Equipment Management Procedure

Document Type: Procedure
Version: 1.0
Last Updated: February 2026
Distribute To: Superintendents, Foremen, Equipment Operators

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Purpose

Establish procedures for managing construction equipment including tracking, maintenance, and safe operation.

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Equipment Categories

Category	Examples	Typical Ownership
Heavy Equipment	Excavators, loaders, dozers	Owned or rented
Lifting Equipment	Cranes, forklifts, aerial lifts	Often rented
Small Equipment	Compactors, saws, generators	Often owned
Hand Tools	Drills, levels, power tools	Owned
Vehicles	Trucks, trailers	Owned

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Equipment Tracking

Information to Track:

• Equipment ID number
• Description/model
• Serial number
• Ownership (owned/rented)
• Current location (project)
• Condition
• Maintenance status

Equipment Log:

ID	Description	Serial #	Status	Location	Assigned
E-001	Bobcat S770	12345	Active	PRJ-101	J. Smith
E-002	Generator 10kW	67890	Shop	Yard	-

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Daily Equipment Inspection

Before Each Use:

Operator Responsibility:

• Walk-around inspection
• Fluid levels
• Safety devices
• Unusual sounds/behavior
• Complete inspection form

Do NOT Operate If:

• Safety device defective
• Significant leaks
• Damage affecting operation
• Tagged out of service

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Equipment Inspection Checklist

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         EQUIPMENT INSPECTION CHECKLIST
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Date: ______________  Equipment ID: _________________________

Description: _______________________________________________

Operator: _________________________________________________

Hours/Miles: ______________________________________________

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PRE-START CHECKS:
☐ Walk-around complete
☐ No visible damage
☐ Tires/tracks acceptable
☐ Fluid levels checked
☐ No significant leaks
☐ Lights working
☐ Horn working
☐ Backup alarm working
☐ Mirrors adjusted
☐ Fire extinguisher present

SAFETY DEVICES:
☐ Seat belt functional
☐ ROPS/FOPS intact
☐ Guards in place
☐ Emergency stop functional

OPERATIONAL CHECK:
☐ Brakes working
☐ Steering responsive
☐ Controls functioning
☐ No unusual noise/vibration
☐ Gauges reading normal

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DEFECTS FOUND:
___________________________________________________________
___________________________________________________________

ACTION TAKEN:
☐ Equipment OK to operate
☐ Defect reported, operating with caution
☐ Equipment tagged OUT OF SERVICE

Operator Signature: ____________________  Date: _____________

Supervisor (if defects): _________________  Date: _____________

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Equipment Maintenance

Preventive Maintenance Schedule:

Interval	Actions
Daily	Operator inspection, fluids
Weekly	Detailed inspection, grease
250 Hours	Oil/filter change
500 Hours	Major service
Annual	Full inspection, certification

Maintenance Records:

• Date of service
• Hours/miles
• Work performed
• Parts used
• Cost
• Next service due

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Rental Equipment

Rental Process:

Before Renting:

1. Determine need and duration
2. Get quotes (if significant)
3. Obtain approval (PO)
4. Confirm delivery

At Delivery:

1. Inspect for damage
2. Note condition on ticket
3. Verify all components
4. Review operation
5. Obtain manuals

During Rental:

1. Daily inspections
2. Report problems immediately
3. Track usage
4. Proper maintenance

At Return:

1. Clean equipment
2. Full fuel tank
3. Document condition
4. Return all components
5. Obtain receipt

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Equipment Costs

Cost Tracking:

• Owned equipment: charge to projects
• Rental: charge to projects
• Fuel: track by equipment/project
• Maintenance: track by equipment

Ownership vs. Rental:

Consider:

• Utilization rate
• Duration of need
• Maintenance capability
• Storage availability
• Cash flow

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Operator Requirements

Qualification Requirements:

Equipment	Training	License
Forklift	Formal training	Company cert
Aerial Lift	Formal training	Company cert
Crane	Extensive training	NCCCO cert
Excavator	Training	None required
CDL Vehicles	Training	State CDL

Authorized Operators:

• Only trained operators use equipment
• Training documented
• Certifications current
• Competency verified

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Related Documents

• Equipment Inspection Forms
• Maintenance Schedule
• Operator Training Records
• Rental Agreements

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