AUTHORISATION PROCEDURES

AUTHORISATION PROCEDURES 1-877-652-7465

AUTHORISATION REQUIREMENTS This section may be amended and posted in the BCEHS Fleet Manual, and will supersede all other copies. For Support Vehicle authorisation limits refer to the Support Vehicle section of this manual. Unit Chiefs or Logistics staff may initiate service and/or repairs to BCEHS vehicles to a maximum value of $650.00; however pre- authorisation from BCEHS Fleet Operations must be obtained for: o All repairs expected to exceed $650.00 (includes ‘A’ Service Safety Inspections) o All body work or accident damage, any dollar value (in the absence of a BCEHS contracted body shop in your immediate area Fleet requires an ICBC CL-14 or three competitive body shop estimates) o Glass replacement of any kind, any dollar value (Contact Fleet first, if directed, attain three competitive estimates) o Modification(s) of any dollar value o Major electrical or cabinet repairs of any dollar value o Any straight time repair/diagnosis expected to exceed one (1) hour. o All tire purchases (tire ‘repairs’ do not require authorisation) To ensure vehicle service data in the Fleet Operations Fleet Management Information System is current, all ‘A’ Service Safety Inspections require an authorisation number from Fleet Operations prior to submitting the invoice for payment. Service Centres must obtain the authorisation number for ‘A” Service Safety Inspections expected to cost less than $650.00 after the service is complete. It is advantageous to contact to determine if other services are required. REPAIR OR REPLACE ANYTHING - DO NOT MODIFY OR ADD ANYTHING!!! AUTHORISATION PROCEDURE Service Centre Leave a detailed telephone message on the toll free BCEHS Fleet Operations Authorisation line 1-877-652-7465 , or email the BCEHS Fleet Inspectors at Fleet.Inspectors@bcehs.ca stating your service centre name, phone number, BCEHS vehicle unit number, vehicle odometer reading, service(s) required and approximate dollar estimate for the repairs. A Fleet Inspector will input this information into the Fleet Operations Information System then call or email, the service centre to discuss the service requirements and authorisation. When an invoice is expected to exceed the pre-authorised amount, the service centre is required to contact BCEHS Fleet Operations for additional authorisation. Provide details on the additional repairs/costs. Invoice total must not exceed the final authorised amount. Fleet Operations, at its sole discretion, may choose not to pay the difference between the pre-authorised amount and the invoice total.

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AUTHORISATION PROCEDURES

AFTER HOURS AUTHORISATION PROCEDURE This is the only exception to the pre-authorisation policy

Should repairs to an ambulance be required during a weekend, holiday or outside normal business hours and an authorisation number is required, notify Fleet Operations at 1-877-652-7465 with a detailed message stating: o Service centre name o Contact person and phone number A Fleet Inspector will contact the service centre the next working day to verify receipt of the phone message and obtain full details of the repair. At this time an authorisation number will be issued provided Fleet Operations policies have been followed. NOTE: Manufacturer’s new vehicle and parts warranties apply to ambulances. Service centres are expected to identify OEM warrantable repairs and honour all applicable parts and labour warranties. ACCIDENT REPAIR AUTHORISATION Before a Fleet Inspector can issue an authorisation for accident repairs Fleet Operations must have the accident estimate(s) and a complete accident report from the applicable Unit Chief or designate. Completed reports and estimates must be e mailed to EHSFleetAdmin@bcehs.ca or faxed 250-952-0275 to Fleet Operations . In select areas Fleet Operations, has established a contract for auto body repair. This will reduce the need for Unit Chiefs or Fleet Designate, to attain three competitive repair estimates or an ICBC repair estimate. Contact Fleet Operations at 1-877-652-7465 to learn if there is a contracted body shop in your geographic area. Once the accident report and (in some cases three repair estimates ) are sent to Fleet Operations , call our Authorisation line for authorisation to proceed with repairs. Service Centre - before repairing damaged fender flares, door mirrors or bumpers, etc..: o Any damage due to collision requires authorisation from Fleet Operations. o Remind the Unit Chief or crew member that unreported damage to Fleet Operations will result in a delay in repairs that may keep the vehicle out of service. o If unsure of the cause of damage, contact Fleet Operations for direction 1-877-652-7465 Body Shop – Before repairing any accident damage: o Complete an ICBC accredited estimate with pictures and email it to Fleet.Inspectors@bcehs.ca o Wait for Authorisation or further direction from Fleet Operations GLASS REPLACEMENT AUTHORISATION The Unit Chief must obtain three (local) glass replacement quotes by telephone. Fax, phone, or e-mail the quotes to Fleet Operations to obtain an authorisation number. In locations where there are less than three windshield suppliers available to provide quotes Fleet Operations will provide authorisation to the lowest qualified bidder – o BCEHS unit number o Odometer reading o A brief description of the repairs required

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provided that quote is deemed by a Fleet Inspector to be reasonable for that location. Windshield chip repairs do not require an authorisation number from Fleet Operations. VHF RADIO REPAIR/INSTALLATION AUTHORISATION BCEHS VHS radio or CAD terminal repairs or installations must be pre-authorised by and invoiced to the BCEHS Telecommunications Department. The Telecommunications Department has a provincial network of designated radio shops to perform repairs and installations. Telecommunications can be reached Monday through Friday 08:30 - 16:30 at (250) 953-3500 (BCEHS Help Desk) or for after hours emergencies only on the Telecommunications pager (250) 413-6186.

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