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PREFACE 0. Preface
Fleet Organization, Mission, and Responsibilities 1. Fleet Organization, Mission, and Responsibilities
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
7. Fleet Maintenance
7.1 Maintenance Overview
7.2 Maintenance Objectives
7.3 Responsibility for Cost of Repairs, Maintenance, and Fuel
7.4 Preventative Maintenance (PM) Program
7.4.1 Environmentally Preferable Lubrication Products
7.5 Vehicle Repairs
7.5.1 Unscheduled Repairs and Breakdowns
7.5.2 Body and Paint Work
7.5.3 Warranty Repairs
7.5.4 Contract Repairs
7.5.5 Vehicle Alterations and Modifications
7.5.6 Manufacturers' Recalls
7.6 Unauthorized Repairs and Installation of Non-Standard Equipment
7.7 Disposition of Overage, Unsafe, or Unserviceable Vehicles
7.7.1 Disposition of Unsafe Vehicles
7.7.2 Vehicles Beyond Economical Repair
7.7.3 Preparing Vehicles for Disposal
7.8 Field Breakdowns
7.9 Vehicle Historical Records
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

Fleet Maintenance

Fleet Maintenance

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.

Maintenance Overview

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 handbook.

Maintenance Objectives

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 Fuel

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 (41CFR101-39.303).

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.

Vehicle Repairs

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.

Body and Paint Work

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 shops.

Warranty Repairs

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

Contract repairs will be completed as outlined in each Center’s operations contracts.

Vehicle 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.

Manufacturers’ Recalls

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 Equipment

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 Vehicles

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.

Vehicles 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 disposal action.

Field Breakdowns

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 vehicles.

Page: 7. Fleet Maintenance - Chapter View

Last Updated: 08/25/2005 09:30 AM