintenance (PM) inspections, repair frequency and costs, etc.
5. Maintains a current inventory of all Forest fleet equipment (WCF and non-WCF
equipment).
6. Manages the overall Operator Identification (ID) Card program on Forest and
processes Operator ID Cards for employees working at the Supervisor’s Office.
7. Monitors and evaluates the computerized Equipment Maintenance Information
System (EMIS) reports and processes required FS-6500-61 forms as necessary to ensure
Working Capital Fund (WCF), National Finance Center (NFC) and EMIS data records are
accurate and up to date.
04.2 - Unit Fleet Representative
The Forest Fleet Representative has the overall responsibility for the following:
1. Coordinates use of unit equipment and make necessary arrangements to avoid
conflicts.
2. Maintains a current inventory of all unit fleet equipment (WCF and non-WCF
equipment).
3. Maintains history folders on all unit equipment (WCF and non-WCF equipment).
4. Manages the unit’s Operator Identification (ID) Card program, processes Operator ID
Cards for unit employees, and maintains employee Operator ID Card folders.
R9 SUPERIOR SUPPLEMENT 7109.19-2007-1
EFFECTIVE DATE: July 18, 2007
DURATION: Effective until superseded or removed
7109-19_0
Page 3 of 4
FSH 7109.19 – FLEET EQUIPMENT MANAGEMENT
CHAPTER 0 – ZERO CODE
5. Completes periodic review of unit fleet use and initiates any corrective action that may
be needed.
6. Advises unit employees on the proper maintenance of fleet equipment.
7. Assists vehicle operators in making arrangements for repair and maintenance of unit
fleet equipment.
8. Assures unit fleet equipment receives an annual mechanical inspection by a qualified
mechanic.
9. Keeps Forest Fleet Equipment Specialist informed of abnormal maintenance
problems.
10. Participates in creation of annual fleet replacement requests.
11. Assists unit in developing seasonal vehicle needs and coordinating with Forest Fleet
Equipment Specialist and other unit Fleet Representatives to locate available vehicles to fill these
seasonal needs.
12. Guides unit in development of annual fleet budget program of work (WorkPlan),
paying particular attention to mainstream and holdover equipment being properly planned.
13. Reviews and files, on a monthly basis, Preventive Maintenance (PM) Inspections
(FS-7100-9), and notified Unit Team Leader/Line Officer of missing inspections or inspections
having significant deficiencies.
14. Conducts training sessions to instruct employees on performing PM Inspections using
the appropriate form (i.e. FS7100-9, FS7100-9c, etc.). This is usually accomplished at one of the
unit's spring safety/family meetings.
05 - DEFINITIONS
Fixed Ownership Rate (FOR). This is the price paid for the availability of equipment. In
general, it pays for fleet program management, cost of fleet equipment sales, depreciation of
vehicles, and depreciation of real and personal property involved in fleet activities (gas pumps,
tanks, oil houses, etc.). It also pays for increased cost of replacement of equipment. Accounting
charges such as 901624, 901626 and 901637 are paid by FOR.
Operator ID Card. United States Government Motor Vehicle Operator’s Identification
Card, form OF-346, used to indicate the type of vehicle or equipment the holder is authorized to
drive or operate. Operator ID cards will expire and need to be reissued every three years – at the
same time the employee’s Defensive Driving training must be renewed.
R9 SUPERIOR SUPPLEMENT 7109.19-2007-1
EFFECTIVE DATE: July 18, 2007
DURATION: Effective until superseded or removed
7109-19_0
Page 4 of 4
FSH 7109.19 – FLEET EQUIPMENT MANAGEMENT
CHAPTER 0 – ZERO CODE
Unit Fleet Representative. Unit Fleet Representatives are those people identified at the
district or Minnesota Interagency Fire Center (MIFC) offices that serve as that unit’s Fleet
Management Representative. Personnel assigned as Unit Fleet Representatives perform these
tasks as an additional duty beyond their regularly-assigned duties. Normally, Unit Fleet
Representative Responsibilities will require 10-20% of their annual performance time (usually
one-to-two workdays per pay period).
Use Rates (Equipment Operation and Repair). These are the rates established to recover
the cost of operating and maintaining fleet equipment. These rates generally pay for equipment
operating costs (gasoline, diesel, oil, washing, etc.), tires and tubes, repair work performed, and
accident repair costs. Accounting charges such as 901601, 901602, 901635, 94XXXX, and
96XXXX are paid by use rates (the Xs signify the vehicle number with numbers replacing the
Xs).
Working Capital Fund (WCF). A program used to collect funds from internal
users/project funds during the normally-expected life span of a piece of equipment to ensure
adequate funds are available to replace the piece of equipment “in-kind” at the end of the
expected life span.
06 - REFERENCES
Forest Service Manual 7130 - Fleet Equipment Management
Forest Service Handbook 7109.19 - Fleet Equipment Management