SOP-OPS-FLT-001Fleet Management & Vehicle Operations

Document Information

Section 1 – Purpose, Scope & Legal Authority

1.1 Purpose

This Standard Operating Procedure establishes the policies, procedures, and standards governing the safe operation, maintenance, assignment, and accountability of all fleet vehicles and trailers owned, leased, or operated by Heaven Sent Community Services and Veterans Assistance (HSCVS).

The purpose of this SOP is to protect personnel, the public, and organizational assets; ensure regulatory compliance; support grant reporting; and enable efficient disaster response deployments.

1.2 Scope

• All paid staff, volunteers, and contractors who operate any HSCVS vehicle or trailer.
• All vehicles and trailers in the HSCVS fleet, including cargo vans, box trucks, pickup trucks, all trailer types, and the Emergency Command RV (ECRV).
• All operations whether routine, program-related, or emergency activation.
• Fleet operations at all HSCVS facilities, staging areas, and deployment sites.

1.3 Legal Authority & Regulatory Framework

All HSCVS fleet operations are governed by the following regulatory framework. Personnel must be familiar with applicable requirements for the vehicles they operate.

1.4 Consequences of Non-Compliance

• Personal civil or criminal liability for the driver.
• HSCVS insurance coverage denial or policy cancellation.
• Loss of federal or state grant funding and mandatory fund return.
• Termination of employment or volunteer status.
• Regulatory fines, penalties, and CMV out-of-service orders.
• Organizational reputational damage and loss of nonprofit status.

1.5 Policy Owner & Revision Authority

This SOP is owned by the HSCVS Chief Executive Officer (CEO). Revisions require written approval by the CEO. The document is reviewed annually or following any significant fleet incident, regulatory change, or major activation. All revisions are tracked in the document version history maintained by the Fleet Manager.

Section 2 – Fleet Inventory & Asset Management

2.1 Fleet Register Overview

Heaven Sent Community Services and Veterans Assistance maintains a comprehensive fleet of vehicles and trailers capable of supporting disaster relief, community services, and emergency operations. The complete Fleet Register (Form FLT-REG-01) is maintained by the Fleet Manager and updated within 48 hours of any acquisition, disposition, or status change.

2.2 Fleet Register — Form FLT-REG-01

Each vehicle in the HSCVS fleet must have a complete record in Form FLT-REG-01. The following fields are required for every registered asset:

• Vehicle/Trailer Type and Description.
• Year, Make, Model, and Color.
• Vehicle Identification Number (VIN).
• Florida License Plate Number.
• Current Insurance Policy Number and Carrier.
• FEMA Asset Tag Number (if applicable — for federally-funded assets).
• Assigned Primary Driver (name, license number, CDL class if applicable).
• Date of Last Inspection (pre-trip or DOT periodic).
• Registration Expiration Date.
• Current Mileage / Engine Hours (updated monthly).
• Grant Funding Source (if vehicle was acquired with federal/state grant funds — cross-reference to FIN-200).
• Current Operational Status: Active / Out of Service / Reserve.
• Location / Home Base.

2.3 Federally-Funded Vehicle Tracking (FIN-200 Linkage)

• FEMA or funding agency asset tags must be affixed to the vehicle in a visible location.
• Equipment records must be retained for 3 years after final disposition per 2 CFR 200.333.
• Federal share of proceeds must be returned to grantor upon disposal if vehicle has remaining useful life.
• Any change in the use of federally-funded equipment must be approved by the funding agency.
• Annual certification of equipment inventory submitted to Finance Director by January 31 each year.

2.4 Vehicle Disposition Procedures

1. Fleet Manager submits a Vehicle Disposition Request to the CEO with justification, current fair market value estimate, and remaining useful life assessment.
2. For vehicles originally purchased with federal funds, Finance Director determines federal share and obtains written disposition approval.
3. CEO provides written authorization for disposition.
4. Proceeds from sale of federally-funded vehicles must be applied to new equipment of the same type or returned to the federal agency per 2 CFR 200.313(e).
5. Vehicle record in FLT-REG-01 is updated to “Disposed” status with disposition date, method, and proceeds.
6. License plates returned to Florida DHSMV if required; title transferred per Florida Statute 319.
7. Insurance coverage removed after confirmation of disposition.

Section 3 – Driver Qualifications & Authorization

3.1 General Driver Requirements

No person may operate any HSCVS vehicle or trailer without first completing the driver authorization process described in this section. Authorization is vehicle-class specific — authorization to operate one vehicle class does not automatically authorize operation of a different class.

• Valid driver's license appropriate for the vehicle class.
• Minimum age: 21 years for all HSCVS vehicles and trailers.
• Clean Motor Vehicle Record (MVR) — no more than 2 minor violations in the past 3 years.
• No DUI/DWI convictions within the past 5 years.
• Completion of HSCVS Driver Safety Orientation (minimum 2 hours, documented).
• Successful completion of a vehicle-class-specific road evaluation conducted by the Fleet Manager or designated evaluator.
• Signed Driver Authorization Form (FLT-AUTH-01) on file.
• Current, valid vehicle-class-specific training if operating the ECRV.

3.2 License Requirements by Vehicle Class

3.3 Motor Vehicle Record (MVR) Requirements

• Initial MVR check required before any driver authorization is granted.
• Annual MVR review conducted for all authorized drivers — January 1 of each year.
• Immediate MVR check triggered upon accident, traffic citation in an HSCVS vehicle, or report of a DUI arrest.
• No more than 2 minor violations in 3 years; any major violation results in immediate suspension pending CEO review.
• CDL holders: any disqualifying offense per 49 CFR 383.51 results in immediate removal from CDL-required duties.

3.4 Driver Authorization Process

8. Candidate submits Driver Authorization Request to Fleet Manager with copy of current driver's license and any CDL certificates.
9. Fleet Manager initiates MVR check through Florida DHSMV or authorized third-party provider.
10. MVR reviewed against HSCVS standards; results documented.
11. Candidate completes HSCVS Driver Safety Orientation (2 hours minimum).
12. Vehicle-class-specific road evaluation conducted by Fleet Manager.
13. Fleet Manager completes Form FLT-AUTH-01 and submits to CEO for final approval.
14. Approved FLT-AUTH-01 filed in Personnel Records and Fleet Management file.
15. Driver added to Authorized Driver List and briefed on GPS monitoring disclosure.

3.5 Annual Driver Review

All driving authorizations expire annually on December 31. The Fleet Manager initiates the annual renewal process by November 1 each year.

• Current MVR check with no disqualifying violations.
• Confirmation of continued valid driver's license and required CDL/endorsements.
• Completion of any updated training required by regulation or HSCVS policy.
• Renewed and signed FLT-AUTH-01 on file before December 31.

Drivers whose authorizations expire without renewal are suspended from driving HSCVS vehicles until renewal is complete. No exceptions are permitted.

Section 4 – Pre-Trip & Post-Trip Inspection Procedures

4.1 Overview and Legal Requirement

Federal Motor Carrier Safety Regulations (49 CFR 396.13) require drivers of commercial motor vehicles to complete a pre-trip inspection before each trip and review the previous driver's vehicle inspection report. HSCVS extends this requirement to all fleet vehicles regardless of whether they technically meet CMV thresholds, ensuring uniform safety standards across the fleet.

4.2 Pre-Trip Inspection Checklist — All Vehicles (Universal Items)

4.2.1 Documentation

• Vehicle registration — current and valid.
• Proof of insurance — current policy card in vehicle.
• HSCVS vehicle assignment authorization.
• Driver's license (appropriate class for vehicle).
• Pre-trip inspection form (FLT-INSPECT-01) — blank copy for this trip.

4.2.2 Engine Compartment

• Engine oil — level and condition.
• Coolant — level and condition, no visible leaks.
• Power steering fluid — level.
• Brake fluid — level.
• Windshield washer fluid — level.
• Belts and hoses — no cracks, fraying, or leaks.
• Battery — secure, terminals clean, no corrosion.
• Air filter — visible inspection for cleanliness.

4.2.3 Exterior Walk-Around

• Tires — tread depth, inflation, sidewall condition, no embedded objects.
• Wheels and lug nuts — all present, no rust trails, properly torqued.
• Lights — headlights, taillights, brake lights, turn signals, hazard lights, reverse lights, marker lights.
• Mirrors — clean, properly adjusted, no cracks.
• Windshield — no cracks obstructing driver vision.
• Body panels — no damage that creates sharp edges or affects vehicle structure.
• Frame and undercarriage — no visible cracks, unusual rust, or damage.
• Exhaust system — no unusual smoke, leaks, or damage.
• Fuel level — sufficient for trip; fuel tank cap secure.

4.2.4 Cab Interior

• Seat belts — functional, no fraying, buckle engages properly.
• Horn — operational test.
• Windshield wipers and washers — operational.
• Mirrors — all adjusted for driver.
• Parking brake — holds on grade.
• Service brake — pedal firm, no excessive travel.
• Steering — no excessive play.
• Dashboard warning lights — none illuminated.
• Air brake gauge (if equipped) — pressure builds to operating range before release.
• Emergency equipment — fire extinguisher, first aid kit, reflective triangles/flares, emergency contact card.
• GPS device — powered on and tracking confirmed.

4.3 Additional Pre-Trip Items by Vehicle Class

4.3.1 Box Trucks — Additional Checks

• Cargo door seals intact; door latches secure.
• Cargo area clean, no hazardous materials, floor not damaged.
• Liftgate hydraulic fluid level, safety latch functional, surface clean and non-slip.
• Air brakes (if equipped) fully checked.
• Coupling kingpin (if semi-trailer configuration) visually inspected.

4.3.2 ECRV — Additional Checks

• All slides retracted before travel.
• Leveling jacks fully retracted and secured.
• Generator secured for travel.
• Satellite dish/antenna lowered and secured.
• All roof vents and skylights closed.
• Water tank fill valves closed; no visible water leaks.
• Propane tanks closed for travel per NFPA 58.
• Interior items secured.

4.3.3 Trailers (General) — Additional Checks

• Hitch coupler latched and safety pin installed.
• Safety chains properly crossed under tongue.
• Breakaway cable connected to tow vehicle.
• Trailer lights operational.
• Trailer tires in safe condition.
• Wheel chocks removed and stored.
• All doors, ramps, and panels closed and latched.
• Tongue jack retracted and secured.
• Trailer brake controller operational test completed.
• Load secure with no shifting cargo.

4.4 Defects Requiring Immediate Grounding (Out-of-Service Criteria)

• Any brake system defect.
• Steering defect exceeding tolerances or with binding/pulling.
• Tire with tread below minimum, visible cords, sidewall damage, or flat.
• Non-functional headlights, brake lights, or turn signals.
• Windshield crack in driver's direct line of sight.
• Fuel leak of any kind.
• Engine overheating or oil pressure warning light illuminated.
• Air brake system pressure below 60 PSI after full build-up.
• Generator fuel leak on generator trailer.
• Trailer hitch not properly seated or safety chains broken/missing.
• ECRV slide not fully retracted or leveling jacks not secured.

4.5 Post-Trip Inspection & Defect Reporting

16. Conduct a post-trip walk-around inspection using the same checklist items as the pre-trip inspection.
17. Note any new damage, mechanical issues, or equipment concerns on Form FLT-DEFECT-01.
18. Report defects requiring repair to the Fleet Manager within 2 hours of return; safety defects immediately.
19. Park the vehicle in the designated area and turn in the FLT-INSPECT-01 and any FLT-DEFECT-01 forms.
20. Fuel the vehicle to full before return if fuel level is below 1/4 tank.

Section 5 – Trailer Operations

5.1 Overview

HSCVS operates a diverse fleet of specialized trailers for disaster relief, emergency services, and community support operations. All trailer operations require specific training, appropriate tow vehicles, and adherence to weight limits and safety procedures.

5.2 Tow Vehicle Selection Requirements

• Tow vehicle GVWR plus trailer GVWR must not exceed the tow vehicle's Gross Combined Weight Rating (GCWR).
• Hitch receiver class must be appropriate for the trailer tongue weight and GVWR.
• Trailer tongue weight must be between 10%–15% of total loaded trailer weight.
• If the combined GVWR exceeds 26,001 lbs, a Class A CDL is required.
• Trailer brake controller must be installed and functional in the tow vehicle if the loaded trailer weight exceeds 3,000 lbs.

Note: All weights listed are estimates. Verify actual trailer plate/VIN weights and confirm against tow vehicle specifications before each deployment. When in doubt, consult the Fleet Manager.

5.3 Standard Hitching Procedure

21. Verify tow vehicle has the appropriate hitch receiver, ball size, and tongue weight rating. Confirm brake controller is installed and functional.
22. Back the tow vehicle to within 12 inches of the trailer coupler. Use a spotter at all times during backing.
23. Lower the coupler onto the hitch ball and verify coupler size matches ball size.
24. Latch the coupler and install the safety pin or locking mechanism.
25. Raise the tongue jack fully and secure in the travel position.
26. Cross the safety chains under the tongue in an “X” pattern and connect to the tow vehicle.
27. Connect the trailer electrical plug and test all trailer lights.
28. Connect the breakaway cable to a structural point on the tow vehicle.
29. Connect trailer brake controller wire and test trailer brake activation if equipped.
30. Remove all wheel chocks and store them.
31. Pull forward slowly 5 feet and apply brakes firmly to test trailer brake engagement.
32. Complete Form FLT-TRAILER-01 with second qualified person verification.

5.4 Standard Unhitching Procedure

33. Park on level ground whenever possible; if on a slope, chock wheels before unhitching.
34. Disconnect breakaway cable and secure on trailer tongue.
35. Disconnect safety chains and hang them properly.
36. Disconnect trailer electrical plug and keep it off the ground.
37. Lower tongue jack until trailer sits level or slightly nose-up.
38. Open the coupler latch and carefully drive the tow vehicle forward while a spotter watches.
39. Place wheel chocks on both sides of at least two trailer tires before leaving unattended.
40. Verify trailer is on stable, level ground and extend stabilizer jacks if needed.

5.5 Brake Controller Setup

• All trailers over 3,000 lbs loaded weight require a functioning trailer brake controller in the tow vehicle.
• Proportional controllers: set gain at factory default and adjust until trailer brakes engage smoothly without locking up.
• Time-delayed controllers: set delay time per manufacturer recommendation and adjust gain until stops are smooth.
• Before each trip, perform a brake controller test at 5–10 mph to confirm trailer brakes engage independently.
• Any brake controller malfunction is an out-of-service condition for the trailer.

5.6 Level and Stabilizer Deployment

• Use a bubble level to verify trailer is within 1 degree of level in both directions.
• For shelter, shower, laundry, and kitchen trailers, extend stabilizer jacks at all four corners until contact is made with the ground.
• Do not use stabilizer jacks for lifting.
• Use stabilizer foot pads on soft ground, gravel, or asphalt.
• Generator trailer must be level before starting generator; block wheels and do not rely on stabilizers alone.
• Pet trailer stabilizers must be extended before deploying ramps or loading animals.

5.7 Generator Trailer — DOT Placard Requirements

• Gasoline (UN1203) and Diesel (UN1202) are regulated hazardous materials when transported in bulk.
• Tanks of 119 gallons or greater require placards on all four sides.
• Tanks under 119 gallons in non-bulk packaging require placards only if aggregate quantity in transport exceeds thresholds.
• Fleet Manager determines placard requirement and ensures placards are affixed prior to road movement.
• Driver of placarded generator trailer must have DOT Hazmat awareness training; shipment-specific training required per 49 CFR 172.704.
• Shipping papers must be in the cab within driver's reach for all placarded loads.

Section 6 – ECRV (Emergency Command RV) Operations

6.1 ECRV Overview and Role

The HSCVS Emergency Command RV serves as a self-contained mobile incident command post, communications hub, and field operations center during disaster response activations. It provides office workspace, communications infrastructure, sleeping quarters for on-duty personnel, water and sanitation, and independent power generation capability.

6.2 Startup and Systems Check Procedure

6.2.1 Pre-Trip Systems Check (Before Travel)

41. Complete standard pre-trip vehicle inspection and ECRV-specific items.
42. Verify all slide-outs are fully retracted and locked for travel.
43. Verify all leveling jacks are fully retracted and secured.
44. Close and secure all exterior compartments, bay doors, and storage hatches.
45. Lower and secure satellite dish and any roof-mounted antennas.
46. Close all roof vents and skylights.
47. Secure all interior loose items.
48. Close propane tank valves before travel.
49. Confirm water fill valve, gray water, and black water valves are closed.
50. Verify fuel tank and generator fuel levels are sufficient.
51. Start engine and allow it to warm up 3–5 minutes; verify warning lights extinguish.
52. Test brakes and steering in a clear area before entering traffic.

6.2.2 Site Setup Sequence (Upon Arrival)

53. Park on the most level available surface with consideration for satellite line-of-sight and site traffic flow.
54. Apply parking brake and chock wheels on both sides.
55. Connect to shore power if available before deploying slides.
56. Level the ECRV front-to-back first, then side-to-side.
57. Extend auto-leveling jacks or manually deploy stabilizer jacks per manufacturer sequence.
58. Deploy slide-outs in manufacturer-specified sequence after confirming clearance.
59. Open roof vents for ventilation as appropriate.
60. Raise satellite dish or deploy Starlink dish.

6.3 Generator Startup Sequence

61. Verify generator fuel level — minimum 1/4 tank before starting.
62. Open the generator compartment door or verify exterior ventilation is adequate.
63. Prime the fuel system if starting cold after extended storage.
64. Start the generator per unit design.
65. Allow generator to stabilize at operating speed before transferring load.
66. Verify AC output voltage and frequency on the generator panel.
67. If ECRV is on shore power, do not start the generator; use one power source at a time.
68. Transfer load to generator using the transfer switch per ECRV electrical design.

6.4 Satellite Dish / Starlink Setup

69. Clear the area above the ECRV for the satellite dish and identify obstructions.
70. For roof-mounted dish systems, extend the mast from the operations panel and keep personnel clear.
71. For separate Starlink units, place the dish in an open, elevated position with clear sky view.
72. Allow 5–15 minutes for satellite acquisition and verify internet connectivity.
73. Before moving the ECRV, retract roof-mounted dish fully and pack any Starlink equipment. Never move the ECRV with communications equipment deployed.

6.5 Shore Power Connection Procedure

74. Verify shore power pedestal voltage matches ECRV requirements.
75. With ECRV loads off, connect the shore power cable: ECRV first, then pedestal.
76. Turn on shore power at the pedestal breaker.
77. Verify acceptable AC voltage on the ECRV panel.
78. Do not connect shore power if extension cord is damaged, connectors are corroded, or voltage is outside acceptable range.
79. On departure, disconnect shore power at the pedestal first, then disconnect from ECRV.

6.6 Water and Wastewater Procedures

• Use only NSF-certified potable water hoses for freshwater fill.
• Gray water must be disposed of at an approved dump station or sanitary sewer connection.
• Black water must be dumped only through approved sanitary facilities.
• Tank dumping sequence: connect sewer hose, open black water first, then gray water, rinse if available, wear gloves, and wash hands thoroughly.
• Sanitize the freshwater tank at the start of each deployment longer than 3 days per manufacturer guidance.

6.7 Winterization

If the ECRV is to be stored or operated in temperatures at or below 32°F, it must be winterized to prevent freeze damage to water lines and tanks. The ECRV Winterization Checklist must be completed and signed by a certified ECRV operator.

• Drain all freshwater lines, tanks, and water heater.
• Blow out lines with compressed air per manufacturer procedure.
• Add approved RV antifreeze to drain traps and toilet.
• Confirm LP furnace and heat tape (if equipped) are functional.
• Avoid black water and gray water freeze by insulating tanks if operating in sustained sub-freezing conditions.

Section 7 – Fuel Management

7.1 HSCVS Fuel Card Policy

• Fuel cards are issued to specific vehicles or specific authorized personnel, not for general individual use.
• Each fuel card is assigned to the Fleet Manager or specific operational commander during activations.
• The driver assigned to a vehicle is authorized to use that vehicle's fuel card for that vehicle only.
• Fuel cards must be stored securely in the vehicle glovebox or Fleet Manager's possession when not in use.
• Lost or stolen fuel cards must be reported to the Fleet Manager and CEO within 1 hour of discovery.

7.2 Authorized Fuel Purchases

HSCVS fuel cards may be used only for fuel for HSCVS fleet vehicles, fuel for HSCVS generator trailers and portable generators during activations, and fuel for HSCVS power tools during disaster response operations.

Fuel cards may not be used for engine oil, coolant, most other fluids, vehicle wash services unless specifically authorized, food, beverages, retail items, or personal vehicles.

7.3 Mileage and Fuel Log (Form FLT-FUEL-01)

Every fuel purchase must be recorded on Form FLT-FUEL-01, regardless of dollar amount. Required entries include date and time, vehicle ID, driver name, station name and location, odometer reading, fuel type, quantity, total cost, fuel card last four digits, purpose/mission/activation name, and receipt status.

7.4 Generator Fuel Tracking for FEMA Reimbursement

• Maintain a separate Generator Fuel Log on FLT-FUEL-01 with “GENERATOR” noted in the Vehicle ID field.
• Record generator hour meter start and end hours alongside each fuel purchase.
• Capture the specific FEMA disaster declaration number in the purpose/mission field.
• Preserve all original receipts or certified copies.
• Document generator make/model, serial number, and fuel consumption rate on the first log entry for each deployment.
• Submit generator fuel logs to Finance Director within 5 business days of FEMA activation closeout.

7.5 Bulk Fuel Storage Compliance

• Florida Statute 376.303 and 62-762 FAC govern petroleum storage systems.
• SPCC Plans are required under 40 CFR 112 for facilities above storage thresholds.
• Portable fuel containers must be stored in a ventilated area away from ignition sources, labeled, and kept in secondary containment.
• No fuel storage greater than 25 gallons is permitted inside any HSCVS enclosed building without Fire Marshal approval.
• All fuel storage areas must be marked with NFPA 704 hazard diamonds and “No Smoking — Flammable Liquid” signs.

7.6 Fuel-Full Return Policy

All HSCVS vehicles must be returned to their home base or assigned parking location with a full fuel tank unless the Fleet Manager has specifically authorized a different arrangement. Failure to return vehicles with a full fuel tank without authorization will be documented and addressed in the driver's performance record.

Section 8 – Preventive Maintenance Program

8.1 Overview

A disciplined preventive maintenance program is essential to fleet safety, longevity, regulatory compliance, and readiness for emergency activations. HSCVS maintains a PM schedule for every vehicle and trailer in the fleet, and all maintenance is documented in Form FLT-MAINT-01.

Preventive maintenance takes priority over operational convenience. No vehicle may be dispatched beyond its scheduled maintenance interval without written authorization from the Fleet Manager and documentation of the specific operational need.

8.2 Maintenance Schedule by Vehicle Class

8.2.1 Cargo Vans and Pickup Trucks

8.2.2 Box Trucks

• Air brake system inspection annually or every 50,000 miles.
• Liftgate hydraulic system checked monthly; hydraulic lines inspected annually.
• Cargo door seals and latching hardware inspected at each pre-trip and replaced annually.
• DOT periodic inspection annually per 49 CFR 396.21 by a qualified inspector.

8.2.3 Trailers

8.2.4 Generator Service

8.3 Authorized Repair Vendors

• Detailed invoices itemizing parts and labor are required.
• OEM or equivalent quality parts must be used.
• Minimum 90-day warranty on parts and labor.
• Vendors must accept HSCVS purchase orders or fleet payment cards.
• Emergency repairs and roadside service capability during activations are preferred.

Repairs at non-authorized vendors require prior written approval from the CEO except in emergency roadside situations where the vehicle must be made safe to drive or tow. All such repairs must be reported to the Fleet Manager within 24 hours with receipts.

8.4 Pre-Deployment Full Inspection Requirement

• All pre-trip inspection items completed and documented.
• All fluid levels verified full.
• Tire pressure set to maximum recommended cold pressure for loaded operation.
• Spare tire present, properly inflated, and accessible.
• Emergency equipment complete and inspected.
• All systems tested under load.
• Generator full fuel tank, oil at full, start-up and run test if applicable.
• Fleet Manager signs off on the FLT-INSPECT-01 form for all pre-deployment vehicles.

Section 9 – Accident & Incident Procedures

9.1 Overview

The safety of personnel and the public is the highest priority following any vehicle accident or incident. HSCVS drivers and vehicle operators must be prepared to respond calmly, effectively, and in compliance with legal requirements following any accident, regardless of severity or perceived fault.

9.2 Immediate Steps After an Accident

80. Stop immediately and do not leave the scene.
81. Assess for injuries and call 911 if anyone is injured.
82. Move to safety if the vehicle is drivable and remaining in position creates a hazard.
83. Secure the scene with reflective triangles or flares; if fuel is leaking, keep everyone away and call 911.
84. Call 911 if not already done; request a police report even for minor incidents whenever possible.
85. Notify the HSCVS CEO within 1 hour by phone; if unreachable, contact the Operations Director.
86. Do not admit fault or agree to any settlement at the scene.
87. Document the scene with photos/video of vehicles, damage, license plates, road conditions, traffic signals, and positions of vehicles.
88. Exchange information with other drivers.
89. Collect witness information.
90. Complete Form FLT-ACCIDENT-01 at the scene or as soon as possible after.

9.3 Insurance Carrier Notification

HSCVS insurance carrier must be notified within 24 hours of any accident involving an HSCVS vehicle, regardless of fault or dollar amount. The Fleet Manager is responsible for making the insurance notification call, and the CEO must be kept informed of all insurance claims.

9.4 Police Report Requirements

• Any accident involving injury or death.
• Any accident where total property damage exceeds $500.
• Any hit-and-run accident.
• Any accident where the other driver is uninsured or refuses to provide information.
• Any accident involving a commercial motor vehicle as defined by FMCSA.

Even when not legally required, HSCVS policy requires drivers to request a police response whenever possible.

9.5 Post-Accident Drug and Alcohol Testing

• Any accident resulting in a human fatality.
• Any accident resulting in a citation to the HSCVS driver and medical treatment away from the scene.
• Any accident resulting in a citation to the HSCVS driver and a vehicle requiring towing.
• The CEO may require testing at his discretion for any accident regardless of the above criteria.

Testing must be completed as soon as practicable and within 8 hours for alcohol and 32 hours for controlled substances. Refusal to submit when required will be treated as a positive result and result in immediate suspension pending investigation.

Section 10 – Vehicle Assignment & Dispatch During Activations

10.1 Dispatch Authority

During non-activation periods, the Fleet Manager is the sole authority for vehicle dispatch and assignment. During emergency activations, dispatch authority is delegated to the Incident Commander or Operations Section Chief for vehicles assigned to the activation, subject to Fleet Manager oversight.

• All vehicle assignments are recorded in Form FLT-DISPATCH-01.
• No vehicle may leave a staging area or HSCVS facility without a completed dispatch log entry.
• The Fleet Manager maintains the authoritative vehicle status board showing current location and assignment of all fleet assets.

10.2 Dispatch Procedure

91. Driver receives vehicle assignment from Fleet Manager or IC/OSC.
92. Driver verifies appropriate license class and current authorization.
93. Driver completes pre-trip inspection and signs FLT-INSPECT-01.
94. Fleet Manager or IC/OSC completes Vehicle Dispatch Log entry on FLT-DISPATCH-01.
95. GPS tracking is confirmed active before departure.
96. Driver confirms communications check at departure.
97. Driver checks in every 4 hours during long-haul trips over 200 miles or over 4 hours one-way.

10.3 GPS Tracking During Activations

• All HSCVS vehicles deployed during emergency activations must have GPS tracking active.
• Fleet Manager or IC/OSC monitors GPS tracking board throughout the activation.
• Vehicles that stop transmitting GPS signal must be checked via radio or phone within 15 minutes.
• GPS data is preserved for FEMA and grant reporting documentation of vehicle deployment hours and mileage.

10.4 Communication Check-In Requirements

• Departure confirmation at departure.
• Routine check-ins every 4 hours during long-haul trips.
• Arrival confirmation at destination.
• Return confirmation upon return to staging area or home base.
• If a driver misses a scheduled check-in and is unreachable after 30 minutes, activate Vehicle Welfare Check Protocol including GPS review and, if necessary, law enforcement welfare check.

10.5 After-Hours Dispatch Authorization

• Prior authorization from the Incident Commander or CEO is required.
• Completed FLT-DISPATCH-01 with IC/CEO signature or documented phone authorization.
• GPS tracking confirmed active before departure.
• Buddy system strongly recommended for after-hours long-haul operations.
• CEO notified of all after-hours departures at or before departure.

10.6 Convoy Procedures for Multi-Vehicle Deployments

98. Designate a Convoy Commander.
99. Designate a Tail-End Charlie.
100. Conduct a convoy briefing before departure.
101. Establish convoy order with heaviest and slowest vehicles at the front.
102. Set convoy spacing: minimum 4-second following distance in normal conditions.
103. If a vehicle must stop, Tail-End Charlie stops behind it, Convoy Commander is notified, and convoy accounts for all vehicles.
104. Check in as a unit at each scheduled interval.
105. All convoy vehicles are logged as a group on FLT-DISPATCH-01.

Section 11 – Vehicle Security & Personal Use Policy

11.1 Zero Tolerance: No Personal Use of HSCVS Vehicles

Personal use includes, but is not limited to, personal errands, travel to or from home unless specifically authorized in writing, allowing unauthorized passengers or drivers, personal hauling or storage, storing personal property in HSCVS vehicles more than 24 hours, or operating HSCVS vehicles for any for-profit personal business activity.

11.2 GPS Monitoring and Disclosure

• Vehicle security — detecting unauthorized movement or theft.
• Operational accountability — confirming authorized HSCVS use.
• Driver safety — enabling welfare checks if communication is lost.
• Grant and FEMA documentation — verifying deployment hours, routes, and mileage.
• Accident investigation support.

All authorized drivers receive and sign a GPS Monitoring Disclosure Notice as part of FLT-AUTH-01. GPS data showing personal use, unauthorized route deviations, or unauthorized stops may result in disciplinary action including termination.

11.3 Overnight Parking and Security

11.3.1 Home Base / Facility Parking

• All vehicles not on active deployment must be returned to the designated HSCVS facility or approved storage location.
• Facility gates and security measures must be engaged at the end of each day.
• Trailers must be stored with wheel locks or hitch locks installed when not connected to a tow vehicle.
• ECRV stored in designated location with leveling jacks slightly extended for stability, all doors locked, wheel chocks deployed, and utility connections disconnected.

11.3.2 Field/Deployment Overnight Parking

• Park in a well-lit, visible area whenever possible.
• All vehicles must be locked and windows closed. Do not leave keys in unattended vehicles.
• If parking in an unsecured area, report vehicle location to Fleet Manager/IC and consider buddy-vehicle parking.
• Generator trailers must have tank/access locked, hitch lock installed if unhitched, and wheels chocked.
• Report suspicious activity or security concerns immediately.

11.4 Vehicle Key Control

• Fleet Manager maintains a master key board with hooks labeled for each vehicle.
• Keys may only be checked out by an authorized driver for an authorized purpose.
• Key checkout and return are logged in the FLT-DISPATCH-01 system.
• Lost or missing keys must be reported immediately; CEO notified within 1 business day.
• No duplicate keys without Fleet Manager and CEO written authorization.
• Keys are never left in unattended vehicles.

11.5 Consequences for Personal Use Violations

Section 12 – Demobilization & Fleet Return

12.1 Overview

Proper demobilization and fleet return procedures ensure vehicles are returned to operational readiness, FEMA documentation is completed for cost recovery, and fleet assets are properly accounted for and cached for the next deployment. Demobilization is as operationally important as mobilization and must not be rushed or abbreviated.

12.2 Post-Activation Vehicle Cleaning and Inspection

106. Remove all personal items, HSCVS supplies, and equipment; account for all HSCVS property against the deployment manifest.
107. Wash all exteriors and remove mud, debris, bug accumulation, and road film.
108. Clean all interiors, vacuum, mop, sanitize surfaces, and clean windows.
109. For trailers, drain and sanitize tanks and inspect for storm or field damage.
110. Perform post-trip inspection on FLT-INSPECT-01 and complete FLT-DEFECT-01 for any issues noted.
111. Photograph any damage found during post-activation inspection.

12.3 Damage Assessment

• Minor damage: document and schedule repair at next maintenance interval unless it affects safety or appearance significantly.
• Moderate damage: document and repair before next deployment.
• Severe damage: ground immediately, notify CEO, notify insurance within 24 hours, and obtain repair estimate.
• Damage attributable to accident or negligence: document on both FLT-ACCIDENT-01 and FLT-DEFECT-01 with CEO review before return to service.

12.4 Fuel-Full Return Policy

• Driver fuels vehicle to full before returning to home base or staging area.
• Generator trailers refilled to capacity with purchases recorded on generator fuel log.
• If fueling full is not possible for documented operational reasons, Fleet Manager must be notified and level documented on return.
• Fleet Manager verifies fuel level on return and notes discrepancies in FLT-RETURN-01.

12.5 Fleet Return Process — Form FLT-RETURN-01

A completed FLT-RETURN-01 is required for every vehicle and trailer returning from an activation. This form closes out the vehicle's activation record and confirms readiness for recaching or reassignment.

12.6 FEMA Equipment Use Log Closeout

112. Compile all FLT-FUEL-01 generator fuel logs and verify receipts are attached.
113. Compile all FLT-DISPATCH-01 logs and verify departure/return times and mileage.
114. Export GPS tracking data for all deployed vehicles covering the activation period.
115. Calculate total equipment hours, total miles driven, and total fuel consumed by asset.
116. Complete FEMA Force Account Equipment Summary using documented hours, rates, and costs.
117. Submit completed FEMA equipment documentation to Finance Director within 5 business days of activation closeout.
118. Archive all original documentation per 2 CFR 200.333 record retention requirements.

12.7 Vehicle Return to Cache or Reassignment

Appendix A – Complete Forms Reference

The following forms are referenced throughout this SOP. All forms are maintained by the Fleet Manager. Digital versions are maintained in the HSCVS document management system. Physical copies must be stocked in each vehicle's document folder and at the Fleet Manager's office.

Appendix B – Pre-Trip Inspection Checklist

This checklist is the official HSCVS Pre-Trip Inspection Form (FLT-INSPECT-01). It may be reproduced freely for operational use. A copy must be completed for every trip. Defects noted must be transferred to Form FLT-DEFECT-01.

Defects Noted (describe location and nature of each defect):

__________________________________________________________________________________________

__________________________________________________________________________________________

Driver Signature: X ____________________________________________    Date: _______________________

Overall Status: ☐ Vehicle Approved for Operation    ☐ Defect(s) Noted — See FLT-DEFECT-01    ☐ Vehicle Grounded — Do Not Operate

Appendix C – Vehicle & Trailer Quick Reference Cards

Each card below provides a one-page reference summary for a vehicle or trailer type in the HSCVS fleet. These cards are laminated and kept in each vehicle and at the operations center.

Cargo Van — Quick Reference

Box Truck — Quick Reference

Pickup Truck — Quick Reference

Shelter / Shower / Laundry / Kitchen Trailers

Generator Trailer — Quick Reference

Chainsaw Trailer — Quick Reference

Pet Trailer — Quick Reference

ECRV — Emergency Command RV — Quick Reference