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Introduction to Federal Motor Vehicle Management/Fleet Management

Module I Overview
Module II The Life Cycle

Phase I Determination of Need

Phase II Acquisition of Need

Phase III Accountability and Maintainability

Phase IV Utilization and Disposal

Module III Ethics

Conclusion to Federal Fleet Management

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Introduction to Federal Motor Vehicle Management/Fleet Management

Introduction

Let's Begin
Federal Motor Vehicle Management/Fleet Management as Logistics
Federal Motor Vehicle Management/Fleet Management as Transportation
Federal Motor Vehicle Management/Fleet Management as Personal Property Management
The Essentials

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Module I Overview

1.0 Introduction

Key Concepts, Principles and Procedures
The Administrative and Cost Control Nature of Federal Fleet Management
Policy Development and Application
Asset Management
Fleet Services Delivery

1.1 Legal Basis

Statutory and Administrative Law
Know Your Authorities!

1.1.1 Financial and Physical Asset Accounting Required

Statutory Basis for the Concept of Accountability
The Effect of The Federal Property Administrative Services Act (FPAS)
Establishment of GSA
Public Law 84-863

1.1.2 Public Law 766

1.1.3 FMR/FPMR

Federal Property Management Regulations (FPMR)
Motor Vehicle Management and GSA Fleet
Federal Management Regulation (FMR)

1.1.4 Federal Acquisition Regulation (FAR)

1.1.5 Public Law 99-272

1.1.6 Additional Laws, Executive Orders and OMB Guidance

Additional Laws
Executive Orders
OMB Guidance

1.1.7 Other Sources of Information

1.1.7.1 Federal Register

1.1.7.2 Code of Federal Regulations

Introducing the Code of Federal Regulations
How the Code of Federal Regulations is Organized

1.1.7.3 Agency Regulations

1.1.7.4 GSA Reports

1.2 The Federal Fleet Management Team

Comparable Terms
Knowledge, Skills and Abilities

1.3 Federal Fleet Reports

Motor Vehicle Data and FAST
The Federal Fleet Report (FFR)
Office of Management and Budget (OMB) Reporting

1.4 Performance Measures and Key Ratios

1.4.1 Performance Measures for Effective Fleet Management

1.4.2 Performance Measures for Motor Pool Services

1.4.3 Performance Measures for Fueling Services

1.4.4 Performance Measures for In-House Maintenance and Repair

1.6 Summary

What We Accomplished
What's Next

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Module II The Life Cycle

2.0 Introduction

What We Will Learn
Key Concepts, Principles and Procedures

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2.1 Phase I Determination of Need

2.1.0 Introduction

Components of Effective Needs Determination
Options to Meet Agency Vehicle Needs
Cost - The Primary Consideration in Selecting a Vehicle Solution

2.1.1 The Current State

2.1.2 Determining Vehicle Needs

Accomplishing the Agency Mission and the Duration of the Need
Vehicle Utilization
Key Factors in Determining the Right Vehicle for the Job
Writing the Specification

2.1.3 Alternative Fuel Vehicles (AFV)

The Problems
AFV Legislation and Mandates Summary
Calculating Average Fuel Economy for Your Fleet
Reduce Petroleum Consumption for Your Fleet

2.1.3 Alternative Fuel Vehicles (AFV) (continued)

Choosing an AFV
Types of Alternative Fuels, Vehicles, Configurations and Infrastructure
Teaching Users About Alternative Fuel Usage
Exemptions

2.1.4 Federal Standards

Vehicle Acquisition Standards
Vehicle Replacement Standards
Exceptions

2.1.5 Vehicle Mix

Passenger Vehicles in the Vehicle Mix
Fuel Economy Requirements and the Vehicle Mix
Law Enforcement Vehicles and the Vehicle Mix
Federal Standards

2.1.6 Fuel Efficiency

The Mandate for Fuel Efficiency
The Fuel Economy Standard
Vehicle Class Guidelines

2.1.7 Additional Standards and Equipment

2.1.8 Common Mistakes in Vehicle Selection

2.1.9 Vehicle Justification

2.1.10 Vehicle Life Cycle Costing (LCC)

2.1.11 Lease versus Purchase

Federal Law, Regulation and Policy
Typical Advantages of Leasing

2.1.12 The Budget Process

Capital Requests
Operating Requests
Steps in Formulating Fleet Budget Requests

2.1.13 Review

What We Accomplished
What's Next

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2.2 Phase II Acquisition of Need

2.2.0 Introduction

2.2.1 The First Options to Consider

Use of Public Transportation
Privately Owned Vehicles (POV)
Shuttle, Dispatch or Motor Pool Use in Lieu of Permanent Assignment
Interagency Agreements and Cost-Sharing
Unrequired and Excess Vehicles
Seized/Forfeited Vehicles

2.2.2 Buying a Vehicle

Lease/Purchase Analysis
Procurement of a New Vehicles
Orders for Purchase through GSA Automotive
Orders for Purchase through the Open Market

2.2.3 Leasing a Vehicle

2.2.3.1 GSA Fleet

GSA Fleet Services

2.2.3.1.1 Indefinite Assignment Vehicles

Fully Participating Agencies
Other than Fully Participating Agencies
The Difference between Fully Participating Agencies and Other than Fully Participating Agencies

2.2.3.1.2 Short Term Vehicle Support

2.2.3.1.3 Additional Services

Maintenance and Repair Services
Fuel, Oil and Credit Card Services
Seasonal (Paid) Storage
Shuttle and Driver Services

2.2.3.1.4 Reimbursement for Services

GSA Service Rates and Billing
Contractor Use of GSA Fleet Vehicles
Additional Agency Charges

2.2.3.2 Commercial Lease and Rental

Lease
Rental

2.2.4 Review

What We Accomplished
What's Next

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2.3 Phase III Accountability and Maintainability

2.3.0 Introduction

2.3.1 Accessibility Requirements

Medical Requirements of the Federal Motor Carrier Safety Regulations
Protections against Discrimination because of Physical Handicap

2.3.2 Assignment to Use

Vehicle Assignment to Use Begins with Vehicle Acceptance
Preshipment Inspection
Warranties
Reports of Defects

2.3.3 Official Use versus Incidental Use

Definition of Official Use
Definition of Incidental Use

2.3.4 Home to Work

Alternate Terms
Allowed Only When Authorized by Agency Head
Monitoring Home to Work Usage

2.3.5 Registration & Licensing

Display of U. S. Government Tags
Lost or Stolen License Plates

2.3.6 Traffic Law Violations and Parking Fees

Traffic Laws
Parking Fees
No Reimbursement for Parking Violation Fees

2.3.7 Insurance

The Federal Government Is Self-Insured
Motor Vehicle Operation in Foreign Areas

2.3.8 Vehicle Assignment

Assignment to a Vehicle Operator
Assignment through the Use of Dispatch or Shared Vehicle Usage (Pools)
GOV Operator Responsibilities
The Do's
The Don'ts

2.3.9 Operator Identification

2.3.10 Rental Vehicles

2.3.11 Privately-Owned Vehicles (POVs)

Reimbursable Expenses
Non-Reimbursable Expenses
Comparing the Cost of Use of a POV to Use of a GSA Fleet Vehicle
Unauthorized POV Use

2.3.12 Vehicle Use in Foreign Areas

2.3.13 Security

2.3.14 Contractor Use of GOVs

2.3.15 New Vehicle Warranties

2.3.16 Maintenance Programs

Maintenance Tasks
Four Approaches to Maintenance
Objectives of A Fleet Maintenance Program

2.3.16.1 Vehicle Systems

2.3.16.1.1 Engine System

Engine Basics
Engine Power and Efficiency
Engine Size
Routine Preventative Maintenance for the Engine System

2.3.16.1.2 Fuel System

2.3.16.1.3 Electrical System

Ignition System
Starting and Charging System
Electrical/Electronic Control System
Routine Preventative Maintenance for Electrical Systems

2.3.16.1.4 Cooling System

Routine Preventative Maintenance for the Cooling System

2.3.16.1.5 Lubrication System

Routine Preventative Maintenance for the Lubrication System

2.3.16.1.6 Drive Train

Rear-Wheel Drive Transmissions
Forward-Wheel Drive Transaxles
Four-Wheel Drive and All-Wheel Drive Systems
Routine Preventative Maintenance for the Drive Train

2.3.16.1.7 Running Gear

Suspension System
Steering System
Braking System
Wheels and Tires
Routine Preventative Maintenance for the Running Gear

2.3.16.1.8 Emission Control/Exhaust System

Emission Control
Exhaust System
Routine Preventative Maintenance for the Emission Control/Exhaust System (link pending)

2.3.16.2 Scheduled Maintenance Programs

Alternate Terms
Establishing a Scheduled Maintenance Program
Benefits of a Scheduled Maintenance Program
Components of a Scheduled Maintenance Program
Development of the Maintenance Task and Time/Mileage Interval Checklist
Importance of the Driver
Importance of the Mechanic
Importance of the Federal Fleet Manager
Best Practices
Vehicle Maintenance Records
Emissions Inspections
Safety Inspections
Tires
Scheduled Maintenance and GSA Fleet Vehicles
The Federal Fleet Manager's Maintenance Options

2.3.16.3 Unscheduled Maintenance

The Federal Fleet Manager's Unscheduled Maintenance Options

2.3.16.4 In-House Maintenance

In-House Maintenance Shop Responsibilities
Repairs
Tire Replacement
Key Performance Indicators for In-House Maintenance Programs

2.3.16.5 GSA Fleet Maintenance Control Centers

2.3.16.6 Condition of GSA Fleet Vehicles

2.3.16.7 Commercial Vendors

2.3.16.8 Cross-Servicing Agreements

Cross-Service Agreements with GSA Fleet

2.3.17 Fuel Consumption/Conservation

Fuel Consumption
Fuel Conservation

2.3.18 Procurements for Operations

Using the Required Source Order
The Real World Understanding the Environmental Impacts of Products and
Services
Environmentally Preferable Purchasing (EPP) Overview

2.3.19 Environmentally Preferable Purchasing (EPP) Quick Start

Applying the Five Principles for Incorporating Environmental Consideration into
Purchasing Decisions

2.3.19.1 EPP Principle One

Principle One: Include Environmental Considerations in the Normal Purchasing Process
Step 1: Determining Your Organization's Needs and the Product or Service Characteristics Required to Meet the Need
Step 2: Conducting Preliminary Market Research
Step 3: Determining the Procurement Method
Step 4: Using the Right Source Order
Step 5: Evaluating the Overall Quality and Value
Step 6: Making the Final Selection of the Product or Service and Monitoring the Progress
So What Do You Actually Do to Put Principle One into Practice Exercises & Tests?

2.3.19.2 EPP Principle Two

Principle Two: Emphasize Pollution Prevention Early in the Purchasing Process
So What Do You Actually Do to Put Principle Two into Practice Exercises & Tests?

2.3.19.3 EPP Principle Three

Principle Three: Examine Multiple Environmental Attributes throughout the Product or Service Life Cycle
EPA's List of Environmental Attributes

2.3.19.4 EPP Principle Four

Principle Four: Compare Relevant Environmental Impacts when Selecting Products and Services
So What Do You Actually Do to Put Principle Four into Practice Exercises & Tests?

2.3.19.5 EPP Principle Five

Principle Five: Collect Accurate and Meaningful Information about Environmental Performance and Use It to Make Purchasing Decisions
So What Do You Actually Do to Put Principle Five into Practice Exercises & Tests?

2.3.19.6 Comprehensive Procurement Guidelines (CPGs)

EPA and the Comprehensive Procurement Guidelines (CPGs)
Buying Recycled-Content Products
Re-Refined Oil and Retread Tires

2.2.19.7 Buying Water and Energy Efficient Products

Benefits of Increased Efficiency
Buying Energy and Water Efficient Products

2.2.19.8 Buying Biobased Products

Buying Biobased Products
Alternative Fuels

2.2.10.9 Buying Information Technology (IT) Products

Special Considerations for Buying Information Technology (IT) Products
Environmental Attributes of Information Technology (IT) Products

2.2.19.10 Ozone and Ozone Depleting Substances (ODS)

Ozone and Ozone Depleting Susbtances (ODS)
The Significant New Alternatives Policy (SNAP) Program
Practical Steps

2.2.19.11 Environmentally Preferable Purchasing (EPP) is a Process

2.3.20 The Role of the Contracting Officer (CO)

The Contracting Officer Defined
The Elements of a Contract
The Process for Selecting a Contract Type (link pending)
Characteristics of Contract Types (link pending)

2.3.21 Controlling Costs through Recordkeeping

Federal Reporting
Motor Vehicle Information Management System (MVMIS)/Fleet Management Information System (FMIS)

2.3.21.1 Cost Accounting

Direct Fleet Costs
Indirect Fleet Costs
Controlling Fleet Costs

2.3.21.2 Accountable Inventory Items

Shop Equipment
Administrative Equipment
Inventory Reporting Systems

2.3.21.3 Operations Reporting

2.3.21.4 Vehicle Utilization Record

2.3.21.5 Recording License Numbers

2.3.21.6 Maintenance and Service Records

2.3.21.7 GSA/Agency/Required Federal Reports

SF 82 Update

2.3.22 The GSA SmartPay Fleet Charge Card

GSA Fleet and the GSA Smart Pay Fleet Charge Card
The Advantages
Authorizations
Use
Vehicle Environmental Purchasing Requirements for Cardholders
Taxes

2.3.22.1 Fuel Purchases

Operator Instructions
Permitted Fuel Purchases
Alternative Fuels

2.3.22.2 Authorized Services

2.3.22.3 Destruction of Charge Cards

2.3.22.4 Controls

Fleet Charge Cardholder Responsibilities
Approving Officials, Certifying Officials and Fleet Managers
Common Controls
Operator Controls

2.3.23 Fleet Safety

Motor Vehicle Accident Prevention
Accident Prevention and Corrective Action Management
Improving Safety On the Road and In the Shop

2.3.23.1 Motor Pool Safety

Motor Pool Safety Programs
Operator Walkaround Inspection
Occupant Protection - Safety Belts/Air Bags

2.3.23.2 Fueling Safety

2.3.23.3 Driver Awareness and Training

Driver Training
Commercial Drivers License Training
Special Emergency Vehicles Training

2.3.23.4 Maintenance Shop Safety

Shop Safety Committees
Employees' Right to Know About Hazardous Materials
The Fleet Manager's Responsibility

2.3.23.5 Vehicle Safety Inspections

2.3.23.6 Accident Reports/Crash Reports

Agency-Owned or Leased Vehicles
Operator Responsibilities
GSA Fleet Vehicles

2.3.23.7 Accident Investigation

2.3.23.8 Accident Responsibility and Claims

Claims by the Government
Claims Against the Government
Claims Involving GSA Fleet Vehicles

2.3.23.9 Accident Analysis

Common Accident Factors in Accident Analysis

2.3.24 Review

What We Have Accomplished
What's Next

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2.4 Phase IV Utilization and Disposal

2.4 Introduction

2.4.1 Optimum Utilization

Develop a Fleet Replacement Plan
Benchmark Your Fleet's Utilization

2.4.2 Replacement Criteria

Replacement Guidelines
Rehabilitation
Seasonal Guidelines

2.4.3 Vehicle Reconditioning

2.4.4 Vehicle Disposal Process

Acquiring Excess Vehicles
Reporting Excess Vehicles
Use of Standard Form 97
Security of the SF 97
Preparation of the SF 97
SF 97A
Odometer Mileage Disclosure

2.4.5 Exchange/Sale

Reporting Motor Vehicles for Exchange/Sale
Preparing Motor Vehicles for Exchange/Sale

2.4.6 Review

What We Accomplished
What's Next

2.5 Summary

What We Accomplished
What's Next

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Module III Ethics

3.0 Introduction

Key Concepts, Principles and Procedures

3.1 Standards of Ethical Conduct

3.2 Common Ethical Dilemmas

3.3 Summary

What We Accomplished
What's Next

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Conclusion to Federal Fleet Management

Conclusion

Your Job Is Important

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