MAINTENANCE

A. General Norms 1. The JIA will establish a maintenance system for the vehicle fleet with these two types of maintenance: preventive and incidental. a. Preventive Maintenance Services will be made with the object to provide detailed exams of every vehicle parts subject to be consumed, damaged or disadjusted by use and make the necessary repairs to have adequate and safe use conditions. b. Incidental Maintenance This one will be made to make corrections, which starts between programmed maintenance services. Usually, this service need starts as an emergency, a special request, by vandalism, vehicle accident or improper use. 2. Maintenance services should be the following: daily inspections, simple services, repairs and warranty control. a. Daily Inspections Will be made to make sure that every vehicle overcomes its maximum capacity and that they are in its safe conditions performance. Daily inspections will be of two types: visual and operational. 1) Visual It consists verifying that the vehicle's body has not been object of damage during the day or night. Also, to verify that the 21 vehicle's interior, motor and trunk are in proper conditions. Other things to inspect are the following: a) mileage b) binnacle c) tires d) trunk's contents e) fire extinguisher f) spare tire g) tools h) any other equipment 2) Operational This inspection will be made to make sure that when the vehicle is moving will not cause damages or will become a threat for its users. To make sure of this, the following will be inspected: a) tire's air pressure and conditions b) brake's fluid level and conditions c) gas level d) motor's oil level and transmission e) battery's water level and radiator's f) windshield wiper's water level g) headlights condition h) horn's condition i) emergency pedal's condition j) spare tire and tools condition k) pulleys, cable and strainers condition I) condition of the following indicators: gas, temperature, mileage, alternator and generator m) lights b. Simple Services That is, any type of maintenance service that when is given it is not necessary to have any special knowledge in mechanics, but not limited to the following: 1. oil and filter changes 2. pulley changes and installation 3. spark plug changes and tune-up 4. motor wash and greasing 5. mounting, repair and tire rotation 6. substitution of parts that do not need any knowledge of mechanics. C. Repairs 22 Will be made to speed the services, assuring that the vehicles are in use most of the time. The services will comprehend any type of repair in which is required specialized knowledge in mechanics, including works in mechanics and bigger works like the following: 1. brakes 2. carburetor 3. motor repairs 4. tinware and painting 5. transmission repairs 6. front wheel drive 7. chassis repairs 8. A/C repairs 9. electrical system repairs 10. special equipment repairs (radiotelephones, towing system, cooling system) 11. part repairs (those ones covered by vehicle warranties are not included.) d. Guarantees They are the mechanism used in the vehicle purchase contracts to assure the buyer the good quality and performance of the vehicle purchased. They commit the salesman in a case where the quality or performance are not optimal to correct, with no charge, any defect with the object to make the adequate performance. The dispositions about acquired vehicle guarantees are included in the purchase contract and may vary by the manufacturer. Generally, guarantees cover, among other things, the following: 1) Defects in the performance, fabrication or installation of accessories and parts. 2) Error in the assembling by defect of manual labor or any other cause 3) Parts not included or included by mistake 4) Parts adjustment 5) Services to put the unit in service conditions like front wheel drive alignment, tire balance, brakes and transmission adjustment 6)Others requested in the auction or offered by the manufacturer or the supplier or being ruled by any competent governmental authority like the Department Consumer Affairs and otheragencies. 23 3. The Transportation Director should establish a preventive maintenance schedule where will be programmed the maintenance services provided to each vehicle of the JIA fleet. This programming should be made, so that the needs of transportation of the JIA are not being affected. With this, priorities should be established for types of vehicles considering the dates in which is required to be finished the work. Also, services should be programmed in those time intervals determined by the JIA Administrator, according to the manufacturer's recommendations for the unit and the experience as for the different use conditions, terrains used and type of use given to the vehicle. 4. Incidental needs that surge to the vehicles should be reported immediately to the Director or the Transportation Auxiliaries, so they can determine: a) if the limited use of these until the date of the preventive maintenance that is programmed is feasible. b) if the vehicle can be repaired immediately, or if its use should be discontinued to prevent major damages. B. Specific Norms for Maintenance Type Daily Inspections 1. The vehicle daily inspections under the JIA's jurisdiction will be made in the morning, before the vehicle in in use, and in the afternoon, when the vehicle is delivered, or when the vehicles goes and returns from a trip. The Transportation Director or his authorized representative and the Auxiliary Managers will do the visual inspection of each vehicle assigned to the "pool" under his responsibility; the driver will make the operational inspection of the vehicle he is going to use. In the case of vehicles assigned to officials, these are responsible of the inspections as also are the assigned drivers. 2. The inspections will be made to all fleet vehicles, regardless to whom and for which use are assigned, and will be made in the area where the vehicles are parked before being used. 3. The operational inspection will be made starting and finishing each trip, even if there are several trips with the same driver. 4. Every daily inspection made to the vehicle will be kept in record in the provided form in the correspondent vehicle's binnacle, regardless of the results of the inspection. Any irregularities found in the vehicle will be notified to the 24 Administration Director by the Director or the Auxiliary Manager. If the irregularity is found by the driver, the form will be filled and the vehicle will be delivered to the Director to take the correspondent action. 5. Necessary control will be taken to achieve the annual inspection required by the Law No. 141 of July 20, 1960. The inspection should be made before the date due. Simple Services 1. After being authorized by the Transportation Director, a simple maintenance service will be given to those vehicles required to it, according to what was programmed or for any incidental situation that happens. These services will be given in the private workshops under contracts of the JIA or by a workshop with the lowest price offer for the requested service. In emergency circumstances, services can be made by the drivers, the Transportation Director or Auxiliaries. 2. The Transporation Director or Auxiliary will inspect the vehicle before it is delivered by the workshop where the service was done. 3. The Director will determine how frequently every vehicle will be submitted to simple maintenance. For these determinations it will be used the manufacturer's recommendations, depending the year, make and use given to the vehicle. If conditions are permitted, the Director may vary those periods to make them more often to make sure the indicated protection of the vehicles. All JIA's fleet vehicles will have simple maintenance services according to what was programmed. 4. Every simple maintenance service will be kept in record in the form included in the vehicle's binnacle. 5. Every vehicle's body will be washed periodically. Every driver is responsible to keep clean the vehicle assigned to him. Repairs 1. Repair services will be made in the private stations that are under contract by the JIA for these purposes. Only the JIA Admisnistrator or his authorized representative will authorize these services in private workshops and under no concept 25 these services should be requested without an authorization. 2. The authorization of a motor vehicle repair will be determined after being judged by its conditions, the estimated costs and the convenience to make the repair. 3. No JIA official vehicle will be in the workshop that gives the service more than three (3) days, except when conditions permit it and is authorized by the Transportation Director. 4. The Director or Auxiliary Director will check that every repair work and its cost is kept in record in the correspondent form in the vehicle's binnacle. Repairs will be made all the necessary times and the Director has to keep record of those and submit the vehicle to an evaluation if there are more repairs of the necessary. Guarantees 1. The JIA will take a claiming control for all the items of the factory or salesman guarantees that cover the vehicles acquired. With this in mind, it will be requested to the GSA the warranty transfer of the vehicles acquired for the JIA. 2. The Director is responsible of inspecting the new vehicles when received, so that any deficiency existing can be detected. When the vehicle is being recieved or when in performance deficiencies are found at the time the warranty is covering, the Director should make immediately the necessary claiming effort with the distributor or his representative to take the vehicle to the place where the service will be obtained, according to the correspondent guarantee. It is responsibility of the Directors, Auxiliaries and Drivers to take advantage of the guarantees to the maximum. 3.In case of a new vehicle, this will be sent to the correspondent workshop for the warranty inspection, at least the working day preceding the expiration date of the inspection. 4. Before replacing a battery which has guarantee, a claiming should be made to the supplying company. 5. In case of repairs with guarantee, claimings should be made to the correspondent workshops if there are repair problems during the time covered by the guarantee 26 6. The Manager and the Auxiliaries are responsible to check that in the correspondent form in the vehicle's binnacle is written every service done in a vehicle as consequence of the covered guarantee. C. Other Strictly Required Norms Contracts 1. The JIA Administrator, or in whom this delegates, can negociate and give maintenance service contracts with private workshops, according to what is established in Article 8 under Other Regulation Purchases for Benefit Acquisitions, Works and Services. Otherwise, contracts given by the GSA can be used. 2. Contracts can be given to any person that in equal conditions offers the lowest price for the different types of maintenances or repairs. An evaluation of the given services and the facilities to be made will be mediated before giving these contracts to private workshops. 3. Maintenance contracts given to private workshops by the JIA have to contain, among other things, clauses to cover the following aspects: a) Contracts are given for no more than a one (1) year period. b) Every maintenance service should be described in details in the receipt that will be sent to the JIA. c) The workshop should have an insurance against damages suffered by the JIA vehicle when is at the workshop. d) If the service includes parts , an arrangement of the parts cost has to be included. e) Repairs should have reasonable guarantees. f) Any other necessary clause to make perfect the contract. 4. If there are maintenance contracts given to private workshops services will be made right there, except when special and emergency conditions demand the contrary and is authorized by the Transportation Director. These situations should be justified in written to the Auxiliary Administrator, even when a verbal communication was mediated. If the JIA has no maintenance contracts, every service will be done by the workshop that offers the lowest price and the best conditions, including guarantee ,for the requested service. Maintenance services can also be given by any local workshops of the Transport Area of the GSA or by workshops under contract of 27 this Administration after being authorized by the Transportation Director. Service Payments 1. Private workshops will charge its services and these will be paid according to the procedure that for these effects the JIA Administrator establishes previous consultation and approval of the Budget and Managment Office and the Department of Treasury. The Department of Treasury will not process any payment for non-authorized services or services done by nonauthorized people or excessive charges of the rates agreed in the contract. 2. The bill used to do the payments for services given by private workshops should include the following information: a. name of the person who authorized the service b. name of the workshop who made the repair and the person who made it, the mechanic's license number when proceed C. date of the service requested, date of the vehicle's delivery for the service, date of the service, date of the vehicle's delivery and date of the service accepted d. person(s) who moved the vehicle from the agency to the workshop and viceversa. e. specific arrangement of the services given f. service codification, in accordance with the established by the Administration g. arranged cost of every service per vehicle(manual labortime) h. cost of used parts if it were supplied by the private workshop and copy of the bill's part i. bill's total cost j. Director or Auxiliary Director's certification that the service was adequate and correct k. specification of the type of service given. 3. It will be required to every private workshop that makes a repair that includes the replacement parts of a JIA vehicle, the delivery of the replaced part in the packing of the new part as proof of the repair. If the repair is correct, the Director will certify for payment the bill that includes replacement parts, only if this norm is fulfilled. 4. Every Service Order for Automobile should be checked with the correspondent repair bill received from the workshop that 28 offers the service. The Transportation Director or Auxiliary Director will be responsible to certify when the repair that was done is authorized, adequated , appropiated and necessary, using for it information of the service order and guided by the other internal controls established in the work unit that directs. Towing Services 1. The driver of the JIA official vehicle that needs to move it through towing, will be responsible to fill properly the Form for Towing Service, providing his signature to the towing man before hooking the vehicle. Also, the driver must inform to the towing company's representative about his responsibility with the JIA, so that the vehicle is hooked properly. 2. Any damage to the JIA's property as result of an incorrect and improper vehicle hook will bring the payment claiming to the company that offered the towing service and a sanction to the driver if, when proved, is determined that was negligence on his side.