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Policy and Procedure ManualChapter 350, Supplies and Equipment Responsible Department: Facilities Management, Agricultural Services The Agricultural Services Office is a service unit reporting to Facilities Operations & Maintenance. This unit provides field support services including a labor pool of University staff, purveyance of irrigation water, a rental fleet of agricultural, construction, and material-handling equipment, and resale of supplies and materials. All services are provided on a recharge basis. This section outlines policy and procedures for using these support services. A. Labor Labor services are available from the Labor Division of Agricultural Services. The following services are available: equipment operation in support of agriculture, construction, maintenance, and operation; welding and metal fabrication; custom fencing; surveying, laser leveling, and miscellaneous construction and earthwork. B. Irrigation The Irrigation Division provides the following services: maintenance and repair of irrigation delivery lines used in field research, installation of new irrigation lines, repair of wells and pumps, and delivery of Solano Project water. C. Equipment rental and repair Services provided by the Equipment Division include operation of the rental fleet and to a lesser extent, repair of departmentally owned equipment. The equipment rental fleet includes the types of equipment listed below: 1. Tractors: row crop, orchard, and general use tractors. 2. Implements: agricultural and construction of all types. 3. Loaders: wheel loaders and skid-steer loaders. 4. Material handling: forklifts, rotators, and squeeze units. 5. Earthmoving: dozer, compactor, scraper, and tracklayer. 6. Heavy construction: crane, road roller, road grader, and water truck. A. Rental and leasing of equipment Policy and procedure pertaining to reservation and use of rental equipment is designed to increase equipment availability, facilitate shared use between customers, assure that equipment is returned in a timely manner, and reduce rental fleet idle time. 1. University-owned equipment may only be used for official University business by employees and students. 2. Persons may operate equipment only if they have received proper training or possess the appropriate license or certificate as required by law. 3. Rental equipment may not be left in unattended areas for extended periods of time. 4. Rental equipment that has been checked out may not be loaned to another person or department without the authorization of Agricultural Services. 5. Day-pool equipment is available for use on a short-term basis and may be rented from the equipment rental yard. 6. Subject to availability of fleet equipment, a department may be granted long-term assignment of equipment in exceptional cases such as the following: a. The equipment is needed on a frequent basis. b. Work assignments of departmental personnel require extensive use of the equipment. c. Assignment on a long-term basis is more economical than short-term assignment. d. The long-term assignment does not adversely affect day-use customers. 7. Long-term assignment does not modify either the scope of appropriate equipment use or the responsibility of appropriate officials to authorize and control the equipment use. To assure maximum equipment utilization, equipment on long-term assignment may be recalled or rotated if utilization estimates are not being met and other departmental equipment needs can be met by shared use of the equipment. B. Responsibility 1. The Vice Chancellor--Administration has overall administrative responsibility for Agricultural Services and implementation of policies related to: use and maintenance of University-owned agricultural and construction equipment, labor services, and management of the campus irrigation system. 2. Department heads and supervisors are responsible for: a. Authorizing and controlling official use of University-owned equipment by persons under their jurisdiction. b. Providing or making available appropriate training for all employees under their jurisdiction who operate equipment. c. Complying with Section 380-20, Employee Driving Records, and Section 380-22, Drug and Alcohol Testing of Drivers. 3. Employees operating equipment are responsible for: a. Using equipment in accordance with University policy and State and local laws. b. Covering the cost of damage to equipment caused by negligent operation. Damage will be recharged to the department at prevailing rates. A. Labor and irrigation services 1. To obtain labor or irrigation services, contact Agricultural Services at 530-752-1145 and place a work request. 2. To obtain delivery of Solano Project water to field plots, contact Agricultural Services at least 24 hours in advance of scheduled irrigation. B. Equipment repair To obtain repair of departmentally owned agricultural or industrial equipment, contact the Agricultural Services repair shop at 530-752-1147. C. Equipment rental The person checking out equipment: 1. Calls the equipment shop (530-752-9192) to check availability of equipment, no later than 21 days prior to intended use. 2. If equipment is available, may make a reservation for a maximum of 7 calendar days. 3. Completes equipment checkout portion of rental card, indicating equipment number, initial meter reading, operator, department, time and date of checkout, and department ID number. 4. Leaves card at dispatch counter. 5. Returns equipment promptly; during normal business hours, parks equipment at fuel pumps, or after hours, leaves equipment in front parking area and drops keys in lockbox. 6. Reports any mechanical difficulties, deficiencies, failures, or damage; completes return portion of checkout card, giving final meter reading, and date and time equipment was returned. D. Requests for equipment rental extensions 1. Requests for reservation extensions may be placed only after expiration of the original reservation. 2. Customers who are unable to complete their field operations in 7 calendar days may request an extension of up to 2 working days by calling Agricultural Services. Extensions will be considered if no other reservations are pending. If work cannot be completed within a 2-day extension, customers may request renewal of a 7-calender-day reservation. E. Customer priority in rental of equipment 1. In cases of weather-related delays, Agricultural Services will attempt to facilitate accommodations between users. Customers having spray equipment shall be allowed to complete applications before rinsing and returning equipment. 2. In cases of delays arising from changes in cropping practices or unforeseen circumstances, users will be required to adhere to the reservation policy outlined in C, above. F. Implementation of equipment rental rates 1. Charges accrue when equipment leaves the rental yard. The rental fleet is self-supporting. 2. Usage rates will be charged in accordance with the approved schedule posted at the dispatch counter. (Rate schedules are also available at http://www.agservice.ucdavis.edu.) 3. Late fees will be assessed for late return of equipment or retrieval by Agricultural Services. 4. Day rates shall not apply on weekends or holidays. It is the operator's responsibility to note weekend or holiday use on the equipment checkout card. 5. Half-day rates are available for equipment checked out and returned between the hours of 7:00 a.m. and 12:00 noon, or checked out and returned between the hours of 12:00 noon and 4:00 p.m. Equipment returned to Agricultural Services during non-business hours is not eligible for half-day rates. 6. Early pickup of reserved equipment is acceptable when no other reservations are pending. Equipment reserved for 7:00 a.m. may be picked up at 2:00 p.m. the preceding day. There is no day-use charge for early pickup. Customers should complete their checkout cards to reflect usage starting at 7:00 a.m. the following day. 7. Cancellations that are called in one working day in advance of intended use will not be assessed a cancellation fee. Customers that fail to pick up reserved equipment without notifying Agricultural Services will be assessed a cancellation fee equal to one day of usage. For equipment that does not have a day rate, the cancellation fee shall be equal to one hour of usage. G. Long-term assignment of equipment Contact Agricultural Services at 530-752-1145 for information on obtaining a long-term assignment. Copyright © 2006 The Regents of the
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