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New Fleet Manager Workshop: GSA’s Role

Schedule 1:00pm-1:15pm Welcome and Fleet Manager Talk (15 minutes)

1:15pm-1:45pm What’s your role in Federal Fleet Management? (30 minutes) Barry Shpil, bshpil@mercury-assoc.com Scott Conlon, sconlon@mercury-assoc.com

1:45pm-2:45pm What’s GSA’s role in Federal Fleet Management? (60 minutes) Connie Aaron, connie.aaron@gsa.gov Patrick McConnell, patrick.mcconnell@gsa.gov Laura Farley, laura.farley@gsa.gov

2:45pm-3:00pm Break and Fleet Manager Talk (15 minutes)

3:00pm-3:30pm What’s EPA’s role in Federal Fleet Management (30 minutes)

Kristine Kenausis, Kenausis.Kristin@epa.gov

3:30pm-4:00pm Federal Fleet Resources (30 minutes)

Connie Aaron, connie.aaron@gsa.gov

4:00pm-4:45pm What’s DOE’s role in Federal Fleet Management (45 minutes) Cabell Hodge, Cabell.Hodge@nrel.gov Jesse Bennett, jesse.bennett@nrel.gov

4:45pm-5:00pm Questions and Fleet Manager Talk (15 minutes)

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Continuous Learning Points (CLPs)

Earn continuous learning points (CLPs) for attending FedFleet 2020! You can earn 4 CLPs for attending the New Fleet Manager pre-event workshop on Monday, January 27, 2020. You must attend the entire session so don’t forget to get scanned when you arrive and leave. To receive credit, attendees must be registered in FAITAS and request credit. Here is the link to the session description in FAITAS: FCL-GSA-0127 : NEW FLEET MANAGER WORKSHOP.

FAITAS (For non DoD attendees). Non DoD attendees must can request a completion certificate after the event and follow agency procedures. More information to come after the conclusion of FedFleet2020.

New Fleet Manager Workshop (4 CLPs): FedFleet 2020 Workshops(10 CLPs):

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• Fleet Composition by Agency Type

• USPS: 36%

• Civilian: 38%

• Military: 26%

• Fleet Composition by Vehicle Source

• Agency-owned: 69%

• GSA Fleet: 30%

• Commercial Lease: <1%

Source: FAST, FY 2018 dataset, 2019-03-21

• Total Inventory: 644,545

• Increased 0.7% over FY 2015

• 21 large fleets (> 2,000 veh)

• Miles Traveled: 4.64 billion

• Operating Costs: $3.6 billion

• Fleet Composition by Vehicle Type

• Trucks: 64%

• Sedans: 34%

• Buses/Ambulances: <2%

Profile: Federal Motor Vehicle Fleets

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What’s your role in Federal Fleet Management? Fleet Manager Talk

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Roles of the Fleet Manager

• Manager • Supervisor • Communicator • Financial Analyst • Vehicle Technician • Procurement Officer • Environmental Specialist • Vehicle Disposal Manager • Trainer • Other duties as assigned!

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Let’s talk more about your role as a Communicator

• Effective communication between the agency fleet manager to senior management to the field fleet managers to drivers is CRITICAL to a successful fleet program.

• It’s key to successfully influencing driver behavior and introducing new initiatives.

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Communication Barriers, Different Priorities

Field Fleet Manager

• Answer data calls form Agency Fleet Manager

• Keep drivers happy

• Maintain and keep vehicles on the road

• Pickup new vehicles

• Manage vehicle accidents and drivers

• Negotiate local agreements for fuel and maintenance

• Other duties as assigned

Agency Fleet Manager

• Compliance with environmental mandates

• Compliance with fleet reporting requirements- FAST, VAM, OMB A-11, etc.

• Fleet replacement and lifecycle costs analysis- where’s the money coming from?

• Develop internal agency policy on fleet management

• Manage H-T-W program

• Agency VIPs- help!

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Ways to Communicate

• Agency and bureau level fleet handbooks

• Driver packets in vehicles

• Agency intranet pages

• Agency training workshops on fleet management

• Mini-training sessions on vehicle pickup days

• Agency broadcast emails on hot fleet topics

• Agency social media pages with fleet articles and info blasts

• Fleet specific events at HQ and the field (Earth Day, Driver Safety Week, etc.)

• Agency videos on driving GOVs

• Send posters out the to the field on the do’s and don’ts when driving a GOV

• Regularly scheduled working groups between HQ, Field and Drivers

• Driver and field fleet manager incentives

• Fleet email box for questions

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What’s your role in Federal Fleet Management? Barry Shpil, bshpil@mercury-assoc.com Scott Conlon, sconlon@mercury-assoc.com

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Connie Aaron, GSA OGP Patrick McConnell, GSA OGP vehicle.policy@gsa.gov Laura Farley, GSA Fleet gsafleet@gsa.gov use subject line: customer feedback

What’s GSA’s role in Federal Fleet Management?

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Office of Government-wide Policy (OGP)

• Office of Transportation and Asset Management

• Vehicle Policy Division

Federal Acquisition Service (FAS)

• GSA Fleet

U.S. General Services Administration

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• GSA OGP, Office of Transportation and Asset Management

• Vehicle Policy Division

• FMR Bulletins

• FMR 102-34 Motor Vehicle Management,

• FMR 102-5 Home to Work Transportation

• Federal License Plate Program and Federal Motor Vehicle Registration System (FMVRS)

• Manage the Federal Automotive Statistical Tool (FAST) with DOE and publish the Federal Fleet Open Data Set

• Manages interagency councils- FEDFLEET and MVEC

• Training at various events each year

• Office of Evidence and Analysis has developed a Federal Fleet Inventory Tool

• Travel, Relocation, Mail & Transportation Division- Federal Travel Regulation (FTR)

• Personal Property Division- FMR 102-35 to FMR 102-42 (Disposal, Exchange Sale, U&D)

• GSA Fleet

• Mandatory source for buying

• Leasing

• FedFMS and FMVRS

• Federal Fleet Management Certification, Desktop Workshops, and FedFleet

GSA’s role in Federal Fleet Management

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What every fleet manager needs to know:

• The Rules

• The Fleet • The Resources • The Data

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Directives Hierarchy

LAWS

EXECUTIVE ORDERS

REGULATIONS, CIRCULARS, BULLETINS

GOVERNMENT-WIDE POLICIES

AGENCY REGULATIONS AND POLICIES

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The Rules

Congressional statutes Executive Orders OMB Circulars GAO Reports/Findings Government-wide regs (That’s us!) Advisory bulletins (Still us!) Agency supplements (Your agency) Bureau/Command policies (Still your agency)

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The Rules - Statutes

• 1949 Federal Property & Admin. Services Act – GSA, Interagency Motor Pools

• 1973/1990 Clean Air Act – Emissions

• 1986 Pass. Carrier Act – Home-to-Work

• 1989 Ethics Reform Act – Incidental Use

• 1992/2005 Energy Policy Act – Alternative Fuels and AFVs • Federal Motor Vehicle Expenditure Control Act (FMVEC)

40 U.S.C 175

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The Rules - Executive

• EO 10579 – Interagency Motor Pools

• EO 13043 – Increasing Seat Belt Use • EO 13834 – Efficient Federal Operations

• OMB Circular A-11 – Budget Process

• OMB Circular A-76 – Commercial Activities

• OMB Circular A-119- Federal Participation in the Development and Use of Voluntary Consensus Standards and in Conformity Assessment Activities (ASTM Standards)

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The Rules - Regulations

• 41 CFR 102-34 Motor Vehicle Management (Government-wide) • 41 CFR 101-26.501 - Purchase of New Vehicles • 41 CFR 101-39 - GSA Fleet • 41 CFR 102-5 - Home-to-Work Transportation • 41 CFR 102-39 - Exchange/Sale Authority • 5 CFR 930, Subpart A—Motor Vehicle Operators (OPM reg;

OPM covers drivers, not vehicles)

• Agency/Bureau FMR Supplements

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The Rules- Official Use

Official use of a motor vehicle is using a motor vehicle to perform your agency’s mission, as authorized by your agency.

Agency by agency decision

102-34.200 What is official use of a motor vehicle owned or leased by the Government?

Federal Fleet Management Regulations and Policies Workshop

Tuesday, January 28 2:00pm- 3:00pm in Room 147 20

• 31 USC 1344 and FMR 102-5

• Generally, not allowed unless-

• Approved by the head of the agency for—

• Field work (up to 2 years)

• Clear and present danger (15 days)

• Compelling operational consideration (15 days)

• Emergency (15 days)

• Approval authority may not be delegated!

Home to Work Transportation Workshop Thursday, January 30 at 2:15pm- 3:15pm in

Room 147

Home-to-Work Transportation with a GOV

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• Agency Fleet Manager

• Agency General Counsel’s office

• Agency Directives and Guidance Documents

Where do I go for policy questions in my agency?

41 CFR 301 Temporary Duty (TDY) Travel Allowances

• Defines methods of transportation agency may authorize for TDY including government vehicles.

• Agency must select the method most advantageous to the Government, when cost and other factors are considered.

• For what purposes may a government vehicle used while TDY? Only official purposes which include transportation: Between places of official business; Between such places and places of temporary lodging when public transportation is unavailable or its use is impractical; Between either paragraph (a) or (b) of this section and restaurants, drug stores, barber shops, places of worship, cleaning establishments, and similar places necessary for the sustenance, comfort, or health of the employee to foster the continued efficient performance of Government business; or as otherwise authorized by your agency under 31 U.S.C. 1344.

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41 CFR 301 Temporary Duty (TDY) Travel Allowances

How does the FTR relate to fleet management?

FAQ- How many miles can I drive a GOV in one day?

• Official travel orders?

• Most advantageous mode of transportation selected?

• Driver Fatigue- not regulated by GSA. • Department of Transportation, Federal Motor Carrier Safety

Administration (FMCSA) regulates drivers with commercial driver’s licenses (CDLs) and the hours of service

• http://www.fmcsa.dot.gov/rules- regulations/topics/hos/index.htm

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The Fleet- So you need a vehicle

First things first • Is this a new requirement?

• Does the vehicle replace an existing vehicle?

• Do you have the funding to purchase a vehicle?

• Do you have authority to purchase a vehicle?

Statutory authority and funding is usually in agency’s annual

appropriations document.

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The Fleet- Acquisition Alternatives

• GSA Lease (GSA Fleet) • Best for vehicles that meet utilization standards • Simple, cost effective, provides management services and reports • Replacement schedules based on type and mileage • Non-mandatory source

• GSA Purchase (GSA Fleet) • Mandatory Source • Best for specialty vehicles and those that are critical to mission • Requires “management” and information collection • Replacements vulnerable to funding shortages

• Commercial Lease through GSA (Schedule 751) • For small quantities of cars, light trucks, and SUV’s • Maintenance and “Management” NOT included

• Direct Commercial Lease • Least desirable alternative

• Privately Owned Vehicle (POV) • Excess/Surplus Vehicles from other agencies

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The Fleet – Identification/Registration

The Federal Motor Vehicle Registration System (FMVRS) allows you to:

• Obtain your total Inventory of registered vehicles • Obtain your total inventory of license plates • Look up any vehicle’s license plate or registration • Create a list of missing license plates • Download the latest User’s Guide • Take FMVRS training • Vehicle identification cards • Participation in FMVRS is mandatory if your vehicles display US Government

license plates!

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The Fleet – Identification/Registration

FMVRS – GSA’s Responsibilities

• Federal Management Regulation (FMR) guidance for the identification/registration of fleet vehicles • Vehicle Identification, FMR 102-34.85-105 • License Plates, FMR 102-34.110-150 • Identification Exemptions, FMR 102-34.155-195

• Establishes license plate codes (prefixes)

• FMR Bulletin B-11, US Government License Plate Codes (New bulletin coming soon!)

• GSA Fleet developed, manages, and maintains the system.

Federal License Plate Workshop Thursday, January 30 at 3:30pm to 4:30pm in

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The Fleet- Types of Maintenance

• Preventative maintenance

• Unscheduled maintenance

• Accident repairs

• Warranty repairs

• Owned and commercially-leased motor vehicles

• GSA Fleet Program manages all GSA Fleet vehicle maintenance

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The Fleet- Fuel/Maintenance

• GSA’s SmartPay program offers fleet solutions to purchase fuel, maintenance, and repair of government owned/operated motor vehicles (along with aircraft, boats, and motorized equipment. http://smartpay.gsa.gov/content/fleet

• DOD’s Fleet Card Program http://www.dla.mil/Energy/Offers/Products/GovernmentFuel/FleetCard.aspx

• Bulk Fuel: Defense Logistics Agency – Energy http://www.dla.mil/Energy/Offers/Products/BulkPetroleum.aspx

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The Fleet- Accidents -- What to Do

• Never admit fault

• Complete SF-91, Motor Vehicle Accident Report

• Complete SF-94, Statement of Witness

• Call local police; get copy of police report

• Complete CA-1 if injured

• Complete internal forms

• Take pictures if you have a camera

• Self-insured- Federal Tort Claims Act

Keep blank forms in vehicles

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The Fleet- Replacement Cycles

• Minimum standards in FMR 102-34.270

• Agency Fleet Manager should establish replacement

cycles for your agency-owned fleet

• Forecast replacement vehicle needs

• Best replacement cycles result in lowest overall costs

• Lower maintenance costs

• Higher sales proceeds

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The Fleet -Vehicle Disposal Resources

• Federal Management Regulation 41 CFR 102-38

Sale of Personal Property

• Federal Management Regulation 41 CFR 102-39

Exchange/Sale of Personal Property

• www.gsa.gov – Products and Services; Personal Property Sales

• GSA Regional Personal Property Management Offices

• GSA Area Property Officers

• Your agency National Utilization Officer

Federal Personal Property Policy Workshop 8:00am to 9:00am

The Benefits of Exchange Sale 9:15am to 10:15am Thursday, January 30 at in Room 147 33

The Data - Categories

• Inventory

• Cost

• Utilization

• Fuel Consumption

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The Data – Managing It

Fleet Management Information System!!! FMR §102-34.340—Do we need a fleet management information system? Yes, you must have a fleet management information system at the department or agency level that— (a) Identifies and collects accurate inventory, cost, and use data that covers the complete lifecycle of each motor vehicle (acquisition, operation, maintenance, and disposal); and (b) Provides the information necessary to satisfy both internal and external reporting requirements, including: (1) Cost per mile; (2) Fuel costs for each motor vehicle; and (3) Data required for FAST (see §102-34.335).

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The Data – Managing It

The ACID Test

A Fleet Management System should be: Automated – so it does the work, not you–an MIS is a tool, not a job Comprehensive – accounts for all relevant data, including "invisible" costs like overhead Integrated – with other agency systems, not stand-alone and duplicative Dedicated – to fleet, not generic property management

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The Data – Managing It

• What Is A Qualified Fleet MIS? • GSA Bulletin FMR B-15 explains the requirements.

• Where Can I Get One?

• Build one - custom • Buy one - COTS • Fleet Drive-Thru for GSA Fleet vehicles • FedFMS - GSA Fleet’s MIS for agency-owned vehicles and commercially

leased vehicles

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The Data – Using It

• What Is Fleet Data Used For? • Manage the fleet! • Use to help justify the fleet! • Report on alternative fuel and sustainability goals (FAST) • Comply with GSA reporting requirements (FAST) • Support agency budget submission under OMB Circular A-11 (FAST) • Satisfy annual EIA Annual Survey of Alternative Fueled Vehicles (FAST) • Satisfy EPA EISA 141 LGHG report (FAST) • Justify fleet vehicles through VAM (FAST) • Populate OMB scorecards (FAST) • Populate annual SSPP • Any data reporting requirements of your agency

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The Data – FAST

• What Is FAST?

• Web-based reporting tool • Not an MIS • Joint project of GSA and DOE in 2000 • Replaced manual reports • Satisfies multiple reporting requirements

• How Does FAST Work? • Primary 10-week data call October-December

• Collects inventory, cost, utilization, fuel data • VAM/Fleet Management Plan call in May • EPAct 701 & EISA 246 data call in June • OMB A-11 budget data call in August

FAST: Continuing the Focus on Fleet Data Quality Workshop

Wednesday, January 29 at 9:15am to 10:15am in Room 145

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The Data – FAST Features

Besides collecting your data and satisfying all those reporting requirements, FAST also provides at no cost

• Preprogrammed reports • Full query capability • User-customized reports • Interactive trend analysis/data visualization • Data validation • Acceptance of XML feeds • Full-time help desk • Online help, training, FAQs, etc. • Sandbox version for training/testing • Full documentation

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The Data – FAST Changes

What Is changing in FAST?

• Since 2000 data collection based on old paper form • Data collected in separate “buckets”

• Inventory by type, cost/mileage by class, fuel by fuel type • Limited crosswalk among buckets

• Moved to asset level data (ALD) • All data tied to specific vehicle • Easier reporting • Better data quality • Better data mining

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The Data - ALD

• “GSA and DOE shall ensure that vehicle level government- wide reporting systems [FAST] are updated by December 15, 2016 for the primary annual data call to collect asset-level data.”

• “Each agency must submit asset level fleet data from its FMIS to government-wide reporting systems.”

• All agencies are successfully reporting ALD!

• https://fastweb.inl.gov/help/index.cfm/resources/vehicle-level-data

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A few words on VAM

Agencies make two submissions to complete annual VAM reporting

In addition, the agency’s VAM Optimal Fleet Profile is uploaded to FAST once after the most recent VAM study and updated as necessary.

VAM, FMPs and Budget Narratives- What, When, How? Workshop

Wednesday, January 29 at 2:00pm to 3:00pm in Room 147

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You’ve Got Motor Vehicle Policy Questions?

We’ve Got Answers

vehicle.policy@gsa.gov

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