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.
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.
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:
Note that additional data elements may be necessary (for example, lifting capacity of a crane or forklift).
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.
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.
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:08/19/2005 04:31 PM