Orange County audit shows gaps in servicing government vehicles, including ambulances
A comptroller’s audit of Orange County’s fleet management division found many county-owned vehicles, including dozens of fire-rescue ambulances, were not serviced on schedule — and a few not at all, according to the 25-page audit released this week.
“Late or skipped preventative maintenance impacts asset life, vehicle operating efficiency and may pose a safety risk to the driver and traveling public,” auditors concluded after examining service records of 120 vehicles over a 30-month span.
Fleet Management is responsible for maintenance and repair of 4,000 county vehicles.
“We thought the issues regarding the ambulances especially were very important because they could impact public safety,” said Comptroller Phil Diamond, whose office also tracks hotel-tax receipts and keeps county commission records. ““Obviously, without proper maintenance, you’re increasing the risk that ambulances can break down traveling to or from an emergency when response time is critical.”
In a written response to the audit, fleet division manager Bryan Lucas said the comptroller’s examination underscored challenges that fleet management has been aware of and working to improve, citing a operational tracking system he called “outdated and unstable.”
He said the system, in place for 20 years, relies on manually entered data, a process soon to be automated with a new system.
But while acknowledging operational problems, Lucas said the division aims to service vehicles more frequently than recommended by manufacturers and dispelled fears that ambulances or any other county-owned vehicle pose a danger to the public.
“Our vehicles are safe,” he said. “We are keeping them running as efficiently as possible.”
Lucas said the average age of a vehicle in the county’s fleet is nine years old and nearly 30% have logged over 100,000 miles.
“Our goal is to keep them running deep in their lives so we get the best bang for the buck for the taxpayers,” he said.
But scheduling preventative maintenance sometimes can be tricky because the vehicle is needed in the field.
“People with the vehicle can’t drop what they’re doing — even for a regular Public Works or a Utilities pickup truck that’s out in the field. It can be hard to get it in. We understand that,” Lucas said. ”They don’t have spare vehicles and they’re trying to get their job done, too.”
Because ambulances run so frequently, repair technicians are on call 24/7.
“They run out every single night when something happens, a light bulb goes out or anything like that,” Lucas said.
Diamond said auditors discovered oil changes and other routine preventative work often was not performed as scheduled.
Fleet Management generally requires an oil change and other preventative maintenance for an ambulance after 6,000 miles.
A mechanic also should conduct a more thorough inspection of an ambulance than other government vehicles, auditors noted in the report “to ensure they are prepared for emergency dispatch.” The 31-point checklist after 6,000 miles includes inspecting and replacing tires if needed; making sure siren and lights work; examining the undercarriage for loose bolts; and road-testing vehicle brake and steering mechanisms.
But 14 of the 65 ambulances were driven more than 24,000 miles between tune-ups, including one driven 39,000 miles.
Auditors discovered 53 others had not been serviced in 13 months though every vehicle should be serviced at least once a year. Seven vehicles had not been serviced in two years, the audit alleged.
“Vehicles not consistently maintained pose a greater risk to the driver, other drivers on the road, and potentially citizens being transported during an emergency,” auditors wrote. “Additionally, vehicle downtime due to repairs or vehicle inoperability can cause service delays to citizens and county projects.”
Diamond said fleet managers agreed to make improvements suggested by auditors. He said new software will help.
