State Fleet Management - Colorado.gov
State FleetManagementVehicleOperator’sManual(This manual must remain in vehicle)colorado.gov/dca/fleet
The Driver’s Manual is intended to give the driverimportant information on his/her responsibilitieswhile using a state vehicle. It is intended to beinformational and concise, providing guidelinesconforming to Capital Assets/Central Services Rules.It is not intended to be an all-inclusive operationsmanual.This manual can be accessed atwww.colorado.gov/dca/documentsforms-0Capital Assets Rules are combined with CentralServices and can be accessed atwww.colorado.gov/dcs/dcs-rules-statutes
Table of ContentsSection IQuick Reference . . . . . . . . . . . . . . . . 1A. Important Phone NumbersB. Outside Denver Area Tow VendorsC. State Operated GaragesSection IIDriver’s Responsibilities . . . . . . . . . . 8A. Monthly MileageB. Preventive MaintenanceC. Emissions Test and RegistrationD. Fuel Card and Types of FuelE. Daily Care of VehiclesF. Vehicle Collision ProceduresG. Use of VehicleH. Travel Outside of ColoradoI. Vehicle Turn-In RequirementsJ. Public PerceptionSection IIIMaintenance and Repair . . . . . . . . . 16A. Emissions Test ProceduresB. Tires and GlassC. Preventive MaintenanceD. Vehicle Repair/Preventive Maintenanceand TowingE. After-Hours Emergency RepairsSection IVCollision Information . . . . . . . . . . . 20A. Collision ProceduresB. Reporting a Collision to SFMC. Repair Authorizationi
Section IQuick ReferenceA: Important Phone NumbersColorado State Fleet Management1001 E. 62nd Ave., Rm. A-18Denver, CO 80216Main Phone: 1-800-723-8023 or303-866-5222Fax: 303-866-5511 or 303-866-5580Call Center — Authorizations for Repair1-800-356-3846 or 303-866-55667:00 a.m. to 5:00 p.m.Towing Services in Denver Metro Area(24 hours a day, 7 days a week)Joe’s Towing—303-428-9242After Hours Assistance5:00 p.m. to 7:00 a.m. Weekends call theNational Auto Club—1-866-329-3471Account #8503758000 or1-800-356-3846 (Call center support)Division of Risk Management1313 Sherman St., Suite 114Denver, CO 80203303-866-3848 or1-800-268-8092 (Colorado only)Fuel Card (Voyager)Customer Service 24/71-800-987-6589Fuel Card ReplacementsState Fleet Management 1-800-723-8023or 303-866-5222Police 9111
2Company ALAYTONS TOWINGALAMOSA81101(719)ALAMOSASOUTHSIDE SALVAGE & TOWING ALAMOSA81101(719)ALAMOSAALAMOSA CAR CARE CENTER INC.ALAMOSA81101(719)AURORA EXTREME TOWING & RECOVERYAURORA 80010 (303)BAILEY BAILEY TOWING BAILEY 80421 (303)BENNETTSHERER AUTO PARTSBENNETT80102(303)BRUSHBRUSH AUTO SALVAGEBRUSH80723(970)BRUSHA & R AUTOMOTIVE SERVICEBRUSH80723(970)CANON CITYBUDDY RAYS AUTO CARE CENTER CANON CITY81212(719)CANON CITYHOLT TOWINGCANON CITY81212(719)CASTLE ROCKWESTSIDE TOWING INC.CASTLE ROCK80109(303)COLORADO SPRINGSRANDYS HIGH COUNTRY TOWING COLORADO SPRINGS80903(719)COLORADO SPRINGSCHECKERS WRECKERSCOLORADO SPRINGS80910(719)DENVER METROJOE’S TOWINGCOMMERCE CITY80022(303)DENVER METROM & M TOWINGCOMMERCE80022(303)CRAIGTOMMYS TOWING & AUTO REPAIR CRAIG81625(970)Tow AreaB: Outside Denver Area Tow Vendors
3Company NameVICTORY MOTORS OF CRAIGARROWHEAD AUTO & EQUIP REPAIRDILLON TOWING/SUMMIT MOBILEMcNIGHTS TOWINGBODEANS TOWINGA/A AMERICANTOWINGBASIN TOWING & REPAIRFIRST CLASS TRUCK & AUTO SERVICESILVERHEELS TOWING & RECOVERYAUTOWORKS REPAIR & TOWINGDOUBLE S TOWING SERVICECHOICE TOWINGSCOTTS TOWING & AUTOC & J AUTO SERVICEARMSTRONG SERVICE CENTERA-A TOWINGGLENWOOD SHELLALPINE MOTORSTow ANSFAIRPLAYFLAGLERFLAGLERFORT COLLINSFORT COLLINSFORT LUPTONFORT MORGANFOUNTAINGLENWOOD SPRINGSGLENWOOD OEVANSFAIRPLAYFLAGLERFLAGLERFORT COLLINSFORT COLLINSFORT LUPTONFORT MORGANFOUNTAINGLENWOOD SPRINGSGLENWOOD 7-1158867-5393382-5244945-8286945-6025Phone
4Company -5114PhoneGOLDENDENVER WEST TOWINGGOLDEN80401(303)GOLDENCORNER MECHANICGOLDEN80403(303)GRANBYWRANGLER TIRE & TUNEGRANBY80446(970)GRANBYSTEVE’S TOWING & REPAIRGRANBY80446(970)GRAND JUNCTIONGIRARDIS TOWINGGRAND JUNCTION81504(970)GRAND JUNCTIONZARLINGO’S AUTOMOTIVEGRAND JUNCTION81506(970)GRAND JUNCTIONJIM FUOCO MOTOR Co.GRAND JUNCTION81501(800)GRAND JUNCTIONDANS TOWINGGRAND JUNCTION81526(970)GREELEYALL AMERICAN AUTO TOWINGGREELEY80631(970)GREELEYSUPERIOR TOWINGGREELEY80632(970)HOTCHKISSHUNT’S TOWINGHOTCHKISS81419(970)IDAHO SPRINGSALLIED TOWINGIDAHO SPRINGS80452(303)IDAHO SPRINGSSILVER CITY AUTOMOTIVE & TOWING IDAHO SPRINGS80452(303)KREMMLINGRENEGADE OFF ROADKREMMLING80459(970)LAKE GEORGEALPINE TOWING & RECOVERYLAKE GEORGE81211(719)LAMARRON AUSTIN REPAIR SHOPLAMAR81052(719)LAMAR HOOKS TOWING LAMAR 81052 (719)LONGMONTNORTHSIDE TOWINGLONGMONT80501(303)Tow Area
5Company LONGMONTRELIABLE TOWING & REPAIRLONGMONT80501LOVELANDCHUCK’S TOWINGLOVELAND80537LOVELANDTRIAD POWER SYSTEMSLOVELAND80539GRAND JCT/MONTROSE PRO TOWMONTROSE81402MONTE VISTAACE TOWINGMONTE VISTA81144MONTROSEM & H TOWING & REPAIRMONTROSE81402MONUMENTMONUMENT TOWINGMONUMENT80132ORDWAYCHUBBUCK MOTOR Co.ORDWAY81063PAGOSA SPRINGSBUCKSKIN TOWING & REPAIRPAGOSA SPRINGS81147PAGOSA SPRINGSFRONTIER TOWINGPAGOSA SPRINGS81147PARKER1ST CLASS TOWINGPARKER80134PARKERPARKER TOWING INC.PARKER80134PEYTONSNOWY MOUNTAIN TOWING EAST PEYTON80831PUEBLO WAYNE’S TOWING PUEBLO 81003PUEBLO EGGIMANN AUTO PUEBLO 81005PUEBLO VIDMAR MOTOR PUEBLO 81003PUEBLO WILCOXSON PUEBLO 81003ROCKY FORDSTEIR OIL Co.ROCKY FORD81067Tow Area
6Company NameALPINE TOWING & RECOVERYSUMMIT AUTOMOTIVE GROUPAMERICAN TOWINGHILLTOP GARAGETLC AUTOMOTIVE & TOWING, LLCKELLY’S TOWING & AUTO REPAIRDANIELS TOWING & AUTO REPAIRHILLY’S HOOKER SERVICETHIRD STREET AUTO REPAIRTow NIDADWALSENBURGWINTER GTRINIDADWALSENBURGWINTER 810738-3310726-5841332-4649Phone
C. State Operated GaragesALAMOSAAdams State College208 EdgemontPhone: 719-587-7951BUENA VISTABuena Vista Correctional FacilityPhone: 719-395-2404DELTADelta Correctional Facility1140 E. 10 RoadPhone: 970-874-7614DENVER METROFort Logan Mental Health4390 W. Oxford AvenuePhone: 303-866-7216Colorado State Patrol15203 W. 12th AvenueGolden, CO 80401Phone: 303-273-1666Department of Transportation (Fall 2018)2300 W. 11th AveDenver, CO 80218Phone: 303-757-9260PUEBLOPueblo Mental Health1600 W. 24th StreetPhone: 719-546-4257RIFLEDOC Rifle Correctional Center200 County Road 219Phone: 970-625-17007
Section IIDriver’s ResponsibilityAll items listed in this section are theRESPONSIBILITY of the STATE DRIVER!A. Monthly Mileage NotificationIt is the driver’s responsibility to report the actualending odometer reading each month to the vehiclecoordinator for their agency before month-end.B. Preventive Maintenance (PM) ScheduleIt is mandatory to follow the preventivemaintenance schedule for your individualvehicle as prepared by SFM. Call the SFM CallCenter at 303-866-5566 or 1-800-356-3846for clarification. Have the listed servicesperformed when due—as close as possibleto each scheduled interval. SFM policy willnot approve services prior to the scheduledmileage or scheduled date unless the vehicle isequipped with a computer-controlled indicator.If your vehicle is used in “severe service”situations, ask your vehicle coordinator to callSFM to approve a shorter service interval.Repairs required due to lack of preventivemaintenance may be billed to the UsingAgency and could increase your agency’soperating expenses.C. Emissions Test & Registration RenewalsIt is the driver’s responsibility to keep thefollowing items with each state vehicle they drive: Current emissions compliance(New vehicles are exempt for 7 years) Current registration in the vehicle Vehicle packetFor registration renewal instructions, contactthe Colorado Department of Revenueat 303-205-5607.Tickets issued because of expired registrationsare the responsibility of the driver.8
D. Fuel Card & Types of Fuel1. FUEL CREDIT CARD: Cards are assignedto vehicles, not drivers. Enter accurateodometer readings when using the fuelcard, do not enter the “tenths” digit.Please call your vehicle coordinator if youforgot your PIN number or have a damagedcard. Report lost cards to your vehiclecoordinator immediately. NOTE: The fuelcard is not to be used for any product orservice not sold at the fuel pump island.(Washes, oil, washer fluid are okay.)Do not leave cards in an unlocked vehicle atany time. In the summer, heat will warp thecards; please keep them in the vehicle packetlocked in the glove box. Do not write PINnumbers on the fuel cards or packets, keep ina safe place like a billfold, purse, or cellphone.2. Drivers should be purchasing fuelat State fueling systems whereverpracticable. Drivers should purchase thelowest cost per gallon fuel wheneverpracticable when using retail outlets.Use “best price locators” in advance of yourtrip to save time and money.3. REGULAR FUEL: Drivers shall use selfservice, regular grade gasoline whereveravailable for vehicles that cannot operateon alternative fuels. Premium grades offuel and full-service fuel may not bepurchased by the driver.4. ALTERNATIVE FUEL: Drivers are requiredto purchase and use alternative fuelwhenever practicable for State vehiclesthat are equipped to operate on electricity,E-85, propane, natural gas, and biodiesel. Unleaded fuel is available at thedowntown Motor Pool fuel pump locatedat 1525 Sherman Street in the alley.Contact the Motor Pool to register yourfuel card at 303-866-3030. Contact SFM forassistance.9
E. Daily Care of VehiclesDrivers are responsible for the day-to-day care oftheir vehicles. Drivers are responsible for thesecurity of the vehicle. Park in safe areas andlock the vehicle. No state employee is permittedto drive a vehicle that is unsafe or to ignore anunsafe condition. Follow the advice listed belowto keep your vehicle in a safe, operable condition.1. FLUIDS: Check the under hood fluids onyour vehicle weekly. Fill as necessary but haveyour vehicle checked if you are low on engineoil, automatic transmission or power steeringfluid, brake and clutch hydraulic fluid, orengine coolant. In order to prevent freeze-up,do not add plain water to the radiator, coolantreservoir, or windshield washer container.2. LEAKS: Look on the ground underthe vehicle for fluid leaks. Call SFMimmediately about any leakage.3. TIRES: Visually inspect the tires daily,look for embedded nails, and check regularlyfor uneven wear and for proper air pressure.Correct air pressure is the major contributorto extended tire life and increases fueleconomy. Recommended tire pressure isusually found on the driver’s doorpost.4. DAMAGE: Check the vehicle frequently forbody damage. Report any damage promptlyto SFM (See procedures and definition of anincident/collision in the Collision section.)5. IMPROPER USE: Do not drive your truck orsport utility through rivers, creeks, or streamsthat will exceed the limits of your vehicle. Donot drive sedans on four-wheel drive roads.Drivers and/or their agencies are responsiblefor the full amount of any damage caused byimproper use of their vehicle.6. FLAT TIRES: Drivers are responsible forreplacing a flat tire with the spare. Driversare responsible for changing the flat tire,if able to do so safely, and the vehicle isequipped with a spare tire and tools. Ifthe driver is unable to utilize the available10
spare tire, then please reference the listof tow companies found in Section 1 ofthis manual. If after hours, please contactNational Auto Club 866-329-3471.DO NOT drive the vehicle with a flat tire as itwill ruin the tire and/or the rim. Your agencymay be held responsible for the damages.7. LIGHTS: Check exterior lights and turnsignals regularly for proper operation.8. NOISES: Be alert for unusual noises thatcould signal mechanical problems. Call SFMimmediately to schedule an appointmentif needed.9. GAUGES: If the temperature gauge readsabnormally hot, the oil pressure gauge readslow, or the “Engine Light” is illuminated,STOP THE VEHICLE IMMEDIATELY and callSFM Maintenance Assistance at 1-800-3563846 or at 303-866-5566. For after-hoursrepair, see page 20 for further guidance.If the caution light (check/service enginelight, power loss light or emissions light)in vehicles is illuminated, it indicates apotential problem. Have the vehicle checkedas soon as possible. Vehicles still undermanufacturer warranty will be directed tothe nearest dealer.Vehicles under the new vehicle warrantythat are non-operable are covered under anation-wide roadside assistance program.Call the appropriate number for assistance,see page 16.10. ENGINE IDLING: An idling vehicle getszero miles per gallon, causes excessiveengine wear, and pollutes the air. Pleaserefrain from idling your vehicle unnecessarily.For further guidance, refer to SFM Anti-IdlePolicy on the website.11. CAR WASHES: Agencies are permitted2 car washes per month, per vehicle. Maxis 15.00 a wash. Fleet does not pay fordetailing.11
F. Collision ProceduresIn the event of a collision/incident, drivers arerequired to follow all procedures in the Collisionsection starting on page 20.G. Use of VehicleAs the operator of a State vehicle, the driver isresponsible for its proper use, service, andprotection. Each driver must be familiar withthe following guidelines:1. USE OF A STATE VEHICLE: State vehiclesare to be used for official state businessonly and may not be used for personalerrands, transporting family members, orpets. State vehicles may not be loaned toor driven by any unauthorized individual.2. DRIVERS LICENSE: Driver must possessa valid U.S. driver’s license for the class ofvehicle operated. (Responsibility for makingthis determination rests with the agencyemploying the driver).3. CITATIONS: Use of the State vehicle thatresults in Tickets, Tolls, Parking Fees orfines in general, are the responsibility ofthe agency and ultimately the driver.4. SEAT BELTS: Seat belts must be worn bydrivers and all passengers in a state vehicle.5. NO SMOKING: Smoking is not allowed instate vehicles.6. PARKING: State vehicles are prohibited fromusing the Regional Transportation District (RTD)Park and Ride parking lots unless you are usingRTD transportation services. All state vehicleswill be parked at the agencies home office orsatellite office locations. Parking state vehiclesovernight or on weekends at any RTD Park andRide facility is not allowed. If the driver isan approved commuter, the vehicle must beparked at the driver’s residence or an officialstate office location when not being used forofficial state business. Personal use of statevehicles is not allowed.12
7. ALCOHOL/DRUGS: State-owned vehiclesunder no circumstances may be operated byany individual who is under the influence ofalcohol or drugs.8. COMMUTING: The use by a state employeeof any state-owned vehicle for commutingmust be requested and approved in accordancewith DCS Administrative Rule 3.0.Personal use is never allowed.9. KEYS: SFM does not keep extra vehiclekeys. Drivers must pay directly for extrakeys or expenses to open a locked vehicle.Replacement keys for most late-modelvehicles contain an embedded computerchip, are available only from dealerships,and cost in excess of 100.SFM has key codes available for most 1998and newer vehicles.H. Travel Outside of Colorado1. Other Statesa. Must be approved by the agencyemploying the driver.b. The Fuel Card is accepted anywherein the USA including Alaska & Hawaii.However, the driver should verify thecard’s acceptance prior to the sale whenat an unfamiliar vendor.2. Outside of the Continental United States:Requires prior written notification andexplanation from the state agency to theState Fleet Manager. The letter shouldinclude a license plate number, dates, andyour acknowledgment of these procedures.a. Agencies must purchase all necessaryadditional liability and collision insurancebefore the vehicle is taken out of theUnited States. This expense will not besubject to reimbursement by SFM.b. The Fuel Card cannot be used outside ofthe USA. The state agency must pay all billsand keep track of receipts and present them13
to SFM for reimbursement upon return.The driver should contact his or her agencyand SFM before incurring an extraordinaryexpense. SFM is expected to reimburse fornormal charges only. Should the vehiclebecome inoperable while out of the country,the agency must contact SFM. The agencymust then deal with the foreign authorities,and return the vehicle to the United States.c. The vehicle should be parked in a securelocation and not left unattended while outof this country.d. Taking a state vehicle to Mexico is stronglydiscouraged. Use of state negotiated vehiclerental contracts is advised.I. Vehicle Turn-In RequirementsWhen a vehicle is returned to SFM, werequire the following:1. No appointment necessary unlessturning in an oversized vehicle or morethan 4 vehicles at a time. Turn-in vehiclesare accepted Mon–Fri, 8:00 a.m. to 4:30p.m. If you have questions call 1-800-7238023 or 303-866-5222.2. Verify with your Fleet Coordinator thatthe loan obligation for the turn-in vehicle hasbeen met. If not, your agency will be billedfor the remaining balance on the loan term.3. Remove all 2-way radios, cell phones,hands free equipment, security cages,law enforcement lighting equipment,and/or any other special equipment. Anyagency that has not removed all additionalequipment prior to turn-in, may incuradditional direct billed expenses.4. Remove all decals or emblems from thevehicle. Any agency that has not removedall additional branding prior to turn-in, mayincur additional direct billed expenses.5. Remove undercover plates and installoriginal state plates on the vehicle. Youmust have state plates on the vehicle and14
the current registration to turn in. Thisis the agency's responsibility. The vehicleshould be reasonably clean or washedbefore turning in.6. If the vehicle is in an “enhancedemission area,” please get an emissionstest if the test is over 9 months old. Bringin the original Vehicle Inspection Reportwhen turning the vehicle in.Enhanced emission areas include the fullcounties of Boulder, Broomfield, Denver,Douglas, and Jefferson as well as the partialcounties of Adams, Arapahoe, Larimer, andWeld. If you are coming to SFM from outsideof the enhanced emissions area and havetime please get an emissions test done. CallSFM at 1-800-723-8023 for locations andhours of operation or the Air Care ColoradoHotline at 303-456-7090.7. Vehicle should be cleaned out; removeall personal items, trash, food, papers, etc.8. Vehicle should have at least a ¼ tank ofgas at time of turn-in.9. When you arrive at SFM:a. Park the vehicle in any availablespace in the public parking lot.b. Record the odometer reading, gatherall keys, fuel credit card, and vehiclepacket with current registration and goto the DPA North Campus receiving deskat the West side entrance and requestassistance from State Fleet Managementfor vehicle turn-in.10. At SFM’s front
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