NASA Official Fleet Management Handbook
Vehicle Acquisition
New Vehicle Deliveries, Marking, and Registration
New vehicles received in the inventory shall be
prepared and placed in service within 15 working days after receipt.
In-Servicing
In-Servicing refers to the process of bringing a newly
delivered vehicle into the fleet. For GSA vehicles, the CTO will be
notified when vehicles are due for replacement and the new vehicles have
been received. Vehicle users should be notified to retrieve the vehicle
from the proper location and report copies of the paperwork and credit
card information to the CTO. The CTO or contractor-assigned personnel
will acknowledge receipt of owned vehicles and add them to inventory
records.
Exchange
of Old Vehicle for New Replacement
Vehicles that have been replaced shall be terminated
as soon as possible. It is recognized that GSA vehicles must be
inspected by the FMC prior to turn in to ensure damage has not occurred
beyond fair wear and tear.
Record-Keeping Requirements
The following data elements shall be collected
completely and accurately for every vehicle and stored electronically in
separate data fields and kept with NASA Records Retention NASA 1441:
-
Vehicle
Identification Number (VIN)
-
License
Number
-
Year
-
Make
-
Model
Name
-
Model
Number
-
Vehicle
Type (e.g. Passenger Van, or Pickup)
-
Color
-
Odometer
Type (Miles, or Hours, or Both)
-
Odometer
Reading at Delivery
-
Total
Acquisition Cost (For Owned Units)
-
Acquisition Date (Date Purchased or New to NASA Fleet)
-
In
Service Date (Date delivered to end user)
Note that additional data elements may be necessary
(for example, lifting capacity of a crane or forklift).
New
Vehicle Acceptance
When a new vehicle arrives, it should be thoroughly
inspected concurrently by the CTO and a representative of the using
department to verify that it conforms to the purchase specifications.
Discrepancies should be noted and reported to the proper office. If
possible, the vehicle should be test driven and special equipment should
be test operated by a trained operator. Arrangements should be made for
operator training if appropriate.
Vehicle
Identification Systems
The most basic and essential identification number for
any vehicle or piece of equipment is the manufacturer’s VIN. A unique
NASA “Vehicle Number” shall also be assigned to every fleet unit so
that, in the event of a consolidation of NASA fleet data, there will be
no duplicates. For vehicles carrying a NASA or GSA license plate, the
license number shall serve as the NASA Vehicle Number to be used in
fleet management information systems and most reports.
New
Vehicle Quality Assurance
The CTO shall ensure that all new vehicles delivered
to customers are properly prepared and free of defects. When a vehicle
fails to meet the specification, reports shall be prepared and forwarded
to the appropriate office for resolution.
Page: 5.3 Vehicle Acquisition\New
Vehicle Deliveries, Marking, and Registration
Last Updated:
08/30/2005 07:43 PM
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