Gina Jordan and Kevin Gibson

To provide safe, reliable, low cost vehicle solutions assisting our customers to effectively and efficiently meet their mission requirements
The RIGHT VEHICLE . At the RIGHT PRICE . With GREAT SERVICE .

Dear Office of Motor Vehicle Management,
Overall the consolidation of USCP vehicles has been a success. Through this endeavor we have managed to extremely reduce our fleet lifecycle age and green our fleet in line with federal regulations. Highlights from the consolidation have brought streamlined GSA tag implementation, fuel card program and advantages to the Department through the STR program. The availability for GSA to be able to facilitate USCP on last minute request of vehicles to support our mission has been outstanding and seamless. The FSR assigned to our
Department has been very knowledgeable and willing to support our needs and
requirements. The only downsides if you will are the small fee’s identified in billing that were not briefed prior to the consolidation agreement. We have since worked out those identified cost accordingly. You and your staff have done a great job working with the USCP and we look forward to continued success.
Regards,
Marcelino J. Santos
UNITED STATES CAPITOL POLICE

• How many of you currently communicate with
FSRs about ordering vehicles?

GSA Central
Office
Agency Head
Quarters
GSA Regions
Customer
Bureaus/Commands
GSA Fleet
Service Reps
Local Customers

GSA Central
Office
Agency Head
Quarters
GSA Regions
Customer
Bureaus/Commands
GSA Fleet
Service Reps
Local Customers

FSR selects vehicles for replacement in
GSA’s internal ordering system and sends to Drive Thru
Local customer reviews in Drive Thru and sends selected vehicles to FSR to place

Customer Clicks HERE to send selection to
FSR

An Extended Federal Fleet Ordering
Module for Leasing Customers

• Automates ENTIRE ordering process by providing
Agency HQ Fleet Manager the ability to approve and reject vehicle selections online via Drive
Thru!!
• Adds “ Low GHG ” as vehicle replacement type in dropdown menu on the replacement sheet
• Makes Rate Bulletin, agency policies, Green vehicle options & agency funding summaries accessible to view in a tab in Drive Thru.

Step 1: FSR, customer apply agency policy, select replacement vehicle in
DriveThru and click “Send to
Mid-level Fleet Manager.”
Summary Tab in DriveThru helps HQ FM track replacements by SIN, quantity AND incremental costs!!
Step 2: Mid-level FM* receives email he/she has vehicles to review in DriveThru.
Mid
Level FM
Approves?
No, I suggest . . .
Yes!
Step 3: HQ FM receives e-mail that he/she has replacement vehicles to review in DriveThru.
HQ FM
Approves?
Yes!
Step 5: FSR creates orders for manufacturer.

Do Not Replace
Same/Like SIN
LOW GHG SUV/Truck
NEW
Replacement
Type Options !!

AFV Legislation and FY 13 AFV
Vehicle options!!
FY 13 Rates!!
* FY 13 AFV Info & Vehs *Agency Guidance * FY 13 Rates Agy HQ Summary
Agency
Specific
Guidance!
Summary tab with
Incremental and
Vehicle Qty by SIN

Fleet Mgr clicks
HERE to edit
FNE Field allows HQ to approve Functional Needs
Exemptions on the spot!
OLD Repl Type NEW Repl Type SIN FUEL LOW FNE Projected Customer POC POC
GHG ? Incremental POC Email Telephone
Return to Cust.
Select
Vehicle
9C GAS N $0.00 Gary Lee gary.lee@va.gov
703-450-3321 Arlington, VA
Edit Vehicle SIN/Type
Fleet Mgr clicks HERE to return tag to Customer to reselect veh type/sin

*Agency HQ Summary Sheet
Fleet Managers click HERE to access this page
Category SIN
Category SIN
Sedan 8C
Sedan
4x2 Light
Truck
9H
99
Fuel
Type
GAS
E85
GAS
5
4
Qty
21
Estimated
Fuel
AFV Cost
*
Estimated
Total AFV
Cost per SIN
Low-
GHG
(Y/N)
$0.00 $0.00 Y
$9,582.88 $47,914.40 Y
$0.00 $0.00 N
ESTIMATED FY 13 YTD SUMMARY
Vehicles approved by HQ YTD: 205
Total AFV Funds projected to Generate in FY 13: $645,823.98
Total AFV Funds used in FY13 YTD: $281,000
*Approximation based on low-bid or most commonly ordered vehicle in that
Standard Item Number

ESTIMATED
FY 13 YTD SUMMARY
Vehicles approved by HQs YTD: 205
Total AFV funds projected to generate: $645,824
Total AFV funds estimated used: $281,000

• Talk with your local fleet managers/customers
• Establish acquisition goals, guidance
• Meet with your GSA POCs
• Think about your surcharge/AFV plans
• Review your list of projected eligibles
• Fill out your customer questionnaire

Agency Representation (name, email, phone)
1. Q – Who is completing this document on behalf of the agency?
2. Q – Who will be your agency’s point of contact for vehicle acquisition related questions? Who is responsible for approving/requesting new BOACs?
3. Q - Who should be contacted to approve any additional vehicle requests and vehicle upgrades?
4. Q – Who will be the mid-level reviewer(s) in CAM (when applicable)? Briefly describe your agency’s review structure.
5. Q – Do you have any old business from last year or questions you would like to address?

Acquisition Guidance
6. Q - Are the local offices within your agency authorized to make vehicle decisions regarding replacement types, additional vehicles and upgrades? If not, please advise.
7. Q What is your agency’s policy/regulation regarding vehicle standards/acquisitions?
Please attach memos or specific policy (if applicable).
8. Q – What size sedan and SUVs are allowed/preferred and in what instance? Are there any sized vehicles that are never allowed (e.g., class III/IV or midsize etc.)?
9. Q -
What is your agency’s policy regarding SUVs/upsizing? (Be specific regarding policy)
10. Q - Does you agency have a process for obtaining waivers, exceptions or approval?
11. Q - Does your agency have a formal policy regarding vehicle options and if so what is it? Options add to the GSA monthly lease rate.
12. Q - Does your agency have vehicle color requirements and if so what are they?
What components of the vehicle do they encompass?

Alternative Fuel Guidance
13. Q - Last year you spent $XX dollars in AFV funds. In FY 12 your surcharge was $1XX dollars per vehicle per month. Based on your current inventory of
XXX vehicles, If you keep your surcharge the same for FY12, you will generate $XX dollars. Would you like to keep your surcharge the same or increase/decrease for FY 2013?
14. Q - Does your agency have a plan to increase the number of
Hybrids/Electric Vehicles in its Fleet? How do you plan on doing this and where do you plan on placing these?
15. Q. What is the process for customer’s to obtain higher cost vehicles with incremental charges. When and where are these allowed?
16. How does a customer obtain an approved waiver? Are there instances where waivers are always issued (e.g., Law Enforcement, OIG, etc.)? If so, please attach copies or confirmation that waivers for particular BOACs, bureaus or types of missions are always approved.

Fleet Rightsizing
17. Q - Does your agency have plans to turn in GSA leased vehicles within the next year or beyond? If so how many, what types and where? Please share projections and time frames. Consider the milestones included in the VAM submission.
18. Q – Do you have any agency-owned/commercially leased assets that you would like to consider converting to GSA? If so, what type of vehicles and how many?
19. Q - Does your agency have additional vehicle requests for FY12?
Should all requests go through headquarters and/or would you like to view these requests on an individual basis?
20. Q - Do you use vehicle monitoring devices or would you like to? Are there products or services you would like to learn more about?
Please email fleetsolutions@gsa.gov
for more information.

Questions/Comments?