Download Fleet Management Handbook PDF

TitleFleet Management Handbook
TagsTypes Articles & News Stories
File Size776.2 KB
Total Pages42
Document Text Contents
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Fleet Management Handbook - 2011 Page 1

Table of Contents

Introduction 3

Fleet Mission, Organization and Responsibilities

Mission 4
Organization 4

Responsibilities 4

Asset Management

Authorization of Vehicle Assets 7
Vehicle Authorization Review Authority 7

Acquisition of Assets 9

Acceptance of Vehicle Assets 11

Record Keeping Requirements of Vehicle Assets 13

Use of Vehicle Assets 14

Unauthorized Uses of Government Vehicles 15

Disposition of Over-Age, Unsafe, or Unserviceable Vehicles 15

Fuel Assets 16

Vehicle Operation

Department Supervisor and Coordinator Responsibilities 19

Driver and Operator Responsibilities 20

Restrictions 21

Emergency Producers 22

Repair Responsibility 23

Performance Metrics

Cost 24
Reports 25

Utilization 25

Overall Average Miles per Gallon 28

Preventive Maintenance Compliance 28
Contractor-Operated Vehicle Maintenance 28
Federal Law and Executive Order Metrics of Energy 28

and Alternative Fuels Compliance

Fleet Maintenance

Maintenance Overview 30
Maintenance Objectives 30

Responsibility for Cost of Repairs, Maintenance, and Fuel 30
Preventive Maintenance Program 30

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immediate supervisor on the next work day following the suspension or revocation of the license. Drivers

will notify their supervisors when any licensing issue arises.

3.1.4 Transporting of Hazardous Materials Using Government Vehicles

Center transportation management will have an understanding of the rules and regulations governing the

transport of hazardous cargo. In addition, the Center transportation management is responsible for

compliance and training related to transportation of hazardous materials. See 49 CFR, Part 177 for

specifics on transporting hazardous cargo over the public highway.

3.2 Driver and Operator Responsibilities

3.2.1 Pre- and Post-Use Inspections

Drivers are required to ensure Government vehicles are maintained in proper operating condition at all

times. This means the vehicle operator must conduct a vehicle inspection before and after each day’s use

of the vehicle to determine if discrepancies exist. In particular, the driver is responsible for checking

engine oil and coolant levels, tire pressures, and proper placement of license plates. Discrepancies found

during the course of the inspection will be documented and reported to maintenance for repair after

coordinating with the department supervisor. Lost Government License Plates

Lost plates for Government-owned and GSA vehicles will be reported to and handled by the CTO. See 41

CFR 101-38.202-7. Parking and Storage of Vehicle Assets

Generally, Government vehicles will be parked at each customer’s workplace in a secure location, with

the keys and credit card removed and the vehicles locked and windows rolled up. Exceptions should be

coordinated through the CTO. Vehicle Keys and Fuel Card Control Vehicle Key Control

Operator supervisors will ensure a key control system is in place for their assigned vehicles. Fuel Card Control

Fuel card control for GSA and NASA-owned vehicles is discussed in Section 2.9.6. Loss of Fleet Vehicle Keys and Credit Cards

Operators will coordinate with the CTO for replacement keys and cards. The responsible department will

ensure a memorandum is written to explain the circumstances of the loss and action taken to prevent

reoccurrence. The CTO maintains spare keys in the Vehicle Management Office (VMO). Unsecured Items in Vehicles

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In the interest of safety, operators will ensure items being transported are properly secured prior to

operating the vehicle. Responsibility for Loss or Property Damage

Operators will report loss of or damaged property to the CTO via their supervisor. Whenever Government

vehicles are lost, damaged, or stolen, the CTO will ensure an investigation is accomplished. This also

includes assigned GSA vehicles.

3.2.2 Seat Belt Usage

Wearing of occupant restraint devices (seat belts) is mandatory for all occupants. Vehicles will not be

placed in motion until seat belts are fastened. See 49 CFR 571 for specific details on occupant restraint


3.2.3 Fueling Requirements Grade of Fuel

Use only the grade of fuel recommended by the vehicle manufacturer; regular unleaded is almost always

recommended for gasoline vehicles. On-site fuel stations will be used to the extent they are available.

Accurate records of fuel transactions for each vehicle will be maintained. Ideally, an automated fuel

system will be in place functioning both as a theft deterrent and as an inventory control system. Mandatory Use of On-Site Alternative Fuel Resources

Ideally, all Centers should have on-site alternative fuel facilities but this may not be feasible at all

locations. Nevertheless, for sites that do have the capability, use of B20 biodiesel fuel is required for

diesel-powered vehicles and use of E-85 fuel is required in all vehicles that are designed for E-85 use.

The use of fuel management key- or card-lock systems to enforce use of on-site supplies of E-85 is

recommended where appropriate.

Important: The use of alternative fuel (e.g., E-85, CNG) for vehicles so equipped is mandatory

when the fuel is available. Refer to CFR102-33.335. Link:


3.3 Restrictions

3.3.1 Prohibition of Use of Cell Phone

Operators of GSA and Government vehicles will not operate cellular phones while the vehicle is in

motion or on the traveled portion of a roadway.

3.3.2 Prohibition of Use of Tobacco Products

Use of tobacco products including smokeless tobacco in GSA and Government vehicles is prohibited.

3.3.3 Prohibition of use of Alcoholic Beverages and Drugs

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