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PUBLIC FACILITIES, RECREATION &
SPECIAL EVENTS DEPARTMENT
POLICY NUMBER 5.2
CITY VEHICLE ISSUES & MAINTENANCE
12/7/2005
3/8/2007; 1/1/2014; 11/16/2020
Section 5- City Vehicles
I. PURPOSE
To provide safe transportation for employees and participants regular maintenance will be
completed on each vehicle based on Preventative Maintenance (PM) schedules. In the event of a
mechanical issue or breakdown while using a vehicle, authorized staff will follow these procedures
to contact the city’s Equipment Maintenance Shop personnel or other city authorized vendors.
II. PROCEDURE
A. Vehicle PM Procedures
1. Notification:
a. The Equipment Management Division will e-mail the department liaison.
b. The department liaison will notify the individual assigned to, or responsible for, the
vehicle.
c. The responsible person must then contact Equipment Management:
1. Shop Supervisor: 623-930- 2631 or
2. Dayshift Shop Coordinator: 623-930-2624
2. Delivery of vehicle for preventative maintenance to Equipment Maintenance Shop:
a. Location: Field Operations Center, 6210 W. Myrtle Avenue.
b. Drop off for service location: North side of shop in “yellow zone.”
c. Drop off keys to shop coordinator and complete the equipment repair form.
3. Pick up of vehicle when preventative maintenance work is completed:
a. The keys must be picked up from the shop coordinator office, located in the “out
box.”
b. The vehicle will be parked on the “ready line” when service is complete, on the south
side of the equipment repair shop.
B. Vehicle Emission Testing Procedures
Each month a list is generated by Equipment Management for vehicles requiring emissions
testing. The list is then forwarded to all Supervisors and Managers who will instruct assigned
staff to schedule an emissions test. When a vehicle assigned to you appears on the list follow
the procedure below:
1. Take the vehicle to the Service Writers booth located south west of the north entrance
for Field Operations. The Service Writer will provide you with your next set of
instructions.
2. If City staff is able to complete the emissions test you will be asked to leave your vehicle
on the “downed vehicle line” (with keys in and unlocked).
3. If City staff is not able to complete the emissions test you will be given coupons to take
the vehicle to an Emissions Station. When the emission test has been completed return
the paperwork to the Service Writer.
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Department Emergency Procedures:
• In the event of an accident call Risk Management: 623-930-2855 or 602-390-3441
• Call your immediate supervisor and report the emergency
• Call the Director, Jim Burke, Cell: 602-499-7735, Office: 623-930-2827
Equipment Management Emergency Procedures/Phone Numbers:
Equipment Management does not currently provide standby personnel for after-hours or weekend call
outs.
If an emergency situation should occur requiring the services of Equipment Management personnel,
other than normal shop hours, please refer to the listed personnel and services provided below.
It is recommended that requests for service from Equipment Management after hours or on
weekends or holidays be made through the Utilities Department’s Public Service Representative
(PSR/716) at 934-7551. The Public Service Representative will make all attempts to arrange
services through Equipment Management’s Shop Supervisors prior to calling technicians directly.
Vehicles Requiring Towing:
Please call Equipment Management at 623-930-2627, Monday through Friday, 7 a.m. to 9 p.m. for
emergency roadside services. After-hours and weekends: call the contract towing company listed
below. Request the downed vehicle be towed to the City Field Operations Center at 6210 West Myrtle
Ave.
Western Towing 623-582-2253 Light/Medium Duty Towing
Vehicles Requiring Tire Repair:
Please call Equipment Management at 623-930-2627, Monday through Friday, 7 a.m. to 9 p.m. for
emergency roadside services. After-hours and weekends: call the contract towing company listed
below. Request the downed vehicle be towed to the City Field Operat ions Center at 6210 West Myrtle
Ave.
Western Towing 623-582-2253 Light/Medium Duty Towing
Fueling Service Problems:
Office 623-930-2624