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GSA Fleet  Acquisition  Process. Gina Jordan and Kevin Gibson. GSA Fleet Mission. 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.

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gsa fleet acquisition process
GSA Fleet Acquisition Process

Gina Jordan and Kevin Gibson

gsa fleet mission
GSA Fleet Mission

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.

slide3
The RIGHT VEHICLE

At the RIGHT PRICE

With GREAT SERVICE!

slide5
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

gsa central office
GSA Central Office

Ideal Acquisition Channels of Communication

Agency Head Quarters

Customer Bureaus/Commands

GSA Regions

GSA Fleet Service Reps

Local Customers

gsa central office1
GSA Central Office

Reality: Acquisition WEBS of Communication

Agency Head Quarters

Customer Bureaus/Commands

GSA Regions

GSA Fleet Service Reps

Local Customers

customer acquisition module cam phase i fy12
Customer Acquisition Module (CAM) Phase I (FY12)

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 vehicle selection screen phase i
Customer Vehicle Selection Screen Phase I

Customer Clicks HERE to send selection to FSR

customer acquisition module cam phase ii

Customer Acquisition Module (CAM) Phase II

An Extended Federal Fleet Ordering Module for Leasing Customers

cam phase ii help is on the way
CAM Phase II – Help is on the way
  • 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.
cam phase ii order review process
CAM Phase II Order Review Process

Step 2: Mid-level FM* receives email he/she has vehicles to review in DriveThru.

Step 1: FSR, customer apply agency policy, select replacement vehicle in DriveThru and click “Send to Mid-level Fleet Manager.”

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.

No, I suggest . . .

Summary Tab in DriveThru helps HQ FM track replacements by SIN, quantity AND incremental costs!!

HQ FM

Approves?

Yes!

Step 5: FSR creates orders for manufacturer.

slide15
NEW Replacement Type Options !!

Do Not Replace

Same/Like SIN

LOW GHG SUV/Truck

LOW GHG Sedan

new tabs
New Tabs!

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

headquarters fleet manager review
Headquarters Fleet Manager Review

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

Select Vehicle

9C GAS N $0.00 Gary Lee [email protected] 703-450-3321 Arlington, VA

Return to Cust.

Edit Vehicle SIN/Type

Fleet Mgr clicks HERE to return tag to Customer to reselect veh type/sin

slide19
*Agency HQ Summary Sheet

Agency Headquarter Summary Sheet

Fleet Managers click HERE to access this page

HQ Agency Summary Sheet

Estimated AFV Cost

Per Vehicle*

Estimated Total AFV Cost per SIN

Low- GHG (Y/N)

Fuel

Type

Category

SIN

Qty

Category

SIN

Fuel

Sedan

Sedan

4x2 Light Truck

8C

9H

99

GAS

E85

GAS

21

5

4

$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

summary tab
Summary Tab

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

how do you prepare for fy 13
How do you prepare for FY 13?
  • 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
customer questionnaire
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?

customer questionnaire1
Customer Questionnaire

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?

customer questionnaire2
Customer Questionnaire

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.

customer questionnaire3
Customer Questionnaire

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 [email protected] for more information.

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