Motor Vehicle Management

Federal RegisterNov 2, 1999

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SUMMARY: The General Services Administration is revising Federal

Property Management Regulations (FPMR) coverage on motor vehicle

management, and moving it into the Federal Management Regulation (FMR).

A cross-reference will be added to the FPMR to direct readers to the

coverage in the FMR. The FMR coverage is written in plain language and

will provide agencies with updated regulatory material that is easy to

read and understand.

EFFECTIVE DATE: November 2, 1999.

FOR FURTHER INFORMATION CONTACT: Michael W. Moses, Office of

Governmentwide Policy, Federal Vehicle Policy Division (202) 501-2507

or E-mail at [email protected].

SUPPLEMENTARY INFORMATION:

A. Background

In the Fall of 1996, several Federal agencies requested a change to

41 CFR 101-38.103 concerning the size of motor vehicles that may be

acquired and the associated GSA certification process. The change

requested included increasing the maximum size of sedans that agencies

normally may acquire from compact to midsize. The reason for the

requested change was a need for more emphasis on agency mission

requirements in lieu of motor vehicle classifications and to remove

unnecessary reporting requirements associated with the certification to

GSA. Additionally, agencies stated that, since this provision

(Sec. 101-38.103) was added to the regulation in the early 1970's,

motor vehicle manufacturer design changes have resulted in motor

vehicles with increased fuel economy in all motor vehicle classes. It

will also allow for a greater flexibility in the purchasing and leasing

of alternative fuel vehicles.

On June 11, 1997, GSA's Office of Governmentwide Policy surveyed

the major Federal agencies that control about 99 percent of the Federal

motor vehicle fleet. Based upon that survey, the vast majority of

Federal agencies operating sedans agreed that such a change to the

regulation would be appropriate. Concerns were raised by several

agencies, including the GSA Fleet, that this regulation, if amended to

incorporate the requested change, may be used as a blanket

justification to increase the size of sedans in the Federal fleet.

However, there is no reason to believe that the Federal sedan fleet

will automatically be upgraded to midsize motor vehicles in the near

future due to the ongoing requirements in Sec. 101-38.103 to acquire

the smallest motor vehicle necessary to meet agency mission

requirements and mandated fuel economy standards. Additionally, because

of funding limitations, the additional cost associated with larger

motor vehicles would preclude most agencies from upgrading their sedan

fleets, except to the extent the agency deems necessary. For these

reasons, this amendment increases the maximum size of sedan an agency

may acquire from compact to midsize. Proponents of the change also

noted that agencies can already acquire midsize sedans at any time,

provided their missions justify such motor vehicles, and that the

certification process has always been a ``self certification'' in that

approval from GSA is not required. This same agency majority also

favored elimination of the certification process to GSA whenever a

larger motor vehicle is acquired. This amendment removes this

certification process.

The Secretary of Transportation establishes yearly fleet average

fuel economy standards for passenger automobiles and light trucks.

Prior to this amendment, 41 CFR part 101-38 provided fuel economy

standards through fiscal year 1998 for passenger automobiles and

through fiscal year 1997 for light trucks. The Secretary of

Transportation has established fuel economy standards for passenger

automobiles through fiscal year 2000, and for light trucks through

fiscal year 1999. Accordingly, this amendment includes an update to

reflect these additional standards. The listing of fuel economy

standards for fiscal years 1977 through 1994 are removed because they

are no longer relevant.

The regulation previously stated that executive agencies would

obtain their official U.S. Government license plates from the District

of Columbia, Department of Corrections (Lorton Prison). Under the

previous regulation and 48 CFR 6.302-5(a)(2), agencies could purchase

license plates from Lorton Prison without competition because section 3

of Public Law 88-622, 78 Stat. 1000, authorizes the purchase from a

specified source. Additionally, section 24-458.5 of the District of

Columbia Code authorizes Lorton Prison to make such sales to

departments or agencies of the Federal Government. Although the Federal

statute provides authority for agencies to procure license plates from

Lorton Prison, it does not require that they do so. This amendment

removes the regulatory requirement that all Government license plates

be procured from the District of Columbia, Department of Corrections.

Agencies are reminded, however, that applicable competition

requirements, which typically are based on the dollar value of the

acquisition, must be followed unless the authority under which the

license plates are procured provides otherwise.

On April 16, 1997, the President signed Executive Order 13043,

Increasing Seat Belt Use in the United States. This Executive Order

requires that each Federal employee occupying any seating position of a

motor vehicle on official business, whose seat is equipped with a seat

belt, must have the seat belt properly fastened at all times when the

motor vehicle is in motion. Accordingly, the regulation is changed to

add a requirement for seat belt use for motor vehicles owned or leased

by the Government.

GSA's Federal Supply Service has contracted for fleet charge cards

that are used to purchase fuel and maintenance services. Under these

contracts, the Government no longer deals directly with fuel providers

and Federal agencies deal directly with the fleet charge card service

providers. As a result, the regulation is revised to remove references

to the obsolete Standard Forms 149 and 149A and allow for the revised

fleet charge card contracting actions.

On May 18, 1998, GSA's Office of Governmentwide Policy, Federal

Vehicle Policy Division, sent letters to all Federal agencies asking

for verification of active license plate codes in 41 CFR 101-38.202-4.

The responses received indicated that of the 60 Federal agencies

currently authorized license plate codes, ten no longer require them.

Accordingly, the license plate codes for ACTION, the Department of

Education, the Export-Import Bank of the United States, the Federal

Home Loan Bank Board, the Federal Reserve System, the Federal Trade

Commission, the General Accounting Office, the Department of Housing

and Urban Development, the National Capital Housing Authority, and the

Securities and Exchange Commission are removed.

GSA's Office of Governmentwide Policy, Federal Vehicle Policy

Division, has undertaken an effort to automate the Federal Motor

Vehicle Fleet Report and the associated input form, Standard Form 82,

Agency Report of Motor

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Vehicle Data. The regulation is revised to reflect changes in the way

motor vehicle data is reported and to add the requirement for reporting

data on alternative fuel motor vehicles, as required by the Energy

Policy Act of 1992 (Pub. L. 102-486).

GSA's Office of Governmentwide Policy, Federal Vehicle Policy

Division (MTV), provided a draft copy of this amendment to Federal

agencies during a Federal Fleet Policy Council (FEDFLEET) meeting on

April 24, 1997. FEDFLEET is comprised of about 150 Federal agency fleet

managers. The amendment was also discussed at the next two FEDFLEET

meetings on July 10, 1997, and October 29, 1997. On October 15, 1997,

GSA provided a final draft of the amendment to members of the FEDFLEET

Motor Vehicle Advisory Council (VAC) for a final review. The VAC

consists of fleet managers from the Departments of the Air Force, the

Navy, Agriculture, Defense, the Interior, Justice, and Transportation;

the GSA Federal Vehicle Policy Division and the GSA Fleet Management

Division. VAC meetings are held periodically to discuss issues of

immediate importance in the management of the Federal motor vehicle

fleet. VAC members were asked to provide any formal comments on the

final draft of the amendment to MTV by November 1, 1997. By December

15, 1997, no comments were received. In an effort to ensure that the

amendment accurately reflected current policies and the needs of

Federal agencies, MTV telephoned each VAC member between December 15-

19, 1997. No comments were received as a result of these telephone

calls.

B. Executive Order 12866

GSA has determined that this final rule is not a significant

regulatory action for the purposes of Executive Order 12866 of

September 30, 1993.

C. Regulatory Flexibility Act

The final rule is not expected to have a significant economic

impact on a substantial number of small entities within the meaning of

the Regulatory Flexibility Act, 5 U.S.C. 601, et seq., because the rule

updates and clarifies the existing guidance pertaining to motor vehicle

management. As such, it affects only the relationship among executive

branch agencies, not among any private entities or members of the

public.

D. Paperwork Reduction Act

The Paperwork Reduction Act does not apply because this final rule

does not impose recordkeeping or information collection requirements,

or the collection of information from offerors, contractors, or members

of the public which require the approval of the Office of Management

and Budget (OMB) under 44 U.S.C. 501, et seq.

E. Small Business Regulatory Enforcement Fairness Act

This final rule is exempt from congressional review prescribed

under 5 U.S.C. 801 since it relates solely to agency management and

personnel.

List of Subjects in 41 CFR Parts 101-38 and 102-34

Energy conservation, Government property management, Motor

vehicles, Reporting and recordkeeping requirements.

For the reasons set forth in the preamble, 41 CFR chapters 101 and

102 are amended as follows:

CHAPTER 101--[AMENDED]

PART 101-38--MOTOR VEHICLE MANAGEMENT

1. The authority citation for part 101-38 continues to read as

follows:

Authority: Sec. 205(c), 63 Stat. 390 (40 U.S.C. 486(c)).

2. Part 101-38 is revised to read as follows:

Sec. 101-38.000 Cross-reference to the Federal Management Regulation

(FMR) (41 CFR chapter 102, parts 102-1 through 102-220).

For motor vehicle management policy, see FMR part 34 (41 CFR part

102-34).

CHAPTER 102--[AMENDED]

3. Part 102-34 is added to subchapter D to read as follows:

PART 102-34--MOTOR VEHICLE MANAGEMENT

Sec.

102-34.5 Preamble.

102-34.10 What definitions apply to motor vehicle management?

102-34.15 What motor vehicles are not covered by this part?

102-34.20 What types of motor vehicle fleets are there?

102-34.25 What sources of supply are available for obtaining motor

vehicles?

Subpart A--Obtaining Fuel Efficient Motor Vehicles

102-34.30 Who must comply with motor vehicle fuel efficiency

requirements?

102-34.35 What are the procedures for purchasing and leasing motor

vehicles?

102-34.40 How are passenger automobiles classified?

102-34.45 What size motor vehicles may we purchase and lease?

102-34.50 What are fleet average fuel economy standards?

102-34.55 What are the minimum fleet average fuel economy

standards?

102-34.60 How do we calculate the average fuel economy for our

fleet?

102-34.65 How may we request an exemption from the fuel economy

standards?

102-34.70 How does GSA monitor the fuel economy of purchased and

leased motor vehicles?

102-34.75 How must we report fuel economy data for passenger

automobiles and light trucks we purchase or commercially lease?

102-34.80 Do we report fuel economy data for passenger automobiles

and light trucks purchased for our agency by the GSA Automotive

Division?

102.-34.85 Do we have to submit a negative report if we don't

purchase or lease any motor vehicles in a fiscal year?

102-34.90 Are any motor vehicles exempted from these reporting

requirements?

102-34.95 Does fleet average fuel economy reporting affect our

acquisition plan?

102-34.100 Where may we obtain help with our motor vehicle

acquisition plan?

Subpart B--Identifying and Registering Motor Vehicles

Motor Vehicle Identification

102-34.105 What motor vehicles require motor vehicle

identification?

102-34.110 What motor vehicle identification must we put on motor

vehicles we purchase or lease?

102-34.115 What motor vehicle identification must the Department of

Defense (DOD) put on motor vehicles it purchases or leases?

102-34.120 Where is motor vehicle identification placed on

purchased and leased motor vehicles?

102-34.125 Before we sell a motor vehicle, what motor vehicle

identification or markings must we remove?

License Plates

102-34.130 Must our motor vehicles use Government license plates?

102-34.135 Do we need to register motor vehicles owned or leased by

the Government?

102-34.140 Where may we obtain U.S. Government license plates?

102-34.145 How do we display license plates on motor vehicles?

102-34.150 What do we do about a lost or stolen license plate?

102-34.155 What records do we need to keep on U.S. Government

license plates?

102-34.160 How are U.S. Government license plates coded and

numbered?

102-34.165 How can we get a new license plate code designation?

102-34.170 Are there special licensing procedures for motor

vehicles operating in the District of Columbia (DC)?

Identification Exemptions

102-34.175 What types of exemptions are there?

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102-34.180 May we have a limited exemption from displaying U.S.

Government license plates and other motor vehicle identification?

102-34.185 What information must the certification contain?

102-34.190 For how long is a limited exemption valid?

102-34.195 What agencies have an unlimited exemption from

displaying U.S. Government license plates and motor vehicle

identification?

102-34.200 What agencies have a special exemption from displaying

U.S. Government license plates and motor vehicle identification?

102-34.205 What license plates and motor vehicle identification do

we use on motor vehicles that are exempt from motor vehicle

identification and U.S. Government license plates?

102-34.210 What special requirements apply to exempted motor

vehicles operating in the District of Columbia?

102-34.215 Can GSA ask for a listing of exempted motor vehicles?

Subpart C--Official Use of Government Motor Vehicles

102-34.220 What is official use of a motor vehicle owned or leased

by the Government?

102-34.225 May I use a motor vehicle owned or leased by the

Government for transportation between my residence and place of

employment?

102-34.230 May Government contractors use motor vehicles owned or

leased by the Government?

102-34.235 What does GSA do if it learns of unofficial use of a

motor vehicle owned or leased by the Government?

102-34.240 How are Federal employees disciplined for misuse of

motor vehicles owned or leased by the Government?

102-34.245 How am I responsible for protecting motor vehicles?

102-34.250 Am I bound by State and local traffic laws?

102-34.255 Who pays for parking fees and fines?

102-34.260 Do Federal employees in motor vehicles owned or leased

by the Government have to use safety belts?

Subpart D--Replacement of Motor Vehicles

102-34.265 What are motor vehicle replacement standards?

102-34.270 May we replace a Government-owned motor vehicle sooner?

102-34.275 May we keep a Government-owned motor vehicle even though

the standard permits replacement?

102-34.280 How long must we keep a Government-owned motor vehicle?

Subpart E--Scheduled Maintenance of Motor Vehicles

102-34.285 What kind of maintenance programs must we have?

102-34.290 Must our motor vehicles pass State inspections?

102-34.295 Where can we obtain help in setting up a maintenance

program?

Subpart F--Motor Vehicle Accident Reporting

102-34.300 What forms do I use to report an accident involving a

motor vehicle owned or leased by the Government?

102-34.305 To whom do we send accident reports?

Subpart G--Disposal of Motor Vehicles

102-34.310 How do we dispose of a motor vehicle in any State,

Commonwealth, territory or possession of the United States, or the

District of Columbia?

102-34.315 What forms do we use to transfer ownership when selling

a motor vehicle?

102-34.320 How do we distribute the completed Standard Form 97?

Subpart H--Motor Vehicle Fueling

102-34.325 How do we obtain fuel for motor vehicles?

102-34.330 What Government-issued charge cards may I use to

purchase fuel and motor vehicle related services?

102-34.335 What type of fuel do I use in motor vehicles?

102-34.340 Do I have to use self-service fuel pumps?

Subpart I--Federal Motor Vehicle Fleet Report

102-34.345 What is the Federal Motor Vehicle Fleet Report?

102-34.350 What records do we need to keep?

102-34.355 When and how do we report motor vehicle data?

Subpart J--Forms

102-34.360 How do we obtain the forms prescribed in this part?

Authority: Sec. 205(c), 63 Stat. 390; 40 U.S.C. 486(c).

Sec. 102-34.5 Preamble.

(a) This part governs the economical and efficient management and

control of motor vehicles that the Government owns or leases. Agencies

will incorporate appropriate provisions of this part into contracts

offering Government-furnished equipment in order to ensure adequate

control over the use of motor vehicles.

(b) The questions and associated answers in this part are

regulatory in effect. Thus compliance with the written text of this

part is required by all executive agencies.

used in this part, mean you as an executive agency, as your agency's

fleet manager, or as a motor vehicle user or operator, as appropriate.

Sec. 102-34.10 What definitions apply to motor vehicle management?

The following definitions apply to motor vehicle management:

Commercial design motor vehicle means a motor vehicle procurable

from regular production lines and designed for use by the general

public.

Domestic fleet (see Sec. 102-34.20(a)).

Foreign fleet (see Sec. 102-34.20(b)).

GSA Fleet lease (see Sec. 102-34.25(d)).

Large fleet (see Sec. 102-34.20(d)).

Law enforcement motor vehicle means a passenger automobile or light

truck that is specifically approved in an agency's appropriation act

for use in apprehension, surveillance, police or other law enforcement

work or specifically designed for use in law enforcement. If not

identified in an agency's appropriation language, a motor vehicle

qualifies as a law enforcement motor vehicle only in the following

cases:

(1) A passenger automobile having heavy duty components for

electrical, cooling and suspension systems and at least the next higher

cubic inch displacement or more powerful engine than is standard for

the automobile concerned.

(2) A light truck having emergency warning lights and identified

with markings such as ``police.''

(3) An unmarked motor vehicle certified by the agency head as

essential for the safe and efficient performance of intelligence,

counterintelligence, protective, or other law enforcement duties.

(4) A motor vehicle seized by a Federal agency that is subsequently

used for the purpose of performing law enforcement activities.

Light duty motor vehicle means any motor vehicle with a gross motor

vehicle weight rating (GVWR) of 8,500 pounds or less.

Light truck means a motor vehicle on a truck chassis with a gross

motor vehicle weight rating (GVWR) of 8,500 pounds or less.

Military design motor vehicle means a motor vehicle (excluding

general-purpose motor vehicles) designed according to military

specifications to support directly combat or tactical operations or

training for such operations.

Motor vehicle means any vehicle, self-propelled or drawn by

mechanical power, designed and operated principally for highway

transportation of property or passengers, but does not include a

military design motor vehicle or vehicles not covered by this part (see

Sec. 102-34.15).

Motor vehicle identification (also referred to as ``motor vehicle

markings'') means the legends ``For Official Use Only'' and ``U.S.

Government'' placed on a motor vehicle plus other legends showing the

full name of the department, agency, establishment, corporation, or

service by which the

[[Page 59595]]

motor vehicle is used. This identification is usually a decal placed in

the rear window or on the side of the motor vehicle.

Motor vehicle lease (see Sec. 102-34.25(b)).

Motor vehicle markings (see ``Motor vehicle identification'' in

this section).

Motor vehicle purchase (see Sec. 102-34.25(a)).

Motor vehicle rental (see Sec. 102-34.25(c)).

Motor vehicles transferred from excess (see Sec. 102-34.25(e)).

Owning agency means the executive agency that holds the vehicle

title, manufacturer's Certificate of Origin, or is the lessee of a

motor vehicle lease. This term does not apply to agencies that lease

motor vehicles from the GSA Fleet.

Passenger automobile means a sedan or station wagon designed

primarily to transport people.

Reportable motor vehicles are vehicles which are reported to GSA as

outlined in Subpart I of this part:

(1) Included are sedans, station wagons, buses, ambulances, vans,

utility motor vehicles, trucks and truck tractors, regardless of fuel

type.

(2) Excluded are fire trucks, motorcycles, military-design motor

vehicles, semi-trailers, trailers and other trailing equipment such as

pole trailers, dollies, cable reels, trailer coaches and bogies, and

trucks with permanently mounted equipment such as generators and air

compressors.

Small fleet (see Sec. 102-34.20(c)).

Using agency means a Federal agency that obtains motor vehicles

from the GSA Fleet, commercial firms or another Federal agency and does

not hold the vehicle title or manufacturer's Certificate of Origin.

However, this does not include a Federal agency that obtains a motor

vehicle by motor vehicle rental.

Sec. 102-34.15 What motor vehicles are not covered by this part?

Motor vehicles not covered are:

(a) Designed or used for military field training, combat, or

tactical purposes;

(b) Used principally within the confines of a regularly established

military post, camp, or depot; or

enforcement, or intelligence duties if the head of such agency

determines that exclusive control of such vehicle is essential to the

effective performance of such duties, although such vehicles are

subject to subpart C and subpart I of this part.

Sec. 102-34.20 What types of motor vehicle fleets are there?

The types of motor vehicle fleets are:

(a) Domestic fleet means all reportable agency-owned motor vehicles

operated in any State, Commonwealth, territory or possession of the

United States, and the District of Columbia.

(b) Foreign fleet means all reportable agency-owned motor vehicles

operated in areas outside any State, Commonwealth, territory or

possession of the United States, and the District of Columbia.

agency-owned motor vehicles, worldwide.

(d) Large fleet means a fleet of 2,000 or more reportable agency-

owned motor vehicles, worldwide.

Sec. 102-34.25 What sources of supply are available for obtaining

motor vehicles?

The following sources of supply are available:

(a) Motor vehicle purchase means buying a motor vehicle from a

commercial source, usually a motor vehicle manufacturer or a motor

vehicle manufacturer's dealership.

(b) Motor vehicle lease means obtaining a motor vehicle by contract

or other arrangement from a commercial source for 60 continuous days or

more.

contract or other arrangement from a commercial source for less than 60

continuous days.

(d) GSA Fleet lease means obtaining a motor vehicle from the

General Services Administration (GSA Fleet). Where ``lease'' is used

alone within this part, it refers to ``motor vehicle lease'' in

paragraph (b) of this section and not GSA Fleet lease.

(e) Motor vehicles transferred from excess means obtaining a motor

vehicle reported as excess and transferred with or without cost.

Subpart A--Obtaining Fuel Efficient Motor Vehicles

Sec. 102-34.30 Who must comply with motor vehicle fuel efficiency

requirements?

Executive agencies located in any State, Commonwealth, territory or

possession of the United States, and the District of Columbia which

operate motor vehicles owned or leased by the Government in the conduct

of official business. This subpart does not apply to motor vehicles

exempted by law or other regulations, such as law enforcement and motor

vehicles in foreign areas. Other Federal agencies are encouraged to

comply so that maximum energy conservation benefits may be realized in

obtaining, operating, and managing motor vehicles owned or leased by

the Government.

Sec. 102-34.35 What are the procedures for purchasing and leasing

motor vehicles?

Procedures for purchasing and leasing motor vehicles can be found

in subpart 101-26.5 of this title.

Sec. 102-34.40 How are passenger automobiles classified?

Passenger automobiles are classified in the following table:

------------------------------------------------------------------------

Station wagon

Sedan class class Descriptive name

------------------------------------------------------------------------

I................................. I Subcompact.

II................................ II Compact.

III............................... III Midsize

IV................................ IV Large.

V................................. .............. Limousine.

------------------------------------------------------------------------

Sec. 102-34.45 What size motor vehicles may we purchase and lease?

(a) You must select motor vehicles to achieve maximum fuel

efficiency.

(b) Limit motor vehicle body size, engine size and optional

equipment to what is essential to meet your agency's mission.

Vice President and motor vehicles for security and highly essential

needs, you must purchase and lease midsize (class III) or smaller

sedans.

(d) Purchase and lease large (class IV) sedans only when such motor

vehicles are essential to your agency's mission.

Sec. 102-34.50 What are fleet average fuel economy standards?

(a) The minimum miles per gallon that a fleet of motor vehicles

purchased or leased by an executive agency must obtain. The need to

meet these standards is set forth in 49 U.S.C. 32917, Standards for

Executive Agency Automobiles, and Executive Order 12375, Motor

Vehicles. These standards have two categories:

(1) Average fuel economy standard for all passenger automobiles.

(2) Average fuel economy standard for light trucks.

(b) These standards do not apply to passenger automobiles and light

trucks designed to perform combat-related missions for the U.S. Armed

Forces or motor vehicles designed for use in law enforcement or

emergency rescue work.

Sec. 102-34.55 What are the minimum fleet average fuel economy

standards?

The minimum fleet average fuel economy standards appear in the

following table:

[[Page 59596]]

Fleet Average Fuel Economy Standards a

------------------------------------------------------------------------

Passsenger Light

Fiscal year automobile truck \2\

-----------------------------------------------------\1\----------------

1995.......................................... 27.5 20.6 \3\

1996.......................................... 27.5 20.7 \3\

1997.......................................... 27.5 20.7 \3\

1998.......................................... 27.5 20.7 \3\

1999.......................................... 27.5 20.7 \3\

2000 & beyond................................. 27.5 (\4\)

------------------------------------------------------------------------

a These figures represent miles/gallon.

\1\ Established by section 49 U.S.C. 32902 and the Secretary of

Transportation.

\2\ Fleet average fuel economy standard set by the Secretary of

Transportation and mandated by Executive Order 12375 beginning in

fiscal year 1982.

\3\ Fleet average fuel economy for light trucks is the combined fleet

average fuel economy for all 4 x 2 and 4 x 4 light trucks.

\4\ Requirements not yet set by the Secretary of Transportation.

Sec. 102-34.60 How do we calculate the average fuel economy for our

fleet?

(a) Due to the variety of motor vehicle configurations, you must

take an average of all motor vehicles, by category (passenger

automobiles or light truck) purchased and leased by your agency during

the fiscal year. This calculation is the sum of passenger automobiles

or light trucks that your executive agency purchases or leases from

commercial sources divided by the sum of the fractions representing the

number of motor vehicles of each category by model divided by the

unadjusted city/highway mile-per-gallon ratings for that model,

developed by the Environmental Protection Agency (EPA) for each fiscal

year. The EPA mile-per-gallon rating for each motor vehicle make,

model, and model year may be obtained from the: General Services

Administration, Attn: FFA, Washington, DC 20406.

(b) An example follows:

Light trucks: i. 600 light trucks acquired in a specific year.

These are broken down into:

A. 200 Six cylinder automatic transmission pick-up trucks, EPA

rating: 24.3 mpg, plus

B. 150 Six cylinder automatic transmission mini-vans, EPA rating

24.8 mpg, plus

C. 150 Eight cylinder automatic transmission pick-up trucks, EPA

rating: 20.4 mpg, plus

D. 100 Eight cylinder automatic transmission cargo vans, EPA

rating: 22.2 mpg.

[GRAPHIC] [TIFF OMITTED] TR02NO99.009

ii. Fleet average fuel economy for light trucks in this case is

23.0 mpg.

Sec. 102-34.65 How may we request an exemption from the fuel economy

standards?

(a) You must submit your reasons for the exemption in a written

request to the: Administrator of General Services, ATTN: MTV,

Washington, DC 20405.

(b) GSA will review the request and advise you of the determination

within 30 days of receipt. Passenger automobiles and light trucks

exempted under the provisions of this section must not be included in

calculating your fleet average fuel economy.

Sec. 102-34.70 How does GSA monitor the fuel economy of purchased and

leased motor vehicles?

(a) Executive agencies report to GSA their leases and purchases of

passenger automobiles and light trucks. GSA keeps a master record of

the miles per gallon for passenger automobiles and light trucks

acquired by each agency during the fiscal year. GSA verifies that each

agency's passenger automobile and light truck leases and purchases

achieve the fleet average fuel economy for the applicable fiscal year,

as required by Executive Order 12375.

(b) The GSA Federal Vehicle Policy Division (MTV) issues

information about the EPA miles-per-gallon ratings to executive

agencies at the beginning of each fiscal year to help agencies with

their acquisition plans.

Sec. 102-34.75 How must we report fuel economy data for passenger

automobiles and light trucks we purchase or commercially lease?

(a) You must send copies or synopses of motor vehicle leases and

purchases to GSA. Use the unadjusted combined city/highway mile-per-

gallon ratings for passenger automobiles and light trucks developed

each fiscal year by the Environmental Protection Agency (EPA). All

submissions for a fiscal year must reach GSA by December 1 of the next

fiscal year. Submit the information as soon as possible after the

purchase or effective date of each lease to the: General Services

Administration, ATTN: MTV, Washington, DC 20405. Email:

[email protected].

(b) Include in your submission to GSA motor vehicles purchased or

leased by your agency for use in any State, Commonwealth, territory or

possession of the United States, and the District of Columbia.

(1) Number of passenger automobiles and light trucks, by category.

(2) Year.

(3) Make.

(4) Model.

(5) Transmission type (if manual, number of forward speeds).

(6) Cubic inch displacement of engine.

(7) Fuel type (i.e., gasoline, diesel, or type of alternative

fuel).

(8) Monthly lease cost, if applicable.

Note to Sec. 102-34.75: Do not include passenger automobile and

light truck lease renewal options as new acquisition motor vehicle

leases. Do not report passenger automobiles and light trucks

exempted from fleet average fuel economy standards (see Sec. 102-

34.50(b) and Sec. 102-34.65).

Sec. 102-34.80 Do we report fuel economy data for passenger

automobiles and light trucks purchased for our agency by the GSA

Automotive Division?

No. The GSA Automotive Division provides information for passenger

automobiles and light trucks it purchases for agencies.

Sec. 102-34.85 Do we have to submit a negative report if we don't

purchase or lease any motor vehicles in a fiscal year?

Yes, you must submit a negative report if you don't purchase or

lease any motor vehicles in a fiscal year.

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Sec. 102-34.90 Are any motor vehicles exempted from these reporting

requirements?

Yes. You do not need to report passenger automobiles and light

trucks that are:

(a) Purchased or leased for use outside any State, Commonwealth,

territory or possession of the United States, or the District of

Columbia.

(b) Designed to perform combat-related missions for the U.S. Armed

Forces.

Sec. 102-34.95 Does fleet average fuel economy reporting affect our

acquisition plan?

It may. If previous motor vehicle purchases and leases have caused

your fleet to fail to meet the required fuel economy by the end of the

fiscal year, GSA may encourage you to adjust future requests to meet

fuel economy requirements.

Sec. 102-34.100 Where may we obtain help with our motor vehicle

acquisition plans?

For help with your motor vehicle acquisition plan, contact the:

General Services Administration, Attn: MTV, Washington, DC 20405.

Email: [email protected]

Subpart B--Identifying and Registering Motor Vehicles--Motor

Vehicle Identification

Sec. 102-34.105 What motor vehicles require motor vehicle

identification?

All motor vehicles owned or leased by the Government must display

motor vehicle identification unless exempted under Sec. 102-34.180,

Sec. 102-34.195, or Sec. 102-34.200.

Sec. 102-34.110 What motor vehicle identification must we put on motor

vehicles we purchase or lease?

(a) For motor vehicles with rear windows, display:

(1) ``For Official Use Only,'' in letters \1/2\ to \3/4\ inch high.

(2) ``U.S. Government'' in letters \3/4\ to 1 inch high; and

(3) The full name of the department, agency, establishment,

corporation, or service owning or leasing the motor vehicle (in letters

1 to 1\1/2\ inch high), or in the alternative, a title that describes

the activity in which it is operated (if the title readily identifies

the department, agency, establishment, corporation, or service

concerned).

(b) For other than motor vehicle rear windows, display the motor

vehicle identification in paragraphs (a)(1) through (3) of this

section, but:

(1) Use letters 1 to 1\1/2\ inches high in colors contrasting to

the motor vehicle.

(2) If you use subsidiary words or titles of subordinate units, use

letters \1/2\ inch to \3/4\ inch high.

type for ease of application and removal.

Note to Sec. 102-34.110: Each agency or activity is responsible

for acquiring its own decals. Replace this motor vehicle

identification when necessary due to damage or wear.

Sec. 102-34.115 What motor vehicle identification must the Department

of Defense (DOD) put on motor vehicles it purchases or leases?

The following must appear on DOD purchased or leased motor

vehicles:

(a) ``For Official Use Only;''

(b) An appropriate title for the DOD component; and

component accountable for the motor vehicle.

Sec. 102-34.120 Where is motor vehicle identification placed on

purchased and leased motor vehicles?

(a) On most motor vehicles. On the left side of the rear window,

1\1/2\ inches or less from the bottom of the window.

(b) On motor vehicles without rear windows or where identification

on the rear window would not be easily seen. Centered on both front

doors or in any appropriate position on each side of the motor vehicle.

trailer in a conspicuous location.

Sec. 102-34.125 Before we sell a motor vehicle, what motor vehicle

identification or markings must we remove?

You must remove all motor vehicle identification before you

transfer the title or deliver the motor vehicle.

License Plates

Sec. 102-34.130 Must our motor vehicles use Government license plates?

Yes you must use Government license plates, with the exception of

motor vehicles exempted under Sec. 102-34.180, Sec. 102-34.195, and

Sec. 102-34.200.

Sec. 102-34.135 Do we need to register motor vehicles owned or leased

by the Government?

For a motor vehicle owned or leased by the Government that is

regularly based or operated outside the District of Columbia and

displaying U.S. Government license plates and motor vehicle

identification, you need not register it in a State, Commonwealth,

territory or possession of the United States. Motor vehicles exempted

under Sec. 102-34.180, Sec. 102-34.195, or Sec. 102-34.200 must be

registered and inspected in accordance with the laws of the State,

Commonwealth, territory or possession of the United States where the

motor vehicle is regularly operated.

Sec. 102-34.140 Where may we obtain U.S. Government license plates?

For detailed instructions and an ordering form to obtain U.S.

Government license plates, contact the: Superintendent of Industries,

District of Columbia, Department of Corrections, Lorton, VA 22079.

Note to Sec. 102-34.140: You may, but are not required to obtain

license plates from the District of Columbia, Department of

Corrections.

Sec. 102-34.145 How do we display license plates on motor vehicles?

(a) Display official U.S. Government license plates on the front

and rear of all motor vehicles owned or leased by the Government. The

exception is two-wheeled motor vehicles, which require rear license

plates only.

(b) You must display U.S. Government license plates on the motor

vehicle to which the license plates were assigned.

vehicle is removed from Government service or is transferred, or until

the plates are damaged and require replacement.

(d) For motor vehicles owned or leased by DOD, follow DOD

regulations.

Sec. 102-34.150 What do we do about a lost or stolen license plate?

You should report the loss or theft of license plates as follows:

(a) U.S. Government license plates. Tell your local security office

(or equivalent) and local police.

(b) District of Columbia or State license plates. Tell your local

security office (or equivalent) and either the District of Columbia,

Department of Transportation, or the State agency, as appropriate.

Sec. 102-34.155 What records do we need to keep on U.S. Government

license plates?

You must keep a central record of all U.S. Government license

plates for your agency's motor vehicle purchases and motor vehicle

leases. The GSA Fleet must keep such a record for GSA Fleet vehicles.

The record must identify:

(a) The motor vehicle to which each set of plates is assigned.

(b) The complete history of any reassigned plates.

[[Page 59598]]

Sec. 102-34.160 How are U.S. Government license plates coded and

numbered?

U.S. Government license plates, except those issued by the District

of Columbia, Department of Transportation, under Sec. 102-34.170, will

be numbered serially for each executive agency, beginning with 101, and

preceded by a letter code that designates the owning agency for the

motor vehicle as follows:

Agriculture, Department of--A

Air Force, Department of the--AF

Army, Department of the--W

Commerce, Department of--C

Consumer Product Safety Commission--CPSC

Corps of Engineers, Civil Works--CE

Defense, Department of--D

Defense Commissary Agency--DECA

Defense Contract Audit Agency--DA

Defense Logistics Agency--DLA

District of Columbia Redevelopment Land Agency--LA

Energy, Department of--E

Enrichment Corporation, U.S--EC

Environmental Protection Agency--EPA

Executive Office of the President--EO Council of Economic Advisers,

National Security Council, Office of Management and Budget--EO

Federal Communications Commission--FC

Federal Deposit Insurance Corporation--FD

Federal Emergency Management Agency--FE

Federal Mediation and Conciliation Service--FM

General Services Administration--GS

Government Printing Office--GP

GSA Fleet--G

Health and Human Services, Department of--HHS

Interior, Department of the--I

Judicial Branch of the Government--JB

Justice, Department of--J

Labor, Department of--L

Legislative Branch--LB

Marine Corps--MC

National Aeronautics and Space Administration--NA

National Capital Planning Commission--NP

National Guard Bureau--NG

National Labor Relations Board--NL

National Science Foundation--NS

Navy, Department of the--N

Nuclear Regulatory Commission--NRC

Office of Personnel Management--OPM

Panama Canal Commission--PC

Railroad Retirement Board--RR

Selective Service System--SS

Small Business Administration--SB

Smithsonian Institution, National Gallery of Art--SI

Soldiers' and Airmen's Home, U.S--SH

State, Department of--S

Tennessee Valley Authority--TV

Transportation, Department of--DOT

Treasury, Department of the--T

United States Information Agency--IA

United States Postal Service--P

Veterans Affairs, Department of--VA

Sec. 102-34.165 How can we get a new license plate code designation?

To get a new license plate code designation, write to the: General

Services Administration, Attn: MTV, Washington, DC 20405. Email:

[email protected]

Sec. 102-34.170 Are there special licensing procedures for motor

vehicles operating in the District of Columbia (DC)?

Yes. DC Code, section 40-102(d)(2), requires the issuance of

license plates, without charge, for all motor vehicles owned or leased

by the Government at the time the motor vehicle is registered or

reregistered.

(a) You must register motor vehicles that are regularly based or

operated in DC with the DC Department of Transportation. Your

application to register must include a manufacturer's Certificate of

Origin, bill of sale, or other document attesting Government ownership.

Forms for registering motor vehicles are available from the District of

Columbia, Department of Transportation.

(b) Motor vehicles owned or leased by the Government and licensed

in the District of Columbia may have the letter code designation

prescribed in Sec. 102-34.160 stenciled in the blank space beside the

embossed numbers. If you add a letter code designation, stencil it on

the license plate so that the letters resemble the embossed numbers in

size and color. License plates issued by the District of Columbia

without an agency letter code designation will usually have the letter

code designation ``US''.

District of Columbia between your agency's own motor vehicles requires

prior approval from the District of Columbia, Department of

Transportation.

(d) You must have each registered motor vehicle inspected annually

according to section 40-204 of the District of Columbia Code and

applicable regulations. The District of Columbia issues an inspection

verification sticker for each motor vehicle that passes inspection.

(e) Return damaged or mutilated license plates to the District of

Columbia, Department of Transportation, for cancellation. Also return

license plates when you transfer a motor vehicle regularly based or

operated in the District of Columbia to operation in a field area,

another agency, or remove the motor vehicle from Government service.

Identification Exemptions

Sec. 102-34.175 What types of exemptions are there?

(a) Limited exemption.

(b) Unlimited exemption.

Sec. 102-34.180 May we have a limited exemption from displaying U.S.

Government license plates and other motor vehicle identification?

Yes. The head of your agency or designee may authorize a limited

exemption to the display of U.S. Government license plates and motor

vehicle identification upon written certification. (See Sec. 102-

34.185.) For motor vehicles leased from the GSA Fleet, send an

information copy of this certification to the: General Services

Administration, Attn: FFF, Washington, DC 20406.

Note to Sec. 102-34.180: Not eligible for exemption are motor

vehicles regularly used for common administrative purposes and not

directly connected to investigative, law enforcement or intelligence

duties involving security activities.

Sec. 102-34.185 What information must the certification contain?

The certification must state either:

(a) That the motor vehicle is used primarily for investigative, law

enforcement or intelligence duties involving security activities and

that identifying the motor vehicle would interfere with those duties;

(b) That identifying the motor vehicle would endanger the security

of the vehicle occupants.

Sec. 102-34.190 For how long is a limited exemption valid?

An exemption granted in accordance with Sec. 102-34.180 and

Sec. 102-34.185 may last from one day up to one year. If the

requirement for exemption still exists at the end of the year, your

agency must re-certify the continued exemption. For a motor vehicle

leased from the GSA Fleet, send a copy of the re-certification to the:

General Services Administration, ATTN: FFF, Washington, DC 20406.

Sec. 102-34.195 What agencies have an unlimited exemption from

displaying U.S. Government license plates and motor vehicle

identification?

The following Federal agencies, or activities within agencies, are

granted an unlimited exemption based on ongoing mission requirements

and do not need to certify:

(a) Administrative Office of the United States Courts. All motor

vehicles used by United States probation offices and pretrial services

agencies of the judicial branch of the U.S. Government.

(b) Department of Agriculture. Motor vehicles used for

investigative or law enforcement activities by the Agricultural

Marketing Service, Animal and Plant Health Inspection Service, Food

Safety and Inspection Service, Forest Service, Grain Inspection,

[[Page 59599]]

Packers and Stockyard Administration, Packers and Stockyard Program,

Food and Consumers Service, and Office of the Inspector General.

and other law enforcement activities by the Office of Export

Enforcement, International Trade Administration, the National Marine

Fisheries Service, and the National Oceanic and Atmospheric

Administration.

(d) Department of Defense. Motor vehicles used for intelligence,

investigative, or security activities by the U.S. Army Intelligence

Agency and the Criminal Investigation Command of the Department of the

Army; Office of Naval Intelligence of the Department of the Navy;

Office of Special Investigations of the Department of the Air Force;

the Defense Criminal Investigation Service, Office of the Inspector

General; and the Defense Logistics Agency.

(e) District of Columbia. Motor vehicles used by St. Elizabeth's

Hospital in outpatient work where identifying the motor vehicles would

be prejudicial to patients.

(f) Department of Education. Motor vehicles used for investigative

and law enforcement activities by the Office of the Inspector General.

(g) Department of Energy. Motor vehicles used for investigative or

security activities.

(h) Environmental Protection Agency. Motor vehicles used for

investigative and law enforcement activities by the Office of Inspector

General and the Office of Enforcement and Compliance Assurance.

(i) Federal Communications Commission. Motor vehicles used for

investigative activities by the Field Operations Bureau.

(j) General Services Administration. Motor vehicles used for

investigative, surveillance, and security activities by special agents

of the Federal Protective Service, and Office of the Inspector General.

(k) Department of Health and Human Services. Motor vehicles used

for undercover law enforcement and similar investigative work by the

Food and Drug Administration; motor vehicles used to transport mentally

disturbed children by the National Institutes of Health; and motor

vehicles used for law enforcement and investigative purposes by the

Office of Investigations and the Office of the Inspector General.

(l) Department of Housing and Urban Development. Motor vehicles

used for law enforcement or investigative purposes by the Office of the

Inspector General.

(m) Department of the Interior. Motor vehicles used to enforce game

laws by the U.S. Fish and Wildlife Service; motor vehicles assigned to

special agents of the Bureau of Land Management who investigate crimes

against public lands; motor vehicles assigned to special officers of

the Bureau of Indian Affairs; motor vehicles used for investigating

crimes against public lands by the National Park Service and assigned

to the U.S. Park Police; and motor vehicles assigned to the special

agents of the Office of the Inspector General who investigate possible

crimes of fraud and abuse by departmental employees, contractors, and

grantees.

(n) Department of Justice. All motor vehicles used for undercover

law enforcement activities or investigative work by the Department.

(o) Department of Labor. All motor vehicles used for investigative,

law enforcement, and compliance activities by the Employment and

Training Administration, Occupational Safety and Health Administration,

Employment Standards Administration, and the Mine Safety and Health

Administration.

(p) National Aeronautics and Space Administration. Motor vehicles

used for investigative or law enforcement activities.

(q) National Labor Relations Board. Motor vehicles used for

investigative activities by field offices.

(r) National Security Council. Motor vehicles used by the Central

Intelligence Agency.

(s) Nuclear Regulatory Commission. Motor vehicles used for the

conduct of security operations or in the enforcement of security

regulations.

(t) Office of Personnel Management. Motor vehicles used for the

investigative program of the Office of Personnel Investigations and

regional investigation activities.

(u) United States Postal Service. Motor vehicles that the Postal

Inspection Service uses for investigative and law enforcement

activities.

(v) Department of State. Motor vehicles used for protecting

domestic and foreign dignitaries and investigating passport and visa

fraud.

(w) Department of Transportation. Motor vehicles used for

intelligence, investigative, or security activities by the Office of

the Inspector General, the OST Office of Security, the Investigations

and Security Division and field counterparts in the U.S. Coast Guard,

the Office of Civil Aviation Security and field counterparts in the

Federal Aviation Administration, and the Idaho Division Office of Motor

Carriers in the Federal Highway Administration.

(x) Department of Treasury. Motor vehicles used by the U.S. Secret

Service; the Criminal Investigation Division and the Internal Security

Division of the Internal Revenue Service; motor vehicles used for

investigative activities by the Collection Division of the Internal

Revenue Service; motor vehicles used by the Office of Enforcement and

the Office of Inspection at the Bureau of Alcohol, Tobacco, and

Firearms; and motor vehicles used by the Office of Enforcement, Office

of Compliance Operations, and the Office of Internal Affairs at the

U.S. Customs Service.

(y) Department of Veterans Affairs. Motor vehicles used for

investigative activities by the Office of the Inspector General and

regional Field Examiners and Property Management Inspectors.

Sec. 102-34.200 What agencies have a special exemption from displaying

U.S. Government license plates and motor vehicle identification?

Motor vehicles assigned for the use of the President and the heads

of executive departments specified in 5 U.S.C. 101 are exempt from the

requirement to display motor vehicle identification. All motor

vehicles, other than those assigned for the personal use of the

President, will display official U.S. Government license plates.

Sec. 102-34.205 What license plates and motor vehicle identification

do we use on motor vehicles that are exempt from motor vehicle

identification and U.S. Government license plates?

Display the regular license plates of the State, Commonwealth,

territory or possession of the United States, or the District of

Columbia, where the motor vehicle is principally operated.

Sec. 102-34.210 What special requirements apply to exempted motor

vehicles operating in the District of Columbia?

If your agency wants to use regular District of Columbia license

plates for motor vehicles exempt from displaying U.S. government

license plates and motor vehicle identification, your agency head must

designate an official to authorize them. Provide the name and facsimile

signature of that official to the District of Columbia, Department of

Transportation, annually.

Sec. 102-34.215 Can GSA ask for a listing of exempted motor vehicles?

Yes. If asked, the head of each executive agency must submit a

report concerning motor vehicles exempted under this subpart. This

report, which has been assigned interagency report

[[Page 59600]]

control number 1537-GSA-AR, should be submitted to the: General

Services Administration, ATTN: MTV, Washington, DC 20405. Email:

[email protected]

Subpart C--Official Use of Government Motor Vehicles

Sec. 102-34.220 What is official use of a motor vehicle owned or

leased by the Government?

Official use of a motor vehicle is using a motor vehicle to perform

your agency's mission(s), as authorized by your agency.

Sec. 102-34.225 May I use a motor vehicle owned or leased by the

Government for transportation between my residence and place of

employment?

No, you may not use a Government motor vehicle for transportation

between your residence and place of employment unless your agency

authorizes such use after making the necessary determination under 31

U.S.C. 1344 and subpart 101-6.4 of this title. Your agency must keep a

copy of the written authorization within the agency and monitor the use

of these motor vehicles.

Sec. 102-34.230 May Government contractors use motor vehicles owned or

leased by the Government?

Yes, Government contractors may use Government motor vehicles when

authorized under applicable procedures and the following conditions:

(a) Motor vehicles are used for official purposes only and solely

in the performance of the contract.

(b) Motor vehicles cannot be used for transportation between

residence and place of employment, unless authorized in accordance with

31 U.S.C. 1344 and subpart 101-6.4 of this title.

(1) Establish and enforce suitable penalties against employees who

use, or authorize the use of, such motor vehicles for unofficial

purposes or for other than in the performance of the contract; and

(2) Pay any expenses or cost, without Government reimbursement, for

using such motor vehicles other than in the performance of the

contract.

Sec. 102-34.235 What does GSA do if it learns of unofficial use of a

motor vehicle owned or leased by the Government?

GSA reports the matter to the head of the agency employing the

motor vehicle operator. The employing agency investigates and may, if

appropriate, take disciplinary action under 31 U.S.C. 1349 or may

report the violation to the Attorney General for prosecution under 18

U.S.C. 641.

Sec. 102-34.240 How are Federal employees disciplined for misuse of

motor vehicles owned or leased by the Government?

If an employee willfully uses, or authorizes the use of, a motor

vehicle for other than official purposes, the employee is subject to

suspension of at least one month or, up to and including, removal by

the head of the agency (31 U.S.C. 1349).

Sec. 102-34.245 How am I responsible for protecting motor vehicles?

When a Government-owned or -leased motor vehicle is under your

control, you must:

(a) Park or store the vehicle in a manner that reasonably protects

it from theft or damage.

(b) Lock the unattended motor vehicle. (The only exception to this

requirement is when fire regulations or other directives prohibit

locking motor vehicles in closed buildings or enclosures.)

Sec. 102-34.250 Am I bound by State and local traffic laws?

Yes. You must obey all motor vehicle traffic laws of the State and

local jurisdiction, except when the duties of your position require

otherwise. You are personally responsible if you violate State or local

traffic laws. If you are fined or otherwise penalized for an offense

you commit while performing your official duties, but which was not

required as part of your official duties, payment is your personal

responsibility.

Sec. 102-34.255 Who pays for parking fees and fines?

You must pay parking fees while operating a motor vehicle owned or

leased by the Government. However, you can expect to be reimbursed for

parking fees incurred while performing official duties. Conversely, if

you are fined for a parking violation while operating a motor vehicle

owned or leased by the Government, payment is your personal

responsibility and you will not be reimbursed.

Sec. 102-34.260 Do Federal employees in motor vehicles owned or leased

by the government have to use safety belts?

Yes Federal employees must use safety belts, when there is a safety

belt.

Subpart D--Replacement of Motor Vehicles

Sec. 102-34.265 What are motor vehicle replacement standards?

Motor vehicle replacement standards specify the minimum number of

years in use or miles traveled at which an executive agency may replace

a Government-owned motor vehicle (see Sec. 102-34.280) .

Sec. 102-34.270 May we replace a Government-owned motor vehicle

sooner?

Yes. You may replace a Government-owned motor vehicle if it needs

body or mechanical repairs that exceed the fair market value of the

motor vehicle. Determine the fair market value by adding the current

market value of the motor vehicle plus any capitalized motor vehicle

additions (such as a utility body or liftgate) or repairs. Your agency

head or designee must review the replacement in advance.

Sec. 102-34.275 May we keep a Government-owned motor vehicle even

though the standard permits replacement?

Yes. The replacement standard is a minimum only, and therefore, you

may keep a Government-owned motor vehicle longer than shown in

Sec. 102-34.280 if the motor vehicle can be operated without excessive

maintenance costs or substantial reduction in resale value.

Sec. 102-34.280 How long must we keep a Government-owned motor

vehicle?

You must keep a motor vehicle owned or leased by the Government for

at least the years or miles shown in the following table:

Table of Minimum Replacement Standards

------------------------------------------------------------------------

Motor vehicle type Years a or Miles

-------------------------------------------------------------------a----

Sedans/Station Wagons............................. 3 60,000

Ambulances........................................ 7 60,000

Buses:

Intercity..................................... n/a 280,000

City.......................................... n/a 150,000

School........................................ n/a 80,000

Trucks:

Less than 12,500 pounds GVWR.................. 6 50,000

12,500-23,999 pounds GVWR..................... 7 60,000

24,000 pounds GVWR and over................... 9 80,000

4- or 6-wheel drive motor vehicles............ 6 40,000

------------------------------------------------------------------------

a Minimum standards are stated in both years and miles; use whichever

occurs first.

Subpart E--Scheduled Maintenance of Motor Vehicles

Sec. 102-34.285 What kind of maintenance programs must we have?

You must have a scheduled maintenance program for each motor

vehicle you own or lease. This requirement applies to motor vehicles

operated in any State, Commonwealth, territory or possession of the

United States, and the District of Columbia. The GSA Fleet will develop

maintenance

[[Page 59601]]

programs for GSA Fleet vehicles. The scheduled maintenance program

must:

(a) Meet Federal, State, and local emission standards;

(b) Meet manufacturer warranty requirements;

vehicle throughout its life; and

(d) Ensure that inspections and servicing occur as recommended by

the manufacturer or more often if local operating conditions require.

Sec. 102-34.290 Must our motor vehicles pass State inspections?

Yes your motor vehicles must pass State inspections, where

mandated.

(a) Each motor vehicle owned or leased by the Government must pass

Federally-mandated emission inspections in the jurisdictions in which

they operate when required by State motor vehicle administrations or

State environmental departments. You must reimburse State activities

for the cost of these inspections if the fee is not waived. GSA will

pay the cost of these inspections for motor vehicles leased from the

GSA Fleet.

(b) Motor vehicles owned or leased by the Government that are

exempted from the display of U.S. Government license plates and motor

vehicle identification must comply with emission and mechanical

inspection programs of the State, Commonwealth, territory or possession

of the United States or the District of Columbia in which they are

regularly operated. Your agency must pay for these inspections, unless

the fee is waived. Payment for these inspections for motor vehicles

leased from the GSA Fleet are the responsibility of the using agency.

Sec. 102-34.295 Where can we obtain help in setting up a maintenance

program?

For help in setting up a maintenance programs, contact the: General

Services Administration, Attn: MTV, Washington, DC 20405. Email:

[email protected]

Subpart F--Motor Vehicle Accident Reporting

Sec. 102-34.300 What forms do I use to report an accident involving a

motor vehicle owned or leased by the Government?

GSA recommends the following forms for use to report an accident in

any State, Commonwealth, territory or possession of the United States

and the District of Columbia. The forms should be carried in any motor

vehicle owned or leased by the Government.

(a) Standard Form 91, Motor Vehicle Accident Report. The motor

vehicle operator should complete this form at the time and scene of the

accident if possible, even if damage to the motor vehicle is not

noticeable.

(b) Standard Form 94, Statement of Witness. This form should be

completed by any witness to the accident.

Sec. 102-34.305 To whom do we send accident reports?

Send accident reports as follows:

(a) If the motor vehicle is owned or leased by your agency, follow

your internal agency directives.

(b) If the motor vehicle is managed by the GSA Fleet, report the

accident to GSA in accordance with subpart 101-39.4 of this title.

Subpart G--Disposal of Motor Vehicles

Sec. 102-34.310 How do we dispose of a motor vehicle in any State,

Commonwealth, territory or possession of the United States, or the

District of Columbia?

After meeting the replacement standards under subpart D of this

part, you may dispose of a Government-owned motor vehicle by

transferring the motor vehicle title, or manufacturer's Certificate of

Origin, to the new owner. Detailed instructions on the disposal process

are in parts 101-45 and 101-46 of this title.

Sec. 102-34.315 What forms do we use to transfer ownership when

selling a motor vehicle?

Use the following forms to transfer ownership:

(a) Standard Form 97, The United States Government Certificate to

Obtain Title to a Motor Vehicle, if both of the following apply:

(1) The motor vehicle will be retitled by a State, Commonwealth,

territory or possession of the United States or the District of

Columbia; and

(2) The purchaser intends to operate the motor vehicle on highways.

Note to Sec. 102-34.315(a)(2): Do not use Standard Form 97 if

the Government-owned motor vehicle is either not designed or not

legal for operation on highways. Examples are construction

equipment, farm machinery, and certain military-design motor

vehicles. Instead, use an appropriate bill of sale or award

document. Examples are Optional Form 16, Sales Slip-Sale of

Government Personal Property, and Standard Form 114, Sale of

Government Property--Bid and Award.

(b) Standard Form 97 is optional in foreign countries because

foreign governments may require the use of other forms.

Note to Sec. 102-34.315: The original Standard Form 97 is

printed on secure paper to identify readily any attempt to alter the

form. The form is also pre-numbered to prevent duplicates. State

motor vehicle agencies may reject certificates showing erasures or

strikeovers.

Sec. 102-34.320 How do we distribute the completed Standard Form 97?

Standard Form 97 is a 4-part set printed on continuous-feed paper.

Distribute the form as follows:

(a) Original SF 97 to the purchaser or donee.

(b) One copy to the owning agency.

of the motor vehicle.

(d) One copy under owning-agency directives.

Subpart H--Motor Vehicle Fueling

Sec. 102-34.325 How do we obtain fuel for motor vehicles?

You may obtain fuel for any motor vehicle owned or leased by the

Government by using:

(a) A Government-issued charge card;

(b) A Government agency fueling facility; or

Sec. 102-34.330 What Government-issued charge cards may I use to

purchase fuel and motor vehicle related services?

(a) You may use a fleet charge card specifically issued for this

purpose. These cards are designed to collect motor vehicle data at the

time of purchase. Where appropriate, State sales and motor fuel taxes

are deducted from fuel purchases by the fleet charge card services

contractor before your agency is billed. The GSA contractor issued

fleet charge card is the only Government-issued charge card that may be

used for GSA Fleet motor vehicles. For further information on acquiring

these fleet charge cards and their use, contact the: General Services

Administration, Attn: FCX, Washington, DC 20406.

(b) You may use a Government purchase card if you do not have a

fleet charge card or if the use of such a government purchase card is

required by your agency mission. However, the Government purchase card

does not collect motor vehicle data nor does it deduct State sales and

motor fuel taxes.

Sec. 102-34.335 What type of fuel do I use in motor vehicles?

(a) Use the grade (octane rating) of fuel recommended by the motor

vehicle manufacturer when fueling motor vehicles owned or leased by the

Government.

(b) Do not use premium grade gasoline in any motor vehicle owned or

leased by the Government unless the motor vehicle specifically requires

premium grade gasoline.

[[Page 59602]]

vehicles designed to operate on gasoline and used overseas unless:

(1) Such use would be in conflict with country-to-country or multi-

national logistics agreements; or

(2) Such gasoline is not available locally.

Sec. 102-34.340 Do I have to use self-service fuel pumps?

Yes. You must use self-service fuel pumps to the fullest extent

possible.

Subpart I--Federal Motor Vehicle Fleet Report

Sec. 102-34.345 What is the Federal Motor Vehicle Fleet Report?

The Federal Motor Vehicle Fleet Report is compiled by GSA annually

from information submitted by Federal agencies on motor vehicle

inventory, cost, and use data. GSA supplies copies of the report to the

Congress, Federal agencies, and other organizations upon request.

Recipients of this report use it to evaluate and analyze operations

and management of the Federal motor vehicle fleet.

Sec. 102-34.350 What records do we need to keep?

For owned motor vehicles, you are responsible for developing

adequate accounting and reporting procedures to ensure accurate

reporting of inventory, cost, and operational data needed to manage and

control motor vehicles.

Sec. 102-34.355 When and how do we report motor vehicle data?

(a) Within 75 calendar days after the end of the fiscal year, use

Standard Form 82, Agency Report of Motor Vehicle Data, to report motor

vehicle inventory, cost, and operating information. Send the Standard

Form 82 to the: General Services Administration, Attn: MTV, Washington,

DC 20405. Email: [email protected]

(b) Use separate forms to report data for domestic and foreign

fleets.

(1) For motor vehicles lent to another agency during the reporting

period, the owning agency reports all data.

(2) For motor vehicles transferred from one owning agency to

another, each agency reports data for the time it retained

accountability.

also complete the Standard Form 82 electronically using a computerized

input medium. For further information, contact the: General Services

Administration, Attn: MTV, Washington, DC 20405. Email:

[email protected]

Subpart J--Forms

Sec. 102-34.360 How do we obtain the forms prescribed in this part?

See Sec. 102-2.135 of this chapter for how to obtain forms

prescribed in this part.

Dated: October 19, 1999.

David J. Barram,

Administrator of General Services.

[FR Doc. 99-27747 Filed 11-1-99; 8:45 am]

BILLING CODE 6820-24-P

This is a copy of a public record, reproduced as it was published. It is not legal advice, and it may not be the version a court would rely on. Check the official source before you cite it.