Vehicles, Management of Laboratory or Government Fleet

Title:	Vehicles, Management of Laboratory or Government Fleet
Publication date:	7/27/2020
Effective date:	7/27/2020

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/Contracted Services Manager
Facilities Division

Title:	Vehicles, Management of Laboratory or Government Fleet
Publication date:	7/27/2020
Effective date:	7/27/2020

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

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.
Fleet Operations of the Facilities Division is responsible for the maintenance and management of Laboratory or government fleet vehicles.
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]).
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 Collects sign-out logs from vehicle custodians on a monthly basis
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 Requests permission from Fleet Manager for any vehicle modifications, including stickers Ensures vehicle is secured when not actively in use Reports vehicle damage to Fleet Manager promptly Reports any mechanical problems promptly to Fleet Operations Maintains sign-out logs for each vehicle assigned to them
Driver Responsibilities	Ensures they have authorization to drive the vehicle Reports vehicle accidents/damage to Fleet Manager and vehicle custodian promptly Uses vehicle for official use only Abides by all applicable vehicle laws and regulations Signs out vehicle for use Ensures vehicle is secured when not in use while in their custody

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