Maintenance: Truck, Trailer & Small Machines

Comprehensive Maintenance for Truck, Trailer and Small Machines

Types of Maintenance

Preventive Maintenance

Proactive maintenance to identify and address potential issues before they become major problems. Benefits include:

• Less unexpected downtime
• Improved fuel economy
• Enhanced safety
• Higher one-call job completion rates
• Reduced repair costs
• Improved company reputation
• Increased truck lifespan

Demand Maintenance

Performed as needed, either for sudden breakdowns or during independent inspections.

• Trigger: Identified during ad-hoc inspections or when a part breaks, requiring immediate replacement or repair to ensure continuous operation.

Crisis Maintenance

Emergency maintenance required when preventive and demand maintenance are neglected, resulting in a breakdown.

• Response: Immediate replacement or repair to ensure continuous operation.

Commercial Truck Preventative Maintenance Checklists

• Main Technical Inspection
• Fluid & Oil Inspection
• Brake Inspection
• Light Inspection
• Wheel & Rim Inspection
• Interior Inspection
• Windshield, Back Windows & Mirror Inspection

Note: Detailed sub-points for each category are listed in the truck maintenance logs.

Truck and Trailer Cleaning Schedule:

Operations team schedules monthly a "Truck Day" across the yards, for

• cleaning the truck
• completing a thorough visual inspection of the truck, trailer & small machines and
• completing inventory management on the same day.

All missing or broken items (on the truck, trailer or small machines) MUST be replenished or replaced, after reporting it to the Branch Manager.

Scheduled Maintenance and Logs

Trucks

• Operations team schedules future maintenance, and Admin tracks past maintenance.
• Operations team tracks truck mileage and schedules regular truck maintenance as part of technician’s jobs for the week.
• Technician, assigned to maintenance/ repair, drops off the vehicle.
• The person picking up the vehicle collects and submits the receipt/ paper work to their Branch Manager/ Admin.
• Operations updates the maintenance logs maintained for both truck and trailer maintenance.

Trailers

• Trailer maintenance every 3 months: Check all wheel bearings, lights/ springs/ tires and plus any parts needed at the time of service.
• Operations team tracks trailer mileage during trailer changes or when trucks are sent for maintenance.
• Yearly inspections by licensed vendors/mechanics for moving parts, DOT compliance, lights, brakes, axles, tires, and more.
• Repack all wheel bearings once a year.

Roller

• Check Oil levels before every use. Replace oil after 1 month and after 6 months.
• Check air filters before every use. Clean every 6 months.
• Clean sediment bowl every 6 months
• Check spark plugs after 6 months and replace them every year.
• Fuel Treatment (added every time the technician fills the 5 gallon can): Mix the regular and unleaded fuel with Sta-Bil fuel stabilizer (1 ounce stabilizer per 2.5 gallons of fuel) within the 5 gallon gas tank and then fill it into the roller.

Tar Kettle & Torch

• Use limonene cleaning fluid to only clean tar kettle out every 60 days: Heat up the tar kettle and remove all the tar. Once the tank is empty, add limonene to the flow pipe and let it sit overnight. The next day, drain the limonene, add the bucket of tar back into the kettle until it melts and is ready for the next job.

Asphalt Heater (IR)

• Technician to conduct a thorough visual inspections including but not limited to
  • IR wheels, blankets & regulator for breakage
  • Leaking Propane tanks for leakage,
  • Loose screws and bolts,
  • Clogged/ broken pipes, gauges and hoses, frame, welds,
  • Clogged venturi and orifices,
  • Fittings for bends and breaks due to wear & tear.

Replace all worn out items immediately and inform the branch manager.

Asphalt Recycler

• Technician to conduct a thorough visual inspections including but not limited to
  • IR wheels, blankets & regulator for breakage
  • Leaking Propane tanks for leakage,
  • Loose screws and bolts,
  • Clogged/ broken pipes, gauges and hoses, frame, welds,
  • Clogged venturi and orifices,
  • Fittings for bends and breaks due to wear & tear.

Replace all worn out items immediately and inform the branch manager.

• Use limonene cleaning fluid to only clean the recycler out everyday

Vendor Records

• Operations keeps logs/ records for all vehicles (trucks and trailers) and notifies Admin.
• Admin shares the DOT related documentation & records with Kelmar for compliance.

Emergency Reporting and Repairs

• Daily inspections for vehicles and equipment.
• Safety Inspection Checklist and tagged items for regular monitoring.

Driver Training and Documentation

Documentation

1. Safety Inspection Checklist
2. Health Form Concentra
3. Drive Test Form

DOT-mandated physical exams for drivers

Exam is conducted by Concentra (or equivalent) and upon completion, the technician receives a Health card in order to drive. Technician is to submit a copy of the Driving record to Branch Manager/ Admin (adminteam@potholerepair.com) directly.

New hire driver’s test and annual driving tests

Usually done a week or two after they’ve been trained.

• Written Exam: Senior Technician Exam
• Visual inspection of the truck: Check and test lights, horns, reversal sounds, mirrors.
• Road test with trailer: 15 mile drive minimum, making turns- left, right and u turn, merging, driving lanes, park vehicle in different directions, always reverse with spotter. Defined, consistent Hand signals.

ELD training for logging hours, monitored through GPS

DOT mandates whenever the tech operates the truck, they have to log into the ELD. GPS on each truck will monitor the driver’s performance and when they violate the rules, a notification goes to Operations and the driver will be reprimanded.

While on the job, all technicians should ensure they’re logged in and with the correct status ( ON, OFF, DRIVING, SB) at all times.

Each time a new technician is hired, the Operations team is responsible for assisting them with:

• Installation of the app

Links to install the SP LogBook App are available for Android and iPhone. The technician has to install the ELD App on the company phone or tablet. The device has to be with him on the truck at all times.

• Log in instructions- DOT License number and 4 digit passcode

Once the technician receives his DOT license and documentation, the Operations team will create an account for them using the Intellishift website and the Administration and Operators tabs. The Operations will enable the technician to be able to log into the app using his DOT license number and a 4 digit passcode.

• Operating instructions- Video

Mandatory annual driving tests for all drivers (to be scheduled in January/ February)

Annual Driving Record Review Form

DOT Yearly Inspections

Operations team is to schedule DOT Inspections ahead of time at preferred vendors at each yard, during our slower months (November - January).

DOT Inspection Form for Truck

DOT Inspection Form for Trailer

Forms and Documentation

• Driver: Physical DOT card, Driving License
• Truck: DOT Inspection Card visible and inside the truck, Registration, Insurance Card, Accident Forms, Report of Injury Form, ELD Log records, Clearly displayed DOT number on the outside of the truck
• Trailer: Registration, Insurance Card, Inspection Card visible outside the trailer

Future Automated Technology Integration

• New technology coordinating with trucks, drivers, vendor shops, and dispatch schedules.
• GPS-enabled mileage tracking visible through a repository containing all maintenance records.
• Automated system for specific maintenance instructions within the dispatch schedule.

This comprehensive approach to truck maintenance ensures not only the longevity and safety of vehicles but also compliance with regulatory requirements and efficient record-keeping. Automated technologies further enhance coordination and streamline maintenance processes for increased operational efficiency.