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AL-RAKHEES CONTRACTING COMPANY

equipment maintenance AND management program

Fleet management is the administrative approach referring to the purchase, organization,
and coordination of work vehicles for a company. Implementing a good fleet management system
plays an integral role in reducing costs, improving efficiency, ensuring safety, and evaluating
government regulation compliance.

The fleet of AL-RAKHEES Co. has a range of vehicles and machinery, including commercial motor
vehicles, mobile construction machinery, trucks, trailers, and vans. The fleet mainly consists of
vehicles and machinery used in the construction industry specifically, such as trucks, cranes,
excavators, skid steers, dump trucks, compactors, mixers, and more.

Purpose of Fleet Management

Not only is the right equipment essential for construction and project completion, but it is important to
ensure that these vehicles and machines are in working order. Fleet management covers a range of
functions to oversee the sourcing, maintenance, tracking, and supervision of these commercial
vehicles. Proper care and upkeep of this equipment can be helpful to minimize or even remove risks
on the job.

AL-RAKHEES Co. has software that tracked and locate every vehicle and its driver. The program
also manages the fuel and maintenance costs of the vehicles. These efforts are beneficial for
multiple reasons:

 Ensure the vehicles and equipment are operating smoothly

 Improving performance on the job
 Minimize operation costs
  Maintain compliance with government regulations to avoid fines
 Oversee the activities of drivers and vehicles
 Save money with fuel management and decreased accident risk
 Decrease maintenance and insurance costs
 Track vehicle location

Equipment/Truck Acquisition
The acquisition of Equipment in AL-RAKHEES Co. is done according to the needs and requirements
of different projects and followed the step below before been authorized by the General Manager. A
range of decisions needs to be addressed, such as:

1. Considering your general scope of work, what specific equipment is needed, and why?
2. Where will you purchase the equipment? Will it be new or used?
3. When is the best time of your fiscal year to complete these transactions?
4. What maintenance plan to you have arranged for the fleet?
5. How will the fuel be handled?
6. What systems should be followed for inspection and tracking?
7. Have you considered all of the laws and regulations in your state?
8. How will drivers be supervised?

As AL-RAKHEES Co. is choosing the vehicles, the goal is to ensure that the company’s money is
well spent on the fleet. Construction firms can choose to create an in-house team for fleet
management to oversee both vehicle acquisition and management.

Equipment/Truck Maintenance
AL-RAKHEES Co. implements a fleet preventive maintenance program from the moment the vehicle
acquisition takes place. This program consists of scheduled inspections, servicing, and repair work,
to maximize the availability of the vehicles and prevent potential problems.

If preventive maintenance is not a priority, you can expect the life span of the vehicle to be reduced
greatly. Additionally, the overall costs will go up due to repair work and the acquisition of
replacement vehicles. Certain equipment is prone to breakdown, which leads to costly repairs.
Another common issue is that the vehicle will be out of service when it is needed the most. These
costs and issues can be minimized by implementing a proactive approach with the maintenance
schedule.

Safety is another issue which AL-RAKHEES Co. highlight it as essential. Improper care and upkeep
of fleet will result in vehicles that are unsafe for use. Not only do these safety issues put employees
and contractors at risk, but poor maintenance could lead to negligence and litigation costs if
something goes wrong.
Our preventive maintenance program includes:

1. A checklist of maintenance tasks, based on the specific requirements of each vehicle

2. A timeline as to when these tasks should be performed
3. A convenient system for operators to record inspection details and possible complaints about
the equipment
4. Scheduled periodic staff meetings to discuss the status of the fleet
5. In-house or outsourced trained mechanics to complete repairs and maintenance

The most effective preventive maintenance schedule is based on mileage, time, engine hours, or the
number of fuel gallons used. Specific tasks should include testing, inspection, cleaning, lubrication,
repair, and the replacement of worn-out parts. The timing varies based on the type of vehicle, so the
best solution is to schedule this system based on the manufacturer’s recommendations.

AL-RAKHEES Co. routine preventive maintenance include:

 Engine oil and filter changes

 Fuel system
 Cooling system
 Belts and hoses
 Brake system
 General tune-ups
 Exhaust system
 Steering system
 Transmission fluid
 Transmission and engine mounts
 Fluid leaks
 Frame and undercarriage
 CV joints or driveshafts
 Suspension system
 Electrical system
 Glass, body, and mirrors
 Interior and exterior lights
 Seatbelts and seats
 Wheels, tires, and rims
 Horn and sirens
 Windshield wipers
 Auxiliary systems

Equipment/Truck Telematics
In AL-RAKHEES Co. our maintenance department uses software programs to develop, implement,
and maintain a preventive maintenance program for our fleet. This technology eases the scheduling
burden with the implementation of an automated computer system. Manually managing the fleet is
not only time-consuming, but it can be a tedious task. The best solution is to implement a
computerized tracking and maintenance system to improve efficiency and gather reports on the fleet.

Automated telematics can gather data relating to all aspects of the fleet, including the location of the
vehicle, behavior of the driver, vehicle activity, engine diagnostics, and more. This information is
gathered and stored to provide easy reporting access for fleet managers and technicians. The
reports are critical in helping fleet operators with the management of the vehicle and equipment
resources available in the company.

Information that can be tracked might include:

 Preventive maintenance schedules

 Creation and tracking of work orders
 Fuel usage
 Mileage
 Driver time and labor
 Tire logs
 Claims and accidents
 Inventory management
 Invoicing for purchase and maintenance receipts
 Stock reports

Driver Management
Effective management of our drivers can save AL-RAKHEES Co. thousands of Riyals each year. A
good driver training program, as well as ongoing telematics systems, will help with the reduction of
costs without a negative impact on the level of service.

Driver onboarding might include license checks as well as risk assessments. Training is focused on
mapping the best routes, economical driving, use of the telematics systems, safety on the job, and
anything else applicable to the projects.

Three important categories apply to driver management:

 Speed Management: Speed is a dangerous factor that can increase the risk of fatal road
accidents and expensive loss of equipment. Additionally, speed management has a direct
impact on fuel and emission savings. Both drivers and vehicles should be monitored for
speed. Even if drivers are trained in safety and speed practices, there is always a risk of
noncompliance. Vehicle tracking telematics allows fleet managers to generate reports that
uncover dangerous driving habits by showing the drivers who have been speeding and how
often the speeding occurs.
 Fuel Management: Every 5 MPH increases the costs by 45 Riyal to 105 riyals per gallon,
depending on the type of vehicle. In addition to the management of speed, other policies need
to be in place to reduce engine idling, manage to route for fuel optimization, and keep up with
routine maintenance that affects vehicle fuel usage. Consider a system using fuel cards for
each driver to see how much is spent on fuel and historical data for the vehicle.
  Safety Management: Fleet vehicle accidents are often the most expensive injury claims
employers need to bear. A formal fleet safety program will reduce the risk of these accidents,
especially when the program is designed to your company needs specifically. Safety
management should include the selection and identification of drivers, onboarding and
ongoing training for drivers, management of updated fleet safety rules, written policies, and a
formalized plan for vehicle repair, inspection, and maintenance.

Long Term Strategy for Fleet Management

Our fleet management is consists of well-trained engineers and laborers which helps in maintaining
a large fleet of heavy machinery and equipment. The maintenance department is connected to our
main Administrative Building through computers and easy communication sources. All department
are connected through the computer to create a productive work environment
 ‫شركة الرخيص للمقاوالت‬
AL-RAKHEES CONTRACTING COMPANY

Maintenance And Safety Manager

Eng. Awaz AL-Hakimi
Project Manager
Eng. Hezam Al-Ansi