2018

 

TVM0233 - Driver qualifications - 211218

A member authority is seeking to utilise school caretaking staff to cover employed drivers for occasional absences.

They are seeking clarification on what driving qualifications are required:

1) What CPC qualifications are required for those employees who are not employed as drivers but, who do need to drive as part of their job?

2) If an employee has a d1 grandfather rights license, are they required have to have CPC to carry out temporary cover for a employed driver?

 

TVM0232 - Specialist Vehicle Body Design/Supply - 071218

A member authority is seeking to design a mobile project vehicle
The vehicle will require a 7.5 ton chassis and tail lift

Have you used a design company for past vehicles – if so who?
Can you recommend a specialist vehicle body builder?

 

TVM0231 - Vehicle and van numbers - 041218

A member authority would like information on the following:

The number of RCVs/ PODs and the number of vans in each council?

They would appreciate it if the vans could be broken down by small, medium and large

 

TVM0230 - Fleet workshop review - 041218

A member authority is currently reviewing its fleet structure and would be grateful to receive information on the following questions:

a) What is your operational workshop structure?

b) What are your workshop operating hours, and how is this covered? (shift patterns etc)

c) Do you carry out Ground Maintenance repairs on site and how many resources are allocated to this?

d) Do you carry out MOTs for taxis and private hire vehicles?

e) Do you have an in house fleet procurement officer? And would you be willing to share the job description for this role?

 

TVM0229 - Grey Fleet Mileage and Home to Work Policies - 191118

A member authority is reviewing its requirements in respect of its employees using their own cars for work purposes and also for those who take Council vehicles home.

Use of Own Car for Work Purposes

• Have you established a travel hierarchy?
• Do you operate a pool car system and if so, is it a requirement that pool car availability be determined before an employee can use their own car for work purposes?
• Do you have a policy that covers the above items?

Work to Home to Work in Council Vehicles

• Do you permit employee’s to take vehicles home, and if so, in what circumstances?
• Do you levy a charge in respect of the vehicles being taken home?
• Do you have a policy that covers the above items?

 

TVM0228 - Reversing assistance - Refuse Collection Vehicles - 051118

A member authority is seeking to revise its guidance for reversing of Refuse Collection Vehicles.

What arrangements do you have in place for dynamic or mandatory reversing?
E.g. requirement to deploy reversing aids, use of reversing assistant etc.

 

TVM0227 - Scope of the DCPC (Drivers Certificate of Professional Competence) - Scenario question - 231018

A Fleet Manager within a member authority would value colleagues’ thoughts on the following scenario:

In your professional opinion, is the following scenario subject to a drivers certificate of professional competence qualification (DCPC)? Yes or No?

Scenario:

“A Highways operative is driving a vehicle greater than 3500kg and less than 7200kg (i.e. O Licence Vehicle) whilst carrying out highway maintenance activities within 100km of the driver's operating base. The driver is required to carry passengers to the site and the equipment/materials carried on the vehicle are required to perform his primary activities . Note - driving is not the driver's principal activity”.

 

TVM0226 - Contract hire companies for the supply of cars & minibuses - 111018

This authority is keen to hear what experiences other member authorities have had when using contract hire companies to supply vehicles, specifically:

1. Please could you detail your experience of using contract hire companies for the supply of cars & minibuses (including wheelchair accessible) for the Operation of your Fleet with or without maintenance?
2. What company do you use?
3. Can you detail how this has impacted on your costs including details on annual hire costs, maintenance, return charges – increased/decreased?
4. How reliable have they been regarding meeting service schedules if maintenance included?
5. Are your vehicles prioritised for repair/breakdown if maintenance included?
6. Any other details you think relevant?

 

TVM0225 - Security Van for the Collection / Transportation of Cash - 111018

This authority would like to know if other Councils have purchased or leased a security van for the collection and transportation of cash? If so, they would like to know:

1. Could you share the specification?
2. Would you be willing to share the purchase / lease cost?
3. Was this procured through a framework or a standalone tender?

 

TVM0224 - Jetter requirements - 280918

This authority would like to hear about other APSE members’ experiences (good or bad) concerning the purchase of a new Jetter, taking in considerations such as:

• Jetter located on a trailer or
• Jetter located inside a vehicle / van
• Driving licence
• Vehicle weights
• Working pressures
• Ancillary equipment
• Warranty
• H&S Training

The unit will be used mostly by Building & Housing Services for usual drainage works.

 

TVM0223 - Earned Recognition - 190918

We are evaluating how far local authorities have progressed with earned recognition to date
At the end of August 2018, 2 local authorities are listed as having been successfully accredited

• Have you applied?
• Have you been audited?
• If not, do you have a timescale for joining the scheme?

 

TVM0222 - Dockless Hire Bikes - 100918

A member authority is evaluating the use of dockless bikes in their area

Please can you share information on the following:

• What are your general thoughts on these bikes? Do the benefits outweigh the disadvantages?
• Do you have any kind of working relationship with any of the hire bike companies? If so, is it productive?
• Have you banned these bikes, or are bans/restrictions being discussed?
• What do you do with abandoned bikes? How many do you deal with each month?
• Do you have any advice/tips for getting the best out of these bikes and delivering for communities?
• Do you receive resident complaints about these bikes?

 

TVM0221 - SEND / Adult Transport - 060918

A member authority is seeking to compare their SEND / Adult Transport costs

Please can you supply the following:
Childrens:
• % and number of children with an EHCP who are in receipt of transport
• Average trip cost
• Average journey length
• Average time on board
• % of children transported who are in a wheelchair
• % of children transported on an individual basis.
• % and number of children who receive another form of assistance; i.e. Bus pass, independent travel training, personal allowance.
• Average cost of a personal payment.

Adults with learning difficulties / Older peoples:
• Average trip cost
• Average journey length
• Average time on board
• % of those transported who are in a wheelchair
• % of those transported on an individual basis.

If you collect benchmarking data already, what are your indicators?

 

TVM0220 - Driving Assessments - 230818

Do you carry out driving assessments, and if so:
• What type and weight of vehicle do you use ?
• If the vehicles used are over 3.5t, what exemption / derogation do they use for the following:
o Drivers hours
o Driver CPC
o Goods Operator Licence

Do you carry out Minibus assessments?
• For schools / academies / other ?
• Do you charge for this service ?
• What type / size of vehicle / no. of seats ?

• What exemption / derogation do you use for the following:
o Drivers hours
o Driver CPC
o PSV Operator Licence

• Do you operate these vehicles under Section 19 permits ?

 

TVM0219 - Procurement Arrangements - Vehicle Parts Supplies - 200818

A member authority is reviewing their Fleet workshop arrangements for spare parts

Please can you supply the following information:

1. Do you use only OEM, OE or Aftermarket parts during the warranty period?
If only OEM or OE parts, do you continue with this arrangement during the life of the vehicle or just during the warranty period?

2. If Aftermarket parts are used do you specify that these must be of "OE quality" and ask for certification to prove its quality standard?
How do you procure general vehicle parts (OE, OEM or Aftermarket) i.e. what procurement strategies have proved particularly effective and/or are there existing public sector frameworks that can be utilised?

3. What procurement route is used to cover ad-hoc purchases from local suppliers?

4. Who undertakes these procurement routes on behalf of the Workshop?

5. Do you use vehicles or parts supplier on-site spare parts stock arrangements (consignment stock), where supplier maintains parts stock on site and Council is invoiced for only the parts they consume?
If yes, are these maintained for the life of the vehicles or only during warranty periods? How are annual price increases agreed?

6. Does your workshop have management control over the vehicles parts store or is this part of another department?

7. What is the percentage split in terms of value of parts, between parts carried in stock to non-stock, ad-hoc parts supplied?

 

TVM0218 - Example options appraisals for Vehicle Maintenance services - 130818

A local authority is shortly to undertake an options appraisal for the delivery of Vehicle Maintenance services to look at different models of delivery. To help them on their way, they would be very grateful for example options appraisals undertaken within other APSE member authorities.

If you have conducted an options appraisal for Vehicle Maintenance services over the last 5 years and would be happy to share details of what you considered and concluded, please send brief details of the options considered and the outcome of the decision-making process along with any documents detailing the approach.

 

TVM0217 - Speed Infringements - 130818

A member authority is keen to understand what processes are in place to deal with speeding offences, as indicated by telematics reports.

How, within your authority would you respond if a driver had committed repeat speed offences, as indicated by telematics reports from the vehicle?

Copies of any supporting documentation, indicating any related procedures in place would also be very helpful.

 

TVM0216 - Driving Permits - 010818

A member authority currently issues individual drivers with a paper driving permit.
This allows drivers and managers to identify the type of vehicle each driver is authorised to use:

They would like to know if other authorities use (or have previously used) a driver permit system? and if so:

• Do you this for all employees (including schools)?
• Do you do this as a one off or renew on a calendar basis?
• How is the system administered and delivered?
• What does the permit consist of (e.g. physical document / electronic authorisation, etc.)?
• Have you stopped using a permit system or recently introduced one, and if so, what were the main reasons for doing so?
• Do you have any formal processes, policies or procedures they would be willing to share?

 

TVM0215 - Vehicle maintenance support contracts - 250718

A member authority is seeking to update the contract services is uses for vehicle maintenance

Please can you assist with the following:

• A specification for vehicle breakdown and recovery (over 3.5 tonne vehicles, including , waste wagons)
• Agent for vehicle parts/spares rather than having a large number of suppliers
• Tyres - use of a managed service and your experience.

 

TVM0214 - Whole family approach - Home to School Transport / Cycling - 060718

A member authority is reviewing their home to school transport policy

1. Do you take a whole family approach to home to school transport?
i.e. if a family has 3 children and one child is eligible for transport due to SEN or disability, would you consider offering support to the family as a whole. An example might be offering breakfast club to the 2 mainstream children and provide a mileage allowance to enable the parent to drive their other child to their school

2. Do you consider cycling initiatives as part of your mainstream home to school provision?

 

TVM0213 - Maximum allowable driver weight - 030718

A member authority is seeking guidance on maximum weights for driver seats
They have concerns that some drivers are exceeding the maximum weight specified by the manufacturer for the drivers seat.

Do you have a policy on the maximum weight of drivers?
Do you keep details of manufacturers maximum loading on their seats?

 

TVM0212 - Body shop repair tenders - 250618

A member authority is seeking a tender for body shop/accident repairs

• Have you tendered this service in the past?
• Do you have specifications for the standard of repair?
o If so please can you share them?
• What accreditations/ISO standards do you require?

 

TVM0211 - Integrated Transport Unit for SEN & Adult Transport - 220618

A member authority currently operates SEN and adult transport separately
They are seeking to being the services together into an Integrated Transport Unit
Have you investigated the potential of an in house or arms-length integrated transport unit?
Has integration resulted in any of the following?:
• Reduced expenditure and improved the client client experience
• An attempt to create a unit but did not achieved it
• Explored the option and
• increased the in-house provision
• outsourced the service

 

TVM0210 - Sourcing an Apprenticeship provider for Level 2 & 3 ‘Big Wheels’ Apprenticeship - 190618

A member authority is keen to hear how colleagues within the membership have sourced a training provider for the ‘Big Wheels’ Apprenticeships, providing training at Level 2 & 3 in HGV maintenance.

They have not found a provider who is willing to travel to East Anglia through the Government website and are keen to understand what training providers colleagues within APSE member authorities are using.

If you provide training for Level 2 & 3 ‘Big Wheels’ HGV maintenance Apprenticeship, I would be grateful if you could indicate who provides your training and any suggestions you may have for how this authority might be able to support Apprentices to complete this training in the absence of a suitable provider sourced through the Government Apprenticeship’s website.

Where you may be able to invite any training companies who may want to assist to get in touch, this would be greatly appreciated too.

 

TVM0208 - Use and Maintenance of Refuse Collection Compaction Vehicles - 070518

A local authority is reviewing the use and workshop inspection frequency of refuse collection compaction vehicles and would be grateful for your input on the following two questions to help steer their approach:

1)      Does your refuse collection compaction vehicles go onto ‘rough ground’ landfill sites to empty their loads?

2)      What is the actual workshop inspection frequency of your refuse collection compaction vehicles?

 

TVM0207 - Transport Budgeting - 070518

A member authority is looking at how other members account for transport expenditure

Do you:
• Hold all transport maintenance finances for the authority?
• Invoice service departments on every vehicle through the garage?
• Sell you services outside the authority?
• Make a surplus on works undertaken?
        o Is the surplus set  as a target?

 

TVM0206 - Transport Manager's JD/Pay/Responsibility - 300418

A member authority would like to receive the following information:

• How do you ensure your Transport Manager is afforded the requisite ‘continuous and effective responsibility’?
(required by Statutory Document No. 5 - Transport Managers - Version 5 issued September 2017 by the Traffic Senior Commissioner;)
• What is the scope of responsibility of your Transport Manager?
                (i.e. is the role only responsible for fleet management and maintenance, or is it also responsible for other services e.g. Passenger Transport)
• The Job Description/Person Specification for your Transport Manager?
• Their Salary band?

 

TVM0204 - Transport Budget surplus 2018/19 - 200318

The member authority sets their transport section a target to make a surplus over the financial year
• Are you required to make a surplus?
• What is your target for 2018/19?

 

TVM0203 - Home to School Transport Responsibilities - 140318

A member authority is seeking to amend its Home to School Transport Policy

A cohort of children attend an (alternative/special) academy for primary and secondary pupils with Social, Emotional and Mental Health difficulties.
They live within the distance criteria i.e. under 3 or 2 miles and do not have a physical disability preventing them from being able to walk to school
The Authority currently provides a taxi service because the school claim that they will not arrive at school if left to walk in themselves.

They wish to know the following:

Do you transport children to school via a taxi, under your Home to School transport policy, who would most likely not arrive at school if left to their own devices?

Who do you consider responsible:
• Home to School transport to provide a taxi service to ensure attendance?
• The parent/carer and school to ensure attendance themselves?

If you have a home to school policy document covering this occurrence, please share it

 

TVM0202 - Racking in Vans - 220218

A member authority is reviewing the policy on racking systems within their van fleet

Please can you supply the following information:

• Do you allow drivers to rack out the vans themselves ?
- If so, what risk assessments have been undertaken in terms of rigidity and load bearing ?
- If not, do you procure modular racking systems instead ?
• Are periodic or spot checks undertaken on condition and use of the racking ?

 

TVM0201 - LGV fitters / mechanical fitters salary levels - 200218

A member authority would like to hear from others with details of salary levels for LGV fitters / mechanical fitters.

Please provide details of job titles and salary ranges.

 

TVM0200 - Driver Collision Policy - 160218

A member authority is considering the introduction of a points based system for those employees involved in a motoring collision
It is envisaged this runs alongside the disciplinary policy with any action taken relating to the accumulated points, e.g. further training, written warning.

• Do you have a similar schemes in operation?
• If so do you have a scale of points/associated action?

Copies of related disciplinary policy would be welcomed

 

TVM0199 - Tyre Fitting - 080218

A member authority is reviewing their Tyre fitting operation
Please supply the following information

• Do you retain an internal tyre fitter and what are the cost / service benefits in doing so?
• How many tyre fitters do you employ?
• Do you have your own tyre stock and tyre bays to work in?
• Do you have tyres contracts in place through formal frameworks?
• What percentage of work is split own / external?

 

TVM0199 - DVSA Testing Scheme - 050218

This local authority would be grateful if other local authorities could provide information on the following Questions about the DVSA Testing Scheme :-

The DVSA have introduced a quarterly booking system and Authorised Test Facilities (ATF) apply for test slots by time.

1. Are you receiving responses in a reasonable time period from the DVSA - ATF booking system?
2. Are you receiving the correct amount of booking slots to accommodate the amount of vehicles that require testing?
3. Do you think the DVSA Testing Scheme is working well?
4. Are you receiving regular communication and updates from the DVSA about the testing scheme’s lack of tester issues?

 

TVM0198 - Transport Workshop Operating hours - 310118

A member authority is reviewing the operation of its Transport workshops
They wish to determine when others operate their workshops.

Do you operate:
• 24/7?
• Weekdays only? - Between what times?
• Shifts – how many and between what times?
• Other?

 

TVM0197 - Fuel Bunker Management - 250118

A member authority is seeking to review the management of fuel bunker systems at its main depots.

The information requested is as follows:

General:
1) Do you operate bulk fuel storage at its depot(s) for road diesel, rebated diesel and/or petrol for use by its own vehicles and plant?
2) For road diesel what is the bunker storage capacity, in operating  days?
3) If you store and dispense petrol, do you maintain a petroleum license to operate this system - if not, what exemptions are applied?
4) Does the Authority operate other refuelling options, eg external fuel cards etc

Hardware/infrastructure Management (Pumps/tanks etc)
1) Is there a formal Annual Maintenance Contract in place with a 3rd Party Contractor to maintain this infrastructure - if not what is the maintenance arrangements?
2) If you have a 3rd party Maintenance Contract in place:-
• On what basis is the contract priced, eg Time & Materials inside normal hours, plus?
• How many maintenance visits are specified/year
• Are the operating hours covered by the Contract?
• What is the response time required?
• What KPI's are used to monitor the performance of the Contractor
• Who within the Authority is responsible for the management of this system & its contracts?

Fuel Data Management:
1) is a Computerised Fuel Management System (CFMS) installed to cover all internal vehicle/plant refuelling transactions?
2) if you have a CFMS:-
• Is this maintained by the same Contractor who maintains the pumps etc?
• If they are not maintained by the same Contractor does this give rise to conflicts, or how are these best avoided/resolved?
• What CFMS system is used?
• Does the CFMS interface at the refuelling island automatically capture the vehicle's data or does the Driver manually input this data?
• Who within the Authority is responsible for the management of this system and ensuring data from both internal and external fuel sources are accurate and complete?

 

TVM0196 - Fleet Strategy Document - 020118

A member authority is reviewing their Fleet Strategy.

• Please can you share a copy of your own strategy document.