is the purpose of this chapter? This
chapter describes how we service, maintain, and inspect Government-owned and
leased motor vehicles.
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 chapter.
is responsible for servicing, maintaining, and inspecting Service motor
describe our general responsibilities for motor vehicle management in 320 FW 1.6. Following are our
specific responsibilities for servicing, maintaining, and inspecting motor
Regional Directors are
responsible for establishing a motor vehicle maintenance program(s) in their
Regions. The programs must ensure that:
(1) All motor vehicles are equipped
with safety equipment and accessories in accordance with applicable Federal,
State, county, and municipal requirements (also see 243 FW 1);
(2) Procedures are in place for Service
employees to meet manufacturers’ recommended maintenance schedules
(preventive maintenance), including more rigorous preventive maintenance schedules
for vehicles that operate under severe conditions to comply with warranty
(3) Vehicle operators use approved
technical manuals and service bulletins as recommended by the manufacturers;
(4) All vehicles comply with applicable
(1) Ensure motor vehicle inspections are competently
performed and corrections are made for any deficiencies found during the
(2) Ensure that all repairs covered
under vehicle warranties are performed under the warranty so that the Service
does not pay for them, and
(3) Identify and report suspected
incidents of driver abuse.
6.5 What are the requirements for
fuel, oil, lubricants, and tires? We must use alternative fuels and
refined oils that meet standards from the manufacturer’s operating manual
motor oil, and lubricants.
(1) Vehicle operators:
(a) Must follow fuel, motor oil, and
lubricant requirements specified in the motor vehicle owner’s manual.
(b) May only use a lower grade fuel,
oil, or other fluid if the one specified is not reasonably available.
Operators must plan for such factors as the distance between areas of
operation and the supply sources, compatibility between hours of vehicle operation
and the suppliers' hours of operation, and the ability or willingness of a
supplier to furnish supplies.
(2) When we pay for the
fuel in a vehicle we lease from a GSA Fleet Management Center, we must seek
reimbursement from GSA because lease rates typically include projected fuel
costs. To obtain reimbursement from GSA, complete GSA Form 1374, Motor Vehicle
Petroleum Issue Record.
(3) At least
semi-annually, the Accountable Officer closes out Service-owned fuel pumps
and summarizes the amount of fuel and oil issued, reconciles station records,
and inputs fuel use data in the Personal Property Management System (PPMS)
(4) At the end of the
fiscal year, the Accountable Officer is responsible for the preparation and submission of all vehicle
performance information required to complete the Federal Automotive
Statistical Tool (FAST) record for all motor vehicles. The Regional Property
Manager gets the input dates from GSA and determines the timeline for
submission for the Region.
(5) For gasoline pumps
we operate, the city or State weights and measures division must annually
calibrate the pumps and seal the metering regulators.
Tire Replacement. The Accountable Officer must ensure that tires are
rotated and replaced according to the vehicle manufacturers’ specified load
rating and classification and follow the State guidance for bus tires and
other specialized cargo vehicles. Do not replace motor vehicle front tires
with retreaded tires.
Tire Recall. Tire manufacturers and retreaders maintain the name
and address of customers and the identification number of every tire sold.
For a tire recall, GSA, the tire manufacturer, the tire retreader, the tire
dealers, or the vehicle manufacturer gives instructions to the Accountable
What are the requirements for preventive maintenance other than fuel, oil, lubricants, and tires?
Accountable Officer must establish procedures for and monitor preventive
maintenance to ensure that duty station staff perform maintenance at least as
frequently as the manufacturers' recommended maintenance schedules require.
We must follow maintenance schedules to ensure warranty protection.
B. In the following
circumstances, staff should inspect and perform preventive maintenance more
frequently than those the manufacturer specifies:
(1) In severe operating
conditions that include, but are not limited to, environments that are
(d) Corrosive (e.g.,
operation in coastal environments or on heavily salted roads), and
(2) When vehicles are
driven off-road, on unimproved roads, or in mountainous terrain; and
(3) When vehicles have
several different drivers.
C. The failure of
responsible officials to schedule preventive maintenance and to notify the vehicle
operator of the maintenance requirements is negligence and may be cause for
disciplinary action. You may make an exception to preventive maintenance only
when compliance with maintenance schedules will imperil the life or safety of
vehicle operators or the people using the vehicle.
Officers must ensure that the employees or commercial providers of preventive
(2) Familiar with
State, county, and local requirements for vehicle systems, maintenance, and
E. For GSA Fleet
Management Center vehicles, the duty station must comply with the safety and
preventive maintenance schedules, instructions, and notifications the Fleet
Management Center issues.
How do warranties impact vehicle maintenance?
A. Most motor vehicle
manufacturers offer some type of warranty. Within the limitations of the
warranties, manufacturers, through dealers, will repair or replace defective
parts or systems without charge to the customer. The periods of coverage and
types of covered repairs vary in warranties. Accountable Officers should
consult the vehicle warranties for specific details.
B. The Accountable
Officer must ensure that all repairs and corrections covered under vehicle
warranties are performed under the warranty. Warranty work must take place at
the manufacturer's facility or at a manufacturer's authorized representative
What type of maintenance facilities does the Service use?
Service-owned maintenance facilities. Many Service
installations have vehicle maintenance facilities that are staffed and
equipped to handle most routine maintenance. These facilities should be used
before using a commercial facility.
GSA maintenance contract facilities. GSA maintains
contracts with commercial facilities to service and maintain Government
vehicles at negotiated contract prices.
(1) If a GSA contract
facility is available in the area in which the vehicle is located and there
is no Service-owned maintenance facility, we should use the GSA contract
facility before using a commercial facility.
(2) The Regional
Property Manager may obtain a list of the available GSA contract maintenance
facilities from the local Fleet Management Center manager or from the GSA
Cross-servicing agreements with other Agencies. We use the
facilities of other agencies such as the Department of Defense under
cross-servicing arrangements when Department-owned facilities are not available
and when activities and geographical locations make such arrangements
practical. Our maintenance, storage, and fuel dispensing facilities are also
available to other Federal agencies through cross-servicing agreements.
(1) We only provide
services to other Agencies if it will not require additional staff or an
expansion of existing facilities, and we can perform the work within the
normal work hours of the installation.
(2) Each Region must
coordinate with the Headquarters Division of Contracting and Facilities
Management for any cross-servicing agreement to ask the other agency to
forecast how much support they are likely to need. Likewise, other host
agencies ask us to forecast our needs.
(3) Although they vary
in content from location to location, all cross-servicing agreements should
include, at a minimum, the following:
(a) The effective date
of the agreement,
(b) The duration of the
(c) The name and
address of the other agency,
(d) The facility’s
accounting and appropriation data,
(f) A description of
the supplies and services furnished under the agreement,
(g) Applicable labor
rates (including fringe benefits), and
(4) The Accountable
Officer must put a list of all local Federal agency facilities with existing
cross-servicing agreements in each vehicle (see 320
FW 4). Established local procedures ensure that vehicle
operators are aware of and they can use facilities of other agencies when
Department-owned facilities are not available.
Does the Service use commercial maintenance facilities?
A. Yes, you may use
commercial maintenance and repair facilities:
(1) When Service, GSA
contract facilities, or other Government vehicle maintenance facilities are
not available; or
(2) When the in-house
or other agency facilities are not capable of completing the work due to:
(a) The volume, or
(b) Complexity of the
B. When you anticipate
a continuing requirement for commercial maintenance, you should establish
indefinite quantity contracts or ordering agreements for cost effectiveness
C. You should use
purchase orders or repair orders that specify the following:
(1) The exact tasks for
the shop to perform, if known,
(2) The mileage on the
(3) The time estimate
to complete each repair, and
(4) The time estimate
for all services.
D. The Accountable
(1) Approve any additional
work not on the purchase order before the work begins,
(2) Inspect the work
and record that it is complete as specified on the order, and
(3) Sign and date the
order to accept the work and verify the accuracy of the costs of repairs and
inspections and maintenance activities sometimes reveal operator abuse and
misuse? Yes, vehicle maintenance specialists can identify
suspected operator abuse and misuse during the maintenance and repair
process. An operator’s supervisor may take appropriate action, including
suspension of vehicle operating authority, against any employee who abuses or
misuses a Government-owned or leased vehicle.
A. Following are some
situations that may indicate operator abuse. Because operating conditions and
inherent structural or mechanical deficiencies can often explain the kinds of
situations listed, one occurrence of one of these situations does not mean
that the vehicle was abused.
(1) Oil is excessively
(2) Excessive clutch
wear or frequent clutch repairs.
(3) Coolant or other
fluid levels abnormally low.
(4) Excessive brake
wear or replacement.
(5) Vehicle requires
repetitive front end and suspension work.
(6) Physical damage
(dents, punctures, etc.) to oil pan, suspension components, gas tank, or
other parts of the undercarriage.
(7) Repetitive body
Property Managers must ensure that there are procedures for Government or
contract maintenance personnel to report instances of suspected vehicle abuse
to the vehicle operator’s supervisor. The supervisor must investigate the
incident(s) and report the findings, in writing, to the Regional Property
6.11 Who conducts
scheduled vehicle inspections? The Accountable
Officer at each duty station ensures that the following motor vehicle
inspections are performed and that corrections are made for any safety or
operational deficiencies found during the inspections:
Operator Inspections. Vehicle operators must inspect motor vehicles
daily before driving and report any noted deficiencies for corrective action.
The operator checks for obvious vehicle malfunctions that may make the
vehicle unsafe or unserviceable, such as inoperable wiper blades and turn
signals, excessively worn tires, and low fuel.
Annual Safety Inspections.
competent mechanics must inspect each motor vehicle for safety at least every
12 months. Safety inspections must comply with State and local requirements.
avoid downtime, we typically schedule the safety inspection at the same time
as the scheduled preventive maintenance inspection. When these time intervals
do not coincide, the interval for the State and local safety inspection
should stand. The Accountable Officer must establish procedures to ensure
deficiencies that may affect safety are corrected before returning the
vehicle to service.