Operational Checklist

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OPERATIONAL CHECKLIST
FOR FLEET MOBILIZATION

Operational Checklist .pdf
File Size:	210 kb
File Type:	pdf

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STEP #1)    Confirm all appropriate fleet license tags are loaded into your E-ZPass online account database. If required, update tag numbers in the online E-ZPass database as needed, even after the mobilization is underway.

       a.     An E-ZPass form with the correct format is provided at the website to add
                 and update your entire fleet (vehicles and trailers).

STEP #2)    Place a laminated card in the glove compartment of each vehicle when the fleet is mobilized to present to government officials (if needed or if vehicles get pulled over) when vehicles are driving in participating E-ZPass states.

        a.    Laminated card to be kept in the clove compartment that contains the
                information on it:
                i. Your E-ZPass commercial account number (provided in your
                    letter from E-ZPass office)

               ii. Your E-ZPass account transponder number (provided in your
                    letter from E-ZPass office OR on
                     the single transponder they sent you with the letter)

               iii. Your corporate logo and a contact person w/phone number for anyone
                     to call if they want to validate any information

        b.    A Letter of Invite is recommended to be on each vehicle being
                   mobilized.
                 NOTE: “Letter of Invite” is a letter from the requesting electric company
                 that has that company’s logo with a contact number and
                 signature if there are any questions. See SAMPLE on the left.

STEP #3) Prior to any fleet movement, check your E-ZPass account prepaid toll balance to assure there is enough pre-funding for tolls incurred for round trip movement through multiple states. Pre-fund your E-ZPass commercial account with your credit card.

        a.     After creating an account and prior to mobilizing resources for mutual
                 assistance, review your account and the pre-fund amount. It will be
                 important to have adequate funds in your account prior to departure
                 with an Auto-Replenishment amount adequate for the size of the fleet to
                 respond and return.

        b.     Review your account’s Auto-Replenishment amount to make sure it is
                adequate for the size of the fleet and expected tolls from both the
                responding and return trips. This runs on 30 day cycles.

                    i. Auto-replenishment amounts will recalculate downward
                        automatically when account is inactive.

         c.    IMPORTANT: If you don't have enough funds in your account during
                a deployment, you may receive fines from states along with a notice
                from Delaware that tolls are not paid. You have 60 days to replenish your
                Delaware account to cover any outstanding tolls but they WILL NOT
                cover the fines issued by other states.

                You will be responsible to pay those fines directly to the state(s) that
                issued them to you. Delaware E-ZPass Commercial Account Help Desk
                cannot assist you with paying these fines.

STEP #4)   Direct your drivers to drive through the E-ZPass lane(s) at the
                       designated speed and proceed to their destinations.

        a.    Remind your drivers and personnel that it is important that both vehicle
                 and trailer license plates are unobstructed and clearly visible to allow
                 pictures to be taken when passing through the toll gates in the
                 E-ZPass lane

        b.    Passage through the E-ZPass lane will give drivers a “Toll Not Paid” or
                other violation indication, however through the VTOLL process, the
                picture of the license plate will be associated with the E-ZPass account
                and the toll will be posted to the account and paid via the account’s
                prepaid balance.

        c.    This process works for the following E-ZPass states list in the graphic to
                the right.

        d.    If drivers encounter a "swing arm" based E-ZPass station, simple have
               them use a lane that has a person/agent in it. Follow the instructions in
                Step 5 below.

STEP #5)    You will generally find the armed toll collection points in locations where the toll authority does not have a sophisticated violation processing system or VTOLL (Video Toll) process. There are two types of swing arm toll collection points where no through electronic toll collection exists.

The first is a barrier where the designated toll must be paid. The toll is a fixed rate for that tolling location. These points will generally have manned toll booths to accept cash/credit card payments. Instruct your drivers to use the manned lane and present their documents.
The second is an entrance/exit based toll where the entrance will generally include an armed ticket machine or armed manned lane to provide a ticket. Either can be used. At the point of exit, the toll is calculated based on the distance between the entrance and exit point. These points will generally have manned toll booths to accept cash/credit card payments. Instruct your drivers to use the manned lane and present their documents.
For questions, they can contact the Delaware E-ZPass Commercial Account Customer Service desk at 1-888-397-2773.

REMINDER: It is strongly recommend that the laminated card or placard you have in each vehicle include not only the company name and E-ZPass account number, but the transponder number as well. It may be that the toll collector in the manned lane is able to input the transponder number into his system based on the level of sophistication of his toll station's technology. While we are attempting to cover every scenario, unfortunately there is no easy answer to the issue of the swing arm tolling location.

SAMPLE Letter of Invite

E-ZPass States