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Table 9-1 Management Control Indicators for the Motor Vehicle
Program
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A.
Organization and Management:
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(1) Availability of appropriate and
comprehensive motor vehicle policies and procedures.
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(2) Sufficient staffing to carry out
motor vehicle responsibilities.
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(3) Training programs covering motor
vehicle operation, safety, and maintenance.
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B.
Motor Vehicle Performance Review and Improvement Program:
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(1) Proof that the program/function
interacts with GSA and Service program, procurement, and finance divisions
to acquire and provide motor vehicle information.
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(2) Evidence that previous management
control review findings no longer exist.
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(3) Proper accounting of motor
vehicles in the Personal Property Management System (PPMS).
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(4) Accountability of motor vehicle
records (paper and electronic) from receipt through disposal.
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C.
Operating Practices:
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(1) Reconciliation between financial
and personal property records.
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(2) Annual inventories completed
before September 30th.
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(3) Follow acquisition practices,
policies, and procedures, including:
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(a) Use AutoChoice to determine the
appropriate motor vehicle acquisition source. AutoChoice is GSA’s online
vehicle ordering program.
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(b) Consider excess property before
acquiring new property.
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(c) Properly annotate PPMS with all
pending acquisitions.
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(d) Limit acquisitions to the minimum
needed to meet the program mission requirements.
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(e) Comply with specific acquisition
allocations included in our 5-Year Fleet Plan.
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(f) Receive approvals for acquiring
communication equipment to install in motor vehicles.
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(4) Receiving:
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(a) Promptly and accurately inspect
new vehicles.
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(b) Store, preserve, and protect
motor vehicles not in use.
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(5) Motor Vehicle Management:
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(a) There is an effective program to
ensure motor vehicles are acquired, utilized, and disposed of in a timely
manner.
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(b) An action plan is in place to use
alternative fueled vehicles and fuels.
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(c)
Keep motor
vehicles in secure areas.
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(d)
Keep motor
vehicle keys, including spare keys, in a locked location with limited
access.
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(6) Fleet credit cards:
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(a) Ensure mandatory contractor fleet
cards are used only for Service motor vehicles.
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(b) Monitor fleet card charges
monthly and validate that charges are for official use.
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(c) Secure all records containing
fleet card numbers in a locked cabinet.
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(d) Review motor vehicle fleet cards
every 45 days to ensure each card is valid for the remainder of the fiscal
year.
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(e) Ensure each seasonal motor
vehicle in storage has a valid fleet card while in operation.
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(f) Maintain effective administrative
control of credit cards in accordance with applicable guidelines.
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(7) Maintenance and repair:
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(a) Establish a motor vehicle
maintenance program.
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(b) Schedule routine preventive
maintenance for motor vehicles and motor equipment.
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(c) Check warranty coverage prior to requesting
repairs for motor vehicles.
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(d) Keep records of maintenance and
repair orders for all Service-owned motor vehicles.
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(e) Maintain a file with maintenance
manuals, operating manuals, and warranties as appropriate.
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(f) Ensure maintenance logs record
timely vehicle maintenance.
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(g) Track motor vehicle maintenance
costs by individual vehicle.
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(h) Make major repairs relative to
the age, condition, and value of the motor vehicle.
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(i) Conduct all required vehicle inspections,
including safety inspections, in a timely manner.
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(8) Establish initiatives to help
achieve reduced motor vehicle fuel consumption objectives, including:
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(a) Reducing travel as much as
possible without impeding the mission.
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(b) Using smallest vehicle feasible
for the task.
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(c) Maintaining tire pressure to
manufacturers’ specifications.
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(d) Encouraging proper driving
techniques.
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(e) Observing speed limits.
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(9) Identification and tags:
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(a) Maintain a current record of
license tags assigned to motor vehicles.
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(b) Store unissued license tags and
Service identification decals in a locked drawer, cabinet, or storage area
with restricted access.
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(c) Report lost or stolen license
tags to the issuing office or State agency.
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(d) Identify assigned motor vehicles
that do not display Government tags and Service identification. Obtain and
keep on file exemption approval for each of those vehicles.
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(10) Utilization:
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(a) Evaluate vehicle usage.
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(b) Review under-utilized motor
vehicles at least semi-annually (see 320 FW 2, Exhibit 1).
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(c) Approve or disapprove retention
of under-utilized motor vehicles to remain at the same location. Rotate the
vehicle(s) to another Regional location for mission requirements and for
maximizing motor vehicle utilization.
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(d) Achieve maximum economic
utilization of motor vehicles.
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(e) Maximize the use of motor vehicle
pooling arrangements, taxicabs, shuttle buses, or other common service
arrangements. Minimize assignments to individuals, groups, or specific
organizational components.
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(f) Conduct periodic reviews to
ensure that all motor vehicles are still necessary.
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(g) Maintain individual “motor
vehicle use” records such as trip tickets or logs that show enough
information to evaluate the appropriateness of assignments and the adequacy
of use.
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(11) Replacement vehicles:
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(a) Review all acquisitions for
replacement vehicles to ensure that required replacement standards are met.
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(b) Retain or replace motor vehicles
as required by policy. Ensure that there is still a need for vehicles, the
vehicles can be operated safely and dependably without excessive repair and
maintenance costs, repair parts are readily obtainable, and retention does
not substantially reduce the exchange or sale value of the vehicles.
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(c) Remove replaced motor vehicles
from service and dispose of them prior to or as soon as practicable after
delivery of the replacement vehicles.
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(d) Provide instructions to all motor
vehicle operators regarding the use and protection of credit cards against
theft and misuse.
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(e) Notify paying office of the loss or
theft of credit cards in order to avoid paying unauthorized bills.
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