2.
Where and How To Obtain Fuel
3. Vehicle Accidents - What to Do
4. Vehicle Breakdowns - What to Do
5. Equipment Services - What We Do
6.
Arizona Department of Public Safety (DPS) Assistance
APPENDIX
ADOT Equipment Services 24-Hour Hotline . . . 1.877.800.8520
VEHICLE OPERATOR'S RESPONSIBILITIES
USE OF A STATE-OWNED VEHICLE
State-owned vehicles will be used only for official state business in accordance with state laws, rules and regulations. All state drivers of state vehicles are responsible for knowing the state laws, rules and regulations governing the use of state-owned vehicles.
State vehicles shall be operated only by state employees with a valid Arizona Driver's License or approved Arizona Commercial Driver's Licenses. A driver must be 18 years or older, legally responsible for his or her actions, and subject to an agency's direction and control.
Family members, friends, pets of drivers shall not ride in state vehicles.
NOTE: No hitchhikers are permitted in any State-owned vehicle.
If a state employee intends to use a privately-owned vehicle for state business, the following applies:
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The state employee must obtain permission from his/her agency management prior to using the vehicle on state business.
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Family members and or friends, whether riding with agency permission or not , shall ride at their own risk or at the risk of the driver, employee or person to whom they relate.
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The state shall not insure or indemnify family or friends, nor insure or indemnify the employee against any claims brought by family or friends.
State-owned vehicles are to be stored overnight at state office locations, crew headquarters, or at the location where an employee is lodged overnight while on travel status. Any exceptions must be authorized by the agency management.
OBLIGATION TO THE LAW
State-owned vehicles shall not be driven in excess of legal and posted speeds and shall at all times be driven in a prudent manner conducive to safety, economy and good public relations.
The operator of a state-owned vehicle is solely responsible for all traffic infractions received while operating the vehicle.
SAFETY . . . DRIVE DEFENSIVELY
State vehicle/equipment drivers are responsible for the safe operation of state-owned vehicles at all times. The most important safety factor in transportation is you, the driver.
COURTEOUS STATE DRIVERS
State vehicle/equipment drivers are highly visible to the public and as such are the window of state government business. The privilege of driving publicly funded vehicles also gives you the opportunity to to be examples of courtesy, safety and observance of the laws.
VEHICLE SECURITY
Safeguard the vehicle, credit card and keys against theft or misuse. Lock up all articles of value in the trunk or take them with you when you leave the vehicle. Report lost, damaged or stolen credit cards, license plates or keys as soon as possible to your Fleet Manager. Report any vehicle-related theft or vandalism as soon as possible to your Fleet Manager.
VEHICLE CARE & MAINTENANCE
You play an important role in maintaining assigned vehicles in a safe, operable condition. You can help make sure the vehicle receives the regular care it needs. If any aspect of the vehicle's performance concerns you, bring the situation to the attention of the Fleet Manager. Both your safety and that of the next driver may depend on your taking action.
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WHERE AND HOW TO OBTAIN FUEL
There are two sources of fuel:
- ADOT Statewide Fuel Sites
- Retail locations that accept the Voyager Fleet Card (To be used for emergency or remote use only)
ADOT fuel sites are available to all state, county, and local government agencies that have active fuel agreements (IGA or ISA) with ADOT.
All State agencies are strongly encouraged to use the State's growing network of ADOT fuel sites. By using fuel purchased under State contract, you save all taxpayers, including yourself, up to thirty cents per gallon.
ADOT vehicle/equipment drivers do not need Voyager cards at automated ADOT sites. Drivers from all other customer agencies will need Voyager cards to activate ADOT card readers at the automated sites.
NOTE: For information, contact Fuels Management at 602.712.6526.
For IGA / ISA information, contact the Equipment Services Business Manager at 602.712.6630.
Voyager Cards: The State of Arizona is contracted with Voyager Fleet Systems, Inc. to offer agencies the option of using a fleet card to purchase fuel at retail stations. The same Voyager fleet card can be used at ADOT automated fuel locations to purchase fuel at significant savings over the retail cost. Your agency will then need to establish an account with Voyager Fleet Systems, Inc., by calling 1.800.987.6591. ADOT personnel should call ADOT Fuel Systems Management at 602.712.6526 for all Voyager Card questions.
A list of ADOT fuel locations is provided for your convenience. Automated sites are noted. Remaining sites are manual and will require all drivers to complete a "Fuel Withdrawal Card".
Accessing fuel at ADOT sites requires two different procedures; one for ADOT, and another for all other customer agencies. Please ensure you are referencing the correct procedure outlined below.
NOTE: Turn the vehicle/equipment engine OFF and DO NOT use your cell phone while fueling your vehicle/equipment.
AUTOMATED FUELING INSTRUCTIONS
Following are instructions for
ADOT DRIVERS only.
Employee Identification Number (EIN) required for gate access.
At the Pump:
- Press ENTER
- Enter vehicle's current ODOMETER reading. Press ENTER
- Enter VEHICLE ID (ADOT Equipment Number). Press ENTER
- Enter your six-digit ADOT EIN. (If you have a five-digit EIN, add a leading "0".) Press ENTER
- Enter HOSE NO. for the pump you will use. Press ENTER
- BEGIN FUELING: Do not top off the tank when the pump stops.
Following are instructions for all other CUSTOMER AGENCIES. Voyager Card is required for gate access.
At the Pump:
DO NOT PRESS ENTER FIRST - this will activate the ADOT procedure
- Insert VOYAGER CARD into the reader . . . face up, "Arizona" on the right . . . remove quickly
- Enter vehicle's current ODOMETER reading. Press ENTER
- Enter VEHICLE ID (License #, Vehicle #, or PIN, as instructed by your agency). Press ENTER
- Enter HOSE NO. for the pump you will use. Press ENTER
- BEGIN FUELING: Do not top off the tank when the pump stops.
PLEASE REPORT FUEL THEFT TO 602-712-6526
ALL CALLS ARE ANONYMOUS
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VEHICLE ACCIDENTS - WHAT TO DO
DO . . .
- Stop vehicle at once, check for injuries, offer assistance to any injured parties and call 911.
- If no 911 service is available, refer to list of DPS telephone numbers.
- For further assistance or questions, call the ADOT Equipment Services Hotline . . . 1.877.800.8520.
- If there are no serious physical injuries or fatalities and the vehicle is safely moveable, remove the vehicle from the main traveled portion of the roadway onto the shoulder, emergency lane, median or other safe refuge.
- Reduce hazards to other motorists, i.e., place flags, cones, etc. (Mark area to warn oncoming motorist.)
- Notify your supervisor and/or Fleet Manager. Supervisor will notify respective Fleet Manager.
| ADOT |
Your Supervisor |
| ADOA |
602.542.3118 |
| ADES |
602.364.2913 or
602.364.2915 |
| ADOC |
602.364.3374 |
| DPS |
Your Supervisor |
| Game & Fish |
623.236.7456 |
DO NOT . . .
- Comment on who was at fault
- Argue with other drivers or police
- Discuss the accident with anyone except law enforcement authorities or representatives of State Risk Management
Complete the "Motor Vehicle Accident Reporting Instructions" (in glove box) .Be sure to obtain the other driver's name, address, driver's license number, vehicle license number, and the names of any witnesses to the accident.
If you have to leave your vehicle to get help, be sure the vehicle data field on the inside cover of your handbook is completed, and be sure to take the handbook with you.
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VEHICLE BREAKDOWNS - WHAT TO DO
We hope you will never experience a breakdown while on the road, but if one should occur, your first responsibility is for your own safety. Please get well off the road and be aware of any local hazards or traffic conditions that might pose a danger.
If your vehicle is still operable, drive it to the nearest safe haven or to a repair facility. If a "RED" warning light comes on, safely pull off the road, turn the engine off and call for help. If the "Check Engine" or "Service Engine Soon" light comes on; take the vehicle to the nearest ADOT Equipment Services Shop as soon as possible.
During Normal Working Hours
To request vehicle breakdown service Monday - Friday During Normal Work Hours (6:00 AM - 1:30 PM), please use the following procedures:
- Call the ADOT-ES vehicle repair shop closest to your location.
- Write down the vehicle data information on the back cover of your handbook. Please be sure to take this handbook with you if you have to leave the vehicle to call the ADOT-ES vehicle repair shop.
- You will need the following information when making the call to the appropriate shop:
ð Your Name, Agency and Agency telephone number
ð Your location; (nearest intersection or highway milepost marker and direction of travel)
ð Vehicle Number, VIN#, Make, Model, Year, and Color of vehicle
ð Telephone number where you can be contacted
ð Nature of the problem
- Call your Fleet Manager and/or Supervisor to advise them of your status.
NOTE: In most cases, the vehicle operator is responsible for changing a flat tire. Please review your fleet policy or contact your fleet manager regarding their policy on changing flat tires.
If you are instructed not to change the tire, you are physically unable to change the tire, or the location of the vehicle makes changing the tire unsafe, call the ADOT Equipment Services 24-hour vehicle breakdown hotline at 1.877.800.8520.
After Normal Working Hours, Weekends and Holidays
To request vehicle breakdown service Monday - Friday After Normal Work Hours (1:30 PM - 6:00 AM), Weekends and Holidays, please use the following procedures:
- Call the ADOT Equipment Services 24-Hour vehicle breakdown Hotline at 1.877.800.8520. The call will be answered by ADOT's contract vendor for providing statewide vehicle breakdown service.
- Please provide the representative with the following information:
ð Your Name, Agency and Agency telephone number
ð Your location; (nearest intersection or highway milepost marker and direction of travel)
ð Vehicle Number, VIN#, Make, Model, Year, and Color of vehicle
ð Telephone number where you can be contacted
ð Nature of the problem
- The representative will arrange for a tow truck to be dispatched to your location. In most breakdown cases, the vehicle will be towed to the nearest ADOT-ES vehicle repair shop, maintenance yard or dealership for repairs.
- Contact your Fleet manager and/or supervisor to advise them of your status.
- The tow truck is authorized to bring fuel out to your location. If your vehicle's fuel gauge is low, notify the tow truck driver in advance to bring fuel.
- You may ride with the tow truck to the ADOT-ES vehicle repair shop, maintenance yard or dealership. However, you are responsible for arranging for your transportation from the repair shop, maintenance yard or dealership.
You (the vehicle operator) are not expected to pay for the towing service. Advise the tow truck driver that ADOT-ES will be paying for the towing service. The tow truck driver should give you a towing service "invoice/record". Please sign the invoice and leave it on the front seat of the vehicle.
NOTE: As previously noted, in most cases the vehicle operator is responsible for changing a flat tire. Please review your fleet policy or contact your fleet manager regarding their policy on changing flat tires.
If you are instructed not to change the tire, you are physically unable to change the tire, or the location of the vehicle makes changing the tire unsafe, call the vehicle breakdown Hotline at 1.877.800.8520.
During Weekends and Holidays . . . follow the procedures listed under After Normal Working Hours.
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EQUIPMENT SERVICES - WHAT WE DO
Our vision is to be the standard of excellence for Fleet management systems and services.
Equipment Services - Fleet Maintenance
From its inception, ADOT Equipment Services' (ADOT-ES) primary purpose has been to maintain ADOT's light and heavy duty fleet. In 1995, in response to a study by the Joint Legislative Committee on State Assets, ADOT-ES offered it's maintenance services to other State agencies. We have the skilled personnel and equipment resources to save these agencies money and meet our joint fiduciary responsibility to our stakeholders. Since then, the ADOT-ES customer family has grown each year. In FY2009, ADOT-ES will provide vehicle maintenance services and fuel to over 130 Arizona state agencies, counties and municipal entities.
Equipment Services is your service provider for vehicle maintenance repair and emissions services. Our mission is to keep your vehicle safe and reliable so that you can do your job efficiently and safely. We are equipped with some of the finest state of the art equipment in the industry and the majority of our technicians are Automotive Service Excellence (ASE) certified and they are experts in their fields.
Equipment Services is headquartered in Phoenix and is divided into three regions; the Central Region with a Regional Manager in Phoenix, the Southern Region with a Regional Manager in Tucson and the Northern Region with a Regional Manager in Prescott Valley. Regional Equipment Managers (REMs) provide support to all State organizations within their regions. We have equipment maintenance facilities at twenty-three (23) locations throughout the state.
Equipment Services currently provides the following support and services to satisfy your vehicle needs:
ADOT-ES requests that our customers please help as follows:
GETTING SERVICE
Your vehicle should be serviced in accordance with the Preventive Maintenance Cycle established by your Fleet Management. The ADOT Preventive Maintenance (PM) Program includes a comprehensive inspection of equipment for operation and safety. During your preventive maintenance service, we will thoroughly check your vehicle for items requiring repair.
Please make an appointment when it's time for your vehicle's PM service. If you schedule your appointment, we will have you back on the road much faster. It's easy! Just call the ADOT Equipment Services Shop nearest you.
Please DO NOT use the Emergency Hotline for making appointments. This line is reserved for breakdowns and emergencies.
When you call for an appointment, you have the option of dropping off your vehicle and picking it up later or waiting for your vehicle to be serviced. If you wait for your vehicle and additional repairs are required, you may be asked to reschedule your vehicle for the additional required repairs. If the item is safety related, we will ask you to leave the vehicle at the shop.
Please check the mileage and date for next service indicated by the colored sticker on the upper left side of your windshield to see if you are approaching a needed service interval.
If you notice or are notified that your vehicle requires a periodic preventive maintenance service, or feel that something seems to be wrong with your vehicle and you feel it should be serviced by a repair technician, bring the vehicle to the Equipment Services Shop - no appointment necessary.
A map of ADOT Equipment Services Shop locations is provided for your convenience.
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WHAT TO EXPECT
This is what you should expect from your ADOT Equipment Services Shop.
Making An Appointment
- Call the nearest ADOT Equipment Services Shop. If you are uncertain of which shop to contact, call Customer Service at 602.712.6634, 6917, 7044, 7406 or 7409 for guidance.
- Your ADOT customer representative will help you identify a mutually acceptable time to have your vehicle serviced.
- If you are located in an area where an ADOT Equipment Services Shop is not available, you may be scheduled to have your vehicle serviced by a mobile unit or you may be directed to a commercial repair facility which is part of the ADOT service network.
- If your vehicle requires extensive repair, please be aware that the ADOT Equipment Services Shop must call your Fleet Management for permission to perform any repair estimated over your Fleet Management's Repair Cost Limit.
NOTE: Before taking your vehicle to a commercial vendor for maintenance or repair, call your nearest ADOT Equipment Services Shop or the ADOT Equipment Services 24-hour vehicle breakdown hotline at 1.877.800.8520 (this is not a typo). The Service Assistant may give you a control number. If so, please make sure the control number is recorded on the vendor's invoice.
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How Long Will It Take
- If you bring your vehicle to an ADOT Equipment Services Shop at your appointed time for a basic “A” or intermediate “C” Preventive Maintenance service, your vehicle should be completed in a timely manner, unless the vehicle inspection uncovers other repair situations.
- If you bring your vehicle in for a major “D” Preventive Service at your appointed time, the work will be completed within one business day.
Note: You must have fuel in all tanks - Unleaded, CNG or LPG - before arriving at the shop.
- If you bring your vehicle to an Equipment Services Shop for an unscheduled repair, , ADOT-ES will make every effort to complete the repairs within 24 hours, assuming parts are available in the local area.
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Quick Service
If you have something very minor wrong with your vehicle which requires immediate attention, simply take it to any ADOT Equipment Services Shop. Most shops have a "Quick Repair" bay.
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Manufacturer Recalls
If you are notified of a manufacturer's recall which affects your vehicle, you must contact your Fleet Administrator for instructions within 30 days of notification. This service may be done by the ADOT-ES shops if the manufacturer has approved ADOT-ES shops to complete the recall repairs.
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Warranty Work
If your vehicle requires warranty repair, depending on the nature of the warranty and/or condition of your vehicle, you will either be asked to take the vehicle to a Factory Authorized Warranty Service Center (depending upon manufacturer), or an ADOT-ES will handle the warranty service for you.
For most State-owned equipment, the warranty is three years or 36,000 miles. However, manufacturer's warranties differ. Some equipment could have a longer warranty on different components or an extended warranty.
Please contact your Fleet Manager and allow them to coordinate all the warranty work done on your vehicle. They will identify the most convenient method for you to obtain this service. They will also insure that your vehicle's history records are updated. If you must take the vehicle in yourself, please notify the ADOT-ES shop where you have your vehicle serviced and provide a copy of the vendor's work order or invoice in order to update your vehicle's records.
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Vehicle Rental
The Arizona Department of Administration (ADOA) operates a full service vehicle rental office and fueling depot located at the ADOA Motor Pool, 1501 W. Madison, Phoenix. (one block south of Jefferson on 15th Avenue) Call 602.542.3110 for information.
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Customer Service Survey / Complaints
Customer Service Survey : All ADOT-ES customers will be provided a Customer Assessment Card each time their vehicle is serviced or repaired. We encourage all of our customers to candidly complete this evaluation. Completed surveys can be dropped off at the shop, or mailed, return postage guaranteed. ADOT-ES wants to know what we are doing right and/or how we can improve for our customers.
Complaints: Customers wishing to file a complaint can call the shop supervisor where the situation occurred, contact the Regional Equipment Manager (see ADOT Key Contacts) or the ADOT-ES Maintenance Operations Manager at 602.712.6711, FAX 602.712.3319, or write: ADOT - Equipment Services, Maintenance Operations Manager, 2225 South 22nd Avenue, Phoenix, AZ 85009-6997. Please write "Attention Maintenance Operations Manager" on the envelope.
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Vehicle Emissions Testing
All vehicles operated in Maricopa and Pima Counties must be emissions tested in accordance with Arizona law. Prior to taking the vehicle to the testing station, the operator must pick up an Emissions Certificate. For ADOT vehicles, coupons can be obtained from the following ES shops: Phoenix Durango Service Center, Durango Truck Shop, Capitol Mall, Mesa and Tucson. For non-ADOT vehicles, operators must check with their respective Fleet Manager to determine where to obtain emission inspection coupons. The vehicle operator is responsible for taking their vehicle to an emissions testing station.
After emissions testing has been completed, the vehicle operator must present the Vehicle Inspection Compliance Certificate to the issuing ADOT-ES shop. If the vehicle fails emissions testing, take the vehicle to the nearest or most convenient ADOT-ES Shop for repair. Provide the ADOT-ES shop with the emissions testing results and the reason for the failure.
In Pima County, the ADOT-ES Tucson Shop can administer the emissions test. For specific applications and procedures, and to schedule an appointment, call 520.838.2860 or 2861.
In Maricopa County, ADOT-ES shops can emissions test all diesel-powered vehicles with a gross vehicle weight (GVW) of 8,501# or greater, and all 1996 and newer OBDII light duty vehicles (less than 8500# GVW) Unleaded or Flex Fuel (FFV). For specific applications, contact ADOT-ES Truck Shop Supervisor at 602.712.7266 or ADOT-ES Service Center at 602.712.7044.
NOTE: If ADOT-ES takes the vehicle to the emissions station, labor hours will be billed to the owning agency.
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Mobile Service Truck
Many of the ADOT-ES shops have mobile lubrication service trucks (for "A" level preventive maintenance (PM) service only). Inquire about the truck's availability and schedule in your area.
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Car Wash Services
Wash services are available to our customers in the Phoenix and Tucson shops for cars, vans, light trucks, and large (= 1 ton) trucks. Wax and detail services are also available from our Phoenix shop. The following rates apply:
| Car, Lt Truck, Van - Wash with Light Vacuum |
$5.00 |
| Car, Lt Truck, Van - Wash Wax Detail |
$25.00 per hour |
| Large Truck (≥ 1 ton) - Wash with Light Vacuum |
$20.00 |
| Large Truck (≥ 1 ton) - Wax Detail |
$35.00 per hour |
We recommend you call ahead to confirm the car wash is available. In Phoenix, call 602.763.5678 or 602.712.6655. In Tucson, call 520.838.2860.
Wax / Detail services are available only at the Phoenix shop by appointment by calling 602.763.5678. These services must be requested through and approved in advance by your Fleet Manager.
NOTE: ADOT-ES uses contracted AZ prison personnel to provide car wash services.
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Tires
The operator is responsible for ensuring that the vehicle has a functional spare tire and jack. In most cases, the operator is also responsible for changing a flat tire. Please review your fleet policy or contact your Fleet Manager regarding their policy on changing flat tires.
If you are (1) instructed not to change the tire yourself and/or (2) your are physically unable to change the tire and/or (3) the location of the vehicle makes changing a tire unsafe, call the nearest ADOT-ES shop or the 24-Hour Emergency Breakdown Hotline at 1.877.800.8520 for road service.
NOTE: For your safety, ADOT-ES recommends you check the tire pressure and tread wear weekly and / or before leaving on an extended trip. Tire inflation information is located on the side of the front door jam.
NOTE: ADOA & DES operators, please review your organization's policy on changing flat tires.
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Arizona Department of Public Safety (DPS) Assistance
If trouble is encountered in obtaining towing service,
please contact the Arizona Department of Public Safety for assistance.
If you want ADOT to handle this emergency, as soon as possible, contact Equipment Services on the 24-Hour Emergency Number at 1.877.800.8520 (this is not a typo). Please be prepared to tell the representative your location, the type of vehicle that you are driving, and the license number of the vehicle and nature of the problem. The Equipment Services an/or NAC representative will arrange for a service vehicle in your locality to assist you as soon as possible and return you and your vehicle to a repair facility.
NOTE: Mile Post markers are the best location identifiers.
If you must leave your vehicle to summon help but intend to return to the vehicle after you have called for assistance, lock the vehicle. If your intention is to leave the vehicle for the tow truck operator to retrieve, leave the vehicle unlocked and the keys under the driver's side floor mat.
If you are in a remote area, please inform the ADOT Equipment Services and/or NAC representative. He will notify the Arizona Department of Public Safety of your situation and location. If possible, stay by the phone so the ADOT Equipment Services, NAC or DPS representative can call you back and tell you what has been arranged and the projected time frames.
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