Each NASA Center shall conduct an annual review of fleet vehicle utilization during the third quarter of the fiscal year. The review will first identify fleet units that fail to meet minimum utilization goals and then recommend disposition of the subject vehicle(s) according to the procedures stated.
Beginning the first of each calendar year, the CTO will generate a utilization report for every vehicle in the Center’s fleet. The report should be created in a spreadsheet software program (for example, MS Excel) to allow calculations to be performed on the data. Use the format shown in the following example:
BOAC |
Type |
License # |
Year |
Make |
Model |
Organization |
Average Annual Usage (Miles) |
807000 |
Sedan |
4567 |
2003 |
Ford |
Taurus |
Research |
6,157 |
807078 |
Truck less than 12,500 pounds GVWR |
7654 |
2001 |
Ford |
F-150 |
Facilities |
9,496 |
Calculate the average annual usage by vehicle type for the Center. The result should be similar to this example:
Motor Vehicle Type |
Average Annual Usage for 2004 |
Sedans/Station Wagons |
8,600 miles |
Ambulances |
2,400 miles |
Buses: |
|
Intercity |
14,280 miles |
City |
12,966 miles |
School |
16,440 miles |
Trucks |
|
Less than 12,500 pounds GVWR |
10,766 miles |
12,500-23,999 pounds GVWR |
8,654 miles |
24,000 pounds GVWR and over |
6,448 miles |
Calculate the “Utilization Target Point” for each type of vehicle by multiplying the average usage by 25% (.25) for each type. For the example above, the Utilization Target Points would be:
Motor Vehicle Type |
Utilization Target Point |
Sedans/Station Wagons |
2,150 miles |
Ambulances |
600 miles |
Buses: |
|
Intercity |
3,570 miles |
City |
3,241 miles |
School |
4,110 miles |
Trucks |
|
Less than 12,500 pounds GVWR |
2,691 miles |
12,500-23,999 pounds GVWR |
2,163 miles |
24,000 pounds GVWR and over |
1,612 miles |
Identify the individual vehicles within each type whose usage fell below the Utilization Target Point during the respective year. Label these vehicles in the report as “under-utilized.” This list constitutes the “Utilization Target List.”
During the 3rd quarter of the Fiscal Year, the CTO will notify organizations with vehicles on the Utilization Target List by letter (copy to NASA Center Director or designee) that their vehicles are on the list and will be evaluated for possible actions that include:
Removal from the fleet
Re-assignment within the Center
Exchanged for another vehicle of a similar type with higher miles
Exchanged for a different type of vehicle that better suits the mission
Retention with proper justification
Turned in to GSA
Organizations with vehicles on the Utilization Target List must submit a new Form 971 to the Vehicle Management Office (VMO) at least two weeks before the end of the 3rd quarter of the Fiscal Year.
The VMO organizes and reviews all inputs, including late 971 submissions; the objective is to finalize a report to the VURB by the end of 3rd quarter of the Fiscal Year.
The VURB will meet as soon as possible in the 4th quarter of the Fiscal Year to review the responses from organizations with vehicles on the Utilization Target List. One of two possible actions must result:
When the VURB approves continued use of the vehicle, the CTO will send a report to the NASA Agency Transportation Manager and notify users of the final action where necessary.
When the VURB disputes the using organization’s recommendation, the NASA Agency Transportation Manager is notified. The CTO provides final results to the users.
Vehicles that have undergone a complete dispute resolution process and were approved for retention are exempt from further identification as vehicles on future Utilization Target Lists for a period of 3 years. However, such vehicles should still be considered for exchange with higher mileage units of a similar type whenever possible in order to “balance” utilization for the overall fleet. Where applicable, excess GSA vehicles shall be turned in to GSA as soon as possible. The NASA Agency Transportation Manager shall be notified when this action is complete and records have been updated.
The CTO should promote full utilization of each vehicle. This may involve rotating or exchanging vehicles to ensure each vehicle achieves its programmed life usage. Rotation should be considered for any vehicle for which utilization consistently falls below the average for that type of vehicle at that Center.
Alternatives to owning or leasing vehicles through GSA should be considered when vehicles are under-utilized. Such alternatives include use of sub-pool vehicles, shuttle buses, on-site taxi service, POV’s, increased sharing between organizations, and establishment of on-demand short-term rental contracts.
Vehicle users may request exemptions to the minimum mileage specified for assignment or retention of a fleet vehicle. Other utilization goals such as passengers or tonnage carried or hours used should be applied if mileage is not an accurate measurement for a particular vehicle’s mission. Mileage accumulated on these types of vehicles should not be included in the annual mileage target for the fleet. See 41 CFR 101-39.301 for further guidance.
Link to 41CFR101-39.301: http://www.access.gpo.gov/nara/cfr/waisidx_02/41cfr101-39_02.html.
GSA Utilization Guidelines from 41 CFR 101-39 |
|
Passenger-carrying vehicles |
Min. of 3,000 miles/quarter or 12,000/year |
Light truck and General Purpose Vehicles £ 12,500 lbs (GVWR) |
Min. of 10,000 miles/year |
Trucks and General Purpose Vehicles >12,500 lbs GVWR £ 24,000 lbs (GVWR) |
Min. of 7,500 miles/year |
Heavy Trucks and General Purpose Vehicles > 24,000 lbs (GVWR) |
Min. of 7,500 miles/year |
Truck Tractors |
Min. of 10,000 miles/year |
Page: 4.2 Asset Management\Fleet Vehicle Utilization
Last Updated:08/19/2005 04:15 PM