IBU – Vehicle Selection & Maintenance

Procedure

Revised 10 December 2009

Version 1.0.1.1
©2007 by Chevron Corporation

This document contains proprietary information of Chevron Corporation. Any use of this document
without express, prior, written permission from Chevron Corporation and/or its affiliates is prohibited.
 IBU – Vehicle Selection & Maintenance Procedure

Contents
1. Introduction...............................................................................................................................1
1.1. Purpose..................................................................................................................................1
1.2. Scope.....................................................................................................................................1
2. Procedures.................................................................................................................................1
2.1. Vehicle Classification............................................................................................................1
2.2. Vehicle Selection...................................................................................................................1
2.3. Vehicle Maintenance.............................................................................................................2
2.4. Vehicle Inspection.................................................................................................................3
2.5. Vehicle Safety Equipment.....................................................................................................3
2.6. Tire Safety.............................................................................................................................4
3. Document Control Information.................................................................................................4
4. Document List...........................................................................................................................5
5. Appendix A: Example of Light Vehicle Inspection Form.........................................................6

List of Tables
Table 1: Document Control Information......................................................................................4
Table 2: Document History..........................................................................................................4
Table 3: Document List................................................................................................................5

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 IBU – Vehicle Selection & Maintenance Procedure

1. Introduction

1.1. Purpose
The purpose of this procedure is to have guideline for vehicle selection mechanism to ensure that a
vehicle is assessed for fitness for purpose prior to procurement, including consideration of the load to
be carried (both personnel and cargo) and the type of terrain, road and operating conditions in the local
environment.
The objective is to reduce the risk exposure by minimizing the number of trips or maximizing the
efficiency of each journey.

1.2. Scope
This procedure applies to all Motor Vehicles under Chevron Operational Control that align with IBU
Motor Vehicle Safety Process’ scope.

2. Procedures

2.1. Vehicle Classification

Generally, vehicles can be classified as follow:
1. Light Vehicles (LV): tonnage below 3,500 kg or based on Government policy, maximum
8 - 10 seats including driver.
2. Bus: transporting passenger (minibus: 8-12 seats , Medium: 13-24 seats & Large: 25 or
more seats)
3. Medium Vehicle (MV): tonnage 3,500 – 9,000 kg or based on Government policy, used
for operation or cargo only.
4. Heavy Vehicle (HV): tonnages more than 9,000 kg, or based on Government policy, used
for operation and cargo. Example: trucks, flatbed, trailer, etc.

2.2. Vehicle Selection

The followings are minimum requirement when selecting any motor vehicles:
1. Light Vehicle:
 Bonnet type
 Pick-up (preferably extended cabin or double cabin), SUV, Sedan, MPV, etc.
 4 X 4 or 4 x 2 transmission
 Brand new and manufactured not more than one year from vehicle procurement for
long term contracts (3 years or more)
 For short term contract (less than 3 years), vehicle should not be more than 5 years
old by the end of the contract
2. Bus:
 Build up or body made manufactured
 Brand new and manufactured not more than one year from vehicle procurement for
long term contracts (4 years or more)
 For short term contract (less than 4 years), vehicle should not be more than 5 years old
by the end of the contract
 Safety equipment as stated in point 2.5.

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IBU – Vehicle Selection & Maintenance Procedure

3. Medium Vehicle:
 Build up or body made manufactured
 Brand new and manufactured not more than one year from vehicle procurement for
long term contracts (4 years or more)
 For short term contract (less than 4 years), vehicle should not be more than 5 years old
by the end of the contract
 Safety equipment as stated in point 2.5.
 Pass certification, including engine performance test by Government bodies or
Registered Professional Inspectors
4. Modified Vehicle:
 Body made manufactured
 Brand new and manufactured not more than one year from vehicle procurement for
long term contracts (4 years or more) vehicle should pass inspection and certification,
including engine performance test by Government body or Registered Professional
Inspectors
 For short term contract (less than 4 years), vehicle should not be more than 5 years old
by the end of the contract vehicle should pass inspection and certification, including
engine performance test by Government body or Registered Professional Inspectors
 Safety equipment as stated in point 2.5.

5. Heavy Vehicle:
 Long term (min 4 years): brand new or manufactured 3 years from vehicle
procurement; short term (less than 4 years): may use manufactured more than 3 years
from vehicle procurement providing it passed inspection by Company or Appointed
inspector on company behalf. All vehicle should pass inspection and certification,
including engine performance test by Government body or Registered Professional
Inspectors
 Safety equipment as stated in point 2.5.

All IBU organizations shall limit the purchase and use of 2-, 3-, and 4-wheel motorcycles and all-
terrain vehicles (ATV) in Chevron operations to cases of absolute necessity. Vice President Supply
Chain Management (SCM) IBU must approve all purchases of these vehicles.
The organization shall challenge and minimize the purchase of all high-center-of-gravity vehicles,
such as sport utility vehicles (SUV). Such purchases require approval by Senior VP level or Executive
Director as applicable.
The use of man-hauled vehicle or modified pick-up/truck for passenger with side-facing seating
position is prohibited in IBU operations. It is recommended to use van or bus to transport people.

2.3. Vehicle Maintenance

Company and Contractor owned, leased, or rented vehicles (applicable based on contract) shall be
maintained in compliance with the manufacture recommendations. Vehicle Preventive Maintenance
shall be monitored and performed on a “per-kilometer” or “per-day”, whichever comes first, basis as
appropriate for the vehicle and operation. Risk Based Maintenance shall be conducted for specific
activities (i.e.: transporting hazardous material, explosive hauling, etc.) based on Job Risk Assessment.
To ensure all vehicles are maintained properly, the following personnel have full accountability:
 Fleet Manager or Assigned Team Leader (in SCM or Logistic/Services Dept.) for Company
Vehicle

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 IBU – Vehicle Selection & Maintenance Procedure

 Assigned Contractor Leaders/Manager for Contractor’s vehicle that included in Scope of

Work with regular report to the Contract Owner.

Fleet Manager or Assigned Team Leader are accountable for Company vehicles (owned, leased, or
rented) preventive maintenance program. He/she shall ensure preventive maintenance is conducted in
regular basis as per manufacture recommendation. For Contractor’s vehicles that are included in Scope
of Work of Contract, Assigned Contractor Leader/Manager shall ensure Contractor has similar
preventive maintenance program and provide regular report to the Contract Owner.

2.4. Vehicle Inspection

A pre-trip inspection shall be performed and documented by driver or operators prior to each trip. An
inspection is also needed after shift changed or post trip. An example of Light Vehicle Pre-Trip
Inspection Form is available in Appendix A.

Chevron teams and Contractor shall establish procedures to ensure that inspections are completed in
compliance with the Chevron Safe Practices. The following position shall ensure the implementation
of this procedure:
 Dispatcher, for Pool Vehicle
 Department PIC, for Department Assigned Vehicle
 Assignee, for Assigned Vehicle

2.5. Vehicle Safety Equipment

All Chevron and Contractor vehicles shall be equipped with appropriate safety equipment and devices
as per GU MVS Process with additional equipment as follow:

Equipment Type All Vehicles

Required Equipment  Head restraints

 Seat belts for all seating positions
 Driver, center and passenger side rear-view
mirrors
 Spare tire
 First-aid kit
 Glass hammer (bus only)
 Emergency Exit Door (bus medium and large
only)
 Safety triangle
 Jack
 Lug wrench
Recommended Equipment  Fire extinguisher
 Accident investigation kit
 Road safety kit (flares, flood light, cones/warning
triangles, reflective vests)
 Inertial activated seat belt restraints
 Four-wheel, anti-lock brakes
 Air bags

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IBU – Vehicle Selection & Maintenance Procedure

Equipment Type All Vehicles

 Remotely activated door locks

 Back-up proximity sensors/alarms
 Back-up cameras
 Daylight running lights
 Roll bar (high terrain)
 Revolving light and siren (while escorting,
convoy, heavy equipment, emergency vehicle,
etc.)
 Heater and demister for highly terrain or
mountains
 Chock Block

All above safety devices shall not be modified or disconnected or removed.

2.6. Tire Safety

Tires are an important safety feature requiring careful selection, and drivers/operators should be
guided by manufacturers’ recommendations. Tires need to be maintained at the correct operating
pressure, the tire pressure recommended should be displayed on vehicles and drivers should be given
the means to check them. Drivers should responsible for checking tire condition during inspection and
reporting any deficiencies.
The tire tread provides the gripping action and traction that prevent your vehicle from slipping or
sliding, especially when the road is wet. In general, tires are not safe and should be replaced when the
tread is worn down to 1/16 of an inch. Tires have built-in treadwear indicators that let you know when
it is time to replace your tires. These indicators are raised sections spaced intermittently in the bottom
of the tread grooves. When they appear "even" with the outside of the tread, it is time to replace your
tires. Vulcanized tires are not allowed for all vehicles, including heavy vehicles.

3. Document Control Information

Table 1: Document Control Information

Description GU Common IBU Specific

Revision Date 12 November 2007 13 May 2009

Next Revision Due n/a 13 May 2011
Control Number -

Table 2: Document History

Version Date Notes

Number

1.0 12 November 2007 1st Draft version

1.0 14 April 2008 2nd Draft version

1.0 23 May 2008 Approved by IOLT

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 IBU – Vehicle Selection & Maintenance Procedure

Version Date Notes

Number

1.0.1.0 13 May 2009 Revised by IBU MVS team

1.0.1.1 10 December 2009 Revised by IBU MVS team

4. Document List
The following table provides a list of documents referenced in this procedure.
Table 3: Document List

Attachment Title File Name

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IBU – Vehicle Selection & Maintenance Procedure

5. Appendix A: Example of Light Vehicle Inspection Form

This form is used for light vehicle only i.e. passenger car, operational car, etc.

No. Kendaraan : Hari / tanggal :

Vehicle Number : Day / date :
Dept. / User : Lokasi :
Dept. / Pengguna : Location :

Bagian yang Diperiksa Bagus Rusak Keterangan

No
Inspected Items Good Broken Remark
Kondisi Keselamatan Utama
Primary Safety Condition
Sabuk pengaman (pengemudi & penumpang)
1
Safety belts (driver & passenger)
Lampu depan, belakang, & tanda berbelok
2
Head/rear lights & turn signals
Rem utama dan lampu rem
3
Main brake and lights
Rem & lampu parkir
4
Parking brake & lamps
Klakson & alarm mundur
5
Horn & reverse alarm
Spion, kaca depan & penghapus air
6
Side mirrors, windscreen & wipers
Pengukur jarak & kecepatan
7
Odometer & speedometer
Pengunci pintu
8
Door locks
Tekanan ban & kondisi roda (baut-baut)
9
Tire pressure & wheel condition (bolts)
Kondisi Keselamatan Tambahan
Additional Safety Condition
Tabung pemadam kebakaran
10
Fire extinguisher cylinder
Kotak P3K
11
First aid kit
Dongkrak & peralatan standard
12
Jack & basic toolkit
Segita pengaman
13
Safety triangle
Sabuk pengaman penumpang baris berikutnya
14
Safety belts for other rows passenger
STNK dan buku Kir (bila diperlukan)
15
Vehicle documents
16 Kaca samping

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 IBU – Vehicle Selection & Maintenance Procedure

Door & side glasses

Ban cadangan
17
Spare tire
Kondisi Mesin dan Mekanis
Engine & Mechanical Conditions
Minyak mesin, transmisi, & power steering
18
Engine, transmission, power steering oil
Cairan radiator, rem, & aki/batere
19
Radiator, brake, & battery fluid
Pengatur suhu (AC)
20
Air conditioner (AC)

Catatan/Note: Segera melapor ke Supervisor jika ada bagian-bagian yang tidak berfungsi dengan baik atau rusak. Report to Supervisor
immediately if some items/parts are not in good condition or broken

Pengemudi / Driver Supervisor

Nama/name Nama/name

Dept. Dept.

Tanda tangan / Signature Tanda tangan / Signature

Catatan kepada mekanik / Note to mechanic

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