**[1. STRONG. This is an example of a *[STRONG]{.underline}*
response:]{.mark}**

**Q2-Mandates Ref:
[41CFR102-34.45](http://www.gsa.gov/Portal/gsa/ep/channelView.do?pageTypeId=8199&channelId=-16530&specialContentType=FMR&file=FMR/Part102-_34.html#wp2020302)**

**A. Do you ensure that all your sedan acquisitions are midsize (class
III) or smaller unless a larger vehicle is specifically justified? (X)
YES ( ) NO**

**B. Is adherence to the policy checked or addressed? (X) YES ( ) NO**

**C. For all YES answers, please provide supporting evidence, including
a narrative statement, attachments, and/or hyperlinks. For all NO
answers, please select the primary reason for non-compliance from the
drop down list, provide an explanation, as necessary, and cite any
deviation approvals from GSA, as applicable. If you use any performance
measures to assess your compliance and monitor performance, include
those measures as well.**

"Our internal fleet management handbook (link here) limits passenger
vehicles to compact or smaller, unless there is a written justification
for midsize or large. Acceptable grounds for exceptions are clearly
stated, and limited to specific factors (such as use for law
enforcement, physical disability, regular transportation of more than
two passengers, etc.). A request for exception must be approved by the
agency headquarters fleet manager prior to requisitioning vehicles, and
a copy of the approval submitted with the requisition. Vehicle inventory
is checked periodically to ensure that no unapproved vehicles are
listed. This requirement is covered in mandatory annual training for
employees, and discussed in on-site field office reviews which are
conducted every three years."

**D. GSA interim response (if necessary): (X) STRONG ( ) OK ( ) WEAK**

***In an actual assessment, GSA would indicate that the agency
demonstrates strong and proactive policy compliance. No further response
would be needed. The below discussion is for explanation purposes
only.***

This response shows that the policy exists, that it is clearly stated,
and that employees receive appropriate training. It shows that there is
a system in place to promote compliance before the fact (prior to
requisitioning vehicles), so the policy is incorporated into the work
process. It shows that there is a check for compliance after the fact
(inventory reviews and onsite inspections). It also shows that the
policy has been effective. The combination of factors is a reasonable
guarantee of strong, effective compliance.

**E. Agency follow-up (if necessary):** None required due to the strong
initial response

**F. GSA Final response: (X) STRONG ( ) OK ( ) WEAK**

**[2. OK. This is an example of an *[OK]{.underline}*
response:]{.mark}**

[]{.mark}

**Q2-Mandates Ref:
[41CFR102-34.45](http://www.gsa.gov/Portal/gsa/ep/channelView.do?pageTypeId=8199&channelId=-16530&specialContentType=FMR&file=FMR/Part102-_34.html#wp2020302)**

**A. Do you ensure that all your sedan acquisitions are midsize (class
III) or smaller unless a larger vehicle is specifically justified? (X)
YES ( ) NO**

**B. Is adherence to the policy checked or addressed? (X) YES ( ) NO**

**C. For all YES answers, please provide supporting evidence, including
a narrative statement, attachments, and/or hyperlinks. For all NO
answers, please select the primary reason for non-compliance from the
drop down list, provide an explanation, as necessary, and cite any
deviation approvals from GSA, as applicable. If you use any performance
measures to assess your compliance and monitor performance, include
those measures as well.**

"Our internal fleet management handbook ([link here)]{.underline} limits
passenger vehicles to compact or smaller, unless there is a written
justification for midsize or large. Acceptable grounds for exceptions
are clearly stated, and limited to specific factors (such as use for law
enforcement, physical disability, regular transportation of more than
two passengers, etc.). A request for exception must be approved prior to
requisitioning vehicles, which the requisitioning office retains in its
files. This requirement is covered in training for new employees."

**D. GSA interim response (if necessary): ( ) STRONG (X) OK ( ) WEAK**

This response shows that the policy is clearly stated. However, only new
employees receive training, and there is no indication that this
training is repeated or reinforced. Compliance is partly incorporated
into the work process, which discourages non-compliance before the fact,
but there is a failure to "close the loop" since the exception approval
does not accompany the requisition, permitting unapproved exceptions to
policy to pass through. Also, there appears to be no follow-up process
to ensure that the policy worked correctly. While some steps have been
taken to ensure compliance, there are holes in the process that may
allow failures to occur without discovery.

**E. Agency follow-up (if necessary):** To strengthen response, agencies
should address deficiencies identified by GSA in Section D.

Here we assume no additional information is provided for clarification
or changes to the situation exist.

**F. GSA Final response: ( ) STRONG (X) OK ( ) WEAK**

**[3. WEAK. This is an example of a *[WEAK]{.underline}*
response:]{.mark}**

[]{.mark}

**Q2-Mandates Ref:
[41CFR102-34.45](http://www.gsa.gov/Portal/gsa/ep/channelView.do?pageTypeId=8199&channelId=-16530&specialContentType=FMR&file=FMR/Part102-_34.html#wp2020302)**

**A. Do you ensure that all your sedan acquisitions are midsize (class
III) or smaller unless a larger vehicle is specifically justified? (X)
YES ( ) NO**

**B. Is adherence to the policy checked or addressed? (X) YES ( ) NO**

**C. For all YES answers, please provide supporting evidence, including
a narrative statement, attachments, and/or hyperlinks. For all NO
answers, please select the primary reason for non-compliance from the
drop down list, provide an explanation, as necessary, and cite any
deviation approvals from GSA, as applicable. If you use any performance
measures to assess your compliance and monitor performance, include
those measures as well.**

"Our internal fleet management handbook limits passenger vehicles to
compact or smaller, unless there is a written justification for midsize
or large. A request for exception must be approved prior to
requisitioning vehicles, which the requisitioning office retains in its
files. In five years, there have been no such requests."

**D. GSA interim response (if necessary): ( ) STRONG ( ) OK (X) WEAK**

This response shows that, while the policy exists, it may not be clearly
stated (there is no mention of exceptions or any procedure for
requesting them). There is no mention of employees being given training
in the policy, much less that training is repeated or reinforced.
Compliance seems to be incorporated into the work process, but it is not
explained whether this is an integral part of the process or an extra
step that may be ignored. There is a failure to "close the loop" since
the exception approval does not accompany the requisition. There appears
to be no follow-up process to ensure that the policy worked correctly.
The statement that there have been no requests for exceptions could as
easily indicate that exceptions are being made without approval, as that
no exceptions have been taken. In this case, there is little more than a
general statement of policy, easily ignored, with few if any active
steps taken to ensure compliance.

**E. Agency follow-up (if necessary):** To strengthen response, agencies
should address deficiencies identified by GSA in Section D.

Here we assume no additional information is provided for clarification
or changes to the situation exist.

**F. GSA Final response: ( ) STRONG ( ) OK (X) WEAK**