NASA Official Fleet Management Handbook
This section pertains primarily to NASA-owned and
commercially- leased vehicles that are included within the definition of
the NASA fleet (Preface section P3). This includes all Government-owned
vehicles used by NASA regardless of whether they are operated by NASA
personnel or contractors.
Although various methods are employed at different
Centers, the CTO is ultimately responsible for ensuring an effective and
efficient fleet maintenance program is in place. The program shall
include tracking every vehicle including all mobile equipment, powered
equipment, construction equipment, special purpose and off-road
vehicles, and trailers.
GSA-leased vehicles are to be maintained in strict
accordance with GSA directives. All other Government-owned vehicles
shall be maintained according to the guidelines set forth in this
The basic maintenance objectives for NASA-owned
vehicles are to (1) provide maximum availability of safe and serviceable
vehicles and (2) provide maximum economic service life of vehicles.
Responsibility for Cost of Repairs, Maintenance, and
Unless other arrangements have been made, the cost of
repairs, maintenance, and fuel for GSA vehicles is included in the rate
for normal repairs. Customers must pay for repairs and damage that is
beyond fair wear and tear, including accident repair costs. The CTO
coordinates with GSA FMC personnel to ensure customers comply with GSA
policies and procedures.
Preventive Maintenance (PM) Program
Preventive maintenance shall be the primary focus of
the fleet maintenance program. The objective of the PM program is to
minimize breakdowns, unscheduled repairs, and undue wear and tear. PM
service will comply with the vehicle manufacturer’s normal duty
service schedule. Severe duty service schedules should be used only for
vehicles that actually experience abnormally severe operating
conditions. The CTO shall ensure PM schedules are met for all vehicles.
When necessary, the CTO will coordinate with GSA FMC for overdue PM’s on
GSA vehicles. For GSA vehicles, users will arrange delivery of vehicles
to the various vendors for PM completion when properly notified
Environmentally Preferable Lubrication Products
NASA Centers are only responsible for Government-owned
vehicles under their management and control. Federal agencies shall not
purchase or allow the use of virgin petroleum oils when re-refined oils
are reasonably available and meet manufacturers’ specifications. Refer
to E.O. 13149, section 403.
Unscheduled Repairs and Breakdowns
To the extent possible, NASA Centers will work to
ensure maximum vehicle availability for customers with minimum
interruptions due to unscheduled repairs and breakdowns.
NASA Centers will ensure the most cost effective means
is used for accomplishing body and paint work that is performed in a
high quality manner. This applies only to owned vehicles unless
arrangements have been made for GSA vehicles to be maintained in NASA
The CTO will ensure that contractors and Government
employees engaged in the repair and maintenance of vehicles take full
advantage of warranty repairs. Cost avoidance due to warranty repairs
should be tracked in terms of total annual cost savings.
Contract repairs will be completed as outlined in each
Center’s operations contracts.
Alterations and Modifications
Alterations and modifications will not be performed on
GSA vehicles without GSA approval (41CFR101-39.304). For NASA-owned
vehicles, alterations that affect the end use of the vehicle will
require the Agency Supply and Equipment Management Officer’s approval
(Ref. NPR 4200). Minor modifications costing less than $1,000 may be
done at the discretion of the CTO. Extreme
caution should be used when modifying any vehicle or piece of equipment
due to the potential of adverse and dangerous effects on the handling,
operation, and drivability of the vehicle. Also, all modifications must
be made without voiding the vehicle’s warranty.
Periodically, manufacturer’s send out recall notices
for safety defects and other notices concerning their products. These
recall notices are either sent directly to users or by GSA to its
customers. The CTO will ensure these notices are reviewed and that
prompt action is taken. When the action is completed, the appropriate
office shall be notified.
Unauthorized Repairs and Installation of Non-Standard
Repairs and the installation of non-standard equipment
outside the scope of existing contracts require the CTO approval. Refer
also to 7.5.5 above.
Disposition of Overage, Unsafe, or Unserviceable
Disposition of Unsafe Vehicles
The CTO will take disposition action on vehicles that
are considered unsafe for operation and cannot be economically repaired
to safe operating condition. Unsafe GSA vehicles should be brought to
the attention of the appropriate FMC.
Beyond Economical Repair
For the most part, GSA vehicles will not reach the
point where they are uneconomical to repair with the exception of
accident damaged vehicles. However, for Government-owned vehicles, some
repairs may be deemed uneconomical in relation to the vehicle’s age and
condition. Such vehicles will be referred to the CTO for a final
decision whether to repair or retire the vehicle. Retired vehicles will
be processed for disposal within 15 days after determining the vehicle
should be removed from service.
Preparing Vehicles for Disposal
See chapter 8 for specifics on preparing assets for
Each CTO shall be responsible for establishing a first
Point of Contact (POC) with 24 hour emergency contact information.
Vehicle Historical Records
For NASA-owned fleet assets, historical records
tracking details of work performed and costs shall be maintained on each
vehicle for the life of the vehicle. At a minimum, records for each
vehicle should show the total life-to-date costs of labor, parts, and
commercial (outside) repairs Contractors and NASA Center personnel shall
follow GSA FMC procedures regarding records management on GSA-assigned
Page: 7. Fleet Maintenance - Chapter
08/25/2005 09:30 AM