Q: How can I schedule my vehicle for service?
A: Service appointments can be made at any time, Monday thru Friday, from 7:00am until 5:30pm. Services typically take 1 to 1 1/2 hours to complete. Customers may, at their option, wait until their vehicles are completed.
Q: What if my Fuel Key fails to work?
A: Fuel keys contain read-only chips which occasionally fail. By bringing the key to Fleet's office in Bartow, the contents of the key can be checked and re-encoded if needed.
Q: How do I reserve a motor pool vehicle?
A: Pool vehicles are available either at the Administration Building or Bartow Central Fleet. To reserve a car, SUV, or pickup, call Bartow Central Fleet at 534-5660.
Q: How do I reserve equipment from the Heavy Equipment Motor Pool?
A: Call Bartow Central at 534-5660. We can provide rates, equipment types, and availability.
Q: How do I schedule my vehicle for other maintenance beside oil changes?
A: Other work is not scheduled; it is performed on a first-come, first-served basis. For needs beyond oil changes, customers are asked to bring their vehicles to Fleet and to leave a written request for the services needed using the pre-printed forms at the Customer Service Counter adjacent to the Central Office.
Q: How do I turn in a vehicle on a permanent basis?
A: Deliver the vehicle to Fleet's Central garage in Bartow. Present the keys to anyone in the office, and tell them the vehicle is a permanent turn-in. Fleet will handle the necessary steps with Finance and Accounting.
Q: How will I know when my vehicle is ready?
A: On the pre-printed form mentioned above, a space is provided for your name and phone number. You will be notified when your vehicle is ready to be picked up. Please assure the phone number is the best number at which to contact you. Keys can be picked up at the same counter at which the write-up for services form was left.
Q: What do I do if my County vehicle fails on the road?
A: If the failure occurs during regular business hours, contact Fleet Management on Channel A6 on the 800mHz system, or phone Fleet Management at 534-5660. Service will be rendered immediately.
If the failure occurs after regular business hours, the on-call mechanic can be contacted via the Comm. Center using the 800mHz system or by calling 534-0360.
Q: What do I do if my County vehicle fails outside the County?
A: If the breakdown occurs during regular business hours, contact Fleet Management by phone at (863) 534-5660. After-hours breakdowns can be handled via the Comm. Center by calling (863) 534-0360.
Q: Where are the County's fuel sites, and what are their hours of operation?
A: Click this link to see the location of the fueling sites.
Q: I have a new employee what does fleet need?
A: FUEL SYSTEM: Provide Fleet (863/534-5660) the new hire's name, SSN#, and division name
FLEET SERVICE REVIEW: Explain how Fleet's services can be accessed or schedule a meeting between Fleet and the new employee so the employee can be fully informed about how Fleet can assist them.
MOTOR POOL: Fleet offers several vehicle types for daily/weekly rental. Anyone at Fleet can explain their simple pool vehicle reservation system at any time.
Q: What do I do when having a Fuel System Problem?
A: Fuel Key Doesn't Work: Fuel keys have a ROM chip embedded within which sometimes fails. Bring your fuel key to Fleet Management in Bartow and we'll check, repair or remake the key within 10 minutes of your arrival
Fuel Pump Doesn't Turn On: Fuel pumps are mechanical and sometimes break. If a pump isn't working, please contact either Fleet Management (863/534-5660) during business hours or the Communications Center (863/534-0360) after to report fuel pump problems. It's always helpful if you can describe exactly what you experienced when the pump didn't work.
LED Screen on Fuel Console isn't working properly: The fuel automated fueling system is similar to a personal computer and as such is vulnerable to operational hazards such as lightning. If you suspect the console isn't working properly, please contact Fleet during working hours (863/534-5660) or the Communications Center (863/534-0360) after hours. Please provide both the location of the fuel site and the problem being experienced.
Q: How do I report an Accident?
A: What to do (not to do) in case of an accident. Remeber, these are suggestions only. Individual situations may require alternative actions.
- DO THIS FIRST: REMAIN CALM
Check to see if anyone is injured - but do not attempt to move them.
If needed, call 911 for an ambulance.
Notify Communications Center (863/534-0360) immediately. Comm C will notify law enforcement, Risk Management, Fleet Management and your division or department.
- INFORMATION TO PROVIDE COMM C: Location of the accident - best detail you can provide (address, street, direction of travel) Report any injuries and whatever detail you can provide - DO NOT MOVE INJURED PERSONS! How to contact you at the scene (e.g. County Radio # & net, cell phone)
DO NOT ADMIT LIABILITY
DO NOT MOVE YOUR VEHICLE UNTIL ADVISED TO DO SO BY LAW ENFORCEMENT
It will assist the police investigation if all vehicles remain in the location where they came to rest.
Q: What do I do when locking the keys in the car?
A: CONTACT FLEET MANAGEMENT - 863/534-5660
THE FOLLOWING INFORMATION IS NEEDED: COUNTY DECAL NUMBER OF YOUR VEHICLE (e.g. 21055401) found on the front, rear or door jam of your vehicle SPECIFIC LOCATION OF YOUR VEHICLE IS YOUR ENGINE RUNNING Yes/No WILL YOU REMAIN ON-SITE WHEN FLEET RESPONDS? Please be advised, vehicles equipped with "key fobs" that electronically operate the door locks may require a tow truck as vehicle locking system may require reprogramming by the authorized dealer.
Q: How do I report miscalleous damage?
A: Vehicle damage can occur without your knowing about it. Parking lot dings, scrapes from tree branches, dents caused by other drivers other than yourself.
Because County vehicles are taxpayers' assets and property, the County takes any damage seriously. If you discover damage during your daily walk around, please report this damage to your supervisor as soon as you discover it.
Your supervisor should route the vehicle either to Fleet or to the nearest Fleet location for inspection. Fleet will make the final determination as to whether or not the damage will be repaired.
If you're unsure about whether or not to bring your vehicle to Fleet for inspection, please contact Fleet at 863/534-5660 and ask.
Q: What safety equipment is included in a county vechicle?
A: County Vehicles Are Equipped With:
- Fire Extinguishers
- Air Bags
- Side Curtain Air Bags (If Available)
- Reflective Decal Material
- Gps Location Devices
All Of The Above Are Enhancements To Improve Your Safe Operation Of County Vehicles.
Driver Training:
Risk Management Conducts Driver Safety Courses Including Defensive Driving. County Employees Are Required To Have The 4 Hour Defensive Driving Course Once Every 5 Years.
Commercial Driver's Licenses:
County Employees Are Required To Maintain The Proper Driver's License Consistent With Their Position Requirements, Including And Especially Florida Commercial Driver's Licenses (Cdl's). If You're Unsure Which Cdl Is Required For Your Position, Your Position Description And/Or Your Supervisor Can Advise You.
Questions About Safety Concerns Or Suggestions Can Be Addressed To:
Risk Management's Safety Department 863/534-5265
Fleet Management Division 863/534-5660
Q: How do I get a windshield repaired?
A: PLEASE CALL FLEET (863/534-5660) AND PROVIDE:
- COUNTY VEHICLE DECAL #
- VEHICLE'S PHYSICAL LOCATION
- WHETHER OR NOT YOU'LL BE AT THE VEHICLE WHEN THE VENDOR ARRIVES
- FLEET WILL CONTACT AN OUTSIDE VENDOR TO HANDLE THE REPAIR
MOST WINDSHIELDS CAN BE REPLACED ON - SITE
IF YOUR VEHICLE WAS VANDALIZED AND THE WINDSHIELD BROKEN, PLEASE CONTACT EITHER THE COMMUNICATIONS CENTER (863/534-0360) OR RISK MANAGEMENT (863/534-5265) TO ASSURE THE PROPER AUTHORITIES ARE NOTIFIED.
Q: Does my county vechicle have a Global Position System(GPS)?
A: GPS ENABLED TO MONITOR LOCATION AND SPEED
Vehicles with this decal located on the dashboard are equipped with a GPS device from Networkcar, Inc. To see a demonstration of the capabilities of this device, you can go to:
www.networkcar.com
Each division has a separate login and password for their division only, provided by Fleet Management. This protects the information for that division and its employees.
This device monitors standard stop and speed history as do most GPS devices. This device also captures idling time and vehicle diagnostic information important to Fleet in diagnosis vehicle repair and emission issues. Vehicle information is passed over the Intenet affording instant access to the vehicle's history.
Disabling this device will send instant notification to Fleet Management that the Networkcar device has been tampered with and disabled.
Questions about the Networkcar device can be addressed to your supervisor or to Fleet Management.
Q: Where can I find an insurance card for a county vehicle?
A: Polk County is self-insured for all vehicle, property & liability damage. Each on-highway vehicle should have a card either on the dashboard or in the glove box on which Risk Management's insurance contact information is printed. If the card cannot be located and you have questions pertaining to insurance, please contact Risk Management - 863/534-5265
Q: How do I contact Fleet Managnment?
A: Fleet's Main Number: 863/534-5660 M - F 7:00AM - 5:30PM
Communication Center: 863/534-0360 All Other Times
Q: What do I do if I get a parking fine or other violations?
A: COUNTY POLICY REQUIRES IMMEDIATE NOTIFICATION IF YOU RECEIVE A MOVING VIOLATION IN A COUNTY VEHICLE.
PARKING TICKETS ARE THE EMPLOYEE'S RESPONSIBILITY.
Q: What does the maintenance fee cover?
A: Fleet Management assesses an annual fee that covers all routine and breakdown maintenance. Only accident and abuse related repairs are not covered under this program. Consequently, there is no benefit to avoid or defer any vehicle/equipment maintenance requirements. The cost of maintenance is fixed and pre-arranged. Even if the actual cost of maintenance exceeds the annual fee, divisions are not assessed the amount of the variance; that variance is absorbed by Fleet Management.
Tires, Preventive Maintenance, Towing, Road Failures, 24/7 Service, Breakdowns, & Routine Maintenance are covered by this program.
Please call Fleet with any questions: 863/534-5660
Q: Where is Fleet Management Shop located?
A: FLEET SHOP LOCATIONS AND HOURS OF OPERATION
Q: When should I call Fleet?
A: Fleet Management is available at any time, for service, questions or inquiries of any type. Please feel free to call Fleet for any reason.
- 863/534-5660 M-F 7:00AM - 5:30PM Questions/Breakdowns?
- 863/534-0360 Comm C After Hours Questions/Breakdowns?
Director - Bob Stanton - 863/559-8424 Cell
WE'LL WELCOME YOUR CALL AT ANY TIME!!
Q: How do I replace my county vehicle?
A: Polk County Fleet Management Has Operated A Detailed Vehicle Replacement Program Since 1996. The Details Are As Follows:
- Vehicle Replacement Is Pre-Scheduled Based On Vehicle Type, Mileagle And Maintenance Cost.
- As Vehicles Are Due For Replacement, Division Directors Are Notified And Given The Opportunity To Select/Approve/Deny The Actual Replacement As A Function Of The Budget Process.
- Based Upon The Individual Division Directors' Responses, Fleet Management Will Follow Through On Their Wishes.
- Replacement Vehicles Are Pre-Funded By Assessing Annual Replacement Fees To The Division.
- Vehicles Are Replaced On A "Like For Like" Basis. For Instance, If A Division Is Replacing An F150 4x2 With An F150 4x2, The Replacement Fund Will Cover 100% Of The Replacement Cost. If The Division Wishes To Replace The Same F150 4x2 With An F250 4x4, The Difference Between The Cost Of The F150 And F250 4x4 Must Be Funded By The Division.
Orders For Replacement Vehicles & Equipment Are Placed By Fleet Management Following Specification Concurrence By The Individual Division Director.
Questions Regarding Vehicle Replacement Should Be Directed To Fleet Management (863/534-5660)
Q: Can I use a county vehicle for personal use?
A: Personal Use Of A County Vehicle Is Strictly Prohibited!!
If Using Your Personal Vehicle For County Business You Should:
- Assure Your Supervisor Is Aware
- Check With Your Insurance Provider To Assure Your Coverage Limits Meet The County's Requirements
- Keep Track Of Your Mileage For Reimbursement. There Is A Specific Form To Use When Requesting Mileage Reimbursement
Q: When requested to present Registration where is it located?
Photocopies of registration Paperwork are located in the glove box of every on-highway vehicle except trailers.
If your vehicle's registration is missing, please contact Fleet to obtain a photocopy of the vehicle's registration.
Fleet Phone #: 863/534-5660
Q: Is there any driving tips when driving a Hybrid?
A: Hybrid Driving Tips
Q: Does the county have SUV's?
A: SUV ACQUISITION POLICY AND PROCEDURE