Transcript GSA Motor Vehicle Management: GSA Fleet Acquisition Processes

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.
The RIGHT VEHICLE
At the RIGHT PRICE
With GREAT SERVICE!
We Want To Be
Your Preferred
Provider…Your
Provider of Choice.
Dear Office of Motor Vehicle Management,
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.
Regards,
Marcelino J. Santos
UNITED STATES CAPITOL POLICE
• How many of you currently communicate with
FSRs about ordering vehicles?
Ideal Acquisition Channels of
GSA Central CommunicationAgency Head
Office
Quarters
GSA Regions
Customer
Bureaus/Commands
GSA Fleet
Service Reps
Local Customers
Reality: Acquisition WEBS of
CommunicationAgency Head
GSA Central
Office
Quarters
GSA Regions
Customer
Bureaus/Commands
GSA Fleet
Service Reps
Local Customers
How can we make the process easier
and less confusing for YOU?
Customer Acquisition Module (CAM)
Phase I (FY12)
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 Vehicle Selection Screen
Phase I
Customer Clicks HERE
to send selection to
FSR
Customer Acquisition Module
(CAM) Phase II
An Extended Federal Fleet Ordering
Module for Leasing Customers
CAM Phase II – Help is on the way
• Automates ENTIRE ordering process by providing
Agency HQ Fleet Manager the ability to approve
and reject vehicle selections online via Drive
Thru!!
• Adds “Low GHG ” as vehicle replacement type in
dropdown menu on the replacement sheet
• Makes Rate Bulletin, agency policies, Green
vehicle options & agency funding summaries
accessible to view in a tab in Drive Thru.
CAM Phase II Order Review Process
Step 1: FSR, customer apply
agency policy, select
replacement vehicle in
DriveThru and click “Send to
Mid-level Fleet Manager.”
Step 2: Mid-level FM* receives email he/she has
vehicles to review in DriveThru.
Mid
Level FM
Approves?
No, I suggest . . .
Yes!
Step 3: HQ FM receives e-mail that he/she has
replacement vehicles to review in DriveThru.
Summary Tab in DriveThru
helps HQ FM track
replacements by SIN,
quantity AND incremental
costs!!
HQ FM
Approves?
Yes!
Step 5: FSR creates orders
for manufacturer.
NEW
Replacement
Type Options !!
Do Not Replace
LOW
GHG Sedan
Same/Like
SIN
LOW GHG SUV/Truck
AFV Legislation
and FY 13 AFV
Vehicle options!!
New Tabs!
FY 13 Rates!!
13 AFV Info & Vehs *Agency Guidance * FY 13 Rates Agy HQ Summary
Agency
Specific
Guidance!
Summary tab with
Incremental and
Vehicle Qty by SIN
Headquarters Fleet Manager Review
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
GHG ?
9C
GAS
N
Incremental
$0.00
Return to Cust.
POC
POC
Email
POC
Telephone
Select
Vehicle
Gary Lee [email protected] 703-450-3321 Arlington, VA
Edit Vehicle SIN/Type
Fleet Mgr clicks HERE to
return tag to Customer
to reselect veh type/sin
*Agency HQ Summary Sheet
Agency
Headquarter
HQ Agency
SummarySummary
Sheet Sheet
Estimated Estimated
Fleet Managers
click HERE to
access this page
Low-
Category SIN
Category SIN
Fuel Qty AFV Cost Total AFV GHG
Type
Fuel
Per Vehicle* Cost per SIN (Y/N)
Sedan
Sedan
4x2 Light
Truck
GAS
E85
GAS
8C
9H
99
21
5
4
$0.00
$0.00
$9,582.88 $47,914.40
$0.00
$0.00
Y
Y
N
ESTIMATED FY 13 YTD SUMMARY
*Approximation based on low-bid or most
Vehicles approved by HQ YTD: 205
Total AFV Funds projected to Generate in FY 13: $645,823.98 commonly ordered vehicle in that
Standard Item Number
Total AFV Funds used in FY13 YTD: $281,000
Summary Tab
ESTIMATED
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
How do you prepare for FY 13?
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Talk with your local fleet managers/customers
Establish acquisition goals, guidance
Meet with your GSA POCs
Think about your surcharge/AFV plans
Review your list of projected eligibles
Fill out your customer questionnaire
Customer Questionnaire
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?
Customer Questionnaire
Acquisition Guidance
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?
Customer Questionnaire
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.
Customer Questionnaire
Fleet Rightsizing
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.
Questions/Comments?