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NASA Official Fleet Management Handbook

Asset Management

Table of Authorized Vehicles (TAV)

Each Center shall establish a baseline TAV. This means ensuring only an optimal mix of vehicles is assigned and maintained. Having the right size vehicle fleet is an OMB concern; therefore, Agencies should not miss potential opportunities for savings. The following process/factors should be considered as each Center develops its vehicle baseline:

1. Require each customer to submit a written justification for each additional assignment using NASA Form 971. Evaluate each submission, focusing on what the vehicle is used for in terms of passenger movement, cargo movement, material movement, or mission essentiality of the vehicle. Look at why requirement can not be met with other means of support; i.e., POV, taxi, bus or pool vehicle. Determine mission impact based on Form 971 input. A decision table is provided that will aid the CTO in determining whether a vehicle should be assigned.

2. Condition, age, and downtime are factors that should be included in the analysis and documented on the Form 971.

3. Analyze past and expected utilization: if only 25% of average utilization is currently being met, continued assignment may not be warranted.

4. Develop preliminary TAV based on evaluation of the data captured on each Form 971, showing current and recommended levels.

5. Coordinate findings with customers and offer opportunity for rebuttal, especially if recommendation is to reduce assignments.

6. Consider customer recommendations and then make final decision on baseline mix.

7. Retain this TAV level and only adjust when mission changes warrant adjustments.

8. Once the customer baseline TAV is established, develop a baseline TAV for pool vehicles if applicable.

Note: CTO’s who already have an established and approved baseline in place are not required to re-establish the baseline. However, baselines must have been based on measurable and meaningful data.

Fleet Vehicle Utilization

Utilization Policy

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.

Utilization Management Procedures

Annual Utilization Report

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:

Average Annual Usage Calculation

Calculate the average annual usage by vehicle type for the Center. The result should be similar to this example:

Utilization Target Point Calculation

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:

Utilization Target List

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.”

Notification to User Organizations

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:

1. Removal from the fleet

2. Re-assignment within the Center

3. Exchanged for another vehicle of a similar type with higher miles

4. Exchanged for a different type of vehicle that better suits the mission

5. Retention with proper justification

6. Turned in to GSA

User Response

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 Vehicle Management Office (VMO)

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.

Vehicle Utilization Review Board Action (VURB)

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:

1. 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.

2. When the VURB disputes the using organization’s recommendation, the NASA Agency Transportation Manager is notified. The CTO provides final results to the users.

Disposition of Disputed Vehicles

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.

Vehicle Exchange and Rotation Process

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

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.

Vehicles Excluded or Exempted from Utilization Review

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.

GSA Utilization Guidelines

Link to 41CFR101-39.301: http://www.access.gpo.gov/nara/cfr/waisidx_02/41cfr101-39_02.html.

Assignment of Fleet Vehicles

Types of Assignments

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.

General Assignment Criteria

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.

Vehicle 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 support.

Center 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.

VURB 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.

NASA Headquarters Review

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 requirements.

NASA 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.”

Term of Assignments

Vehicles approved for customer support will remain as permanent assignments unless the annual review warrants reassignment.

Request for Use of Fleet Vehicle for Commuting

Request to use fleet vehicles for commuting purposes shall not be entertained.

Alternative Modes of Transportation

Taxi Service

Where applicable, Centers will evaluate the cost effectiveness of a radio-dispatched taxi service in lieu of authorizing a permanent vehicle assignment.

Shuttle bus

bus services are encouraged, where practical and cost effective, to move personnel between various locations on and off the Center.

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.

Vehicle Sub-Pools

The CTO should encourage the use of sub-pools as a means of reducing the number of Government-owned and leased vehicle assignments.

Approval 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 official usage.

Appeal 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 determination.

Data 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.

Vehicle Travel Logs

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 recommended.

Charge-Back Systems

Agency-Owned Vehicles

Each Center is encouraged to develop a vehicle charge-back system to ensure users are aware of the costs of vehicle ownership and operation. Assistance with the development of charge-back rates and procedures is available by contacting the NASA Agency Transportation Manager. It is especially important to charge for the costs associated with accident and abuse.

GSA Vehicles

See http://www.gsa.gov (home> services> vehicle leasing) for access to current GSA rates.

General Fleet Vehicle Use

General Operation

Vehicles will be operated in accordance with this handbook and state and local laws as applicable.

Compliance With Motor Vehicle Laws

Personnel operating Government-owned motor vehicles must comply with motor vehicle traffic laws of the State and local jurisdiction as outlined in 41CFR102-34.250.

Alcoholic Beverages and Drugs

Operating a Government-owned motor vehicle while under the influence of alcohol and/or illegal drugs is strictly prohibited. Moreover, personnel will not consume alcohol or illegal drugs while operating Government-owned motor vehicles.

Use of Personal Vehicles

As stated in paragraph 4.3.7.3, POV’s may be used for official business for short trips and incidental travel, subject to Federal Travel Regulations.

Parking and Storage of Fleet Vehicles

Generally, Government vehicles will be parked at each customer’s work place 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.

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 GSA assigned vehicles.

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).

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.

Seat Belt Usage

Wearing of seat belts is mandatory for all vehicle occupants. See 49CFR 571 for specific details on occupant restraint devices.

Prohibitive Use of Tobacco Products

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

Cell Phone Usage

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.

Transporting of Hazardous Materials Using Government Vehicles

Center Transportation Management shall have an understanding of the rules and regulations governing the transport of hazardous cargo movement. See 49CFR, Part 177 for specifics on transporting hazardous cargo over the public highway.

Restrictions on Use of 15-Passenger Vans

The National Highway Transportation Safety Administration has issued repeated rollover warnings to users of 15-passenger vans. NASA policy prohibits carrying more than 9 people including the driver in 15-passenger vans. NASA policy also requires drivers of 15-passenger vans to be experienced drivers with valid Commercial Driver’s Licenses. Procurement and use of these vehicles is highly discouraged. See http://www.nhtsa.dot.gov/cars/problems/studies/15passcustomer-advisory.htm.

Warning: Where used, safety recommendations on 15-passenger vans must be strictly adhered to, including ensuring vans are only operated by trained and experienced drivers, including a review and understanding of the safety advisory.

Information Systems

Federal Automotive Statistical Tool (FAST)

FAST is a web-based system developed to measure the compliance of Federal agencies with the Department of Energy’s Energy Policy Act (EPAct) of 1992, the Energy Conservation Reauthorization Act of 1998, and Executive Order 13149 - Greening the Government through Federal Fleet and Transportation Efficiency. NASA Centers are required to populate the FAST database annually and submit the data to the NASA Agency Transportation Manager in accordance with the required schedule for review and final submission. NASA personnel or contractor assistants will populate the data through the web interface at http://fastweb.inel.gov. Contractors who operate Government-owned vehicles shall be required to assemble and report FAST data annually, no later than October 15 of each calendar year. See NPR 6200.1B paragraph 3.1.23.9.

General Services Administration (GSA) Fleet Drive-Thru

NASA personnel should use the GSA Fleet Drive-Thru web portal that allows GSA customers to report vehicle mileages, generate vehicle inventory reports, and input information and accounting classifications for vehicles to expedite billing. Use http://drivethru.fss.gsa.gov/drivethru/drivethru/ to access this portal and login using the assigned password.

Fleet Management Information Systems (FMIS)

FMIS that track vehicle asset records, maintenance history, mileage, and many other fleet management details are important management tools that are used extensively in the commercial fleet sector. Each Center’s CTO should assess the need for such systems and coordinate with the NASA Agency Transportation Manager to determine the best approach for acquiring such systems in order to provide critical functionality and management consistency throughout all NASA Center.

Page: 4. Asset Management - Chapter View

Last Updated: 08/30/2005 03:20 PM