Reclamation Supplement to Federal Property Management Regulations

Part 38 Motor Equipment Management

Subpart 114S-38.5 Scheduled Maintenance

114S-38.501-70 Lubrication Standards (Motor Vehicles and Heavy Equipment).

Motor vehicles and heavy equipment will be scheduled for periodic chassis lubrication, change of crankcase oil, gear box lubricant, converter fluid, and safety equipment at intervals recommended by the manufacturer. An increase in the prescribed interval frequency may be necessary depending upon local conditions.


114S-38.502 Motor Vehicle Checklist.

(a) Reclamation Checklist. New motor vehicles usually receive some predelivery servicing by the manufacturer at time of shipment from factory. However, upon receipt of new vehicles, the following minimum checking will be performed by qualified Reclamation or contract personnel on all vehicles:

(1) Factory checkout label on windshield (GSA contract requirement).

(2) Engine oil level.

(3) Air cleaner and breather caps; if oil bath-type cleaner, check oil level.

(4) Lubricants in transmission, differential, and power takeoff, if any.

(5) Level of coolant and low-temperature value of antifreeze, if any.

(6) Water level in battery. If low, check for cracks.

(7) Battery and cable connections for tightness.

(8) Radiator hoses and connections for tightness and leaks.

(9) Oil and fuel lines and connections for leaks.

(10) Fan belt for proper size and position.

(11) Remove band over master cylinder vent hole.

(12) Check brakes for working order (road test prior to initial assignment).

(13) All lights (dash, headlights, right and left signal, stop, overhead interior).

(14) Instruments and switches, operation and readings.

(15) Horn and windshield wipers.

(16) Windshield, rearview mirrors, windows and operating mechanisms, doors, and locks.

(17) Wheels.

(i) Tires and pressure.

(ii) Tightness of lug nuts (proper torque setting).

(iii) Security of cotter pins in front-wheel spindles.

(18) Heater and defroster operation and performance.

(b) Commercial Checklist. When initial servicing of new vehicles is obtained through local distributors, either by local procurement or under GSA contract, the checklist used in servicing vehicles will be obtained and placed in the Equipment Historical Record files.


114S-38.502-70 Warranty.

Under GSA contracts, manufacturers are required to guarantee vehicles against defective materials and workmanship for a certain period of time and/or a number of miles. This guarantee consists of immediate replacement of defective assemblies or parts, without cost to the Government, f.o.b. the manufacturer's nearest dealer, or to the original destination, whichever is designated by Reclamation.

Most equipment manufacturers employ field representatives and engineers whose services are normally without charge. The manufacturers' representatives will be of assistance in solving difficult repair problems, equipment failures, and other problems related to operation of their equipment. They may be helpful in obtaining parts and repairs under warranties which normally might not be obtained through local dealers. If adjustment appears to be under warranty proceed as prescribed in FPMR 114S-26.501-6(b)(3). Office heads should contact the respective companies whose equipment is being operated to learn whether there are such representatives and how they may be contacted.


114S-38.502-71 Motor Vehicle Maintenance.

Reclamation's maintenance program for motor vehicles is based on inspections, lubrication services, and preventive maintenance to reduce and eliminate possible major repair expenses. When extensive repairs do become necessary, the costs thereof will be weighed carefully against replacement cost, taking into consideration such factors as age, past repair history, and probable future program requirements for the equipment.

(a) All officials will be responsible for the execution of all phases of the maintenance program falling within their field of supervision and activity. These officials will ascertain that instructions and directives issued relative thereto, are adequately publicized and distributed. Operators and users of equipment are responsible for the preventive maintenance checks as specified herein, and for making reports of deficiencies which require corrective maintenance in order that appropriate action may be taken.

(b) Each driver will ensure that the vehicle is operating satisfactorily and that any scheduled services, as indicated by the Maintenance Service Data sticker, are obtained on schedule. Offices are encouraged to develop a reporting mechanism for reporting any noted deficiencies. The check given a vehicle in connection with a lubrication service need not be formally documented; however, the completion of the lubrication service will be noted on the Maintenance Service sticker and placed either on the dash of the vehicle or inside of driver's door panel, and chassis lubrication (check included) will be noted on the cover of the Equipment Historical Record (jacket file), as provided in FPMR 114S-38.4970-6.

(c) Lubrication standards for motor vehicles are covered in FPMR 114S-38.

(d) The Maintenance Service Data, Form 7-1323 (see FPMR 114S-38.4970-8), commonly referred to as the service sticker, will be displayed prominently on the dash of each motor vehicle or inside driver's door panel to indicate to drivers and servicemen the viscosity and grade of engine oil to be used in the vehicle, and the schedule for services next due. As the various services are performed, the sticker will be updated (erased and changed) to show the point in time and distance when that service will again become due. A blank space has been provided on the last line of the sticker for use as deemed appropriate.


114S-38.502-72 Motor Vehicle Inspection Reports.

Formal inspections of motor vehicles will be documented on appropriate inspection forms. Reclamation inspection forms list only the minimum services or checks which are expected to be performed at prescribed intervals under normal circumstances. Items such as "compression test" have not been included since it is not desired that this type of work be performed routinely. However, when vehicle performance indicates the desirability of checking engine compression or of performing checks or services not listed, such items will be added to the inspection form by the person authorizing the inspection.

Form 7-1776, Service and Inspection Work Order will be used to record the following three types of motor vehicle services:

Type A - Periodic Servicing (optional as determined by Regional Director)

Type B - Semiannual or 6,000-mile inspection (includes items in type A)

Type C - Annual or 12,000-mile inspection (includes items in types A and B)

The accomplishment of the inspection is to be summarized on the outside cover of the Equipment Historical Record jacket file or via use of REMMS, and the inspection report form will be filed therein (see FPMR 114S-38.4970-9). Upon completion of the foregoing, the inspection stub portion of Form 7-1776 need not be retained in the Equipment Historical Record.


114S-38.502-7115 Manufacturers' Service Manuals.

Most manufacturers of equipment publish and make available to customers complete repair and tune-up data in the form of shop manuals. Bulletins are also issued from time to time covering changes in specifications and suggested repair methods, based on reports from field stations. Operating offices should request manufacturers to furnish current data applicable to the makes of equipment used. The heads of operating offices will ensure that this material is furnished to shop foremen, or other responsible personnel, where repair is accomplished by Reclamation personnel or by contract arrangement.


FPMR-21 - 11/21/95