California Vehicle Management Plan

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CA Vehicle Management Plan (PDF; 64.5 KB)

The California Natural Resources Conservation Service (NRCS) Vehicle Management Plan provides guidance for the management of the NRCS fleet in California to promote vehicles that are: properly located to meet local conditions and workload; used to the most economical extent possible; of high quality; dependable transportation that help our employees meet the mission of NRCS while meeting or exceeding the expectations of our customers.

I. Vehicle Management

• The State Administrative Officer (SAO) has state-wide vehicle management responsibility. The primary person responsible for day to day vehicle management is the Principal staff member to whom the vehicles are assigned. The Vehicle Management Team provides advice and recommendations about fleet management.
• Vehicles will be managed to promote even mileage and to achieve average annual expected mileage by vehicle type (see V – VEHICLE REPLACEMENT below).
• The SAO is responsible for the sale and purchase of vehicles, and will approve repairs that cost more than $2500. Adherence to the Vehicle Management Plan is the responsibility of all employees.
• The Vehicle Management Team includes one field office representative and an Area Specialist from each area, one ASTC (FO), the State Soil Scientist and the State Property Management Officer (PMO). The Team will assist NRCS CA leadership in the development of appropriate policy relative to vehicle fleet management including the annual safety inspections, mileage and maintenance and general vehicle replacement recommendations.
• The Vehicle Management Team will meet as needed.

II. Vehicle Assignment and Usage

• The vehicle database report is available from the SAO and available for use by leadership team for management analysis and decision making.
• Vehicle assignments are made by the line officer or state section head.
• National guidelines for vehicle assignment can be found at General Manual 120, Part 405 Personal Property. Assignment guidelines are:

The above guideline is to be applied to each location with a fleet. Where there are team specialists or soil survey staffs located in a field office/ service center, the above guideline will be applied separately to each staff. Exceptions will be considered on a case by case basis. Requests for exceptions should be submitted by the vehicle assignee in writing with a justification through the ASTC – FO or State Section Head to the SAO.

• All vehicles should be operated as a fleet and not individually assigned within an office.
• When a 4X4 is assigned to an office, vehicles that get better gas mileage and are more economical to operate should be used first. A 4X4 is intended for off road use, and should not be used for routine travel on paved roads.
• When a SUV is assigned, it is understood the vehicle will be available for others to use when 3 or more people need to go to a meeting or to a site inaccessible to a sedan or 4X2 truck.
• NRCS will not assign vehicles for students and intermittent employees.
• NRCS employees will carpool/ ride share to the maximum extent practical when attending the same event.

III. Vehicle Operation and Maintenance

• Operators will ensure their vehicle has a visual safety inspection at least once a year. This inspection may be accomplished in conjunction with other maintenance, but must be accomplished by February 1st each year. The safety inspection may be performed at a commercial facility at the discretion of the Principal staff member. Documentation of the inspection must be maintained in the local office. A sample checklist is attached.
• As a minimum, the following items must be inspected: need for routine maintenance, radiator, oil, tires, brakes, steering, battery, headlights, rear lights, exhaust system, directional signals, wiper, horn, heater, defroster, windshield, door glass, rear glass, mirrors and SF-91.
• Operators will be alert to any vehicle problems, and have them evaluated by a commercial mechanic. Safety items will be repaired immediately.
• Operators will complete a vehicle mileage/condition report by June 30th each year, for each vehicle with greater than 40,000 miles on the odometer.
• Vehicle condition codes will be developed using the vehicle mileage/condition worksheet in Exhibit A to this plan.
• Each CA NRCS leadership team member will provide the SAO with a vehicle mileage report semi-annually. The report will show each vehicle assigned to the California NRCS Leadership Team member, its current location and its current mileage as of June 30th and December 30th. The report should be received by the SAO not later than 30 days after the cutoff date.
• Operators will clean the interior and the exterior of vehicles on a regular basis.
• When a vehicle is shared, one of the operators will be designated as the principal driver and be responsible for the maintenance.
• Operators will have the antifreeze tested periodically and replaced if needed prior to the start of winter weather or the summer heat.
• Operators will use self-service fuel when possible.
• Operators will use unleaded regular fuel or alternative fuel if the vehicle is equipped.
• Operators will ensure their vehicle is lubricated and has the oil changed, including a new oil filter, according to the manufacturer’s recommendation or sooner if operating in severe operating conditions.
• Each vehicle shall be equipped with the following: (New vehicles will be equipped before they are assigned to their working location.) When vehicles are transferred to other locations, the equipment will remain with the vehicle.
  • -Tire Chains
  • -Accident Reporting Kit
  • -Fire Extinguisher
  • -First Aid Kit

In snow locations, tire chains and a snow/ice scraper will be carried.

• Operators may purchase floor mats and seat covers at a cost not to exceed $150 per vehicle.
• When a new vehicle is assigned to replace a vehicle that is being sold, the toolbox from the vehicle being sold will be transferred to the new vehicle, if possible.

IV. Vehicle Repair

• Decisions for repairs up to $2500 are the responsibility of the ASTC – FO or State Section Head. Repairs greater than $2500 require an AD-700 and will be requested through the Administrative Services Officer. Employees are encouraged to put all maintenance and repairs on the vehicle fleet card (Voyager).
• The decision whether to repair a vehicle will be based on vehicles age, mileage, repair history and its overall condition. The final decision on making necessary repairs will be made by the ASTC –FO or State Section Head in consultation with the SAO.

V. Vehicle Replacement

• Our goal is to replace a vehicle based on the following: (Recognizing that individual vehicle condition is an overriding factor) All vehicles should be considered for replacement at 10 years of age or 100,000 miles, whichever comes first. It is expected that each vehicle will be used approximately 7,000 miles per year. Vehicles not reaching this minimum expected mileage in a year should be considered for reassignment. Vehicle replacement priorities will be assigned by using the numerical score of the Vehicle Mileage/Condition worksheet (see Exhibit A) average score, using mileage as a tie breaker.
  • Each ASTC –FO and State Section Head will recommend vehicles for replacement annually using the priority ranking described above.
  • Those vehicles that are replaced will be sold unless an increase in total vehicle numbers is approved.
• SUV and 4X4 vehicles may be more expensive to purchase and more costly to operate than sedans and 4X2 trucks. These vehicles should be assigned only when justified through local conditions or workload.
• Vehicle inventory and replacement requests will be submitted to the State Property Management Officer between June 5th and August 5th annually.
• During winter weather, including snowy and icy conditions, NRCS policy is to exercise good judgment and err on the side of caution/safety.
• The plan is to have only one 4X4 in a Field Office or Team Specialist group. Except, all soil survey vehicles may be 4X4.
• All Terrain Vehicles (ATV) are an alternative to be considered for a Field Office. A request to purchase an ATV should make good economic sense.
• There is a minimal need for 4X4s in the State Office.
• In general, a Field Office 4X4 will be replaced with a 4X4, unless there is more than one 4X4 in that office. When a State Office 4X4 is replaced, the Property Management Specialist’s approval is required.
• Vehicles will be ordered in shades of blue or white.
• Standard vehicle descriptions that will be purchased by California NRCS are:
  • 4X2 Pickup – Standard size, ½ ton, V8 engine, automatic transmission, air conditioning, special traction, gear ratio not less than 3.73, split front seat when available.
  • 4X4 Pickup – Standard Size, as above.
  • 4X2 Pickup – Compact, V6 engine, automatic transmission, air conditioning, special traction, gear ration not less than 3.73.
  • 4X4 Pickup – Compact, as above. Sedan – Midsize, alternative fuel, V6 engine, 4 door, air conditioning.
  • Sedan – Hybrid Electric
  • Van – 7 or 8 passenger
  • 4X4 pickup for soil survey. Needs are variable. Vehicles will be requested by State Soil Scientist.
  • Sport Utility Vehicles – no standard has been set. Any request must be accompanied by a justification. Use of existing SUVs should be evaluated before requesting an additional unit.

    Note: Hybrid trucks and Sport Utility Vehicles should be purchased whenever appropriate.

• Extended cab and crew cab pickups may be requested. No standard has been set for these vehicles. A justification must accompany the request.
• If an employee has a documented need for a vehicle other than the standard identified above, they shall make their request through their ASTC (FO) or State Section Head.

VI. Special Purpose Vehicles

• Backhoe unit mounted on a 4X4 pickup.

VII. Vehicle Use by Non-NRCS Employees

• Any agreement to loan a vehicle to another organization must be documented in writing, and it must be consistent with NRCS General Manual requirements.
• Only those vehicles in safe operating condition will be assigned to others.
• USDA Partner agencies, such as Rural Development (RD) and Farm Service Agency (FSA), may borrow NRCS vehicles. The use and scheduling will be handled locally.

VIII. Accidents

• If an accident occurs, the driver of the vehicle will notify their supervisor, ASTC -FO and the SAO immediately. State, county or municipal law enforcement authorities must be notified as required by law.
• The driver will complete and forward to their supervisor within 24 hours, required accident documentation (see General Manual 120 Part 405 Subpart B). The Principal staff member will ensure all required reports are submitted to the SAO within 3 days of the accident.
• The Administrative Services Division will maintain a library of driver safety videos for use by employees.

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