Vehicle maintenance

The Metro Vanpool fleet is a significant investment for our communities, so we strive to keep our fleet in great shape, and we need your help to do that.

Please make sure you know your expectations and responsibilities for vehicle maintenance. Responsibilities in this section pertain to drivers or maintenance contacts, except where noted.

Maintenance schedule

Your Maintenance Rideshare Services Representative (RSR) will schedule regular preventive maintenance with your group’s maintenance contact every 6 months or 6,000 miles. Please respond quickly to scheduling requests and be on time for all service appointments.

In between service appointments, drivers should alert their Maintenance RSR of any vehicle operation concerns, including defective equipment or new damage, as soon as possible. Your Maintenance RSR must authorize and schedule all vehicle service and repair visits.

Maintenance garage

A Maintenance RSR will assign your group vehicle to a maintenance garage that has capacity to service your vehicle. Staff will do what they can to assign a garage that is convenient to the driver, but at times garage capacities vary, so locations may also vary.

Please be patient with your Maintenance RSR and be responsive to communications while they coordinate the best available service and repair location and times. Most maintenance appointments happen just twice a year.

Loaner Vehicles

If your vehicle must remain in the garage for several days, a loaner vehicle may be assigned. As they are in constant rotation, loaner vehicles must be returned clean and with a fuel tank that is at least half full.

Please follow the same inspection routine with the loaner vehicle that you would for your group’s primary vehicle. Contact your Maintenance RSR if you have any concerns with your loaner vehicle.

Please follow these steps for all service and repair appointments. The drop off and pick up processes are similar. Your Maintenance RSR will contact you to return the loaner vehicle and pick up your primary vehicle.

Drop-off process

Take your vehicle to your assigned maintenance garage on the scheduled date and time.
Ensure the fuel tank is at least half full.
Empty your vehicle of personal belongings and any debris.
Record the miles you drive to and from the garage, as well as the odometer reading of your vehicle when you drop it off.
Check the loaner vehicle for body damage before leaving; report any damage to the garage and your Maintenance RSR.
Record the loaner vehicle’s odometer reading before leaving the garage. Remember to include the loaner information on your Monthly Report.
If you need to refuel, use the fuel card assigned to the loaner.

Pick up process

Return the loaner vehicle promptly at the scheduled time and date so the next group can use it.
Make sure the fuel tank is half full, remembering to use the loaner fuel card.
Empty the loaner of personal belongings and any debris.
Park where directed by garage staff.
Record the loaner vehicle’s ending odometer reading.
Check your primary vehicle for body damage before leaving; report any damage to the garage and your Maintenance RSR.
Before driving your primary vehicle, record the odometer reading to account for any miles driven during servicing.

Carpool reimbursement

We will make every effort to assist a group with a loaner if their vehicle is unavailable because of a breakdown, collision, or service. If a loaner vehicle is not available, you may be authorized to carpool. In authorized situations, carpool reimbursement will be provided to drivers of carpool groups of 3 or more.

Reimbursement will not be provided for situations outside of Metro’s control (such as driver unavailability, adverse weather, keys locked in the vehicle, or running out of fuel).

Similarly, drivers are not responsible for finding alternative transportation for riders who cannot use the vehicle due to personal circumstances (for example, temporarily conflicting work schedules or medical appointments).

There may be occasions when the vehicle will not be available and we encourage you and your group to establish backup plans in advance. Use your group’s communication protocols when plans change.

Vehicle upkeep

All group participants are responsible for keeping their vehicle clean. A vehicle returned in poor condition beyond normal wear and tear will be cleaned professionally at the group expense.

Each group participant should immediately clean up spills and remove garbage daily. Within your group, decide who will be responsible for the following upkeep tasks:

Wash the vehicle twice a month (make sure to remove bike rack if attached and using car wash).
Vacuum carpets and seats once a month.

Your assigned fuel card should be used to purchase a basic car wash at a participating car wash, up to twice per month. If other issues such as worn wiper blades are noted during a vehicle inspection, contact your Maintenance RSR for pre-approval before making any purchases.

The Vanpool Program does not reimburse expenses related to speeding, parking tickets, tolls, ferry fares, or items such as flashlights or first aid kits. If items such as wiper blades, deicer or keys are needed, please contact your Maintenance RSR for authorization before purchasing.

Page updated

Google Sites

Report abuse