Preventative Maintenance Program Facility

Preventative Maintenance Facilities are certified by the director of Commercial Vehicle Safety and Enforcement (CVSE) to carry out preventative maintenance inspections on the carrier’s vehicle fleet. 

This can result in cost reduction of inspection for each vehicle and allows for enhanced management and control of all vehicle repairs, maintenance and inspection schedules.

Apply to be a Preventative Maintenance Facility

Be Prepared

You will need:

  • A business BCeID user id in the same legal entity of the intended facility and password (learn how to apply and how long it may take)
  • Primary contact email address
  • The facility operator must complete the Inspection Facility Operator course at a participating training institution 
  • A list of authorized inspectors including their inspector number and start date with the facility
  • Fleet Requirements
    • The carrier must have a fleet of 15 or more power units.
    • A current list of the ICBC vehicle registration numbers of power units operating under the carrier’s National Safety Code number and trailers that will be operating under the maintenance plan.
    • The fleet must have been monitored and operated under a B.C. National Safety Code Certificate for a minimum of 12 consecutive months.
    • Provide sufficient evidence of proper vehicle maintenance
    • Maintain a low or 0% Commercial Vehicle Safety Alliance (CVSA), Out of Service and violation rate.
  • Application fee $150 (unless this facility is a satellite location of an existing licenced Preventative Maintenance facility).

Submit Your Application

Items to be included with the application are:

  • Completed CVSE0011 - Preventative Maintenance Program Application
  • Application fee $150-unless this facility is a satellite location of an existing licenced PM facility
    (see your payment options)

Duties and Responsibilities of a Preventative Maintenance Facility

Meet all the duties and responsibilities of a Designated Inspection Facility 

Preventative Maintenance Plan

All approved vehicle maintenance plans must be followed and properly recorded as part of the program requirements.

A vehicle maintenance plan consists of several documents:

  • A schedule of service intervals (in accordance with approved preventative maintenance intervals) for each type of vehicle in the program
  • A checklist detailing all components to be inspected at each service interval which must be completed for each vehicle
  • A record of components replaced or repaired for each vehicle
  • The trip inspection form reporting and repair procedure for applicable vehicles

Schedules and maintenance checklists must be approved by CVSE.  Changes to a vehicle maintenance plan must be submitted to CVSE for approval prior to implementation.

Complete records must be kept on file for three years.

Developing a Preventative Maintenance Plan

The best reference for any vehicle’s maintenance is the Original Equipment Manufacturer (OEM). Each vehicle manufacturer has a recommended maintenance schedule. This is typically an acceptable benchmark to use in interval times and component inclusion.

Some vehicles, depending on their use, may require a more or less stringent scheduled maintenance plan than what the OEM recommends. Each owner should develop their own plan and intervals of service, maintenance and inspection. It is intended that a carrier will develop their own maintenance plan to suit the type and use of their own vehicles. Since many carriers have different types of vehicles in their fleet and in some cases the use of the vehicles may vary, different maintenance schedules could be required.

Preventative maintenance plans must be approved by CVSE before implementation.

Trip Inspections

Facilities must use a compliant and accepted trip inspection form.

  • The inspection shall be performed daily before the first trip of the day.
  • If a trip lasts more than one day, the inspection shall be carried out on the second and every subsequent day of the trip no later than the first rest stop of the day.
  • A copy of the trip inspection must be carried in the vehicle for the day in which it is done.
  • Before and after each trip, the driver or a person specified by the carrier must be satisfied that the commercial vehicle is in a safe operating condition including, but not limited to, the operating condition of the following items:
    • Service brakes, including trailer brake connections and brake adjustment
    • Parking brake
    • Steering mechanism
    • Lighting devices and reflectors
    • Tires
    • Horn
    • Windshield wipers
    • Rear vision mirrors
    • Coupling devices
    • Wheels and rims
    • Emergency equipment
    • Load securement devices    
  • The trip inspection report shall:
    • State the licence plate or unit numbers for the commercial motor vehicle
    • Specify any defect in the operation of each item listed above
    • Specify any defect in the operation of the commercial motor vehicle that defect, not otherwise described above, may affect the safe operation of the commercial motor vehicle
    • State that no defect was discovered or came to attention of the driver, should that be the case
    • State the date the report is made
    • Contain the signature of the driver or person making the report.

Improper or incomplete pre-trip reports are an offence under Motor Vehicle Act Regulations - Division 37.  Regulatory violations may result in:

  • Charges against a driver and/or facility operator/owner
  • Preventative Maintenance Program licence deferral
  • Vehicle class removal
  • Licence suspension and/or cancellation

Preventative Maintenance Program Certificate of Approval Decal

Vehicles in the Preventative Maintenance Program at must display a certificate of approval decal:  

  • The serial number on each decal will begin with a P
  • Decals may expire 12 months after the month of inspection

Audit, Facility Inspection and Monitoring

Facilities must allow vehicles and records to be inspected and audited at the fleet yard, at any time during normal business hours.

When preliminary application requirements have been met, a CVSE Peace Officer (Area Vehicle Inspector) will audit the facility and review the past on-road performance of the carrier. Once the audit is complete and the application is approved, the carrier will receive a facility licence. If the application is not approved the carrier will be notified and, where applicable, the initial fee may be refunded.

Renew Your Preventative Maintenance Facility Certificate

Facility licences expire on an annual basis. It is the responsibility of the facility to be aware of the date of the licence expiry. Renewal reminder alerts are posted via the eForm system at 45, 30 and 15 days prior to expiry.

It is recommended that the renewal form, fee and supporting documents are submitted at least 4 weeks prior to facility expiry. Items to be included with the application for renewal are:

  • Completed Preventative Maintenance Facility renewal application form
  • Any updates to the last submitted list of power units and/or trailers operating under the PMP (including all vehicle registration numbers)
  • An updated copy of the complete vehicle maintenance plan if any changes have been made
  • The $50 renewal fee-one fee is inclusive for the main facility and any satellite locations (see your payment options)

Update Your Information

  • Advise CVSE of all changes to the approved fleet (i.e., additions and deletions of satellite locations, facility operators and/or staff contacts)
  • Obtain approval from CVSE for any changes to your facility prior to implementation (i.e., check sheets, maintenance plans and intervals)
  • Notify CVSE of any changes to legal name, mailing address, email address or telephone number within ten days
  • Inform CVSE prior to closure of business, or any intent to move, along with a new address if applicable
  • Inform CVSE of any changes of inspector/manager/owner

Cancellation of a Preventative Maintenance Facility Certificate

Carriers participating in the Preventative Maintenance Program are expected to ensure their vehicles are in excellent mechanical condition at ALL times while operating on a highway. They must:

  • Strictly adhere to their maintenance plan
  • Document all inspections, maintenance and repairs done to the vehicles

Failure to follow any of the requirements may result in MVAR violations, fines, conditions of licencing or deferral to operate as a Preventative Maintenance Facility.

 Any incidences of ‘Violations Present’ or ‘Out of Service’ CVSA inspections are reviewed by CVSE. Unsatisfactory performance may result in deferral, suspension and/or cancellation of the PMP licence at any time.

Authorization may be cancelled by the director of CVSE for violations, either entirely or for inspection of a class of vehicle. After notification of cancellation, the person to whom it was given must return all authorization documentation to the director.