320 FW 4
Supersedes 320 FW 4,
FWM 073, 03/11/93
Date: October 31, 2008
Series: Vehicle and Equipment Management
Part 320: Motor Vehicle Management
Originating Office: Division of Contracting and Facilities Management
4.1 What is the purpose of this chapter? This chapter describes what we must do after we acquire a motor vehicle to prepare it for use.
4.2 What is the scope of this chapter? This chapter applies to all motor vehicles we own, lease, or manage through other means.
4.3 What are the authorities for this chapter? See for a list of authorities for all the chapters in Part 320.
4.4 What terms do you need to know to understand this chapter? See if you need a definition for a term used in this chapter.
4.5 Who is responsible for receiving and preparing newly acquired motor vehicles? We describe our general responsibilities for motor vehicle management in . . Following are our specific responsibilities for receiving motor vehicles
A. Regional Property Managers:
(1) Implement the overall vehicle acquisition and preparation process (see and
(2) Obtain license plates and Service identification decals for newly acquired vehicles,
(3) Distribute motor vehicle operators’ packets, and
(4) Monitor compliance with identification requirements for Service motor vehicles.
B. Accountable Officers. The manager of every duty station with motor vehicles may be the Accountable Officer or he/she designates an Accountable Officer. Accountable Officers are responsible for:
(1) Maintaining records on all the vehicles for which he/she is responsible,
(2) Designating a Receiving Officer for the duty station, and
(3) Ensuring motor vehicles are prepared for use.
C. The Receiving Officer receives motor vehicles and ensures they meet specifications.
4.6 How are new vehicles delivered to duty stations?
A. In most cases, the General Services Administration (GSA) delivers motor vehicles through a local dealership and the Receiving Officer picks it up (see ).
B. GSA may make arrangements for a direct delivery to a duty station for:
(1) Special order vehicles not serviced by a typical dealership, or
(2) Undercover law enforcement vehicles where anonymity is important. Contact your Regional Property Manager for details about this delivery option.
4.7 What are the procedures that duty station employees must follow when receiving motor vehicles purchased through GSA? After GSA processes a purchase request through AutoChoice (see ), GSA emails an order acknowledgement with the expected delivery date to the Regional Property Manager and the duty station point of contact.
A. When the vehicle arrives at the dealership, the dealer calls the duty station to tell them that the vehicle has arrived.
B. The Receiving Officer:
(1) Inspects the vehicle to ensure it meets the ordered specifications and is in proper operating condition,
(2) Ensures the Vehicle Identification Number (VIN) and the contract and purchase order numbers match the numbers GSA provides,
(3) If the vehicle meets specifications, signs dealership paperwork and takes the vehicle to the duty station, or
(4) If the vehicle does not meet specifications, refuses the vehicle using form SF 368, Product Quality Deficiency Report.
C. The Receiving Officer uses Receiving Report, , to:
(1) Document the receipt of the motor vehicle, and
(2) Certify that the vehicle is in use at the correct destination.
D. The Receiving Officer gives the completed to the Accountable Officer.
until we remove them from service, transfer them to another bureau or agency, or until the plates become lost, damaged or defaced to the point that replacement is necessary.
(2) Be mounted
B. Transferring plates:
(1) Transfers within the Service. Vehicles transferred to other installations within the Service may keep the same plates unless the Regional Property Manager requires different plates. When the transfer takes place, the Regional Property Manager must update the vehicle inventory database.
(2) Transfers to other bureaus or agencies. Before transferring vehicles to another bureau or Federal agency, the duty station staff must remove and destroy the plates.
(2) Damaged or defaced plates that cannot be easily read at a distance of 100 feet must be:
(a) Destroyed to prevent reuse,
(b) Documented using a , Certificate of Unserviceable Property (send a copy to the Regional Property Manager), and
(c) Replaced (request new plates from the Regional Property Manager).
(3) The Accountable Officer must inform the Regional Property Manager whenever plates are lost, stolen, or permanently removed from service.
(4) The Regional Property Manager notifies the Division of Contracting and Facilities Management (CFM). The Regional Property Manager and CFM update the Regional and national databases with the information about the disposition of the plate.
(5) For a State-issued plate that is lost or stolen, the Regional Property Manager must report the loss or theft to local security personnel and to the appropriate State agency.
D. Leased vehicles. Official agency identification is not required for leased vehicles. If we place decals on leased vehicles, we must pay act the Regional Property Manager for Regional policy.
A. The Accountable Officer keeps the original certificate in the file for the vehicle. The certificate shows identification (such as the Vehicle Identification Number) and ownership information (such as transfers and disposals). A copy of the certificate should be kept in the vehicle glove box.
B. The Certificate of Origin may not be
adequate for vehicles we routinely use in
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