Vehicle Preventative Maintenance

Evaluate School Food Service preventive maintenance practices and develop a new model - 1 of 1 year


This strategy came about due to several of our vehicles experiencing frequent breakdowns due to lack of regularly scheduled maintenance. Due to a shortage in staffing related to the maintenance of vehicles, the Transportation Department had to prioritize and address the busses as they were transporting children and the priority is to keep our children safe and put “Kid’s First”.  After several discussions with the Transportation staff, Purchasing, and School Food Service Administrators, a white paper was developed to address this issue with a solution.

We proposed to establish blanket purchase orders with local auto dealers certified by auto manufacturers to service and maintain the various makes and models of vehicles we use to support our program. A bid would be put together by our Purchasing Department to provide these services and vendors awarded accordingly. Our maintenance would be scheduled for all our vehicles as quickly as possible initially and all items necessary to have the vehicle in 100% operable condition would be addressed up to the amount of $1,500. If repairs were in excess of $1,500 an estimate and approval would be required before work would commence. Once all vehicles were initially serviced date/miles scheduling to meet manufacturer’s recommended scheduled maintenance would be set in place. We also established a procedure for providing spare vehicles so school operations would not be interrupted while vehicles are being serviced. This also included staff ensuring the spare vehicles are delivered clean and fully operational.

The Board reviewed and approved us to move forward with this program.

Upon Board approval the existing vehicle mileage log in the School Food Service SharePoint site was modified to accept additional information pertaining to scheduling to enable tracking of maintenance and repairs by vehicle number and assigned location/driver. Blanket Purchase Orders were established at Al Packer Ford, and Schumacher Chevrolet, GMC. Meetings were scheduled with the Commercial Fleet Managers from both vendors to establish needs and schedules for the initial services and follow up scheduling. Once scheduling was established Food Service Equipment Team Staff started delivering spare vehicles and dropping off vehicles for service at the bid awarded vendors. This process was started in late March and 63 School Food Service Fleet vehicles had been serviced by the end of FY-16 on June 30th. The remaining 40 vehicles in the Food Service fleet are scheduled to be completed by the start of the new school year.