3.1 What is the purpose of this chapter? This chapter describes our policies and procedures for buying or leasing motor
vehicles and using short-term rentals for non-Temporary Duty (TDY)
are the authorities for this chapter? See 320
FW 1.3 for a list of authorities for all the chapters in
terms do you need to know to understand this chapter? See 320
FW 1.5 if you need a definition for a term used in this
is responsible for the acquisition of motor vehicles? We describe our general
responsibilities for motor vehicle management in 320
FW 1.6. Following are our responsibilities for motor
Directors and Regional Directors oversee the
Regional Property Managers to ensure that vehicles located within their
Programs and Regions are fully utilized and justified before acquiring
additional or replacement vehicles (see 320
FW 2 for more information on acquisition planning and
B. The Chief, Division of
Contracting and Facility Management (CFM):
(1) Establishes cooperative agreements
with other Department of the Interior bureaus and Federal agencies when we
share vehicles and maintenance costs.
(2) Establishes performance measures to
evaluate vehicle operating and maintenance costs and determine life-cycle
cost and replacement guidelines for vehicle types. Life-cycle costs are all
the anticipated costs associated with a vehicle throughout its life,
including purchase, operating, maintenance, and repair costs.
(3) Ensures that motor vehicle
acquisitions are in compliance with applicable Executive Orders
(E.O.), laws, Service policy, and Departmental fleet policy, including
(a) Adequate justifications for
(b) Use of alternative fuels,
(c) Reductions in petroleum fuel use,
(d) Alternative fuel purchases, and
(e) Vehicle minimum specifications and
Regional Property Managers:
(1) Establish and
maintain administrative procedures and controls to ensure that vehicle
acquisitions are consistent with Federal regulation and Departmental and
administrative procedures for acquiring GSA Interagency Fleet Management
all underutilized motor vehicles and either dispose of, reallocate, or obtain
justifications to retain vehicles from the Accountable Officer.
(4) Obtain a signed justification
form for each vehicle purchase request.
the need for each vehicle requirement as essential to the performance of the
Program mission (see 320 FW 2).
(2) Maintain an
information system to identify projected vehicle requirements.
vehicle requests within their area of responsibility.
(4) Before acquiring
new or replacement motor vehicles, consider:
types and numbers of vehicles with the minimum capacity/performance needed,
(b) The intended
vehicle uses, including cargo capacity, number of passengers to transport,
and frequency and types of trips.
Project Leaders justify the need for each vehicle requirement as
essential to the performance of the Region’s mission (see 320
and Field Stations coordinate leasing agreements with GSA and their
respective Regional Property Manager and Fleet Coordinator. Leased vehicles
are still subject to a justification form, which they send to the Regional
does the Region determine where to obtain motor vehicles? When obtaining a vehicle, the
Accountable Officer must select the option below that best meets the mission
requirements at the lowest cost:
on-hand Service vehicles (see 320
FW 2, Exhibit 1 for utilization standards), or excess vehicles from
other bureaus and Federal agencies that meet the requirements in section 3.7.
or buy GSA Interagency Fleet Management System vehicles.
C. Lease or buy a
vehicle from a private vendor.
D. Short-term rental.
3.6 How does
the Service acquire underutilized on-hand vehicles?
the Regional Property Manager identifies an underutilized vehicle in his/her
Region that may fit a need elsewhere in the Region, he/she must consider the
cost to relocate it. The cost to relocate it cannot be greater than acquiring
B. The cost analysis
(1) The residual value
of the vehicle on hand,
(2) The cost associated
with transporting and reassigning the vehicle, and
(3) The cost of
required repairs or modifications.
How does the Service acquire excess vehicles? The Accountable
Officer should confer with Regional Property Manager to consider excess
vehicles from other bureaus and other Federal agencies before considering
leasing or buying a vehicle.
A. The Regional
Property Manager locates excess vehicles using GSAXcess or by an informal
process (e.g., email and phone) to contact property managers in other bureaus
and agencies in the same geographic area. Before making a commitment on an
excess vehicle, the Regional Property Manager must arrange for a condition
assessment (see section 3.7B).
B. If the cost of
acquiring a vehicle from another bureau or Federal agency exceeds the
one-time repair allowance, age or mileage replacement standards (see 320
FW 2, Exhibits 2 and 3 and 320
FW 7), the Regional Property Manger must get approval
from the Chief, CFM before acquiring the vehicle.
3.8 How does
the Service lease vehicles through the GSA Interagency Fleet Management
System? Accountable Officers may consider leasing a vehicle
from the GSA Interagency Fleet Management System. (See section 3.9 for information
about leasing a vehicle for seasonal use and sections 3.10 and 3.11 for information
about buying a vehicle through GSA.)
A. The Regional
Property Manager notifies the Accountable Officer with the need for the
vehicle that there are no underutilized vehicles or excess vehicles
B. The Accountable
Officer making the request sends a written request and justification form to
the Regional Contracting and General Services office (or CFM for Headquarters
(HQ)) for a GSA Interagency Fleet Management System vehicle. The
justification must include the:
(1) Estimated length of
time we will need the vehicle, and
(2) Estimated miles of
use per month.
C. The justification
must demonstrate that leasing from GSA is more economical than buying a
vehicle, and that we will use the vehicle enough to meet the minimum
utilization standards (see 320
FW 2, Exhibit 1). Also refer to 320
FW 2, Exhibit 4 for cost analysis information.
D. Accountable Officers
approve or decline new authorizations to lease GSA vehicles.
E. Once approved, the
Regional Property Manager (or CFM in HQ) sends the request to GSA.
(Termination of vehicle assignments follows the same procedures.)
3.9 How does the Service lease
vehicles from the GSA Interagency Fleet Management System for seasonal use? The requirements
for leasing a vehicle from GSA for seasonal or a special limited use are the
same as described in section 3.8, except the request
must also include the following information:
A. Special equipment
or configuration requirements, and
months during which we will use each vehicle.
3.10 What does the Accountable
Officerr have to consider when he/she needs additional equipment or special
systems for the vehicles we are buying? When the
Accountable Officer selects other systems or equipment for vehicles we are
buying, he/she should address efficiency, economy, security, and suitability
of the vehicle for the purpose intended. The Accountable Officer:
A. May approve
additional systems or equipment only if he/she determines it is essential for
the effective operation of the vehicle and provide this information on the
vehicle justification form.
B. Must ensure lock
boxes or other security devices are installed in all law enforcement vehicles
to protect Service firearms.
How does the Service buy vehicles from GSA Interagency Fleet Management
must use GSA’s Interagency Fleet Management System to buy motor vehicles
unless the Regional Property Manager obtains a waiver from GSA, or he/she
determines and documents that buying vehicles through another means is
essential to the mission or in the best interest of the Government (see section 3.13).
B. The Accountable Officer who needs
the vehicle must send a purchase request with a narrative justification and
cost analysis to the next level of authority for approval. When approved, the
request package is sent to the Regional Property Manager. We use GSA’s online
ordering system, AutoChoice, to process the order. AutoChoice allows the
Regional Property Manager to:
(1) Select vehicles and choose options,
(2) Compare vehicles,
(3) Calculate vehicle prices, including
GSA’s 1% surcharge, and
(4) Order vehicles and check status.
3.12 How does the Service lease vehicles
from private vendors?
A. The Accountable Officer must obtain approval from
the Regional Property Manager before leasing a vehicle from a commercial
source. The request for approval must include the information in section 3.8B and a written
determination from GSA that Interagency Fleet Management System vehicles are
must comply with the Federal Acquisition Regulation (FAR) to lease from a
private vendor. GSA Advantage (Federal Supply Schedule) has a centralized
indefinite quantity-leasing program that covers sedans, station wagons, and
certain types of light trucks (pickups and vans). The Regional Property
Manager uses the Federal Supply Schedule 751, Part II, which has information
about the types of vehicles available, costs, terms, and conditions.
the Regional Property Manager does not plan to use GSA’s centralized leasing
program, he/she must get approval from the Chief, CFM and the Department’s
Office of Acquisition and Property Management to do so. The Regional Property
Manager may request an exception to using GSA’s centralized leasing program
in the following circumstances:
contractor(s) under the GSA centralized leasing program is unable to provide
the required vehicles.
(2) Using the
centralized lease program is not cost effective or in the best interest of
the Government. For example, if we would need to extensively modify a vehicle
from GSA’s leasing program to meet our needs, then it is not cost effective
to use that program.
does the Service buy vehicles from private vendors? The Regional Property Manager seeks
a waiver for procurement through sources other than GSA on a case-by-case
A. The Accountable
Officer who needs the vehicle must write a justification that includes the
(1) A statement of the
purpose(s) for the vehicle.
(2) A statement,
including the supporting rationale, that explains that similar vehicles are
not available from elsewhere in the Region or excess sources, or if
available, cannot be used to meet essential mission requirements.
(3) The nature of the
operating environment, mission, urgent circumstances, or vehicle requirements
that make it necessary to buy from a source other than GSA.
(4) A description of
the efforts made to obtain the vehicle from the GSA Interagency Fleet
(5) The availability of
similar vehicles on a lease basis and the monthly cost of leasing the
(6) The date the
vehicle must be available for use.
consequences to our mission and the cost impact if the waiver is denied.
B. The Regional
Property Manager sends the request to CFM. CFM and the Department’s Office of
Acquisition and Property Management evaluate all waiver requests and approve
or decline to approve them. If approved, the Department sends the request to
C. If GSA determines
that a local purchase is justified, GSA returns the order to the Department
with written authority and a GSA waiver number. The Department sends the
authorization to CFM. CFM sends it to the Regional Property Manager.
D. A Contracting
Officer buys the vehicle using our requirements for procurement (see 301
E. The Contracting
Officer makes copies of the solicitation, bids received, the awarded
contract, and evidence of delivery and sends the information to GSA.
F. A GSA waiver to
buy a vehicle locally is not an authorization for sole source procurement.
3.14 What is
the process for modification or installation of additional systems and
equipment on GSA Fleet Management Center vehicles?
Accountable Officer must approve the procurement and installation of
additional systems and equipment on all Service motor vehicles that are
already in service based on:
(1) The need for the
modification/installation to carry out the Service’s mission,
(2) The vehicle’s
mileage (Service motor vehicles must have at least 2 years expected remaining
serviceable life and less than 40,000 miles before procuring additional
systems and equipment),
(3) The residual value
of the vehicle, and
(4) The effect that the
additional systems and equipment will have on the resale value of the vehicle.
B. GSA must also
approve such modifications.