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PREFACE 0. Preface
1. Fleet Organization, Mission, and Responsibilities
1.1 Organization
1.2 Mission
1.3 Responsibilities
1.3.1 NASA Headquarters
1.3.2 Center Transportation Officer
1.3.3 Logistics Division
1.3.4 Vehicle Utilization Review Board (VURB)
1.3.5 Contracting Officer (CO)
1.3.6 Contractors
1.3.7 Vehicle Using Departments
1.3.8 Drivers and Operators
1.3.9 GSA Fleet Management Center
Performance Metrics 2. Performance Metrics
Official Use of Vehicles 3. Official Use of Vehicles
Asset Management 4. Asset Management
Vehicle Acquisition 5. Vehicle Acquisition
Alternative Fueled Vehicles 6. Alternative Fueled Vehicles
Fleet Maintenance 7. Fleet Maintenance
Vehicle Disposal 8. Vehicle Disposal
Fuel Management 9. Fuel Management
Contractor Use of Government Vehicles 10. Contractor Use of Government Vehicles
Forms and Reports   Driver's Handbook
Forms and Reports   Forms and Reports
Reference Materials   References
Abbreviations, Acronyms, and Definitions   Abbreviations, Acronyms, and Definitions
Useful Web Links   Web Links
Frequently Asked Questions   FAQ


NASA Official Fleet Management Handbook




  • NASA’s fleet shall be managed by designated positions at each NASA Center, typically by the Center Transportation Officer (CTO) who reports through the chain of command to the Center Director (CD). Fleet management personnel are responsible for the efficient and effective management of NASA’s fleet assets in compliance with policies and procedures set forth in this handbook.
  • The NASA Agency Transportation Manager shall provide the policies and procedures set forth in this handbook and shall give due consideration to suggestions from the Centers for improvement in the fleet management program and this handbook.




The Mission of NASA personnel involved in fleet management is to assure the following:

  • All NASA personnel and contractors having access to, and use of, Government-owned vehicles comply with policies and procedures set forth in this handbook.
  • All fleet assets are identified and accounted for in the fleet management information system; asset records shall be updated at least quarterly.
  • Vehicle fleet and fleet support facilities such as garages and fueling stations are in compliance with all Federal, State, and local laws and regulations, including those operated by contractors.
  • The size of the fleet and types of vehicles are appropriate to meet the needs of NASA organizations.
  • Fleet costs and other performance measures are tracked and reported in a timely manner consistent with NASA Headquarters Directives.
  • Vehicles are maintained in accordance with manufacturer, Agency, or GSA guidelines and provide NASA personnel with safe, reliable transportation




NASA Headquarters

NASA’s policy is to provide only the essential vehicles necessary for the accomplishment of its institutional and program responsibilities. Vehicles will be used for official purposes only. Moreover, vehicles and services will be acquired through the duly appointed CTO or NASA Agency Transportation Manager from U.S. industry sources and in time frames to meet Agency requirements. NASA policy directive NPD 6000.1B provides more definitive guidance and can be found on

Center Transportation Officer (CTO)

The CTO provides oversight of all transportation-related programs, including long-range strategic planning, fleet management, and contractor management and performance evaluation. The CTO also ensures compliance with this handbook, Executive Orders, and mandates applicable to fleet management, and incorporates best practices in line with NASA policy directives.

Note: The term CTO is used throughout this handbook but the individual is sometimes referred to as a Center Transportation Manager (CTM).

Logistics Division

Where functional, the Logistics Division Chief may be involved in approving purchase requests for motor vehicles and other motorized equipment for official purposes as well as the oversight of Transportation and Property Branches.

Vehicle Utilization Review Board (VURB)

Each NASA Center will establish a VURB. As a minimum, the Board will be comprised of four representatives including the CTO. The VURB is responsible for monitoring the size and utilization of the Center’s fleet and making recommendations for changes concerning vehicle assignments and allocations to all organizations within the Center. The VURB will review all Form 971s, Justification/Rejustification Full-Time Vehicle Assignment, and approve or disapprove requests for additional vehicles. The VURB will participate in assessing the number of vehicles needed to support each Center’s requirements, including GSA vehicle needs. This shall be completed annually.

Contracting Officer (CO)

It is NASA’s policy to discontinue the provision of Government-owned or leased vehicles to contractors unless it is most advantageous to NASA. The removal of Government vehicles from contractors shall take place over time when contracts are renewed, re-bid, or extended. In certain rare cases, contractors will be authorized to use Government-owned or leased vehicles only after the CO has provided written authorization to the NASA Agency Transportation Manager and the GSA Fleet Management Center (FMC). Contractors will not coordinate directly with the GSA FMC to obtain the authorization. This authorization will comply with requirements outlined in Federal Acquisition Regulation (FAR) 51.202.


GSA and NASA-owned vehicles have often been provided to contractors under cost-reimbursable and fixed-priced contracts (41CFR102-34.230). As stated above, NASA shall discontinue the provision of Government-owned or leased vehicles to contractors wherever possible. In those rare instances where Government-owned or leased vehicles must be provided to contractors, the FAR 45.304 includes guidance to Agencies on contractor use of Government-owned and leased vehicles. Additonal guidance on contractor use of Government supply sources, including the use of GSA vehicles can be found in FAR Subpart 51.1 and 51.2. When bidding for new, renewed, or modified contracts, each contractor shall specify the quantities and types of Government-furnished vehicles required to fulfill the contract.

Vehicle Using Departments

The head of each department that has possession of vehicles, or oversees contractors who operate Government-owned or leased vehicles, will assure that such equipment is:

  • Properly designed and specified for the job to be done;
  • Operated by a fully trained and licensed driver;
  • Used in a safe and non-abusive manner by all drivers and operators;
  • Fueled and operated on alternative fuels if applicable;
  • Maintained according to schedules provided by fleet management;
  • Utilized at a rate that justifies continued assignment of the vehicle;
  • Periodically cleaned inside and outside to maintain appearance.

Drivers and Operators

All drivers and operators of Government-owned or leased vehicles must be legally licensed in the United States and trained to operate the type of vehicle provided for their use. Drivers and operators will ensure all vehicle assignments are maintained in compliance with NASA guidelines and are kept in proper operating condition. This means vehicles will be inspected before and after use to determine if discrepancies exist and then report problems to maintenance for correction. Driver responsibilities are fully defined in a special section of this handbook.

GSA Fleet Management Center (FMC)

GSA fleet is supported by a network of FMCs who are responsible for assigning GSA fleet vehicles, providing for their administrative support and control in the specific geographic area they serve. They also supply maintenance on all vehicles to ensure proper functionality through the National Maintenance Control Center (MCC). These FMCs provide quality vehicles and fleet management services while offering low prices and economical lease rates. To access the lease rates, visit GSA’s website at

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Last Updated: 08/25/2005 09:26 AM