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Vehicles, Management of Laboratory or Government Fleet

    Title:

    Vehicles, Management of Laboratory or Government Fleet

    Publication date:

    12/4/2012

    Effective date:

    1/2/2012

    BRIEF

    Policy Summary

    This policy provides guidance on the management and maintenance of any Berkeley Lab-, Department of Energy (DOE)-, or General Services Administration (GSA)-owned vehicle.

    Who Should Read This Policy

    This policy applies to all employees who operate Laboratory or government vehicles, vehicle custodians, Laboratory divisions, and the Fleet Operations staff.

    To Read the Full Policy, Go To:

    The POLICY tab on this wiki page

    Related Policy

    Vehicles, Use of Laboratory or Government, document number 09.05.005.000

    Contact Information

    Fleet Manager
    Facilities Division

    Title:

    Vehicles, Management of Laboratory or Government Fleet

    Publication date:

    12/4/2012

    Effective date:

    1/2/2012

    POLICY

    A. Purpose

    This policy provides guidance on the management and maintenance of any Berkeley Lab-, Department of Energy (DOE)-, or General Services Administration (GSA)-owned vehicle.

    B. Persons Affected

    This policy applies to all employees who operate Laboratory or government vehicles, vehicle custodians, Laboratory divisions, and the Fleet Operations staff.

    C. Exceptions

    Not applicable

    D. Policy Statement

    1. Berkeley Lab requires operators of Laboratory or government cars, trucks, and electric vehicles to have a valid California driver's license or a California-recognized license issued by the employee's state of legal residence.
    2. Fleet Operations of the Facilities Division is responsible for the maintenance and management of Laboratory or government fleet vehicles.
    3. Vehicles are assigned to various groups through custodians who are directly responsible for their proper use. These vehicles are required to meet specific usage criteria (see Fleet Procedure: Local Use Objectives [LUO]), and are assigned to various groups through custodians who are directly responsible for their proper use.
    4. DOE has supplied the Laboratory with a fleet of cars, trucks, and electric carts to support the Laboratory's scientific mission. Berkeley Lab provides each department with convenient transportation to meet its mission in the most cost-efficient manner. The minimum number of vehicles will be retained to satisfy program and Environment, Safety & Health requirements.

    E. Roles and Responsibilities

    Role

    Responsibility

    Fleet Manager

    • Administers and oversees the fleet of vehicles in accordance with Laboratory and government policies 
    • Notifies vehicle custodians and others when vehicles do not meet appropriate utilization criteria
    • Approves and coordinates vehicle additions, deletions, assignments, or reassignments to the Laboratory fleet
    • Reviews and approves vehicle reclassifications or change of type of vehicle
    • Maintains records of fleet maintenance and operation costs
    • Ensures vehicle inventory information is maintained to include appropriate Vehicle Identification Number (VIN) and license information
    • Ensures agency vehicle information is entered into the Federal Motor Vehicle Registration System (FMVRS) at fmvrs.fas.gsa.gov/

    Fleet Administration

    • Maintains fleet maintenance and usage databases
    • Records monthly usage data of each Laboratory or government vehicle
    • Prepares and maintains maintenance schedules, and notifies vehicle custodians of required maintenance
    • Processes accident reports and solicits repair estimates

    Custodian Responsibilities

    • Ensures only qualified and appropriate individuals have access to assigned vehicles
    • Ensures assigned vehicle is meeting local use criterion
    • Delivers the vehicle to the transportation area at the scheduled time for all maintenance
    • Maintains the vehicle in clean condition
    • Notifies the Fleet Manager prior to any reassignment of vehicles
    • Reports any mechanical problems promptly to Fleet Operations

    F. Definitions/Acronyms

    None

    G. Recordkeeping Requirements

    The Fleet Administrator maintains all records for three years.

    H. Implementing Documents

    Document number

    Other reference number

    Title

    Type

    09.05.008.002

    FLEET-004

    Fleet Procedure: General Information/Vehicle Acquisition

    Procedure

    09.05.008.003

    FLEET-001

    Fleet Procedure: Maintenance

    Procedure

    09.05.008.004

    FLEET-005

    Fleet Procedure: Global Positioning System (GPS)

    Procedure

    09.05.008.005

    FLEET-003

    Fleet Procedure: Local Use Objectives (LUO)

    Procedure

    09.05.008.006

    FLEET-002

    Fleet Procedure: Off-Site/Overnight Use of a Vehicle

    Procedure

    I. Contact Information

    Fleet Manager
    Facilities Division

    J. Revision History

    Date

    Revision

    By whom

    Revision Description

    Section(s) affected

    Change Type

    1/2/2012

    0

    K. Porter

    Rewrite for the wiki (brief)

    all

    Minor

    12/4/2012

    1

    K. Porter

    Rewrite for the wiki (policy)

    all

    Minor

    3/26/2013N/AK. PorterLinked Implementing Documents
    • Section H under Policy tab
    • Implementing Documents table under Document Information tab
    • Implementing Documents restricted to department/functional use under Additional Information tab
    Editorial
    12/12/2013N/AJ.BraithwaiteAdd missing SRDDocument Info tab, SRDEditorial

    DOCUMENT INFORMATION

    Title:

    Vehicles, Management of Laboratory or Government Fleet

    Document number

    09.05.008.000

    Revision number

    1

    Publication date:

    12/4/2012

    Effective date:

    1/2/2012

    Next review date:

    1/2/2015

    Policy Area:

    Vehicles at LBNL

    RPM Section (home)

    Facilities Management

    RPM Section (cross-reference)

    none

    Functional Division

    Facilities

    Prior reference information (optional)

     

    Source Requirements Documents

    • Contract 31, Clause I.65, DEAR 952.208-7, Tagging of Leased Vehicles (Apr 1984)
    • Contract 31, Clause I.139, DEAR 970.5223-6 Executive Order 13423, Strengthening Federal Environmental, Energy, and Transportation Management (Sept 2010)
    • Contract 31, Clause I.114, DEAR 970.5244-1 Contractor Purchasing System (Aug. 2009), Paragraph (q)(1), Purchase of Special Items
    • Contract 31, Clause I.138, DEAR 952.223-78 Sustainable Acquisition Program (Oct 2010), Executive Order 13514,  Federal Leadership in Environmental, Energy, and Economic Performance

    Other Driving Requirements

    Implementing Documents

    Document number

    Other reference number

    Title

    Type

    09.05.008.002

    FLEET-004

    Fleet Procedure: General Information/Vehicle Acquisition

    Procedure

    09.05.008.003

    FLEET-001

    Fleet Procedure: Maintenance

    Procedure

    09.05.008.004

    FLEET-005

    Fleet Procedure: Global Positioning System (GPS)

    Procedure

    09.05.008.005

    FLEET-003

    Fleet Procedure: Local Use Objectives (LUO)

    Procedure

    09.05.008.006

    FLEET-002

    Fleet Procedure: Off-Site/Overnight Use of a Vehicle

    Procedure

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