GENERAL SERVICES ADMINISTRATION

Washington, DC 20405

August 26, 2005

GSA BULLETIN FMR B-9

MOTOR VEHICLE MANAGMENT

TO: Heads of Federal agencies

SUBJECT: Documented Structured Vehicle Allocation Methodology for Agency
Fleets

1\. [What is the purpose of this bulletin]{.underline}? This bulletin
provides guidance to Executive Branch agencies (other Federal entities
are encouraged to follow this guidance) on the development and
maintenance of documented structured vehicle allocation methodologies
for agency fleets, i.e., vehicles that are agency-owned, leased from the
General Services Administration (GSA), or commercially-leased. Agency
adherence to such a methodology will help to ensure that agency vehicle
fleets are not over-costly, are correctly sized in terms of numbers, and
are the of appropriate type for accomplishing agency missions.

2\. [What is the effective date of this bulletin]{.underline}? This
bulletin is effective upon publication.

3\. [When does this bulletin expire?]{.underline} This bulletin will
remain in effect until specifically superseded or cancelled.

4\. [What is the background?]{.underline} In April 2002, the Office of
Management and Budget (OMB) requested that all Executive Branch agencies
take a closer look at their fleet management operations, particularly
the size of their fleets. In coordination with OMB, information was
collected from the agencies using a survey developed by the Federal
Fleet Policy Council (FEDFLEET) and GSA's Vehicle Management Policy
Division. The results of the survey indicated a number of deficiencies
in the fleet management operations of the agencies. An interagency
working group of FEDFLEET members recommended corrective actions,
including the establishment, within each agency, of the subject
methodology to identify the optimal allocation of the agency vehicles in
terms of number and configuration of those vehicles. The need for such a
methodology was further validated in a May 2004 Government
Accountability Office report on the acquisition and management of
Federal motor vehicles.

5\. [What is the description of the subject methodology and resultant
optimal vehicle allocation?]{.underline} An optimal vehicle allocation
results not from a formula per se, but from a methodology which provides
agency fleet managers with a standard way to document the objective
criteria of a vehicle fleet for a specific or generic (where there are
common characteristics) office/facility, program, occupational group, or
other entity within an agency. Objective criteria would include, but not
necessarily be limited to: number of vehicle users to include, where
applicable, user/vehicle ratios; per vehicle mileage; trips per vehicle;
mission; terrain; climate; and fleet condition and down-time. The input
for the methodology typically is obtained by surveys and/or in-person
interviews of stakeholders. The following is a narrative example of the
methodology. The example is also displayed in a standardized format as
an attachment to this FMR bulletin.

[Narrative Example of a Methodology for Border Patrol Station on the
Mexican Border]{.underline}

At a Border Patrol Station (BPS) on the Mexican border, the methodology
would display the objective criteria and optimal allocation of vehicles
assigned to that station. Although a ratio between numbers of vehicles
and users for some offices, programs, occupational groups, etc. may not
apply, this illustration uses a ratio determined by the Border Patrol
Program as applicable to its Border Patrol Agents (BPAs) of a three
BPAs-to-two-vehicles ratio, except for a one BPA-for-one vehicle ratio
for managers/supervisors and K-9 officers. Thus, if ABC BPS has 280
BPAs, including 10 managers/supervisors and K-9 officers, the vehicle
count would be 190. Factoring in fleet condition and down-time, an
additional percentage of "back-up" vehicles for other than the managers/
supervisor and K-9 officers might appropriately be as much as 5% (9) to
have on hand. Based on mission (together with terrain and climate), the
199 vehicles might be divided into vehicle types such as 68% (129) 4X4
SUVs, 11% (21) carryalls, 11% (21) full-size vans, 5% (9) pick-ups, and
5% (19) large sedans. As law enforcement vehicles, "greening
requirements" are not applicable.

For related entities at that BPS supporting the BPAs, such as the
garage, facilities, administration, information technology, etc., their
mission (together with terrain and climate) and workload would most
likely govern the optimal allocation of vehicles for those entities;
i.e., user to vehicle ratios would not be applicable. The optimal
vehicle allocation would display a set number of tow trucks; special
purpose vehicles such as bucket trucks, road graders, and fork lifts;
ambulances; fire trucks; vans; pick-up trucks; sedans; etc. Greening
requirements would apply to those vehicles that are non-special purpose.

In contrast to the optimal allocation of vehicles at a BPS on the
Mexican border, would be the optimal allocation of vehicles at a BPS on
the Canadian border which would be different due to differences in
operations, fleet condition and down-time, terrain, climate, support
entities, etc. Even using the same BPA-to-vehicle ratios, the allocation
of vehicles at a BPS on the Canadian border used by the BPAs, as well as
by the entities supporting the BPAs would not be in match to that of the
BPS on the Mexican border. For example, the condition of the fleet used
by BPAs on the Canadian border may be better than the condition of the
fleet used by BPAs on the Mexican border, and the additional percentage
of back-up vehicles due to vehicle down-time would be less than 5%. In
terms of operational differences, the number of illegal aliens is less
on the Canadian than Mexican border. As a result, the percentage of
vehicles of the type used by BPAs on the Mexican border for carrying
illegal aliens, may not be as great on the Canadian border.

Regarding as vehicles for support entities, if BPS' fleet operations on
the Canadian border do not have garages, then unlike BPS' on the Mexican
border, they would not have vehicles commensurate with garages, e.g.,
tow trucks.

6\. How should the subject methodology and resultant optimal vehicle
allocation be recorded? Because agency vehicle fleet inventories and
optimal vehicle allocations should be in balance, the methodology and
optimal vehicle allocation should ideally be integrated into the
agency's vehicle fleet management information system (MIS) and linked to
the agency vehicle fleet inventory to serve as a tool indicating
inventory changes as "in match" or "not in match" to the inventory.
However, other recording formats for the methodology and optimal vehicle
allocation may be used, to include a stand-alone screen in the agency
vehicle fleet MIS or in a personal computer file such as Excel, or
hard-copy documentation.

7\. [What are the sources for development of the subject methodology and
resultant optimal vehicle allocation?]{.underline} The methodology and
optimal vehicle allocation may be developed in-house by the agency, or
contracted out to logistics or management consulting firms. For contract
resources, the GSA Federal Supply Service Schedules should be consulted,
and are accessible at
[http://gsaelibrary.gsa.gov](http://gsaelibrary.gsa.gov/), under first
the "Services" link, and then under either the "Logistics Solutions"
link or "Management Consulting Solutions" link.

8\. [What should I do as a result of this bulletin?]{.underline} Where
not already in place, each Federal executive agency is strongly
encouraged to develop by the suggested date of

September 30, 2006 and thereafter maintain the subject methodology and
optimal allocation for their vehicle fleet.

Agency vehicle enhancements and replacements should be made to meet the
optimal vehicle allocation. Should there be exceptions to the
methodology or optimal vehicle allocation, they should be justified,
documented, and appended to the methodology. The methodology and optimal
vehicle allocation should be updated, as necessary, upon review at least
every five years, or upon factors changing such as mission, staffing,
fleet condition, etc.

Agencies are advised that the optimal vehicle allocation should not be
met at the expense of expanding the use of privately-operated vehicles.

9\. [Who should we contact for further information and/or to direct
comments regarding\
the subject methodology and resultant optimal vehicle
allocation?]{.underline}

General Services Administration

Office of Governmentwide Policy

Office of Travel, Transportation and Asset Management (MT)

Washington, DC 20405

Telephone Number: 202-501-1777

E-mail Address: <vehicle.policy@gsa.gov>

G. Martin Wagner

Associate Administrator

Office of Governmentwide Policy

ATTACHMENT TO BULLETIN FMR B-9

[Formatted Example of Documented Structured Vehicle Allocation
Methodology for]{.underline}

[Border Patrol Station on Mexican Border]{.underline}

<table style="width:100%;">
<colgroup>
<col style="width: 29%" />
<col style="width: 0%" />
<col style="width: 13%" />
<col style="width: 0%" />
<col style="width: 6%" />
<col style="width: 0%" />
<col style="width: 9%" />
<col style="width: 0%" />
<col style="width: 7%" />
<col style="width: 0%" />
<col style="width: 9%" />
<col style="width: 0%" />
<col style="width: 9%" />
<col style="width: 0%" />
<col style="width: 12%" />
</colgroup>
<tbody>
<tr class="odd">
<td colspan="3"><strong>ABC BORDER PATROL STATION</strong></td>
<td colspan="2"></td>
<td colspan="2"></td>
<td colspan="2"></td>
<td colspan="2"></td>
<td colspan="2"></td>
<td colspan="2"></td>
</tr>
<tr class="even">
<td colspan="2"></td>
<td></td>
<td colspan="2"></td>
<td colspan="2"></td>
<td colspan="2"></td>
<td colspan="2"></td>
<td colspan="2"></td>
<td colspan="2"></td>
</tr>
<tr class="odd">
<td colspan="2"><strong>CRITERIA:</strong></td>
<td></td>
<td colspan="2"></td>
<td colspan="2"></td>
<td colspan="2"></td>
<td colspan="2"></td>
<td colspan="2"></td>
<td colspan="2"></td>
</tr>
<tr class="even">
<td colspan="15"><strong>NO. OF VEHICLE USERS:</strong> 3 Border Patrol
Agents (BPAs)/2 vehicles ratio, except for 1/1 vehicle ratio for 7
BPA</td>
</tr>
<tr class="odd">
<td colspan="10">mgrs./supvs. and 3 BPA K-9 officers.</td>
<td colspan="2"></td>
<td colspan="2"></td>
<td></td>
</tr>
<tr class="even">
<td colspan="15">Number of support vehicles for non-BPAs determined by
mission and workload.</td>
</tr>
<tr class="odd">
<td colspan="12"><strong>PER VEHICLE MILEAGE (AVERAGE):</strong> 100
miles/shift for BPA vehicles.</td>
<td colspan="2"></td>
<td></td>
</tr>
<tr class="even">
<td colspan="15"><p>Indeterminate for BPA mgrs./supvs., K-9 officers,
and support vehicles</p>
<p>used by non-BPAs.</p></td>
</tr>
<tr class="odd">
<td colspan="12"><strong>TRIPS PER VEHICLE (AVERAGE):</strong> In
constant use per shift for BPA vehicles.</td>
<td colspan="2"></td>
<td></td>
</tr>
<tr class="even">
<td colspan="14"><blockquote>
<p>As required for BPA mgrs./supvs., K-9 officers, and support</p>
<p>vehicles used by non-BPAs</p>
</blockquote></td>
<td></td>
</tr>
<tr class="odd">
<td colspan="10"><strong>MISSION:</strong> BPAs patrol border to detect,
interdict, and apprehend.</td>
<td colspan="2"></td>
<td colspan="2"></td>
<td></td>
</tr>
<tr class="even">
<td colspan="4">Non-BPAs support BPAs.</td>
<td colspan="2"></td>
<td colspan="2"></td>
<td colspan="2"></td>
<td colspan="2"></td>
<td colspan="2"></td>
<td></td>
</tr>
<tr class="odd">
<td><strong>TERRAIN:</strong> Rough and sandy.</td>
<td colspan="3"></td>
<td colspan="2"></td>
<td colspan="2"></td>
<td colspan="2"></td>
<td colspan="2"></td>
<td colspan="2"></td>
<td></td>
</tr>
<tr class="even">
<td><strong>CLIMATE:</strong> Warm to hot.</td>
<td colspan="3"></td>
<td colspan="2"></td>
<td colspan="2"></td>
<td colspan="2"></td>
<td colspan="2"></td>
<td colspan="2"></td>
<td></td>
</tr>
<tr class="odd">
<td colspan="15"><strong>FLEET CONDITION:</strong> Marginal for vehicles
at 3 BPAs/2 vehicles ratio. Requires 5% extra vehicles</td>
</tr>
<tr class="even">
<td colspan="4">as back-up.</td>
<td colspan="2"></td>
<td colspan="2"></td>
<td colspan="2"></td>
<td colspan="2"></td>
<td colspan="2"></td>
<td></td>
</tr>
<tr class="odd">
<td colspan="15">Good for BPA mgrs./supvs. And K-9 officer vehicles. No
extra vehicles required.</td>
</tr>
<tr class="even">
<td colspan="15">Good for BPA support vehicles used by non-BPAs. No
extra vehicles required.</td>
</tr>
<tr class="odd">
<td colspan="4"><strong>OTHER CRITERIA/COMMENTS:</strong> None.</td>
<td colspan="2"></td>
<td colspan="2"></td>
<td colspan="2"></td>
<td colspan="2"></td>
<td colspan="2"></td>
<td></td>
</tr>
<tr class="even">
<td> </td>
<td colspan="3"></td>
<td colspan="2"></td>
<td colspan="2"></td>
<td colspan="2"></td>
<td colspan="2"></td>
<td colspan="2"></td>
<td></td>
</tr>
<tr class="odd">
<td><strong>MISSION</strong></td>
<td colspan="3"><strong>NO. OF BORDER PATROL AGENTS (BPAs)</strong></td>
<td colspan="2"><strong>4X4 SUVs</strong></td>
<td colspan="2"><strong>CARRY-ALLS</strong></td>
<td colspan="2"><strong>FULL-SIZE VANS</strong></td>
<td colspan="2"><strong>PICK-UP TRUCKS</strong></td>
<td colspan="2"><strong>LARGE SEDANS</strong></td>
<td></td>
</tr>
<tr class="even">
<td><strong>BPA MGRS./SUPVS.</strong></td>
<td colspan="3">7</td>
<td colspan="2"> </td>
<td colspan="2"> </td>
<td colspan="2"> </td>
<td colspan="2"> </td>
<td colspan="2">7</td>
<td></td>
</tr>
<tr class="odd">
<td><strong>BPA K-9 OFFICERS</strong></td>
<td colspan="3">3</td>
<td colspan="2"> </td>
<td colspan="2"> </td>
<td colspan="2"> </td>
<td colspan="2"> </td>
<td colspan="2">3</td>
<td></td>
</tr>
<tr class="even">
<td><strong>BPAs + 5% BACK-UP VEHICLES</strong></td>
<td colspan="3">270</td>
<td colspan="2">129</td>
<td colspan="2">21</td>
<td colspan="2">21</td>
<td colspan="2">9</td>
<td colspan="2">9</td>
<td></td>
</tr>
<tr class="odd">
<td><strong>TOTALS</strong></td>
<td colspan="3">280</td>
<td colspan="2">129</td>
<td colspan="2">21</td>
<td colspan="2">21</td>
<td colspan="2">9</td>
<td colspan="2">19</td>
<td></td>
</tr>
<tr class="even">
<td> </td>
<td colspan="3"></td>
<td colspan="2"></td>
<td colspan="2"></td>
<td colspan="2"></td>
<td colspan="2"></td>
<td colspan="2"></td>
<td></td>
</tr>
<tr class="odd">
<td colspan="15"><strong>*VEHICLES FOR BPA SUPPORT FUNCTIONS (USED BY
NON-BPAs):</strong></td>
</tr>
<tr class="even">
<td> </td>
<td colspan="3"></td>
<td colspan="2"></td>
<td colspan="2"></td>
<td colspan="2"></td>
<td colspan="4"></td>
<td></td>
</tr>
<tr class="odd">
<td colspan="15"><strong>FACILITIES</strong>: 2 BUCKET TRUCKS, 2 ROAD
GRADERS, 3 FORKLIFTS, 1 AMBULANCE, 1 FIRE TRUCK</td>
</tr>
<tr class="even">
<td colspan="15"><strong>ADMINISTRATION</strong>: 1 FULL-SIZE VAN, 1
MINI-VAN, 2 PICK-UP TRUCKS</td>
</tr>
<tr class="odd">
<td colspan="12"><strong>INFORMATION TECHNOLOGY:</strong> 3 MID-SIZE
SEDANS</td>
<td colspan="3"></td>
</tr>
<tr class="even">
<td colspan="15">* Requisite percentage of non-special purpose vehicles
meet greening requirements.</td>
</tr>
</tbody>
</table>