NASA Official Fleet Management Handbook
Assignment of Fleet Vehicles
Types of assignments for each customer shall be based
on the specific requirements of each customer. Therefore, assignment of
Government-owned or leased vehicles may be permanent or temporary.
Vehicles shall be assigned only to those Centers that
have an approved allowance and shall be supplied through new procurement
or the most cost effective means. This includes vehicles acquired
through GSA where practical.
Authorization Review Authority
The CTO will exercise management and control over all
assigned vehicles. This includes periodic evaluations of existing
assignments as well as reviewing new requests for transportation
Director (CD) Review and Approval
The CD or a designated representative (in writing)
shall play an active role in the management of vehicle resources. This
means supporting decisions to reassign or eliminate assigned vehicles
where utilization clearly does not warrant further retention.
Review and Approval
The VURB must meet at least annually to identify low
utilization vehicles as well as other requests and make recommendations
for retention and withdrawal of assigned assets.
Each Center will maintain an approved list of vehicle
assignments as part of their Table of Vehicles (TV). This list shall
also include contractor-furnished vehicles that are assigned, operated,
and maintained by the contractors. NASA Headquarters will review each
Center’s TV annually to monitor changes in fleet size and track such
changes to show at least five years’ history. Any acquisitions that
exceed the approved TV must be approved in advance of the acquisition by
NASA HQ Agency Manager of Transportation Programs.
Completion of Agency Vehicle Justification Form 971
A Form 971 will be maintained for each assignment and
will be customer-generated and forwarded to the CTO for consideration.
When several vehicles of the same type are used for the same purpose,
one Form 971 will suffice as long as the number of vehicles authorized
is stated on the form. The CTO will process all Form 971s for the annual
review and will also handle the forms for new requests. Existing vehicle
assignments listed on the TV are exempt from additional Form 971
Zero Growth Vehicle Policy
Centers are strongly encouraged to maintain a zero
growth policy. This means that additional vehicle assignments must be
related to mission change and supported with valid justification (Form
971). See paragraph 4.1 “Note.”
Vehicles approved for customer support will remain as
permanent assignments unless the annual review warrants reassignment.
for Use of Fleet Vehicle for Commuting
Request to use fleet vehicles for commuting purposes
shall not be entertained.
Alternative Modes of Transportation
Where applicable, Centers will evaluate the cost
effectiveness of a radio-dispatched taxi service in lieu of authorizing
a permanent vehicle assignment.
bus services are encouraged, where practical and cost
effective, to move personnel between various locations on and off the
Privately-Owned Vehicle (POV) Reimbursement
An alternative to furnishing a Government-owned or
leased vehicle is to compensate individuals to use their POV’s. Used
effectively, this can be a valuable tool in reducing the number of
Government-owned or leased vehicle assignments. However, individuals
cannot be forced to use their POV’s. A cost-benefit analysis should be
conducted on a case-by-case basis.
The CTO should encourage the use of sub-pools as a
means of reducing the number of Government-owned and leased vehicle
and Disapproval of Fleet Vehicle Use
The CTO has authority to deny any requests where
insufficient justification has not been provided. See Chapter 3 on
of Fleet Administrator's Decision
When the CTO or higher authority denies an
individual’s request for vehicle assignment, the customer may submit
additional justification, along with an impact statement, to further
support the request. Once received, the CTO will make a final review and
Collection, Monitoring, and Enforcement
The CTO will ensure sufficient data is collected and
maintained to properly monitor fleet usage. Policies pertaining to
vehicle assignments must be enforced.
Travel logs are a tool fleet managers can use to help
evaluate vehicle utilization. Their use is encouraged in sub-pools and
where appropriate, but is not mandatory. Transaction data that includes
check out date and time, and check in date and time are highly
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