Maintenance
Introduction
Following the granting of an Operators License, it is imperative that the requirements governing it are adhered to, thus ensuring an
operators License to carry on in business remains intact. One of the key areas where an operator can ensure that his/her
'Good Repute' is upheld at all times is that of maintenance.
No operator will ever be 100% blemish free, due to the fact that other parties play a part in a vehicle(s) operational activities. Apart from the Operator himself, drivers and maintenance providors can have an impact upon whether his/her vehicles are mechanically fit to be on a public highway.
This page merely touches on the subject of vehicle maintenance. It is recommended that reading the guidance information produced by Vosa and setting that information in place forms the foundations for ensuring an operators vehicle(s) are mechanically fully compliant at all times.
- Maintenance - General
- Drivers Responsibilities
- Own Account Maintenance
- Contracted out Maintenance
- Further Reading
Maintenance - General
Adherence to the following points should be considered mandatory for all operators.
- A daily walkround check must be undertaken by a responsible person before a vehicle is used.
- First-use inspections are essential for operators who lease, hire or borrow vehicles, including trailers, from other people. Inspections wherever vehicles and trailers have been off the road for some time are essential.
- Drivers' must be able to report promptly any defects or symptoms of defects that could adversely affect the safe operation of vehicles. Reports must be made in writing and provision should be made to record details of any rectification work done.
- Drivers' defect reports which record any faults must be kept for at least 15 months.
- Operators must ensure that checks are made regularly of items which affect roadworthiness.
- Safety inspections must include those items covered by the appropriate Department for Transport annual test.
- Safety inspections should be pre-planned preferably using a time based programme.
- The system of safety inspections must be regularly monitored particularly in the early stages.
- Any remedial work carried out arising from safety inspections must be the subject of a written record.
- The safety inspection report must include:
- vehicle details
- a list of all items to be inspected
- when and by whom the inspections are carried out
- the result of the inspection
- details of any rectification work
- a declaration that defects have been rectified satisfactorily
On some types of vehicle and operations, intermediate safety checks may be necessary. In all cases of vehicle operation, the following must be observed and adhered to at all times.
- Records or safety inspections must be kept for at least 15 months.
- Staff carrying out safety inspections must be competent to assess the significance of defects. Assistance must be available to operate the vehicle controls as necessary.
- There must be a system to ensure that unroadworthy vehicles are removed from service.
- Operators who undertake their own safety inspections must have adequate facilities and tools available. They must be appropriate to the size of fleet and type of vehicle operated.
- Operators should have access to a means of measuring brake efficiency, setting headlamp aim and measuring exhaust emissions.
- An operator is responsible for the condition of vehicles which (includes trailers) inspected and/or maintained for him by agents, contractors or hire companies.
- Operators who contract out their safety inspections must draw up, and have approved, a formal written contract with an inspection agency or garage. Such operators must have a means of regularly monitoring the quality of work produced for them.
- The dates when safety inspections are due must be the subject of forward planning.
- A maintenance planner or wall chart should be used to identify dates at least 6 months in advance when safety inspections are due. - Any system of maintaining roadworthiness must be effectively and continually monitored.
- Any change by licensed operators to arrangements for safety inspections must be notified to the relevant Traffic Area Office without delay.
- Drivers' must be given clear written instructions about their responsibilities.
Drivers Responsibilities
If you are an operator, you should bear in mind that drivers who are expected to repair minor defects in service, e.g. light bulb
replacement, might need basic training. Drivers must be made aware of their legal responsibilities regarding vehicle condition and the
procedures for reporting defects.
This can be achieved by writing a letter to each driver, describing defect reporting systems as well as any other duties they are expected
to perform. The driver should sign this letter to show in writing that they have received the letter and understand what is required.
Drivers share the responsibility for the vehicle's roadworthiness with the operator. Drivers may be prosecuted for the existence of
defects found on the vehicles they drive if they are considered partly or wholly responsible for the existence of them. Failure to take
these responsibilities seriously could result in the loss of the driver's licence to drive.
Own Account Maintenance
If you are an operator, you must decide whether to undertake your own safety inspection and maintenance work in-house or to contract
all or part of the work to someone else.
If you decide to provide your own safety inspection facilities, you must ensure that they are adequate for the job. Facilities should ideally include:
- undercover accommodation for the largest vehicle in the fleet. This is required to ensure that safety checks can be conducted satisfactorily in all weathers (depending on fleet size the building may need room for more than one vehicle at a time);
- tools and equipment appropriate to the size and nature of the fleet;
- an adequate under-vehicle inspection facility.
Ramps, pits or hoists may not be needed if the vehicles have enough ground clearance for a proper inspection to be made on hard standing;
- adequate lighting;
- access to brake test equipment (e.g. a roller brake tester, decelerometer);
- access to headlamp test equipment;
- access to engine exhaust emission test equipment;
- access to steam or pressure under vehicle washing facilities; and
- a safe working environment.
Other requirements include a diesel engine smoke meter (or a gas analyser, if petrol). These should be used to ensure that the level of exhaust smoke is within the legal requirements. Information on the levels of permitted exhaust smoke is contained in VOSA’s annual test inspection manuals.
Operators should also have access to a brake tester for the purpose of checking braking efficiency. While a decelerometer may be adequate
for some vehicles, the use of a roller brake tester is strongly advised.
Roadworthiness inspections can, of course, be included in an operator’s overall maintenance plan. Headlight alignment and roller brake
test and emission test facilities are available at HGV testing stations for use by vehicle operators for a modest charge.
Contracted out Maintenance
If you decide to use a contractor, you are still responsible for the condition of vehicles that are inspected and/or maintained for you
by your agents or contractors.
Care must be taken to ensure that the facilities used by the agent are adequate and that the staff are competent. You should also ascertain that the agent/contractor is in possession of an inspection manual and has suitable inspection sheets.
There are limitations to any maintenance contract between the operator and the maintenance providor. Even when a maintenance contract
exists between the operator and an agent. Operators remain legally responsible for the condition of the vehicle, the authorisation of any
report work undertaken and the retention of records.
Operators need to be satisfied at all times that the level of maintenance agreed matches the demands placed upon vehicles and that the standards
achieved by the contractor are kept at a sufficiently high level. Operators should therefore talk regularly with the contractor to ensure
that they are familiar with the operational needs of the vehicles they are required to inspect and repair. This knowledge is important if
the contractor is to be called upon to advise on a particular course of action - particularly when the operators technical know-how
is limited.
Even when the operator gets on well with a contractor, he/she should have a system for regularly monitoring the quality of work done. Obtaining first time pass rate annual test data from the contractor is one way of checking that their performance is satisfactory, but this should be supplemented by other checks. Any sign of unreliability, incompetence or other shortcomings causing a reduction in the standards achieved should receive prompt attention. Here again a good working relationship can help, but if problems persist the operator might well consider a change of contractor.
Further Reading
The excellent 'Guide to Maintaining Roadworthiness' (produced by Vosa), should be considered the transport operators definitive
guide to ensuring absolute maintenance compliance. It explains the requirements of procedures, systems and general principles for those who
operate or drive LGV's or PSV's.
For those who are experienced operators, this guide offers itself as a benchmark for best practice; for those who are new to the industry,
this guide will undoubtedly offer guidance and advice for putting in place those systems necessary in ensuring your full compliance with
the law, and ultimately a safe and compliant fleet.
Also available below are links to a PSV daily walk round (first use inspection) check sheet and a vehicle maintenance flow chart, which are available to download and use for your own operation.
Guide To Maintaining Roadworthiness - PSV Item Poster
Example Flow Chart
Example Defect Sheet
