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UNITED STATES DEPARTMENT OF AGRICULTURE Farm Service Agency Washington, DC 20250 For: FSA and RMA Offices
Distributing FPAC Notice (FPAC-N) 5400-003, FY 2019 Vehicle Management Tool (VMT) Deployment and FPAC-N 5400-004, FY 2019 Vehicle Visual Inspections
Approved by: Acting Administrator, Farm Service Agency and Administrator, Risk Management Agency
1 FPAC-N 5400-003 and FPAC-N 5400-004
A Background The Farm Production and Conservation (FPAC) Business Center provides services to the Farm Service Agency (FSA), Natural Resources Conservation Service (NRCS), and Risk Management Agency (RMA). Business Center guidance will be provided using FPAC directives. Until the FPAC directives program is fully implemented, FPAC directives will be distributed to FSA and RMA using the existing directives process.
B Purpose This notice provides the following: • FPAC-N 5400-003, FY 2019 Vehicle Management Tool (VMT) Deployment • FPAC-N 5400-004, FY 2019 Vehicle Visual Inspections.
C Contact For questions about FPAC-N 5400-003 or FPAC-N 5400-004, contact one of the following: • myFPAC Portal at https://myfpac.usda.gov/; click on “myFPAC Services” then “Our
Departments”, select “Management Services” and Request Type “Fleet Management”
• Adam Stiegelmeier, Fleet Support Section Chief by either of the following: • e-mail to [email protected] • telephone at 515-323-2204
• Scott Berklacy, FPAC Fleet Manager by either of the following:
• e-mail to [email protected] • telephone at 202-619-8519.
Disposal Date October 1, 2019
Distribution FSA and RMA Offices; State Offices relay to County Offices
4-4-19 Page 1
Notice AS-2327
1
U.S. DEPARTMENT OF AGRICULTURE FARM PRODUCTION AND CONSERVATION MISSION AREA
BUSINESS CENTER WASHINGTON, DC 20250
FPAC NOTICE NUMBER: FPAC-N 5400-003
SUBJECT: Fiscal Year (FY) 2019 Vehicle Management Tool (VMT) Deployment
DATE: April 4, 2019
APPROVING OFFICIAL: Thomas W. Christensen, Deputy Chief Operating Officer, Business Services
EXPIRATION DATE: September 30, 2019
1. PURPOSE
This notice announces the deployment of the Vehicle Management Tool (VMT) for use by all Farm Production and Conservation (FPAC) offices.
2. BACKGROUND
a. Agriculture Property Management Regulation (AGPMR) Advisory 17-01 mandates new utilization standards for all USDA vehicles. Because the Department will hold FPAC Agencies accountable to meeting those standards, the Agencies need an improved method for tracking and reporting vehicle utilization. The FPAC Business Center developed the VMT, a ServiceNow platform, to address this need.
b. The VMT was also developed to meet the need for improved tracking and scheduling methods
for vehicle sharing. To meet the full intent of the FPAC Vehicle Sharing Program, FPAC offices need a standardized method to reserve vehicles. The VMT will provide this standardization and will provide automation to the vehicle sharing reporting and reimbursement processes.
c. In December 2018, the VMT was deployed to four pilot states: Indiana, Montana, Florida, and
Vermont. The pilot demonstrated the VMT’s viability and uncovered several missing enhancements that were necessary prior to full deployment. Those enhancements have been implemented, and the VMT will be deployed FPAC-wide throughout FY 2019.
d. The VMT is a ServiceNow platform that will not require any additional software installations on
FPAC employees’ computers. Users will log into VMT with a web link and their eAuth (LincPass Card) credentials.
3. PROCEDURES
a. The FPAC Business Center, Management Services Division, Personal Property Management
Branch (PPMB) is working with Creative Systems, the VMT contractor, to make additional vehicles available in the VMT. The VMT will be deployed in phases which will allow FPAC fleet managers to adequately prepare vehicle inventory data for a smooth transition to VMT for every phase.
FPAC-N 5400-003 2 April 4, 2019
Following is the VMT deployment schedule with the States in each phase:
(1) Phase 1 – Pilot - Complete - IN, MT, FL, VT
(2) Phase 2 – Deployment April 19, 2019
- IA, OK, CT, DC, DE, MA, MD, ME, MI, LA, AL, SC, AZ, KS, ID (3) Phase 3 – Deployment May 31, 2019
- IL, ND, SD, NH, NJ, NY, AR, GA, KY, NM, NV, OR, UT, WY (4) Phase 4 – Deployment July 12, 2019
- CO, MN, MO, OH, WV, NC, TN, CA, WA (5) Phase 5 – Deployment August 30, 2019
- NE, WI, TX, PA, RI, MS, PR/VI, VA, AK, HI/PIA Vehicles not assigned to a State, such as NRCS Soil Science Division vehicles and National Centers vehicles, will be included in the phase that aligns with the vehicles’ physical location.
b. All FPAC employees and FPAC partners with access to the USDA network will have access to
the VMT. VMT use will be mandatory for all FPAC drivers and all FPAC vehicles, every time an FPAC vehicle is used. All FPAC drivers must follow the VMT use instructions provided by the PPMB.
c. Prior to the roll-out of each phase, the PPMB will make training webinars and reference guides
available to drivers. The PPMB will advertise the training events to FPAC leaders in each state, and state leadership will be encouraged to distribute the training invitations to all their staff.
d. The VMT will remove the requirement to keep hard copy vehicle logs and submit AD-184 forms
for vehicle sharing. More instructions about the discontinuation of vehicle logs and AD-184s will be provided in the deployment training.
FPAC-N 5400-003 3 April 4, 2019
4. CONTACTS
Direct questions about the VMT deployment to one of the following:
a. The myFPAC Portal at https://myfpac.usda.gov/. Click on “myFPAC Services,” and then “Our Departments,” select “Management Services,” choose “Fleet Management” for “Request Type,” complete and submit the intake form
b. The appropriate Business Center Fleet Operation Specialist (see Attachment A) c. Adam Stiegelmeier, Fleet Support Section Chief, by either of the followings
(1) telephone at 515-323-2204 (2) email to [email protected]
d. Scott Berklacy, FPAC Fleet Manager, by either of the following:
(1) telephone at 202-619-8519 (2) email to [email protected].
Note: FSA County Offices shall direct questions to the State Office. State Offices shall direct
questions to one of the above contacts.
Attachment A – Map of Fleet Operations Specialists
- END -
Soil Health: HannahSoil Science Division: Miriam
Puerto Rico: Billy National Centers: Billy DC: Charles
Christopher
Billy
Charles
Christopher
Gavin
Gavin
Gavin
Charles Christopher
Rebecca
Charles
Billy
Billy
Rebecca
Kristen
Kristen
Kristen
Kristen
Kristen
Billy
Charles
Rebecca
Charles:DC, NJ, MD
FLEET OPERATIONS EAST: Adam Stiegelmeier, Acting Section ChiefBernita Clark, Lead Specialist; James Edmonds-AssistantCharles King, Senior SpecialistBilly Ratliff, Senior SpecialistRebecca Dupree-SpecialistKristen Foley-SpecialistGavin Cummins-Specialist; John Armstrong-Assistant Christopher Scherr-Specialist; Heather Carow-Assistant
Carlos
Carlos
Carlos
Carlos
Matthew
Matthew
Miriam
Matthew
Hannah
Hannah
Hannah
Hannah
Matthew
Matthew
Hannah
Matthew
Hannah
Miriam
Miriam
Miriam
Hannah
FLEET OPERATIONS WEST: Adam Stiegelmeier, Acting Section ChiefAndrea Morlock, Lead Specialist, Keith Taylor, AssistantMiriam Van Gerpen, Senior Specialist; Julie Jacobs, Assistant Carlos Leon-Torres, Senior Specialist; Carol Costanzo, Assistant Hannah Whitley, Specialist; Lenny Skieff, AssistantMatthew Cross, Specialist; Simon Beuttler, Assistant
Kristin: CT, DE, MA, RI
Updated 2/7/19
Attachment A
1
U.S. DEPARTMENT OF AGRICULTURE FARM PRODUCTION AND CONSERVATION MISSION AREA
BUSINESS CENTER WASHINGTON, DC 20250
FPAC NOTICE NUMBER: FPAC-N 5400-004
SUBJECT: Fiscal Year (FY) 2019 Vehicle Visual Inspections
DATE: April 4, 2019
APPROVING OFFICIAL: Thomas W. Christensen, Deputy Chief Operating Officer, Business Services
EXPIRATION DATE: September 30, 2019
1. PURPOSE
The notice directs the Farm Production and Conservation (FPAC) Mission Area agencies to complete annual vehicle visual safety inspections.
2. BACKGROUND
The Agriculture Property Management Regulation (AGPMR) Chapter 110-34 requires annual visual safety inspections to be performed on all passenger vehicles and trucks. Per AGPMR 110-34.285(b), “USDA Scheduled Maintenance Guidelines,” the following items must be included in the visual safety inspection, at a minimum: safety belts, parking brakes, head and parking lights, tail and backup lights, license plate lights, hazard lights, brake lights, turn signals, horns, windshield wipers and washers, rear- and side-view mirrors, tire pressure, and tire tread wear.
3. PROCEDURES
a. FPAC offices must complete Attachment A for every highway vehicle in their inventory,
including GSA-leased vehicles. To allow the Business Center Fleet Operations staff sufficient time to update Corporate Property Automated Information System-Personal Property (CPAIS-PP) records, FPAC offices must upload all completed visual safety inspection forms to the Personal Property Customer SharePoint site by May 3, 2019. If a visual inspection indicates a potential mechanical or safety problem, a mechanical inspection should be completed by a certified automotive mechanic.
b. Minimally, each office is directed to inspect the items listed on Attachment A and to document
the date of the vehicle’s last oil change. Offices must also thoroughly examine the tires to ensure they are safe for the road. A thorough tire examination includes checking the tires’ tread depth and wear indicator bars. In accordance with AGPMR 110-34.285(b), the primary driver of the vehicle should not be the individual performing the visual inspection. The visual inspection can be performed by any other employee or partner in the office who is not the primary driver of the vehicle.
FPAC-N 5400-004 April 4, 2019 2
c. In addition to the USDA-required visual safety inspection, offices must complete State emissions and safety tests if required by law at the garage location of the vehicle, in accordance with the timelines mandated by State law. For information on emissions and safety laws for your State, use the following link: http://drivinglaws.aaa.com/tag/emissions-inspection/. State-required emissions and safety inspections do not automatically meet the USDA-mandated annual visual safety inspection requirement. If you believe a State-mandated emissions or safety test meets the requirement of the USDA-mandated AGPMR requirement, contact Fleet Support Section Chief Adam Stiegelmeier by email to [email protected] or telephone at 515-323-2204 to obtain approval to use the State-mandated requirement instead of Attachment A. If an alternate form is approved, it must include the following:
(1) Vehicle identification number (VIN) (2) Vehicle color (3) Inspection date (4) Odometer reading at time of inspection (5) Tag expiration date (month/year) (6) Vehicle garage location including street address, city, State, and ZIP code.
d. All offices will be required to upload attachment A to the Personal Property Customer SharePoint site at the following link: https://usdagcc.sharepoint.com/sites/nrcs_mgmtacquisitionsdiv/PPSB/PPSBCustomerGuide/SitePages/Home.aspx.
Once at this site, click on “2019 Vehicle Inspections” located on the left side of the page. After selecting this link, find your agency, State, center, or region folder and upload your vehicle inspections to the correct folder from the list. Submissions should come as one form per PDF file per vehicle. All submissions should follow the following naming pattern: agency_state abbreviation_vehicle tag number. Example: NRCS_WY_A123456 = Agency_State abbreviation_vehicle tag number Example: NRCS_SSR6_A123456 = Agency_Soils region_vehicle tag number Example: NRCS_NSSC_A123456 = Agency_Center_vehicle tag number
FPAC-N 5400-004 April 4, 2019 3
Offices with alternative inspection forms and/or mechanical inspection reports because of local environmental or mission requirements may submit those forms for approval to Adam Stiegelmeier by email to [email protected] before use. If approved, the alternate form must include the following: (1) Vehicle identification number (VIN) (2) Vehicle color (3) Inspection date (4) Odometer reading at time of inspection (5) Tag expiration date (month/year) (6) Vehicle garage location including street address, city, State, and ZIP code.
e. Discrepancies found after completing the visual inspection must be certified as resolved by the Assistant State Conservationist for Management and Strategy (ASTC-MS), Administrative Officer (AO), Center Director, Soil Survey Regional Director, or equivalent. Your Fleet Operations Specialist will document the vehicles requiring service on Attachment C no later than May 24, 2019. The appropriate ASTC-MS, AO, Director, or equivalent will certify completion of repairs using Attachment C by July 12, 2019. Attachment C, “Vehicle Inspection Certification Memo,” will be uploaded to the Personal Property Customer SharePoint using the same process provided in paragraph 3 d for the vehicle inspection checklist submission.
4. CONTACT
Direct questions about vehicle visual safety to one of the following: a. The myFPAC Portal at https://myfpac.usda.gov/. Click on “myFPAC Services,” then “Our
Departments,” select “Management Services,” choose “Fleet Management” for “Request Type,” complete and submit the intake form
b. The appropriate Business Center Fleet Operation Specialist (see Attachment D) c. Adam Stiegelmeier, Fleet Support Section Chief, by either of the followings
(1) telephone at 515-323-2204 (2) email to [email protected]
d. Scott Berklacy, FPAC Fleet Manager, by either of the following:
(1) telephone at 202-619-8519 (2) email to [email protected].
Attachment A – FY 2019 Visual Inspection Checklist Attachment B – Tread Wear Test Attachment C – Vehicle Inspection Certification Memo Attachment D – Map of Fleet Operation Specialists
- END -
FPAC-MSD-512 U.S. Department of Agriculture (02-28-19) Farm Production and Conservation
Management Services
FPAC VEHICLE VISUAL / OPERATIONAL SAFETY CHECKLIST
1. Date Prepared: (MM-DD-YYYY)
2. LICENSE NO:A-
3. LICENSE NO:G-
4. VIN:
5. Agency Name: FPAC-BC FSA NRCS RMA
6. Office Type: SO AO FO PMC Center Soils Other (specify):
7. Vehicle Exterior Color: 8. Vehicle Make: 9. Vehicle Model:
Vehicle Garage Address: (Where vehicle primarily resides overnight. Include Suite/Room/Bldg. if essential to physically locating the vehicle)
10. Full Street Address: 11. Suite/Room/Building:
12. City: 13. State 14. Zip Code:
15. Date of Inspection:(MM-DD-YYYY)
16. Odometer Reading:
Inspect vehicle thoroughly and note all damages and/or deficiencies. In accordance with AGPMR 110-34.285, vehicle inspection should be conducted annually by anyone the agency designates except the principle driver of the vehicle.
17. BRAKES 18. WIPERS
Parking/emergency brake operational Clutch pedal operational Brakes operable with no noise or grinding
Yes No NA Yes No NA Yes No NA
Front wipers work Rear wipers work Washer fluid full & working
Yes No NA Yes No NA Yes No NA
19. TIRES 20. LIGHTS
Tires properly inflated* Front driver/pass side tire damage or wear* Rear driver/pass side tire damage or wear* Spare tire or “fix a flat” product present Tire iron and jack present * Refer to Attachment B - Tread Wear Test
Yes No NA Yes No NA Yes No NA Yes No NA Yes No NA
Low beam lights work High beam lights work Rear brake lights work Back up lights work Hazard lights working License plate lights work
Yes No NA Yes No NA Yes No NA Yes No NA Yes No NA Yes No NA
21. GLASS/MIRRORS 22. EMERGENCY EQUIPMENT
Driver/Passenger windows work properly Windshield free of defects Rear window free of defects Rear view mirror free of defects Driver/passenger side mirror free of defects
Yes No NA Yes No NA Yes No NA Yes No NA Yes No NA
Horn working properly Dashboard gauges operational Seatbelts working properly Accident packet (AD-651/GSA Form 1627) First aid kit in vehicle (if required) Front license plate present Rear license plate present License plate expiration date (month/year)
Yes No NA Yes No NA Yes No NA Yes No NA Yes No NA Yes No NA Yes No NA
/
23. MAINTENANCE CHECK 24. OTHER
Air conditioner operational Heater/defroster operational
Date of last oil change: (MM-DD-YYYY)
Yes No NA Yes No NA
Is there a FMVRS card in the vehicle Garage location on FMVRS card correct? Vehicle Drive & Body Style (check): 4x2: 4x4: N/A: 2-door: Ext. Cab: Quad Cab:
Yes No NA Yes No NA
25. COMMENTS about inspection
Inspection completed by: Signature: Date:
Attachment A
CHECKING TIRE TREAD AND PRESSURE
In the United States, tire tread depth is measured in 32nds of an inch. New tires typically come with 10/32” or 11/32” tread depths, and some truck, SUV and winter tires may have deeper tread depths than other models. The U.S. Department of Transportation recommends replacing tires when they reach 2/32”, and many states legally require tires to be replaced at this depth.
The idea of the penny test is to check whether you’ve hit the 2/32” threshold. Here’s how it works:
• Place a penny between the tread ribs on your tire. A “rib” refers to the raised portionof tread that spans the circumference of your tire. Tire tread is composed of severalribs.
• Turn the penny so that Lincoln’s head points down into the tread.• See if the top of his head disappears between the ribs. If it does, your tread is still
above 2/32”. If you can see his entire head, it may be time to replace the tirebecause your tread is no longer deep enough.
When performing the penny tire test, remember not only to check each tire, but to check various places around each tire. Pay special attention to areas that look the most worn. Even if parts of your tread are deeper than 2/32”, you should still replace the tire when any areas fail the penny test. Consistent wear around the whole tire is normal, but uneven tread wear could be a sign of improper inflation, wheel misalignment, or a variety of other things. If you see uneven tread wear, you should have a technician inspect your vehicle.
Other Ways to Check Tire Tread include:
• Tread Depth Gauge-A simple way to check your tiretread depth is by using a tread depth gauge. You canfind tire tread depth gauges at your local auto partsstore. There are many models available, but aninexpensive simple graduated probe gauge will workjust fine. All you have to do is stick the probe into agroove in the tread and press the shoulders of theprobe flat against the tread block and read theresult. All gauges should measure in both 32nds ofan inch and millimeters.
• Tread Wear Indicator Bars-Another indicator of worn out tread already lives in yourtires themselves. Every performance, light truck, or medium commercial tire comesequipped with indicator bars (or wear bars) embedded between the tread ribs at2/32”. They’re there to help you monitor tread depth and make decisions abouttire replacement. Just look to see if the tread is flush with the indicator bars. Ifthey are, it’s time to replace the tire.
Attachment B
It is also extremely important to verify that the air pressure in all four tires is at the manufacturer's recommended level. A tire pressure gauge must be used, and tires must be deflated or inflated as necessary to reach the recommended level. See the owner's manual for recommended air pressure values, or you can usually find the recommended values somewhere on the edge of the driver's side door or on the driver's side door frame.
Attachment C
U.S. DEPARTMENT OF AGRICULTURE FARM PRODUCTION AND CONSERVATION MISSION AREA
BUSINESS CENTER WASHINGTON, DC 20250
SUBJECT: Vehicle Visual Inspection Certification DATE: TO: [Name/Title] FROM: [Fleet Operations Specialist] Based on the vehicle visual inspection, the following vehicles listed below require service and or repair: [ENTER TAG NUMBERS AND ATTACH THE APPLICABLE INSPECTION FORMS] ****************************************************************************** I certify that the deficiencies identified for the above-listed vehicles have been repaired. ___________________________ ___________________________ ______ [NAME AND TITLE] [SIGNATURE] [DATE]
Soil Health: HannahSoil Science Division: Miriam
Puerto Rico: Billy National Centers: Billy DC: Charles
Christopher
Billy
Charles
Christopher
Gavin
Gavin
Gavin
Charles Christopher
Rebecca
Charles
Billy
Billy
Rebecca
Kristen
Kristen
Kristen
Kristen
Kristen
Billy
Charles
Rebecca
Charles:DC, NJ, MD
FLEET OPERATIONS EAST: Adam Stiegelmeier, Acting Section ChiefBernita Clark, Lead Specialist; James Edmonds-AssistantCharles King, Senior SpecialistBilly Ratliff, Senior SpecialistRebecca Dupree-SpecialistKristen Foley-SpecialistGavin Cummins-Specialist; John Armstrong-Assistant Christopher Scherr-Specialist; Heather Carow-Assistant
Carlos
Carlos
Carlos
Carlos
Matthew
Matthew
Miriam
Matthew
Hannah
Hannah
Hannah
Hannah
Matthew
Matthew
Hannah
Matthew
Hannah
Miriam
Miriam
Miriam
Hannah
FLEET OPERATIONS WEST: Adam Stiegelmeier, Acting Section ChiefAndrea Morlock, Lead Specialist, Keith Taylor, AssistantMiriam Van Gerpen, Senior Specialist; Julie Jacobs, Assistant Carlos Leon-Torres, Senior Specialist; Carol Costanzo, Assistant Hannah Whitley, Specialist; Lenny Skieff, AssistantMatthew Cross, Specialist; Simon Beuttler, Assistant
Kristin: CT, DE, MA, RI
Updated 2/7/19
Attachment D
