7109.19_10
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FOREST SERVICE HANDBOOK
SUPERIOR N.F. (REGION 9)
DULUTH, MN
FSH 7109.19 – FLEET EQUIPMENT MANAGEMENT
CHAPTER 10 – ACQUISITION, IDENTIFICATION, AND CLASSIFICATION
Supplement No.: R9 Superior 7109.19-2007-2
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Duration: This supplement is effective until superseded or removed.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 7109.19-2007-1 to Zero Code.
New Document
R9 Superior 7109.19-2007-2
7 Pages
Superseded Document(s)
None
0 Page
Digest: In order by code, summarize the main additions, revisions, or removal of direction
incorporated in this supplement.
11
11.2
11.6
11.8
Provides minimum standards that fleet equipment must meet prior to replacement.
Provides an exhibit of the Account Charges Used by Fleet Representatives.
Provides direction on fleet rental sources.
Provides direction on how History folders must be maintained.
R9 SUPERIOR SUPPLEMENT 1709.19-2007-2
EFFECTIVE DATE: July 18, 2007
DURATION: Effective until superseded or removed
7109.19_10
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FSH 7109.19 – FLEET EQUIPMENT MANAGEMENT
CHAPTER 10 – ACQUISITION, IDENTIFICATION, AND CLASSIFICATION
11 – ACQUISITION
11.1 – Equipment Replacement Planning
11.11 – Standard Replacement Criteria
1. Replacement - Fleet equipment requested for replacement must meet at least two of
the three following minimum standards at the time replacement is requested:
(a) Use in miles. (60,000 miles)
(b) Age in months. (depending on class of vehicle - 60 to 108 months)
(c) Cumulative repair costs (excluding accidents) exceed 50% of the capitalized
value.
The replacement standards are minimum requirements. Equipment that is operated and
maintained properly should have an economical life extending beyond the minimum
requirements. Equipment should be replaced when it is no longer economical to continue
operating it, not simply because it exceeds the minimum replacement standards. Extending
vehicle mileage and age will reduce Fixed Ownership Rates (FOR) unless repairs become
excessive.
Replacements requested beyond “in kind” (i.e., unit team requesting additional options not on
approved list, changing from 4x2 vehicle to 4x4 vehicle, etc.) must be pre-approved via a
completed Upgrade Request Form and will be paid for using the designated project code(s).
Procurement and maintenance costs generally increase with equipment complexity and the
number of accessories. Requesting equipment with only the options needed to accomplish the
job will help relieve this problem.
11.2 – Fleet Equipment Purchasing
A Fleet Utilization Study is required for all fleet additions where there is an increase in existing
programs in one geographic location. A buildup for new programs should be justified on the
basis of anticipated use.
Determination of type of equipment to order will be made after careful review of present fleet
composition, utilization records, possible reassignments or exchanges, overall equipment needs
and other related factors. Additions (Buildups) will be ordered on a basis of need and not
individual preference.
R9 SUPERIOR SUPPLEMENT 1709.19-2007-2
EFFECTIVE DATE: July 18, 2007
DURATION: Effective until superseded or removed
7109.19_10
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FSH 7109.19 – FLEET EQUIPMENT MANAGEMENT
CHAPTER 10 – ACQUISITION, IDENTIFICATION, AND CLASSIFICATION
Fleet additions shall be financed out of Appropriated (project) Funds from benefitting programs.
If this addition is a one-time purchase and only needed for a specific/limited timeframe, the
vehicle should be kept/funded under Project codes (and all expenses paid by the identified
project codes). If the addition/buildup is a long-term need, and a future replacement is expected,
the Appropriated Fund can donate the piece of equipment to Working Capital Funds WCF) and
normal WCF rules/processes would then apply.
Exhibit 1 provides a list and description for all of the Fleet Accounting Charges used by the Fleet
Representatives.
R9 SUPERIOR SUPPLEMENT 1709.19-2007-2
EFFECTIVE DATE: July 18, 2007
DURATION: Effective until superseded or removed
7109.19_10
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FSH 7109.19 – FLEET EQUIPMENT MANAGEMENT
CHAPTER 10 – ACQUISITION, IDENTIFICATION, AND CLASSIFICATION
11.2 - Exhibit 1
Accounting Charges Used by Fleet Representatives
1. 901601 - Operating Costs, Gasoline Consuming Equipment
This account is charged with the following expenses for WCF gasoline-consuming
equipment. This account also includes similar operational expenses for WCF non-fuel
consuming equipment:
(a) Gasoline
(b) Motor Oil and Lubricants
(c) Brake and Hydraulic Fluids
(d) Air Filters (including servicing)
(e) Oil Filters (including servicing)
(f) Antifreeze
(g) Glass Cleaning Materials
(h) Waxing and Polishing
(i) Washing of Bodies, Motors, and Chassis (including steam cleaning)
(j) Lubrication/Grease
(k) Light Bulbs (including sealed-beam type)
(l) Batteries
(m) Installation of Tires and Tubes
(n) Tire/Tube repairs (such as flats, boots, etc.)
(o) Valve Stem and Caps
2. 901602 - Operating Costs, Diesel, and Other Fuel Using Equipment
(Same as 901601 cost types, except this job code is for Diesel-powered vehicles)
R9 SUPERIOR SUPPLEMENT 1709.19-2007-2
EFFECTIVE DATE: July 18, 2007
DURATION: Effective until superseded or removed
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FSH 7109.19 – FLEET EQUIPMENT MANAGEMENT
CHAPTER 10 – ACQUISITION, IDENTIFICATION, AND CLASSIFICATION
11.2 - Exhibit 1- continued
3. 901624 - Program Management.
This account pays the cost of time spent by approved Forest and Unit Fleet
Representatives in the performance of their fleet management duties. This time must be
identifiable to the WCF, such as time spent in fleet equipment, budgets, review of P.M.
Inspections, and mechanical inspections. Time spent on training of operators or managing nonWCF equipment is not charged to this account (use of project codes is mandatory). As a general
rule, Unit Fleet Representatives should plan on one day per pay period for the performance of
their Fleet Equipment management duties (26 days per year).
4. 901626 - This account pays for all startup and in-service costs for new vehicles.
Use of this code must be approved by the Forest Fleet Equipment Specialist and will be
included in FOR rates (but will not add to the capitialized cost/value of the vehicle).
5. 901635 - Miscellaneous Operational Expenses.
Do not charge this account with costs incidental to monthly PM inspections, driver
examination or driver testing. This account pays for:
(a) Transportation of new equipment from point of delivery to unit assigned.
(b) Misc. supplies required for new vehicles (flashlights, chock blocks, window ice
scrapers, door numbers and shields, tire gauge, first aid kits, etc.)
6. 901637 - Cost of Fleet Equipment Sales.
This account pays for preparation of vehicles for sale, delivery of vehicle to sale site, as
well as direct salary costs. This includes the time unit Fleet Representatives spend preparing
vehicles for sale and working at the actual auction. Generally, unit Fleet Representatives should
plan four hours per vehicle being sold for preparing vehicles for auction and five days per year
for those who work at the auction each year.
8. 94XXXX - This account pays for cost of repair work performed in commercial shop
(includes annual mechanical inspections) and the purchase of tires.
9. 96XXXX - This account pays for accident repairs done at commercial or other agency
shops only when funds will be recovered from a 3rd party. Account code must be requested
through the Region 9 Fleet Manager prior to repairs being made. All other accident damage
repairs to a Forest Service vehicle will generally be paid by the project code that was the
benefitting project at the time of the accident damage.
R9 SUPERIOR SUPPLEMENT 1709.19-2007-2
EFFECTIVE DATE: July 18, 2007
DURATION: Effective until superseded or removed
7109.19_10
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FSH 7109.19 – FLEET EQUIPMENT MANAGEMENT
CHAPTER 10 – ACQUISITION, IDENTIFICATION, AND CLASSIFICATION
11.6 – RENTAL OF FLEET EQUIPMENT
1. Interagency Motor Pools (GSA) - This is generally an acceptable source to
supplement the Forest Service Fleet. However, GSA rental vehicles should be used as
supplements only when authorized and planned (WorkPlan) by the appropriate Program Manger,
District Ranger and/or Team Leader. GSA vehicle lease rates are normally comparable to Forest
Service FOR & USE rates.
2. Commercial Rental - Generally, it is to the Forest Service's advantage to rent
equipment for short-term projects. There are two main types of commercial rental:
(a) Agreement - usually 60 days or less
(b) Contract - usually more than 60 days
With both types of leases, good fleet management dictates the need for safe and adequate
rental equipment. As a minimum, the rental/lease equipment will be inspected to determine
mechanical conditions prior to commencement of operation and again immediately prior to
release by a qualified inspector or Fleet Representative. It is the responsibility of the person in
charge of the project to see that deficiencies are corrected in accordance with the contract
agreement and so noted on the applicable inspection form. These inspection forms should
become part of the contract file.
All Forest Service rentals shall meet the Minnesota State Safety Inspection requirements
and shall receive Monthly PM Inspections using form FS-7100-9.
11.8 – HISTORY FOLDERS
History folders must be maintained on all unit equipment (vehicles, trailers, ATVs, snowmobiles,
motor boats, engine pumpers, forklifts, skid loaders, etc.) and filed under filecode 7130. Ensure
that each folder contains copies of completed work orders, all inspections (annual, monthly &
special inspections), and all documents related to the purchase or sale of the vehicle/piece of
equipment.
Unit Fleet Representatives should refer to the maintenance history folder to:
1. Compare repairs needed with work previously performed.
2. Guard against duplicating repairs performed or payments made on the equipment
recently.
3. Look for repetitive repairs and replacement of parts which have occurred during the
last year's operation. Causes should be determined and action taken to eliminate repetition.
R9 SUPERIOR SUPPLEMENT 1709.19-2007-2
EFFECTIVE DATE: July 18, 2007
DURATION: Effective until superseded or removed
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FSH 7109.19 – FLEET EQUIPMENT MANAGEMENT
CHAPTER 10 – ACQUISITION, IDENTIFICATION, AND CLASSIFICATION
4. Determine trends in maintenance of specific types of vehicles or components that may
lead to decision to replace equipment with high repair costs.
5. Evaluate the overall performance of various makes and models of equipment.
6. Verify vehicle oil change intervals meet the forest’s standard of every 4,000 miles (+/10%).