The Office of Equipment Management has the responsibility for developing policies for preventive maintenance of DOT equipment. The following policy has been established which outlines the business practices for oil changes and servicing.

• Oil changes and servicing of on-road vehicles within the following guidelines shall be performed at commercial establishments whenever possible. This service shall include oil, filters and lubrication and be charged on the Department fuel card.

• "A" PM service is defined as the following services on gasoline engine equipment at intervals of 4000 miles or 100 hours or on diesel engine equipment at intervals of 6000 miles or 200 hours: change engine oil and oil filter, lube all zerk fittings, check all fluid levels, check lights, check wipers, check tire pressure, and check belts/hoses change.

  "B" PM service is defined as the following services on gasoline engine equipment at intervals of 8000 miles or 200 hours or on diesel engine equipment at intervals of 12,000 miles or 400 hours: change engine oil and oil filter, lube all zerk fittings, check all fluid levels, check lights, check wipers, check tire pressure, check belts/hoses, inspect/change/service air filter, and rotate tires.

  These services shall be performed at the nearest qualified commercial service center not to exceed twenty (20) miles from the assigned work location. Only the "A" and "B" PM service shall be performed at commercial establishments and charged on the Department fuel card. "A" and "B" services shall be limited to the following dollar amounts:

  • Fifty dollars ($50.00) for automobiles, light duty trucks and vans up to 8,600 pounds gross vehicle weight rating.
  • Seventy-five dollars ($75.00) for trucks with a gross vehicle weight rating of 8,600 to 17,500 pounds.
  • One hundred fifty dollars ($150.00) for medium and heavy duty trucks with a gross vehicle weight rating of 17,500 pounds or more.

  Should a vehicle be equipped with an oil filter(s) not available from the vendor, the filter(s) shall be issued from the District Shop Warehouse as a direct issue on a Warehouse Issue Request, DOT 3592. Under no circumstances is oil to be issued from the warehouse and given to a vendor to service a DOT vehicle.

  If a vendor can't be found who meets the criteria of accepting the Department fuel card, offering prices within the limits set above, or being located within 20 miles of the operator's assigned work locations, it will be the responsibility of the operator to perform the "A" and "B" service. The operator shall obtain oil and filters from the shop warehouse to perform these services in accordance with MAP 4-6, Storage of Internal Oil and Filters.

• "C" PM service shall be performed on gasoline engine equipment at intervals of 36,000 miles or 900 hours or on diesel engine equipment at intervals of 54,000 miles or 1,800 hours shall be performed in-house by shop or field mechanics at a facility equipped with oil recycling drums. DOT operators should assist the mechanic in performing the "C" PM service whenever possible.

  Should a vehicle be equipped with an oil filter(s) not available from the vendor, the filter(s) shall be issued from the shop warehouse as a direct issue on a Warehouse Issue Request, DOT 3592.

The Preventive Maintenance Manual shall always be referenced for guidance prior to any preventive maintenance related tasks. Preventive maintenance services shall be entered into the DOT Vehicle Service Record.

Commercial oil changes shall be charged on the vehicle's fuel card, not on a VISA purchasing card.

Document History:

• added to TOPPS: 11/08/02
• reviewed: 04/01/04
• reviewed: 08/15/05
• reviewed: 10/16/06
• information concerning oil filters not available from vendors
  reference to MAP 4-6 added: 01/09/08

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