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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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.
At the RIGHT PRICE
With GREAT SERVICE!
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.
Marcelino J. Santos
UNITED STATES CAPITOL POLICE
Ideal Acquisition Channels of Communication
Agency Head Quarters
GSA Fleet Service Reps
Reality: Acquisition WEBS of Communication
Agency Head Quarters
GSA Fleet Service Reps
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
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.”
No, I suggest . . .
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!!
Step 5: FSR creates orders for manufacturer.
Do Not Replace
LOW GHG SUV/Truck
LOW GHG Sedan
AFV Legislation and FY 13 AFV Vehicle options!!
FY 13 Rates!!
* FY 13 AFV Info & Vehs
* 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
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
Agency Headquarter Summary Sheet
Fleet Managers click HERE to access this page
HQ Agency Summary Sheet
Estimated AFV Cost
Estimated Total AFV Cost per SIN
Low- GHG (Y/N)
4x2 Light Truck
$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
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
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?
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.
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.