Winterizing a fleet of vehicles is a vital task to ensure the vehicles perform optimally during the cold months and to prevent unnecessary wear and tear. The expense of winterizing your fleet may not be ideal, but it’s better than paying for costly repairs that can put fleet vehicles out of commission for days or even weeks. To prevent that from happening, you need to prepare. 

Below is a comprehensive checklist to winterize a fleet:

Fleet Winterization Checklist 

Switch to Winter Tires

Consider switching to winter tires which have a special tread design and rubber compound to handle snowy and icy conditions. This is a must for Colorado-based fleets, but it may not be necessary if it rarely snows in your service area. However, you want to have at least a couple of vehicles with winter tires in your fleet in case it does snow. 

Check Tire Pressure Constantly

Cold temperatures set off a domino effect that starts with air pressure and ends up affecting your fuel efficiency. How? As the air within the tire contracts and decreases the air pressure, your vehicle has to work harder to make the wheels spin, which requires more fuel consumption. This is because less-than-optimal air pressure increases rolling resistance — i.e., the energy that a tire demands in order to continue rolling at a steady speed. 

Since tire pressure drops by one PSI for every 10 degrees the temperature drops, it’s best to manually check your tire pressure before heading off, especially after a cold night. Most modern vehicles will alert you of low tire pressure, though it’s always best to be ahead of the curve. You don’t want an alert when a fleet vehicle is on the job. 

Battery

Cold can slow down, or completely stop, the chemical reaction happening within a lead acid battery. When that happens, your vehicle may struggle to start or power critical functions such as the heater’s defrost setting. 

There are several ways to prepare your battery for the cold. The simplest and cheapest solution is installing a battery blanket, which keeps the battery warm and ready to go when you need it. These insulated, heated blankets can plug into the 12V power supply in your vehicle, though others come with standard two-prong plugs. 

Alternatively, you could invest in a battery charger. This may seem unreasonable since vehicles already charge the battery with the alternator, but this only works when the vehicle is in use. If you’re not taking long enough trips or if you’re using too much battery power, it may be difficult for the car battery to hold a full charge. Moreover, as batteries deplete by 20% on average in freezing temperatures, a battery charger can ensure it retains a full charge. The battery’s charge is especially important in the winter, as batteries with a higher charge level are less prone to failing. 

Replace Fluids with Winter-Grade Alternatives

A vehicle relies on a variety of fluids to operate, and those fluids are prone to freezing in the winter. Your best course of action is to replace fluids with ones that are designed to withstand freezing temperatures. 

Replacing the engine oil with a low-viscosity, synthetic oil or a winter-grade oil can go a long way in keeping your engine primed in the winter. Replacing the windshield washer fluid with a winter-grade fluid is also beneficial. Other fluids, such as brake and transmission fluids may need to be topped off. 

Switch to Winter-Grade Wiper Blades

Windshield wiper blades made for the winter are a must-have if it regularly snows in your service area. These wiper blades are made from more rugged materials, and they are much better at removing accumulated snow and ice on the windshield. They are also designed to prevent the hinges from accumulating snow and ice, which can force the wipers to stop moving. 

Regular Inspections and Maintenance With Fleet Advisor 

A company can help to ensure the safety and optimal performance of their fleet vehicles throughout the winter season by following this comprehensive checklist and performing regular inspections and maintenance. 

We understand that performing regular inspections and maintenance takes up time, and it takes you away from your business. Fleet Advisor, a leading fleet management company with branches in Colorado and Texas, is here for your fleet management needs. We can ensure all of your fleet vehicles are regularly inspected, serviced, and prepared for the summer and winter. We’ll even go to you with our mobile fleet maintenance service, so you can get your fleet back on the road as quickly as possible. Our fleet maintenance experts also provide DOT inspection services at a time that suits you best so you don’t get caught off-guard by a random roadside inspection. If you’re ready to take your fleet’s maintenance to the next level, schedule a consultation. 

The post How to Winterize Your Fleet  appeared first on Fleet Advisor.

Staying on top of vehicle maintenance when you’re in charge of dozens of vehicles can be daunting, if not time-consuming and expensive. That’s where Fleet Advisor comes in. As Denver’s premier fleet management and fleet maintenance company, Fleet Advisor can manage your fleet, stay up-to-date on maintenance, and ensure your fleet is ready for anything, whether it be tough weather, repairs, or DOT inspections. 

Overheating 

The Issue: Hot weather puts a strain on the engine cooling system. Insufficient coolant levels, damaged hoses, a malfunctioning radiator, or a faulty thermostat can lead to engine overheating, which may result in severe engine damage if not addressed promptly.

The Fix: To prevent your engine from overheating during summer, inspect the radiator and coolant system. Check for leaks, damaged hoses, or a corroded radiator. Make sure the coolant mixture is appropriate for your vehicle’s requirements, and the coolant level is adequate. If necessary, have the cooling system flushed and refilled.

Battery Problems 

The Issue: High temperatures can accelerate the chemical reactions inside a vehicle’s battery, causing it to lose its charge more quickly. Weak or old batteries may struggle to start the vehicle, and extreme heat can even cause battery fluid to evaporate, leading to battery failure.

The Fix: Inspect the battery terminals for corrosion and ensure they’re securely connected. If there is corrosion, clean it off with a battery-cleaning brush. If your battery is several years old or showing signs of weakness, consider having it tested or replaced if necessary. This will prevent your vehicles from being stranded on the job.

Tire Blowouts

The Issue: Underinflated or worn-out tires are more susceptible to blowouts, especially when exposed to hot pavement. Increased temperatures can cause the air inside the tires to expand, putting additional stress on them. This risk is higher if the tires are improperly inflated or have insufficient tread depth.

The Fix: Regularly inspect your tires for wear and tear, ensuring they have sufficient tread depth. Rotate your tires as recommended by the vehicle manufacturer to promote even wear and extend their lifespan. Additionally, check tire pressure regularly, as hot summer temperatures can cause tire pressure to rise.

Air Conditioning Issues

The Issue: Summer demands reliable air conditioning to keep the interior cool and comfortable. If the A/C system is not properly maintained, it may fail to provide adequate cooling, blow warm air, or develop leaks. These issues can make driving uncomfortable, especially during hot days.

The Fix: Before the scorching heat arrives, test your vehicle’s air conditioning system to make sure it’s functioning properly. Check for adequate cooling and airflow, and if you notice any issues, such as weak cooling or unusual noises, have it inspected by a professional technician.

Insufficient Fluids

The Issue: Between the coolant, engine oil, brake fluid, power steering fluid, and windshield washer fluid, there are too many fluids to keep track of, especially when you have a fleet of vehicles. A lack of fluids can cause parts to wear down quicker or break when you least expect them. For example, insufficient coolant can cause the engine to overheat, an expense no fleet wants to deal with, while low brake fluid will make brakes feel spongy. Simply put, ignoring fluid levels is an easy way to end up paying for repairs. 

The Fix: Ensure that all vital fluids in your vehicle are at the appropriate levels. This includes engine oil, coolant, brake fluid, power steering fluid, and windshield washer fluid. Adequate fluid levels will help keep your vehicle running smoothly.

Brake Problems

The Issue: Over time, heat can cause brake fluid to degrade, resulting in reduced braking performance. In extreme cases, the brake fluid can boil, leading to a spongy brake pedal or complete brake failure. Though brake pads are designed to withstand high temperatures, they are also vulnerable to the summer heat. Prolonged exposure to high heat can accelerate brake pads’ deterioration, leading to them being replaced. 

The Fix: You’ll want to do regular brake system inspections and fluid replacements to keep your vehicles running smoothly in the summer. In addition to inspecting and replacing brake pads and brake fluid, you’ll also want to clean up other parts of the brake system and get them lubricated. If you can do this every six months, or every 20,000 to 60,000 miles, your vehicle’s brakes won’t be a problem, even with the summer heat. 

Paint and Interior Damage

The Issue: Prolonged exposure to intense sunlight and UV rays can fade and damage a vehicle’s paint, leading to a dull appearance and reduced resale value. That’s especially true for vehicles being operated in Denver, with the mile-high city receiving roughly 20 percent more UV radiation due to the high elevation. Also vulnerable to the sun is the vehicle’s interior, with materials like upholstery, dashboard, and trim fading, cracking, or warping due to heat and sunlight exposure.

The Fix: Summer brings increased exposure to sunlight, UV rays, and various environmental elements. Regularly wash your vehicle to remove dirt, dust, and debris that can harm the paint and finish. Apply a protective wax or sealant to shield the exterior from UV damage and maintain its appearance. If possible, try to store your vehicles under a covered structure when they’re not in use to protect them from the sun. 

Stay on Top of Fleet Maintenance With Fleet Advisor

If you’re tired of dealing with expensive repairs that could have easily been fixed if you only had the time, it’s time to call Denver’s Fleet Maintenance experts. With our on-site mobile service, our fleet maintenance experts can come to you for inspections, maintenance, and repairs. We can get your vehicles ready for the summer before the first 80 F day pops up, and we can also prepare your vehicles to ace their DOT inspections. 

The post 7 Fleet Maintenance Issues to Look Out For in the Summer and How To Prepare appeared first on Fleet Advisor.

However, one of the core tenets of effective fleet management service is proactive maintenance. Proactive maintenance significantly reduces wear and tear on fleet vehicles and gets the most out of them despite their heavy use. Fleet management practices contribute to preserving the condition of vehicles and extending their lifespan so you can keep your fleet running smoothly, avoid downtime, and avoid costly repairs.

Fleet Advisors understands the demanding pace of managing a fleet and all that goes with it. A well-maintained fleet is a productive fleet. Let us handle the maintenance, cleaning, and inspections so you can focus more on expanding your business.

Implementing Preventive Maintenance Into Your Fleet

Preventive maintenance is a crucial component of fleet management that focuses on regular inspections, servicing, and repairs before major issues arise. A well-defined maintenance schedule is essential for fleet managers to keep track of regular maintenance tasks for each vehicle in the fleet. 

This schedule should have standard maintenance procedures such as:

• Routine Oil Changes
• Tire Rotations
• Brake Inspections
• Fluid Checks
• Filter Replacements

By adhering to a consistent schedule, fleet managers can ensure that vehicles receive timely maintenance, reducing the chances of unexpected breakdowns and minimizing wear and tear. Regular inspections are vital to identify potential issues and address them before they escalate into major problems. 

In addition to performing state-mandated inspections, fleet management services should establish a standardized inspection process for each vehicle, encompassing such things as: 

• Brake Checks
• Suspension
• Steering Components
• Tire and Tire Pressure
• Lights

These inspections can be performed at predetermined intervals, in conjunction with routine maintenance tasks, or as part of a DOT-mandated inspection. By identifying and rectifying issues early on, fleet managers can find issues before they evolve into more serious problems.

Managing Documentation To Streamline Service

Fleet management services also take care of a key factor in all maintenance: paperwork. Accurate and detailed documentation of maintenance and repairs is crucial for effective preventive maintenance. Fleet managers maintain records of all maintenance activities, including dates, mileage, parts replaced, and the servicing performed. 

This documentation enables fleet managers to track maintenance history, identify recurring issues, and plan future maintenance tasks accordingly. It also provides valuable insights for warranty claims, resale value assessments, and budgeting purposes. While not itself a feature that reduces wear and tear, proper documentation can help track which vehicles are experiencing problems and which are not, allowing owners to examine their fleet on a vehicle-by-vehicle basis to get a clear picture of how they are being affected by maintenance and wear.

Utilizing GPS to Monitor Vehicle Wear and Tear

Telematics technology enables fleet managers to monitor vehicles in real-time, providing valuable insights into their performance, usage patterns, and maintenance needs. Telematics refers to using GPS and other driving tracking systems to discover specific information about a vehicle’s use. By leveraging telematics, fleet managers can track factors such as fuel consumption and mileage. More importantly, telematics can track idle engine hours, which calculates time spent idling into mileage. This is also useful for tracking engine usage for vehicles with built-in equipment like a towing winch, bucket lift, or snowplow attachment. 

As things like oil changes, tire rotation, and tire wheel pressure are heavily dependent on mileage, telematics can help managers determine which vehicles need to undergo maintenance and when. This helps greatly when planning for the budget and determining the downtime of certain vehicles.

Not only does this help with planning but it also makes sure vehicles get the maintenance they need when they need it. There is no need to worry about vehicles breaking down from unforeseen engine problems with such intensive monitoring in place. Telematics is an advanced method of vehicle monitoring that ensures every vehicle gets the care it needs to stay running and make you money.

Effectively Manage Your Fleet

Having a clear maintenance plan is a hallmark of a well-run fleet. It is better to prevent a problem from happening than to repair a major problem out of nowhere. Fleet management plays a crucial role in minimizing the daily wear and tear on vehicles, maximizing their longevity, and minimizing maintenance costs. By adopting these strategies, fleet managers can ensure that their vehicles remain reliable, efficient, and cost-effective throughout their operational life.
Proactive maintenance is just one of the many priorities Fleet Advisors brings to its clients. Whether you are looking for someone to do your maintenance, wash your fleet, or perform DOT-mandated inspections in the Denver area, Fleet Advisors can cover it all. If you want to take the worry out of fleet maintenance, contact us today.

The post How Fleet Management Reduces Wear and Tear on Vehicles appeared first on Fleet Advisor.

A commercial motor vehicle (CMV) is defined in Colorado Law as “…any self-propelled or towed vehicle bearing an apportioned plate or having a manufacturer’s gross vehicle weight rating (GVWR) or gross combination rating (GCWR) of sixteen thousand one pounds or more, which vehicle is used in commerce on the public highways of this state or is designed to transport sixteen or more passengers, including the driver; and (II) Any motor vehicle designed or equipped to transport other motor vehicles from place to place by means of winches, cables, pulleys, or other equipment for towing, pulling, or lifting, when such motor vehicle is used in commerce on the public highways of this state.”

Requirements / Compliance Issues

1. DOT number
2. License plates
3. Registration (single state registration if intrastate, IRP if interstate)
4. Insurance (includes HM insurance if applicable)
5. Fuel Tax Sticker if interstate
6. Extra legal / Longer combination vehicle permits, if applicable (available in single trip or annual permits)
7. Vehicle marking requirements
8. Company files / paperwork requirements
   • Federal / State regulations handbook
   • Records of Duty Status
   • Time sheets or,
   • Log books
   • Daily review of 11 inspection criteria
   • Record of maintenance by vehicle or unit
   • Driver employment application
   • Check of past driving record
   • Medical qualification
   • Road test
   • Previous employer background check
   • Record of violations / annual review of MVR
   • Certificate of compliance
   • New hire driver statement of on-duty hours
   • Employment eligibility verification / I9 form
   • Driver consent forms
   • Safety performance history
   • Drug/alcohol testing history
9. Driver consent forms
   • Driver Vehicle Inspection Reports
   • Vehicle Maintenance Files
   • Driver Qualification Files [395.51(a)]
   • Driver Investigation History Files
   • Confidential Controlled Substance Files
10. Previous pre-employment test statement
11. Previous employer test information
12. Alcohol / controlled substance test notification
13. Alcohol / controlled substance test results
14. Observed behavior reasonable suspicion record
15. Federal drug testing custody and control form
16. US DOT alcohol testing form
17. Driver consent forms
18. Accident Register
19. Controlled Substance Testing Program (self-directed or consortium)

Often – overlooked compliance issues

Vehicle Markings – vehicle must be marked on both sides with company name and DOT number. Colorado also requires the last 8 digits of the VIN number to be marked on the passenger side of the vehicle. Combination vehicles may mark the trailer if the power unit’s GVWR is 10,000 pounds or less. (390.21)

Emergency Equipment – vehicle must have a fire extinguisher with at least a 5 B:C rating and either three bi-directional reflective triangles or fuses. (CFR 393.95)

Trailer Brakes – all towed vehicles weighing more than 3, 000 pounds must have brakes on all wheels. These towed vehicles must also have a breakaway brake system to apply the service brakes of the towed vehicle in the event of the towed vehicle becoming detached from the towing vehicle. (393.42 / CRS 42-4-223)

Annual Inspections – all CMVs must be inspected annually and proof of that inspection must be carried in the vehicle. A copy of the annual inspection must also be kept in the CMV’s maintenance file. (396.17)

Hours of Service – all commercial vehicle drivers must prepare records of duty status. (395.8).

CFR 395.1(e) provides and exemption from 395.8 if the driver does not go more than 100 air miles from the point where he/she was dispatched, and the driver returns to the point of dispatch, and is totally released from duty within 12 hours, and the company keeps time records. The company must maintain those time records for 180 days. The time records must contain the time reporting for work, time leaving work and total amount of time on duty for every day of the week.

Driver Vehicle Inspection Reports (DVIR) – a commercial vehicle driver must prepare a written report at the completion of each day’s work listing any defect or deficiency discovered. There are 11 specific items the driver must inspect. (396.11)

Seatbelt Use – a commercial motor vehicle shall not be driven unless the driver has properly restrained him/herself within the seat belt assembly. (392.16)

Commercial Drivers License Information

(49 CFR 383)

For additional information on qualifications and exemptions, please call the Department of Revenue, CDL section at 303-205-5829.

Commercial Vehicle / Driver Information Resources

Commercial Drivers License Information
Colorado Department of Revenue / Motor Carrier Services / CDL
303-205-5829
http://www.colorado.gov/revenue

Vehicle License and Registration Information
Colorado Department of Revenue
303-205-5607 (intrastate registration)
303-205-5602 (interstate registration)
http://www.colorado.gov/revenue

Port of Entry / Size & Weight Information
Colorado State Patrol / Ports of Entry
303-273-1873
https://csp.colorado.gov/services-we-provide/port-of-entry/size-and-weight-information

Insurance Requirements / Operating Authority
Colorado Public Utilities Commission
303-894-2000
https://www.dora.state.co.us/pls/real/PUC_INS_Web.Logon

Colorado DOT Number Application
ColoradoState Patrol / Motor Carrier Safety Section
303-273-1875
https://www.fmcsa.dot.gov/registration/do-i-need-usdot-number

Extra Legal Loads / Longer Combination Vehicle Permits
Colorado Department of Transportation / Permit Office
303-757-9539
800-350-3765
http://www.coloradodot.info/business/permits/truckpermits

Special Fuel Requirements
Department of Revenue / Fuel Section
303-205-5602
http://www.colorado.gov/revenue

Colorado Hazardous Materials / Hazardous Waste Information
Colorado State Patrol / Hazardous Materials Section
303-273-1900
https://cdphe.colorado.gov/hm

Colorado Motor Carrier Safety Regulation Information
Colorado State Patrol / Motor Carrier Safety Section
303-273-1875
https://csp.colorado.gov/services-we-provide/motor-carrier-safety

Federal Regulations Information / USDOT Number Application
Federal Motor Carrier Safety Administration
720-963-3130
www.fmcsa.dot.gov

Regulatory Forms and General Information
Colorado Motor Carriers Association
303-433-3375, ext. 101
cmca.comm

Colorado “Unified Carrier Registration (UCR) Program”

Colorado “Unified Carrier Registration (UCR) Program” now Operational and Enforcement has Started.

All Colorado Motor carriers with Interstate operations (commercial motor vehicle used to cross state lines). That have not registered for Unified Carrier Registration yet, please be advised that as of 01/01/14, you are in violation of Colorado Revised Statute 40-10.5-102. This is Colorado State law requiring registration in the UCR program. It is mandatory that you register for the Unified Carrier Registration program as required for the year 2014. Noncompliance and Failure to register for UCR can result in a fine of $1,100 for first violation according to Colorado Code of Regulations 6402(a)(b). Please note that Farm Plates or Agricultural Commercial Motor Vehicles are NOT exempt from this program.

The Unified Carrier Registration (UCR) Program is a Federally-mandated, annual state-administered registration program that replaced Single State Registration. The registration is due at the beginning of each calendar year. As a courtesy, a 2014 form is enclosed 2014 registration is due IMMEDIATELY.

WWW.UCR.IN.GOV is the internet link Colorado uses to register online: WARNING! Please ensure you type the address in the Web Address bar of your browser. By using a search engine, you can be directed to 3rd party registration services that charge large premiums for filing for you. If in doubt that you are on the correct site, please refer to the fee brackets Listed below to determine what your registration fee should be.

You have the option to register only the vehicles that cross state lines, and deduct the vehicles that are used in intrastate commerce only. If you use this option, you must prepare the UCR1 Form (Found on the WWW.UCR.IN.GOV site), listing all vehicles not registered and file it with the Public Utilities Commission. This can be done by E-Mail, Fax, Or Mail.

Remember: At Fleet Advisor we take great pride in our affordable on-site Mobile Annual DOT Inspections. Call us today and let’s set up a time to get your fleet certified.

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