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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
4. Asset Management
4.1 Table of Authorized Vehicles (TAV)
4.2 Fleet Vehicle Utilization
4.2.1 Utilization Policy
4.2.2 Utilization Management Procedures Annual Utilization Report Average Annual Usage Calculation Utilization Target Point Calculation Utilization Target List Notification to User Organizations User Response The Vehicle Management Office Vehicle Utilization Review Board Disposition of Disputed Vehicles Vehicle Exchange and Rotation Process Alternatives to Owning or Leasing Vehicles Excluded or Exempted from Utilization Review GSA Utilization Guidelines
4.3 Assignment of Fleet Vehicles
4.3.1 Types of Assignment
4.3.2 General Assignment Criteria Vehicle Authorization Review Authority Center Director (CD) Review and Approval VURB Review and Approval NASA Headquarters Review
4.3.3 Completion of Agency Vehicle Justification Form 971
4.3.4 NASA Zero Growth Vehicle Policy
4.3.5 Term of Assignments
4.3.6 Request for Use of Fleet Vehicle for Commuting
4.3.7 Alternative Modes of Transportation Taxi Service Shuttle Bus Privately Owned Vehicle (POV) Reimbursement
4.3.8 Vehicle Sub-Pools
4.3.9 Approval and Disapproval of Fleet Use
4.3.10 Appeal of Fleet Administrator's Decision
4.3.11 Data Collection, Monitoring, and Enforcement
4.3.12 Vehicle Travel Logs
4.4 Charge-Back Systems
4.4.1 Agency Owned Vehicles
4.4.2 GSA Vehicles
4.5 General Fleet Vehicle Use
4.5.1 General Operation
4.5.2 Compliance with Motor Vehicle Laws
4.5.3 Alcoholic Beverages and Drugs
4.5.4 Use of Personal Vehicles
4.5.5 Parking and Storage of Fleet Vehicles
4.5.6 Responsibility for Loss or Property Damage
4.5.7 Loss of Fleet Vehicle Keys and Credit Cards
4.5.8 Lost Government License Plates
4.5.9 Seat Belt Usage
4.5.10 Prohibitive Use of Tobacco Products
4.5.11 Cell Phone Usage
4.5.12 Transporting of Hazardous Materials Using Government Vehicles
4.5.13 Restrictions on Use of 15-Passenger Vans
4.6 Information Systems
4.6.1 Federal Automotive Statistical Tool (FAST)
4.6.2 General Services Administration (GSA) Fleet Drive-Thru
4.6.3 Fleet Management Information System (FMIS)
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

Asset Management


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.


Page: 4.3 Asset Management\Assignment of Fleet Vehicles

Last Updated: 08/29/2005 06:16 PM