ADS 536 - Use and Control of Official Vehicles

[Pages:27]ADS Chapter 536 Use and Control of Official Vehicles

Partial Revision Date: 06/19/2020 Responsible Office: M/MS/OMD File Name: 536_061920

06/19/2020 Partial Revision

Functional Series 500 - Management Services ADS 536 - Use and Control of Official Vehicles POC for ADS 536: Leslie Petersen, (202) 921- 5023, lpetersen@

Table of Contents

536.1

OVERVIEW .......................................................................... 4

536.2

PRIMARY RESPONSIBILITIES ........................................... 4

536.3

POLICY DIRECTIVES AND REQUIRED PROCEDURES.... 5

536.3.1

Official Use ........................................................................................... 5

536.3.2

Motor Pools .......................................................................................... 6

536.3.3

Vehicle Classification Standards ....................................................... 6

536.3.4

Fleet Size and Composition ................................................................ 7

536.3.5 536.3.5.1 536.3.5.2 536.3.5.3 536.3.5.4 536.3.5.5 536.3.5.6 536.3.5.7

Acquisition of OE Vehicles ................................................................. 8 Criteria for Owning Versus Leasing Vehicles ......................................... 8 Standardization ...................................................................................... 9 Limitations on Class and Cost of Vehicles ............................................. 9 Waivers/Foreign-Produced Vehicles.................................................... 10 How and Where to Buy U.S.-Produced Vehicles ................................. 11 Fully Armored Vehicles (FAVs) ............................................................ 12 Lightly Armored Vehicles (LAVs) ......................................................... 12

536.3.6

Gasoline for Use in Motor Vehicles.................................................. 12

536.3.7

Replacement of USAID Vehicles ...................................................... 13

536.3.8

Disposal of Vehicles .......................................................................... 15

536.3.9

Liability and Insurance for Official Vehicles.................................... 16

536.3.10

Reporting Accidents Involving Government-Owned or Leased Vehicles .............................................................................................. 16

536.3.11 Vehicle Accident Claims ................................................................... 17

536.3.12 536.3.12.1 536.3.12.2 536.3.12.3

Maintenance of Vehicles ................................................................... 17 General Vehicle Maintenance .............................................................. 17 LAV Maintenance ................................................................................ 18 FAV Maintenance ................................................................................ 19

*An asterisk and yellow highlight indicate that the adjacent material is new for this chapter or substantively revised.

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536.3.13 Safe Driving Awards .......................................................................... 21

536.3.14 536.3.14.1 536.3.14.2 536.3.14.3

Required Records and Reports ........................................................ 21 Mission Records and Reports .............................................................. 21 Other Required Mission Reports For Submission to M/AS/OMS ......... 22 USAID/W Records and Reports........................................................... 23

536.4

MANDATORY REFERENCES ........................................... 23

536.4.1

External Mandatory References ....................................................... 23

536.4.2

Internal Mandatory References ........................................................ 24

536.4.3

Mandatory Forms .............................................................................. 24

536.4.4

Optional Forms .................................................................................. 25

536.5

ADDITIONAL HELP ........................................................... 25

536.6

DEFINITIONS..................................................................... 25

*An asterisk and yellow highlight indicate that the adjacent material is new for this chapter or substantively revised.

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ADS 536 - Use and Control of Official Vehicles

536.1

OVERVIEW

This chapter specifies Agency policies and procedures governing the management of USAID's owned or leased motor vehicles. The chapter addresses the acquisition, use, replacement, disposal, recordkeeping, and reporting of official vehicles.

536.2

PRIMARY RESPONSIBILITIES

Effective Date: 06/19/2020

a. The Principal USAID Officer at each post is ultimately responsible for ensuring that motor vehicles are managed in accordance with this ADS chapter and 6 FAM 228, Use and Control of Official Vehicles.

b. The USAID Executive Officer (EXO) at post is responsible for providing administrative direction and oversight for proper maintenance and control of the Mission's vehicles, to include:

Management and operation of the motor pool;

Maintenance of vehicle records;

Preparation and submission of required reports;

Control of vehicle use (including host government-owned vehicles under USAID custody);

Recommendations for vehicle replacement and adjustments to fleet size and configuration;

Disposal of vehicles;

Review of trip records (Form OF 108, Daily Vehicle Usage Report) to monitor vehicle use;

Establishment of maintenance schedules to meet maintenance and warranty requirements; and

Development and implementation of Standardization Plans, as appropriate.

c. The Chief, Bureau for Management, Office of Management Services, Overseas Management Division (M/MS/OMD) is responsible for

Determining Agency-wide policy and criteria for vehicles and fleet size configuration;

*An asterisk and yellow highlight indicate that the adjacent material is new for this chapter or substantively revised.

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Approving Standardization Plans in accordance with ADS 534, Personal Property Management Overseas;

Consolidating and submitting Agency annual vehicle reporting requirements (e.g., COBRA, Federal Automotive Statistical Tool (FAST), Vehicle Capitalized Asset Report); and

Maintaining the Agency's Motor Vehicle Inventory.

d. The Office of Security (SEC) is responsible for the acquisition and assignment of fully armored vehicles (FAVs). SEC also funds the application of light armor to USAID-owned vehicles for designated posts. (See ADS 563, Armored Vehicle Program)

e. The Bureau for Humanitarian Assistance (BHA) is responsible for the acquisition, proper use, reporting, and disposal of its vehicles. However, BHA must follow host Mission motor vehicle procedures whenever a BHA unit is located within an established USAID Mission.

f. The Office of Procurement (M/OP) is responsible for issuing the annual motor vehicle source/origin update cable.

536.3

POLICY DIRECTIVES AND REQUIRED PROCEDURES

Unless otherwise noted, the policies and procedures in this chapter apply to all USAID Mission vehicles, including program- and trust-funded vehicles in the custody of the USAID Mission.

The Uniform STATE/USAID Regulations found in 6 FAM 228 are the basic directives for the management of USAID's overseas vehicle fleet. The following USAID-specific policies and procedures supersede 6 FAM 228 whenever there is a conflict of instructions between the two directives. (For seat belt requirements, see ADS 529.3.2)

536.3.1

Official Use

Official use is for purposes that are directly related to the conduct of U.S. Government business. Federal statutory law mandates a minimum one-month suspension without pay for an employee who willfully uses or authorizes the use of a government vehicle for other than official use. Penalties may exceed this one-month minimum, up to and including removal from office.

*An asterisk and yellow highlight indicate that the adjacent material is new for this chapter or substantively revised.

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536.3.2

Motor Pools

USAID Missions having two or more vehicles available for general use must operate these vehicles as a motor pool. This means they must make the vehicles available for the use of all officers or employees who need vehicles for official purposes.

Only the Mission Director may be provided a dedicated vehicle. This does not preclude the use of the dedicated vehicle for other requirements when necessary.

Mission motor pool costs are generally funded from the Operating Expense (OE) account, even though there may be some use of the motor pool by program-funded Mission personnel. However, when the volume of transport activity by program-funded personnel indicates that separate program-funded vehicles and/or drivers are justified, program funds must be used to purchase, equip, and maintain separate vehicles and/or drivers. Such program-funded costs must be charged to the Strategic Objective that most directly relates to the need for program-funded motor vehicle operations. Program-funded motor vehicles and drivers are to be used predominantly by programfunded individuals for program purposes.

The transportation requirements, including operation and maintenance costs, of program-funded activities must be built into the budget for those program activities. To the extent practical, program-funded vehicles for host country and contractor use must be host country titled. (See AIDAR 752.245-71, Title to and Care of Property ) Use and control, as well as operation and maintenance costs, then become the program activity manager's responsibility through specific provisions in the Strategic Objective Agreement. USAID Mission OE-funded transportation must not be used, except in extenuating circumstances.

536.3.3

Vehicle Classification Standards

GSA Standard No. 122 (updated annually) is as follows:

(Note: These vehicles are classified according to the current edition of the General Service Administration (GSA) Federal Vehicle Standards, available at )

Sedan Class

Station Wagon Class

Description

IB

I

Subcompact

II

II

Compact

III

III

Mid-size

IV

IV

Large

*An asterisk and yellow highlight indicate that the adjacent material is new for this chapter or substantively revised.

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536.3.4

Fleet Size and Composition

USAID Mission vehicles from any funding source, leased or owned, must be limited to the number required for official purposes. "Other Authorized Use," as outlined in 6 FAM 228.2-2, must not interfere with the availability of vehicles for "business use," nor must any additional vehicles be acquired for these purposes. The size and composition of fleets depend, in part, on the availability of local public transportation, security conditions, and USAID Mission administrative and program support requirements.

a. Established USAID Missions

Established USAID Missions with more than six vehicles must annually conduct a dispatch analysis to determine if the post has the correct number and distribution of vehicles and drivers. (See 6 FAM 228.1-2(B)(4)) Form AID 540-3, Dispatch Analysis for Motor Pools, may be used for making a dispatch analysis. This form can be ordered in 50-sheet pads from USAID/W, Attention, M/AS/CPD.

b. New or Restructured Missions

Newly established USAID Missions and USAID Missions, Bureaus, and Offices anticipating significant staffing changes lack usage statistics. Therefore, they must use the following guidelines:

(1) For a Mission Director or USAID Representative: One vehicle.

(2) For every four professional positions at the Mission (e.g., USDH, PSC, FSN, TCN): Do not exceed one Class II or Class III sedan or station wagon, minivan, or utility-type vehicle.

(3) For Communications and Records (C&R) if the Mission provides mail runs or similar services: One pickup truck or van.

(4) For every 20 residences for which the post provides full maintenance service: One pickup truck or van.

(5) For every 30 American employees, Direct Hire or Contract, for which the USAID Mission provides full logistic support: One truck with two tons or more cargo capacity.

NOTE: Fractions of the above numbers are to be rounded up. For example, 25 residences requiring full maintenance support would warrant having two pickup trucks or small vans for maintenance support.

*An asterisk and yellow highlight indicate that the adjacent material is new for this chapter or substantively revised.

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536.3.5

Acquisition of OE Vehicles

The Agency must acquire operating expense (OE) vehicles through lease or purchase per the following procedures. (Note: Source origin policies and limitations applicable to vehicles are found in ADS 312.5.3b)

536.3.5.1 Criteria for Owning Versus Leasing Vehicles

By law, long-term-leased vehicles must be U.S. produced, unless a waiver is obtained from the Mission Director. Rental and short-term lease of foreign-made vehicles is permissible without a waiver when the need is occasional, with no pattern of constant use, for example, when a motor vehicle is in the repair shop or to meet short-term requirements.

Note: For purposes of vehicles, a long-term lease is either a single lease term of more than 60 days or a repetitive or intermittent lease under a single activity or program within a one-year period, totaling more than 60 days. Rentals and short-term leases apply to contracts for a period of less than 60 continuous days.

In determining whether it is more cost effective to own or lease a vehicle, the following factors must be considered:

a. The existence of local commercial leasing facilities having U.S.-produced vehicles.

b. Economic factors, which must include:

(1) A comparison between the purchase price of a vehicle and the cost of leasing;

(2) Maintenance and repair costs;

(3) Operating costs and proceeds from sale in comparison with annual lease costs;

(4) Length of lease agreement; and

(5) Contract maintenance and repair costs, if applicable.

The comparison must be made for similar makes and models of vehicles.

c. Security (i.e., the need for armored vehicles).

*An asterisk and yellow highlight indicate that the adjacent material is new for this chapter or substantively revised.

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