Fleet Management Center
Contents
1. Since we serve you on acost reimbursable basis you play a very important role in helping us meet this goal The lower our costs the lower your monthly rates For more detailed information on the care and servicing specific to your vehicle please refer to the owner s manual located in your vehicle s glove compartment provided by the vehicle manufacturer How You Can Help Minimize Costs e Bea safe driver Crashes are costly and often result in human tragedy Please read the safety section on page 8 of this guide Call MCC AMC prior to taking your vehicle to a vendor for service or repairs Technicians can easily determine if your vehicle is under warranty and direct you to a qualified vendor Use manufacturer provided emergency roadside assistance if your vehicle is under warranty it s free Please see pages 28 30 or call the MCC if you need help determining your vehicle s warranty coverage e Practice preventive maintenance GSA Fleet preventive maintenance vendors are close at hand Preventive maintenance procedures are explained on page 25 of this guide e Purchase regular unleaded self service gasoline from fueling stations offering the best value unless premium fuel is required by the vehicle manufacturer or when self service is not available due to state law e Purchase E85 fuel for E85 flex fuel vehicles when available within 5 miles or 15 minutes of a vehicles garaged location e Safe driving is g2. laws and penalties for driving under the influence and while impaired You the driver are accountable for driving responsibly and obeying all motor vehicle laws of the State s and local jurisdictions in which you operate If you choose to drive impaired any fines or penalties including imprisonment will be imposed upon you Be familiar with all aspects of your vehicle Before you start driving know where everything is and how it works Each GSA Fleet vehicle is equipped with an owner s manual provided by the manufacturer in the glove compartment That manual provides detailed information on the care and servicing specific to your vehicle and should be reviewed before you operate the vehicle NO TEXTING WHILE DRIVING ORDINANCE 10 454 Make sure other drivers see you Use your headlights even during daylight hours to help other drivers notice Be aware and avoid the blind spots of other drivers The sides of the vehicles especially the right sides are the blind spots Drive with regard to the weather Atalltimes and especially in bad weather it is extremely important to inflate your tires properly and make sure there is plenty of tread e Make sure your vehicle wiper blades and defroster are working properly During winter months keep your vehicle stocked with items necessary to prepare you for a winter emergency In rain snow sleet or fog drive slowly keep your headlights on low
3. powertrain warranty provided by your vehicle s manufacturer 29 9g 6ed sad MJI984 ad1Asag 19 9 S 9z Bed 49d AjlI924 BDIAIBS 199 S 9z ebed sed Ajl9e4 2914195 1 99 8S JaquNN ougp sissv epispeoy T1V2 10 Jajeap ysaieau 0 09 J qwuny 3ug sissv apispeoy 71Y09 10 19 e p 1s i e u 0 09 JOquINN oueg sissv spispeoy T1V2 10 1 9 e p 1s ipe u 0 09 g uol1dO 1170 00 998 OW 491u O 1u tu bBeueNW lu pioov UOI1dO L 10 00b 998 DOIN 491u O Jo1JUOD Sugeu lu elN Rep ss utsnq x u 34 OINV DOIN A11oN pur IIeo d13H AON39313NW3 SH nOH 3H314v 186 0 S dwiosd ay Mo o pue p0 00b 998 129 p so o s DOW H 1soo sedaJ ay 104 p j q aq IIM Aouebe sno p uie1qo jou s uo eziiou ny DOIN 401d JH uonneO L Lrp0 00p 998 12 DOW 94 1129 pauojied Buraq YOM 0 JOLId pasinbes uoileziioulne DOW SUOIJONAJSU aow JO 0 00L MOO Aia y eq 10 041 J posinbes LON uoljezioyjne 99N S31 10 009 A NJ9XINWI JHON 0 10 001 SS3110 00 001 Su0I 0N1 SU BSeYyoN seday pue vueu zuILeN 9I U 9A Heyo In the Event of a Natural Disaster or Emergency If there is sufficient time and appropriate warnings are provided the customer agency must safeguard GSA Fleet vehicles Your cooperation is essential and we count on you to avoid or minimize damage to U S government property Note Damage to vehicles due to acts of nature will be billed to the using
4. Fleet vehicle From the time your vehicle is ordered until it is taken out of service it is assigned to an FSR who is responsible for the vehicle and for providing you excellent customer service Some service examples include e assisting in all aspects of fleet management procedures and processes helping to select vehicles that meet your mission requirements ordering replacement vehicles facilitating receipt of assigned vehicles monitoring use and maintenance of vehicles assisting with vehicle repair vendor network If you do not know who your FSR is you can find out by calling your servicing region local FMC the MCC or by visiting our website at www gsa gov gsafleet National Maintenance Control Center MCC R p ee Authorizations Maintenance Authorizations Maintenance To obtain repair authorizations or information on vehicle maintenance and service please contact your local FSR or our trained automotive service technicians at the MCC at 866 400 0411 and choose Option 1 For the MCC Puerto Rico call 787 749 4440 Note Vendors must get pre authorization from the MCC for any maintenance purchases over 100 00 and for all tires and batteries You always have easy access to a trained professional who has complete knowledge of your vehicle Your vehicle history records are maintained electronically at the MCC Our MCC is responsible for the oversight and authorization of vehicle maintenanc
5. Safety Council seatbelts save over 15 000 lives in the U S each year NHTSA reports that every percentage point increase in safety belt usage yields an additional 270 lives saved each year and 800 million in costs saved Motor vehicle traffic crashes are still the leading cause of death for individuals in the U S aged 3 33 Attend Safety Training Because you area GSA Fleet customer you can benefit from free online defensive driver training For enrollment information contact your FSR agency fleet coordinator or visit our website www gsa gov fleetdrivethru Drive Safe Not Distracted All forms of distracted driving from cell phones or navigation systems to eating or drinking more than double the risk of crashing Protect yourself and your neighbor keep your eyes on the road hands on the wheel and mind on the task of driving Visit www distraction gov for the latest facts and laws Don t Text and Drive Executive Order 13513 prohibits text messaging while driving on government business or using government equipment Keep Vehicles Smoke Free Federal regulations specifically FMR 101 39 300 D prohibit the use of tobacco products in all GSA Fleet vehicles Don t Drive Under the Influence of Alcohol or Other Mind Altering Substances Alcohol is one ofthe greatest factors in motor vehicle deaths and injuries It accounts for a majority of all fatal crashes All states and the District of Columbia have enacted strict
6. Selection When maintenance or repairs are required on your GSA vehicle please call the MCC at 866 400 0411 or your local Fleet Service Representative FSR to locate the closest GSA preferred vendor GSA Fleet follows Federal Acquisition Regulation criteria for vendor selection but also takes into consideration whether a vendor can provide quality repairs fair and reasonable pricing and that repairs can be completed quickly If a vehicle is taken for repair to a vendor not registered with GSA Fleet or in the System for Award Management it can delay repair completion Please remind the vendor to call the MCC for authorization when purchasing tires or batteries or before starting any work that will exceed 100 26 Vehicle Monitoring Solutions GSA Fleet offers vehicle monitoring services to track where when and how your vehicles are being driven Vehicle monitoring can identify underutilized vehicles helping you to maximize utilization and improve fuel economy It can also be used to ensure you have the correct vehicle for your mission and identify potential opportunities for downsizing GSA offers solutions which monitor how a vehicle is being driven with instant feedback of driver behavior Increasing utilization and fuel economy saves taxpayer dollars while correcting dangerous driving habits can save lives For more information about Fleet Solutions visit http www gsa gov fleetsolutions or e mail fleetsolutions g
7. agency Take the following few simple but important steps e Heed all warnings received Take appropriate action to protect your GSA Fleet vehicle This may include moving a vehicle to higher ground if flood warnings are received or to a garage if hail warnings are issued Safeguard keys and charge cards Remove the keys and charge card s and lock all doors Prevent further damage After the disaster or emergency has passed take appropriate action to prevent further damage For example if vehicle windows are broken during a storm take steps to avoid further water damage to the vehicle interior If the disaster renders your agency incapable of completing its mission due to damaged vehicles or emergency relocation you should contact your servicing FMC and FSR Provide the location and status of your assigned vehicle s With this information GSA Fleet can coordinate vehicle repairs and or recovery If you are unable to contact the FMC or FSR call the MCC at 866 400 0411 Option 1 31 Help Protect Our L IIVILODI TIC Listed below are several ways you can help protect our environment while using your GSA Fleet vehicle GSA Fleet recognizes the impact vehicles have on the environment and we appreciate your efforts to join with us in being a good environmental steward Seek to procure alternative fuel vehicles and use alternative fuels when available e Use the most economical vehicles that meet your
8. beam turn on your fog lights if the vehicle has them and do not use your cruise control There may be traffic yo u cannot see try and listen for oncoming vehicles e IMPORTANT In ice and snow your vehicle will require double the distance to stop compared to dry pavement Adjust the distance between you and the vehicle ahead accordingly e Driving can be difficult on wet or slick road surfaces If your vehicle is equipped with anti lock brakes ABS make sure you are familiar with the manufacturer s instructions before operating the vehicle If your vehicle is equipped with a conventional brake system remember to pump your brakes gently to avoid locking the wheels DO NOT PUMP THE BRAKES ON VEHICLES EQUIPPED WITH ABS If your vehicle becomes disabled or an emergency requires you to stop on the side of a highway or public road remember to pull off to a safe stopping location and to turn on the emergency flasher lights See pages 28 30 for instructions on obtaining emergency roadside assistance General Do s and Don ts In addition to safe driving you as the operator of a GSA Fleet vehicle are also responsible for its proper use maintenance and protection Abiding by the following Do s and Don ts will help us keep costs down and provide the service you need and deserve Do s Do safeguard the vehicle charge card and keys against damage theft or misuse Caution Your agency is financially responsible for any l
9. Are Involved in a ae I a 17 Take Necessary Emergency Action 17 Call Police and Emergency Services 17 Do Not Sign or Make a Statement as to Responsibility pisnismies 17 Getithe Facts isinara 18 Accident Reporting Kit uu su asas aa aas 18 IrYou Ae Injured L a S ass 20 INSUA u saa unas eevee Ea 20 Claims for D8magesu suasana anus amas 21 Short Term Rental u u wu unai a Buspa 23 Maintenance and Care of Your GSA Fleet Vehicle sssrin 24 Day to Day C fg siisii e 24 Long Term Cal nciiscciaeiiniiunsis cence 25 Vehicle Monitoring Solutions 27 Unscheduled and Emergency Repairs 27 Roadside Assistance by Manufacturer 28 Vehicle Maintenance and Repair Purchase Instructions n 30 In the Event of a Natural Disaster or Emergency sssr 31 Help Protect Our Environment 32 To Cur m 1 Thank you for choosing GSA Fleet to meet your transportation requirements You are now being served by one of the largest non tactical fleets in the federal government as GSA Fleet proudly serves 75 agencies like you on a cost reimbursable basis This guide will help you to become familiar with the role you play in maintaining a quality fleet Our goal is to satisfy your transportation needs by providing you with the best fleet services in the business at the lowest possible cost
10. U S GovernmentTag Number Fleet Management Center Address Telephone Numbers Hours of Operation After Hours Emergency Number 866 400 0411 Fleet Service Representative FSR FSR s Phone Number BUCKLE UP IT S THE LAW Fleet Vehicle Assistance Centers 866 400 0411 Maintenance Control Center MCC Choose Option 1 Accident Management Center AMC Choose Option 2 www gsa gov March 2014 5 14 00150 Order publications at gsa gov cmls U S General Services Administration Guide to Your Fleet Vehicle Become familiar with the role you play in maintaining a quality fleet and keeping costs down l o C oi To Our Customer l a aaaaaaaaaaaaa 2 How You Can Help Minimize Costs 3 GSA Fleet Service Providers 5 Fleet Service Representative FSR 5 Maintenance Control Center MCC 6 Accident Management Center AMC 7 Your Role asa GSA Fleet Vehicle Operator 8 Responsibility Number One Safe Driving 0 8 General Do s and Dom tg ua assasasssasassiwan 11 Reporting Odometer Readings 13 Using the GSA Fleet Services Card 14 Buying Services Without the Fleet Services CA sess u Su Qa ua a tsa dus 15 F el P reBaS S uusuaasuaasaasapuaqaaastpiqasqihasqassanas 15 What to Do IfYou
11. all legal processes pleadings and other papers to him or her The agency employing the vehicle operator is financially responsible for any damage to that GSA vehicle When a third party is at fault identifiable based on the information your agency provides and is able to be contacted GSA Fleet will initiate a claim against that third party Your agency may be billed for the damages if restitution is not received from the third party or their insurance company Failure to provide 3rd party information may result in charges to your agency 22 Short Term Rental GSA Fleet offers the Short Term Rental Program STR to customers needing additional or replacement vehicles for their fleet The STR program provides vehicles and equipment for seasonal work special events surge requirements and replacement of vehicles temporarily out of service STR may not be used for personal travel TDY purposes Advantages of using the STR program include Easy convenient online request system Lowest available rates Rental period up to 120 days for vehicles and up to 365 days for equipment Many vehicle types offered sedans mini vans SUV light trucks buses box trucks and trailers GSA handles the entire procurement Fleet service cards provided for fuel STR rentals are tax exempt All rental and fuel charges are applied to your GSA fleet bill No fee for additional drivers Wide variety of equipment is available fork lifts scissor an
12. an alternative fuel For the location of the most convenient alternative fuel refueling site refer to the Alternative Fuel Vehicle Directory found at www eere energy gov afdc or call your FSR Vehicles requiring Diesel fuel 2007 and newer vehicles require Ultra Low Sulfur Diesel ULSD ULSD is compatible with diesel engines built prior to 2007 See additional information about ULSD on page 16 The Fleet Services Card is accepted at over 180 000 fueling stations IMPORTANT ULTRA LOW SULFUR DIESEL INFORMATION Model year 2007 diesel engines are equipped with advanced emissions control devices that require ultra low sulfur diesel ULSD or S15 Vehicle operators are cautioned that even small amounts of incorrect fuel such as low sulfur diesel LSD or S500 diesel or alternative bio fuels can cause damage to vehicle emissions and fuel systems resulting in costly repair expenses that could be billed to the customer agency Information from manufacturers regarding the use of biodiesel in these vehicles can be reviewed at www gsa gov biodiesel For any exhaust regeneration processes refer to the owner s manual or call the MCC What to Do If You Are IMmvolvedima rash If you are involved in a crash and you are injured it is important to stay calm and quiet to protect yourself from further injury while awaiting help If you are uninjured and if you are otherwise able take the following actions Take necess
13. ary emergency action Immediately get to a safe location out of the flow of traffic Warn other traffic and bystanders and ask people to be careful with matches and cigarettes in the presence of spilled gasoline Call for police and emergency services Notify state county or municipal authorities as required by law DO NOT sign or make a statement as to responsibility Any formal statement should be made to your supervisor or to the government investigator You may provide your valid motor vehicle operator s license or permit information if requested by police investigating officials or other drivers involved in the crash Be aware that registration licensing and insurance requirements differ from requirements for privately owned vehicles For instance your GSA Fleet vehicle is not insured because the federal government is a self insurer Additionally your GSA Fleet vehicle is usually not registered within a particular state Information pertaining to self insurance can be found on the Motor Vehicle Accident Reporting Kit GSA Form 1627 white envelope with metal clasp supplied in the Fleet Vehicle Packet in your glove compartment Your FSR or the AMC will be able to assist you if you have questions Get the facts Having all the facts is essential when reporting a crash The best time to collect these facts is at the scene of acrash after all necessary emergency actions have been taken Use the forms described belo
14. d boom lifts generators backhoes excavators and more To make an STR request log in to the WebSTR system at www gsa gov str Through WebSTR you can track requests accept quotes and view rental histories Contact the STR office at E mail gsa_rental gsa gov Phone 1 866 886 1232 Hours Monday Friday 7 00 a m to 5 00 p m CST 23 Maintenance and Care of Your GSA Fleet Vehicle Day to Day Care As the vehicle operator you are responsible for checking or inspecting the following each day before driving the vehicle e Engine oil level Check and add oil if necessary as recommended by the manufacturer Do not add or instruct vendors to add any oil additives Fluid leaks Check ground for oil or other fluid spots Tires Check air pressure regularly Tire pressure other than that stated on the sticker label provided by the vehicle manufacturer located on the driver s side door post or glove compartment or information found in your vehicle owner s manual will reduce tire life and affect vehicle handling and fuel economy Check tires for excessive or uneven tread wear Contact the MCC if excessive wear is discovered Exterior Check vehicle for body damage incurred while parked and unattended Report any damage promptly to the Accident Management Center 866 400 0411 Other Familiarize yourself with the vehicle s owner s manual and perform any operator checks or inspections liste
15. d therein Inform your GSA Fleet Services Representative if the owner s manual for your vehicle is missing 24 Long Term Care Timely preventive maintenance is the key to driving a safe and reliable vehicle that will serve you better and fulfill your transportation needs You are in the driver s seat to making sure that your GSA Fleet vehicle receives preventive maintenance Failure to perform preventive maintenance may void the warranty on your GSA vehicle and or lead to future costly repairs Periodic Preventive Maintenance Most new vehicles come equipped with an oil life monitoring system OLS If your vehicle has an OLS have the engine oil changed when the dashboard light illuminates to signify the need for oil change do not wait for a notification from GSA If a year has passed since the vehicle s last oil change GSA Fleet will send an email notification to perform preventative maintenance If your vehicle is not equipped with an OLS GSA Fleet will send an email notification to have the oil changed based on the number of miles driven or time passed since the last oil change The email notification will list all the services that are required at the time have the vendor closely follow all instructions If the services will exceed 100 the vendor must call the MCC for authorization Conventional petroleum derived engine oil and re refined API certified oil are preferred by GSA Fleet 25 Service Facility
16. e and repair Accident Management Center AMC Crashes and Other Incidents Ifyou have a crash or other incident our experienced technicians at the Accident Management Center are ready to help you with proper accident reporting procedures procurement of repairs shortterm rental towing processing all necessary documentation billing e claims processing and e answering all inquiries regarding crashes Note For glass repairs or replacements contact your local FSR or the Accident Management Center for qualified vendors in your area To reach the AMC please call 866 400 0411 Option 2 To reach short term rental please call 866 886 1232 Monday Friday 7 00 am to 5 00 pm CST MCC and AMC Fax Numbers AMC Kansas City MO 855 288 5171 AMC Atlanta GA 855 511 9159 MCC Atlanta GA 855 288 5172 MCC Fort Worth TX 855 288 5173 MCC Lompoc CA 855 288 5174 Proper care and maintenance will sustain the safe and reliable operation of your GSA Fleet vehicle Your Role as a GSA Fleet Vehicle Operator Responsibility Number One Safe Driving As the vehicle operator it is up to you to drive safely and sensibly to avoid crashes The following guidelines and safety reminders are for your welfare and that of others Fasten All Occupant Safety Belts This is the law In addition this action is required by FMR 102 34 250 According to the National
17. ement simply upload a template of vehicle mileages each month and they are recorded automatically Please call 866 472 6711 or visit www gsa gov fleetdrivethru for additional information e Contact your FSR for further assistance with mileage reporting options Please submit your vehicle mileages to GSA Fleet promptly Without customer input we will be forced to estimate your mileage to calculate your monthly bill Your FSR can provide specific billing cycle instructions Using the GSA Fleet Services Card GSA Fleet uses a commercial purchase card for fuel maintenance and repair services Your Fleet Services Card is assigned specifically to your vehicle and should be used only for the vehicle identified on the card With the exception of items listed below you can charge up to 100 using the card for maintenance and repair of your GSA vehicle without first getting prior GSA MCC authorization Exceptions to 100 Fleet Services Card limit A All tires contact MCC B All batteries contact MCC C All glass repair replacement contact AMC You can assist in saving taxpayer dollars by contacting the GSA MCC AMC at 866 400 0411 prior to taking your GSA vehicle to a vendor Our trained technicians can direct you to a local repair shop qualified to service your vehicle and familiar with GSA Fleet procedures Please remind vendors that they must contact the GSA Fleet MCC AMC for authorization of any repairs or maintenance exceedi
18. ent Management Center AMC toll free at 866 400 0411 Option 2 6 00 am 7 00 pm CT within 5 business days to report the accident and submit accident documentation as outlined inthe GSA Motor Vehicle Accident Reporting Kit found in the glove compartment 8 Injury claims should be processed through your agency personnel office using a Federal Employee s Notice of Traumatic Injury and Claim for Continuation of Pay Compensation Form CA 1 This form is not included in this kit but is available from your supervisor This form should be completed by the injured party or by someone acting on the person s behalf and submitted to the immediate supervisor within 24 hours Forms required by state county or municipal authorities are not included in this kit It is your responsibility to know and comply with local laws If You Are Injured Always carry complete personal identification including names addresses and telephone numbers of your supervisor and someone who should be notified in the event of a serious injury This will permit police to provide prompt notification if necessary Generally emergency first aid treatment and hospital care are provided by local facilities supported by the community Your government identification and or travel authorization may be used to establish that you are a government employee on official business Upon notification your supervisor and the Office of Workers Compensation Programs Depa
19. minimum mission requirements e Notify your FSR the MCC or AMC if you suspect a vendor is not properly disposing of any potentially hazardous material e Ensure vendors repairing or servicing AC systems use trained AC technicians and recycle equipment Ifthe battery needs to be replaced use a vendor that offers recycling of the old battery e When using self service pumps don t overfill or top off your tank e Keep tires properly inflated and your engine properly tuned e Remove excess weight An extra 100 pounds in your vehicle could reduce your MPG by up to 2 e Check and replace air filters regularly and avoid excess idling idling is 0 miles per gallon e Be sure to get annual or as often as your state requires vehicle emissions inspections as required byThe Clean Air Act 1990 which directs states to implement vehicle emissions Inspection and Maintenance I M programs in metropolitan areas whose air quality does not meet federal standards The specifics of those programs vary from state to state 32 Eliminate aggressive driving practices and observe the speed limit Gas mileage usually decreases rapidly at speeds above 50 mph Use cruise control on the highway Request recycled engine coolants re refined oil remanufactured or re built vehicular parts and retread tires whenever possible and when priced below or competitively with new products to comply with Executive Order 13423 and EPA s C
20. n their soil have entered into Status of Forces Agreements with the U S government These agreements often cover U S GOV self insurance Check with your agency or servicing GSA Fleet Service Representative to determine whether this situation applies to you Claims for Damages Any claim made by a non government person is called a third party claim GSA Fleet is not responsible for reimbursing third party claims or damages unless the driver is a GSA employee For third party claims against the government where the GOV operator was determined to be at fault these claims are to be routed to the leasing agency s Tort Claims Office for resolution All third parties should file a Standard Form 95 Claim for Damage Injury or Death with the vehicle operator s agency NOT with GSA Fleet 21 A lawsuit for property damage personal injury or death resulting from your operation of a motor vehicle becomes a suit against the government rather than against you as an individual provided operation of the motor vehicle was within the scope of your employment You must establish to the satisfaction of the United States Attorney for the jurisdiction in which the crash occurred that you were acting within the scope of your employment and not for your personal benefit or pleasure at the time of the crash In the event you receive a legal notice or summons to answer questions on the crash promptly notify your supervisor and deliver
21. ng 100 00 In you have an after hours emergency when the MCC is closed follow the procedures outlined under Unscheduled and Emergency Repairs on page 27 of this guide All charge card purchases must relate directly to your GSA Fleet vehicle Unauthorized and illegal charge card purchases this includes purchases of personal items may result in criminal prosecution under 18 U S C 641 Under no circumstances should personal items be purchased using the Fleet Services Card All purchases made with the Fleet Services Card use the latest electronic technology available which captures detailed data identifying cost product fuel type service level and purchase amount Buying Services Without the Fleet Services Card If you are unable to purchase vehicle needed services with the Fleet Services Card call 866 400 0411 and selectthe voice menu option that applies to your situation If you use cash or your personal credit card you must seek reimbursement from your agency Your agency must notify GSA Fleet for reimbursement GSA Fleet willissue a creditto your agency s monthly vehicle bill Fuel Purchases e Purchase regular unleaded self service gasoline from fueling stations offering the best value unless premium fuel is required by the vehicle manufacturer or when self service is not available due to state law or if the operator has a physical limitation prevention him or her from pumping fuel Vehicle requires
22. nment employees in the vehicle outside of your agency s mission or without specific permission from the head of your agency or his or her designee Do not use the vehicle for transportation to or from work or park it at your residence without valid written authorization as required by FMR 102 34 225 Reporting Odometer Readings So that your vehicles receive preventive maintenance and you are billed correctly it is important you report current odometer readings of assigned vehicles each month You may submit your odometer readings to GSA Fleet by one ofthe following methods GORP Get Odometer Reading at the Pump is the easiest and most time saving reporting system for you You just enter your odometer reading when you purchase fuel This sends your mileage electronically to GSA Fleet s system and you are done Remember if using GORP to report mileage you ll need to ensure that you fuel your vehicle at least once per month using the assigned GSA Fleet Services Card When using cross service vendors DESC GORP will allow readings from cross service fuel Please contact your FSR if you would like to begin using GORP or if you have any questions Mileage Express allows you to input your vehicle mileage using a Web based program at www gsa gov fleetdrivethru No other data transfer or paperwork is needed FTP File Transfer Protocol is an electronic file transfer process There is no longer a minimum vehicle requir
23. omprehensive Procurement Guidelines Recycled engine coolants must comply with standards established by the American Society for Testing Materials ASTM and the Society of Automotive Engineers SAE Re refined oil must meet American Petroleum Institute standards Remanufactured or re built vehicular parts will be requested by Maintenance Control technicians when appropriate Retread tires are available for use on medium and heavy trucks and can also be used on the rear axles of passenger buses Using a retread tire saves 15 gallons or more of oil used in the manufacture of a new tire Contact the MCC at 866 400 0411 Option 1 for instructions on any tire purchases 33
24. osses including but not limited to vehicle theft acts of nature pilferage charge card misuse vandalism parking lot damages and damages beyond normal wear and tear Fleet card misuse resulting from a failure to safeguard the Fleet card will incur liability to the leasing agency Do park the vehicle in a secure facility when possible Any parking and storage expenses are the responsibility of your agency Do lock all doors set the parking brake and carry the keys and charge card with you when leaving the vehicle unattended Do turn in keys and the charge card when returning the vehicle to your agency point of contact or GSA Do report lost damaged or stolen charge cards and or license plates to your FSR immediately Upon receipt of your lost tag report your FSR will forward your report to the Department of Homeland Security Do immediately report vehicle theft to the local law enforcement agency your FSR GSA will notify the Department of Homeland Security your Supervisor Carry a valid operator s permit for the type of vehicle operated including a commercial driver s license if required Don ts Do not use the vehicle for private business personal errands or recreation Avoid creating any perception of misuse Reported incidents of misuse often result in disciplinary actions against you the driver FMR 102 34 200 Do not transport members of your family personal friends or non gover
25. reen driving Avoid quick stops and starts stick to the speed limit don t drive aggressively and keep your tires properly inflated Check your vehicle s oil once a week and change it regularly according to GSA s preventative maintenance schedule for your vehicle Keep your tires properly inflated Check tire pressure at least once a month or at every other re fueling stop Properly inflated tires increase fuel mileage Recommended tire pressures can be found on permanent labels attached to one or more parts of the vehicle including the driver s door edge or doorpost Improperly inflated tires can be dangerous Talk to your FSR or MCC technician about where to get tires for your GSA vehicle Tires are the second highest expense after fuel Help keep maintenance costs and your vehicle rates as low as possible Use of retread tires where possible can further reduce tire expenses while contributing to the federal government s environmental efforts SSA Fleet Service Providers To help keep your vehicle in top running condition you have GSA Fleet s nationwide network of Fleet Service Representatives FSRs the national Maintenance Control Center MCC and the national Accident Management Center AMC at your service Fleet Service Representative FSR Your Primary Point of Contact Your FSR is your primary point of contact with GSA Fleet and can assist you with any issues regarding your GSA
26. rtment of Labor are responsible for arranging for any treatment or care you may require Prepare Form CA 1 describing fully how you were injured and the nature of the injury If you are physically unable to prepare the form have someone acting on your behalf prepare the form for you Insurance U S and U S Territories Within the United States and its territories the U S government is self insured for loss or damage to government property and the liability of government employees for actions within the scope of their duties This Proof of Insurance is explained on the GSA Motor Vehicle Accident Reporting Kit GSA Form 1627 located in the glove box of your GSA Fleet vehicle Foreign Countries Most foreign countries including Mexico and Canada require U S government employees operating Government Owned Vehicles GOVs on their soil to be covered by proper insurance required by those nations in the event of an accident or incident Obtaining such insurance is the responsibility of the customer agency not GSA Fleet As addressed in the Federal Travel Regulation FTR 301 10 451 b the U S government has adopted 20 a policy of reimbursing insurance expenses when they are obtained for official purposes As such the employee may purchase the coverage him herself and be reimbursed by his her agency or the agency may purchase the coverage directly NOTE Several foreign nations with a large U S military presence o
27. sa gov Unscheduled and Emergency Repairs If your vehicle requires unscheduled maintenance you should contact our MCC for vendor information and authorization The dollar limit for maintenance purchases without prior MCC approval is 100 00 Specific instructions and guidance on authorization and dollar thresholds are in Chart 1 Vehicle Maintenance and Repair Purchase Instructions on page 30 If your vehicle becomes disabled or an emergency requires you to stop on the roadside remember to turn on the emergency flasher lights Obtain roadside assistance by calling the following options in order of precedence 1 During business hours contact the MCC at 866 400 0411 Option 1 2 A majority of new vehicle warranties will cover the cost of vehicle rental and or expense reimbursement during the specified warranty period In most situations this is true when the repair work is covered under warranty and the vehicle has to stay for an extended period of time Please 27 be advised that services can vary by dealer and manufacturer For specific terms and conditions regarding roadside assistance call the MCC at 866 400 0411 or refer to the vehicle owner s manual See next page for an overview of manufacture coverage and contact information 3 If after normal business hours and the vehicle is not under warranty contact the Fleet Services Card representative to coordinate roadside assistance using the toll free number lis
28. ted on your GSA Fleet credit card Please contact the MCC or your Fleet Service Representative FSR on the next business day following an after hours roadside assistance eventto inform GSA Fleet ofthe location of your vehicle so we can expedite repairs Promptly contacting us may also preclude unnecessary unauthorized purchase charges on your agency s monthly GSA vehicle invoice Roadside Assistance by Manufacturer A roadside assistance customer service representative will contact a local service provider to get help as quickly as possible This service is available throughout the 50 states Puerto Rico the Virgin Islands and Canada The Vehicle Identification Number VIN make model color license plate and current location are needed when contacting a roadside service representative Typical services include e Emergency towing e Flat tire change Fuel delivery Jump starts Lockout service 28 Basic Roadside Warranty Assistance Guidelines Guidelines 5 years Chrysler Brands Ff 3 years 100 000 miles lg Dodge 36 000 miles models 809 521 279 p 13 or later 5 years 3 years 60 000 miles Ford 36 000 miles maids 20 241 3673 or later General 5 years Motors Brands 3 years 100 000 miles Chevrolet Buick 36 000 miles models 07 800 2493 9872 Pontiac GMC orlater 5 years 5 years Hyundai 60 000 miles ue 800 243 7766 Call the MCC for additional
29. w included in your Vehicle Accident Reporting Kit which is located in the Fleet Vehicle Packet in your vehicle s glove compartment 1 Get name and address of each witness Ask the witnesses to complete Standard Form 94 Statement of Witness contained in the Motor Vehicle Accident Reporting Kit 2 Complete Standard Form 91 Motor Vehicle Accident Report or reporting form required by your agency at the scene If conditions prevent this make notes of the following a Registration information for other vehicle s owner s name and address tag number VIN and vehicle description b Information on other driver name address operator s permit number and expiration date c Name and address of each person involved and extent of injury if any d Name and address of company insuring other vehicle s and insurance policy number and e General information such as location time measurements weather damage etc 3 If possible take photographs of the crash scene and try to include license tag numbers 4 Notify state county or local authorities as required by law 5 If the vehicle is undriveable or unsafe to operate and requires towing call the AMC at 866 400 0411 Option 2 6 00 am 7 00 pm CT 6 Submit all reports and data to your supervisor within one working day f you are injured have the police notify your agency so that they may report the crash to GSA Fleet 7 Call GSA s Accid
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