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Comment: Minor revisions as per policy change request on 12/21/23

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idVehicles Management of Laboratory or Government Fleet
Card
defaulttrue
labelBrief
titleBrief

Title:

Vehicles, Management of Laboratory or Government Fleet

Publication date:

712/2721/20202023 

Effective date:

712/2721/20202023 

BRIEF

Policy Summary

This policy provides guidance on the management roles and maintenance responsibilities of managing and maintaining any Berkeley Lab-, Department of Energy (DOE)-, or General Services Administration (GSA)-owned vehicle and other motor equipment and low speed electric vehicles.

Who Should Read This Policy

This policy applies to all employees who operate anyone operating a Laboratory or government vehiclesvehicle, other motor equipment, low-speed vehicle, vehicle custodians, Laboratory divisionsLine Management, 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

Card
labelPolicy
titlePolicy

Title:

Vehicles, Management of Laboratory or Government Fleet

Publication date:

712/2721/20202023 

Effective date:

712/2721/20202023 

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 operators of a Laboratory or government vehicles, other motor equipment and low-speed vehicles, vehicle custodians, Laboratory divisions, and the Fleet Operations staff.

C. Exceptions

Not applicable

D. Policy Statement
Anchor
_GoBack
_GoBack

  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, low speed electric vehicles, and other motor equipment.
  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]).
  4. DOE has supplied the Laboratory with a fleet of cars, trucks, and low speed electric carts vehicles 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

Fleet Manager and vehicle custodian promptlyEnsures vehicle is secured when not in use while in their custody

Role

Responsibility

Division Director/ Department Head/ Supervisor

  • Responsible for restricting use of Laboratory or Government Vehicles/Equipment to official Laboratory business carried out by properly authorized personnel, as described in Section D.5, License Requirements
  • Appoints vehicle custodians for every government vehicle/equipment assigned to their division
  • Sets strict guidelines to ensure assigned fleet inventory is managed and used according to mission
  • In conjunction with Human Resources, enforces disciplinary measures when vehicles are mismanaged or misused

Fleet Manager

  • Administers and oversees the fleet of vehicles and other motor equipment in accordance with Laboratory and government policies policies
  • Manages fleet inventory to ensure vehicle use criteria is met
  • 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 fleetReviews and approves vehicle reclassifications or change of type of vehicle
  • Processes all new vehicle acquisitions in accordance with federal and state guidelines
  • Removes, reassigns, or relocates vehicles when misused or mismanaged
  • 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/
  • Performs periodic reviews of fleet performance criteria and provides guidance and recommendations
  • Completes required Federal and State reporting (in partnership with EH&S and Sustainability as appropriate)
  • Receives and approves all modification requests for lab owned, government or off road equipment
  • Approves all acquisitions of other motor equipment and accessories (including, but not limited to, forklifts, aerial lifts, low speed electric vehicles, etc.)
  • Report all vehicle accidents, incidents, and found damage to DOE Fleet Manager
  • Approves all overnight use of laboratory or government owned vehicles          

Fleet Administration/
Fleet Maintenance TechnicianFleet Administration

  • Maintains fleet maintenance and usage databases
  • Solicits repair estimates and initiates the collection of damages, where necessary
  • Conducts quarterly assessments of fleet inventory (lab-owned and government vehicles)
  • 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
  • Receives and coordinates all Vehicle Rental Requests for Fleet Pool vehicles
  • Arranges and coordinates repairs for all division-owned low speed electric vehicles (GEMs/Club Cars) and Off-road equipment preventative maintenance and repairs 

Custodian Responsibilities

  • Ensures that assigned vehicle or equipment is used for the assigned usage
  • Responsible for monthly reporting of vehicle mileage and meter readings by designated deadlines
  • 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 maintenanceProvides vehicle for maintenance at scheduled time for Fleet Maintenance Technician                    
  • Maintains the vehicle in clean condition
  • Notifies the Fleet Manager prior to any reassignment of vehicles
  • Notifies Fleet Administration of any update to assigned PIDs
  • Requests permission from Fleet Manager for any vehicle modifications, including, but not limited to, stickers
  • Ensures vehicle is secured when not actively in use
  • , ladder racks, liftgates, etc.
  • 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
  • Responsible for making sure routine inspections of assigned vehicles and other motor equipment are performed
  • Responsible for making sure assigned vehicles are kept secure when not in active use. Secure means, at minimum: 
    • Engine is off
    • Vehicle is placed in “Park”
    • Parking brake is set   
    • Windows are rolled-up    
    • Keys are removed and doors are locked    
  • Responsible for coordinating a backup custodian to fill in their duties during absences, shift coverage and extended time off-site. The back-up should be someone who is able to carry out the custodian responsibilities.
Driver Responsibilities
  • Ensures they have authorization to drive the vehicle, including completing FAC0021 Government Vehicle Driver Briefing
  • Reports vehicle accidents/damage to
  • Vehicle Custodian promptly and works with supervisor to complete appropriate reporting  
  • Uses vehicle for official use only
  • Abides by all applicable vehicle laws and regulations
  • Signs out vehicle for use
  • Responsible for making sure vehicles are kept secure when not in active use. Once vehicle is stopped you MUST do the following at minimum:
    • Place vehicle in “Park” and secure the “Parking Brake”
    • Roll-up windows
    • Turn off engine
    • Remove Keys and lock doors
  • Pays for unauthorized vehicle expenses they incur such as parking tickets, speeding tickets, and other driving penalties
  • Does not use portable electronic devices when operating a vehicle
  • Does not smoke or use other tobacco products, including e-cigarettes and vape pens, inside the vehicle
  • Does not idle vehicles excessively
  • Conducts inspection of vehicle or equipment prior to use
  • Reports any maintenance or vehicle concerns to vehicle custodian promptly 

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/Contracted Services 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

all
All

Minor

12/4/2012

1

K. Porter

Rewrite for the wiki (policy)

all

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
3/3/20151.1J. BraithwaiteThree-year periodic reviewContact Information, Policy (D, E)Minor
2/27/20201.2H. PintoUpdated Custodian and Driver ResponsibilitiesEMinor
12/21/20231.3K. BroadnaxPeriodic review: minor revisions throughout. Updated R&RsAllMinor
Card
labelDocument Information
titleDocument Information

DOCUMENT INFORMATION

Title:

Vehicles, Management of Laboratory or Government Fleet

Document number

09.05.008.000

Revision number

1.23

Publication date:

212/2721/20202023 

Effective date:

212/2721/20202023 

Next review date:

212/2720/20232026 

Policy Area:

Vehicles at LBNL

RPM Section (home)

Facilities Management

RPM Section (cross-reference)

none

Functional Division

Facilities

Prior reference information (optional)

N/A

Source Requirements Documents

  • Contract 31, Clause I.109, DEAR 952.208-7, Tagging of Leased Vehicles (Apr 1984) (prev. I.065)
  • Contract 31, Clause I.159, DEAR 970.5244-1, Contractor Purchasing System (Aug 2016), (PF 2013-64, PF 2015-17) (SC alternate Sep 2018) (prev. I.114)
  • Contract 31, Clause I.114, DEAR 952.223-78 Sustainable Acquisition Program (Oct 2010) (prev. I.138)
  • Executive Order 13514, Federal Leadership in Environmental, Energy, and Economic Performance
  • Executive Order 13423, Strengthening Federal Environmental, Energy, and Transportation Management

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

Show If
grouprpm2-admins
Card
labelAdditional Information
titleAdditional Information

ADDITIONAL INFORMATION

Title:

Vehicles, Management of Laboratory or Government Fleet

Document number

09.05.008.000

Revision number

1.23

Publication date:

212/2721/20202023 

Effective date:

212/2721/20202023 

Next review date:

212/2720/20232026 

Policy Area:

Vehicles at LBNL

RPM Section (home)

Facilities Management

RPM Section (cross-reference)

none

Functional Division

Facilities

Author name/contact info

K. Porter



Revision 0 publication date

1/2/2012

Retirement date

n/a

Prior reference information (optional)




Inputs from more than one Functional Area?


List additional Functional Areas & contacts




Inputs from more than one Policy Area?


List additional Policy Areas & contacts




30-day notification needed?

No

30-day start date

n/a

30-day end date

n/a



LDAP protected?

No



Need TABL reminders?

No

Frequency

n/a

Brief reminder text:

n/a



Approval Sheet for this revision received (date)
[Note: author is responsible}


Key labels/tags:

New terms that need to be added to Glossary/Acronym list:

  • (list items not found and context (Policy Area name) – full definition would be included in Policy)

Implementing Documents restricted to department/functional use

(optional – these will be used for tracing between requirements and associated documents)

Document number

Other reference number

Title

Type

DOE-HDBK-7251-2016


U.S. Department of Energy Fleet Management Handbook

DOE Handbook

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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Sidebar 3 text: