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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
5.1 Acquisition Alternatives
5.1.1 Purchase Versus Lease
5.1.2 Purchasing New Vehicles
5.1.3 Purchasing Used Vehicles
5.1.4 GSA Leasing
5.1.5 Commercial Leasing
5.1.6 Rentals
5.1.7 Demonstration Equipment
5.2 Ordering Vehicles
5.2.1 Vehicle Size
5.2.2 Vehicle Specifications
5.2.3 Alternative Fuel Vehicle Program
5.2.4 Vehicle Replacement Schedule by Class
5.3 New Vehicle Deliveries, Marking, and Registration
5.3.1 In-Servicing
5.3.2 Exchange of Old Vehicle for New Replacement
5.3.3 Record-Keeping Requirements
5.3.4 New Vehicle Acceptance
5.3.5 Vehicle Identification Systems
5.3.6 New Vehicle Quality Assurance
5.4 Acquisition of Medium and Heavy Duty Versus Light Duty Vehicles
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

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 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