What to Expect When Exchanging Your Vehicle · Importance of Timely Vehicle Maintenance ... and place non-replacement eligible vehicles back into the fleet (more effective use of

2015 Federal Fleet Management Training GSA

U.S. General Services Administration

2015 Federal Fleet Management Training

General Services Administration

What to Expect When Exchanging Your Vehicle

Presented by Cheryl Hall and Gordon Lancaster


GSA Motor Vehicle Management Value Proposition

Right Vehicle Right Price Great Service

and the required data needed to effectively

and efficiently manage a fleet

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Today’s Objectives

• Understand the process and proper procedures for exchanging vehicles

• Review policy for early turn-in of vehicles due to mission or budget changes

• Understand why it is important to tend to mechanical, interior and/or exterior damage as it happens

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Today’s Topics

• Vehicle Exchange Expectations

• Vehicle Turn-ins

• Significance of maintaining good vehicle condition

• Ensure safe operating vehicle for your agency’s mission

• Increase re-sale values

• Guidance & examples of what damage is considered at sale

• Mechanical & Safety Items

• Vehicle Interior and Exterior

• Clarifications

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When to Expect Your Vehicle

• New vehicles will arrive between March-September

• Sedans/SUVs/Trucks arrive in spring to early summer

• Utility Bed and Stake beds arriving now!

• Medium/Heavy Trucks, Buses, etc. late summer to early fall

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What is Expected – Customer and Driver

• If the vehicle has body damage, please take pictures prior to turn in

• Remove all personal/agency-owned equipment

• Remember to replace a removed 3rd row seat

• Have all recalls completed and warning lights cleared

• Ensure GSA-issued license plates, fuel card & keys are returned

• State license plates (or others) removed

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Setting up Appointment

• You will be notified via email/phone when the new vehicle is available, and the process to schedule an appointment

• Either the agency POC or driver must set up an appointment for exchange

• Once notified of a new vehicle, ensure it is picked up within 8 business days

• Appointments will be made via the email/phone or through on-line scheduling system – Vehicle Fleet Exchange (not available to all locations)

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During the Exchange

• Walk-Thru of old vehicle

• If the vehicle is extremely dirty/muddy, then please get a normal wash to allow inspection to catch obvious body damage

• Marshalling location will note obvious damage on vehicle turn-in sheet – additional damage maybe found after turn-in

• Keys and Remote Keyless Entry must be returned

• A full and detailed inspection will be completed prior to sale

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Importance of Timely Vehicle Maintenance

• GSA vehicles are federal government property, as well as taxpayers’ assets

• Allows your agency to more easily associate repair costs with incidents or jobs being done at the time damage occurs

• Less expensive to your agency if vehicle damage is repaired at a local shop as it occurs, rather than letting it accumulate

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Early Turn-In of GSA Vehicles

• GSA understands certain agencies need to change vehicle types as well as downsize their fleets due to funding issues and budget cuts

• Identify potential vehicle turn-ins and notify FSR as soon as possible for planning

• FSR will identify any similar new vehicle orders and place non-replacement eligible vehicles back into the fleet (more effective use of government asset)

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Early Turn-in Continued

• If you’re turning in vehicles, your FSR will also review new vehicle orders from your organization to ensure we manage the vehicle inventory for optimum mission support and utilization

• All vehicle turn-ins must be returned in assignment ready condition. Vehicle returned with damage will be repaired prior to termination of the assignment

• Turn-In agency will be responsible for repair costs

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GSA Remarketing

• GSA Fleet’s role is to assess damage and make best value sales prep decisions

• Prepare each vehicle to maximize proceeds while minimizing expenses

• Each vehicle is evaluated based on market conditions

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What We Inspect Prior to Auction- Mechanical & Safety

• Brakes that are grabbing, pulsing or squealing

• Cracked windshield – local vendor probably cheaper

• Broken or cracked lights, lenses or mirrors

• Any service indicator or warning lights that are ignored, lights on can effect the resale value and safety of vehicles

• Badly worn, neglected and/or unaligned tires

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What We Inspect Prior to Auction - Vehicle Interior

• Large irremovable stains

• Tears and/or burns

• Broken or missing parts

• Non-Original Equipment Manufacturer (OEM) aftermarket items that are not removed

• Damage such as holes left from removal of items

• Any original feature/function that was disengaged, or turned off by the using agency

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Reporting Accidents

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In the Vehicle – Accident Reporting Kit

• Includes two forms:

– SF 91 Motor Vehicle Accident Report

– SF 94 Statement of Witness Report (2 copies)

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In the Vehicle – Proof of Insurance

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In the Vehicle – A Guide to Your GSA Vehicle

• How to help minimize costs

• GSA Fleet service providers

• Your role as GSA Fleet vehicle Operator

• What to do if you are in a crash

• Maintenance and care of your GSA Fleet Vehicle

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Warranty Info

• Warranty

• Sedans/light trucks 3 year / 36,000 miles

• Basic – varies from manufacturer to manufacturer

• Buses, ambulances, med/heavies usually 12/12

• Roadside Assistance

• Free (under warranty)

• Toll free # in glove box!

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WEX Card/Repairs

• 1-866-400-0411

– Option #1 for Repairs

– Option #2 Accidents

• Vendor assistance

• Over $100, tires, batteries

• Warranty or roadside?

• Contact FSR for any assistance

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Summary

• Expectations of the Agency POC & Driver

• Make an appointment!

• Prepare old vehicle for exchange

• Ensure recalls, and indicator lights are cleared

• Ensure vehicle has 2 license plates and WEX card

• Return/Reinstall Factory Equipment

• Help GSA reduce fleet costs, savings passed onto your agency!

• When in doubt, contact your FSR!

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Questions?

Thank You!

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GSA Motor Vehicle Management Resources

• GSA Fleet Drive-thru and Training

• Consolidate Your Vehicles With GSA Fleet

• Short Term Rental Program

• Dispatch Reservation Module

• Federal Fleet Management System (FedFMS)

• Car Sharing

• Alternative Fuel Vehicle Guide

• WEX Station Locator / DOE Station Locator

• 2015 FFMT Presentations

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https://drivethru.fas.gsa.gov/drivethru/drivethru/



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Documents

What to Expect When Exchanging Your Vehicle · Importance of Timely Vehicle Maintenance ... and place non-replacement eligible vehicles back into the fleet (more effective use of