Attachment 1- PWS Appendix 6_Fleet Management Handbook.pdf

U.S. Immigration and Customs Enforcement (ICE) Office of Asset and Facilities Management Fleet Management Manual

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Title:

ICE Fleet Management Manual

Domain: Fleet Management

Version Number: 1.0 No.: AMD-FMU-01

Applicable Organization: Effective Date: 15 Aug 23

Office of Asset & Facilities Management

Approval: J. K. Ingalsbe, A/D OAFM Signature:

Date: 15 Aug 2023

Table of Contents

1 INTRODUCTION

1.1 Purpose

1.2 Scope and Applicability

1.3 Authorities

1.4 References

2 FLEET ROLES AND RESPONSIBILITIES

2.1 ICE Asset Management Division

2.1.1 Division Chief

2.1.2 Unit Chief, Fleet Management

2.1.3 Fleet Program Officers (FPO)

2.1.4 Component Organization Program Coordinator (COPC)

2.2 Headquarters Program Offices

2.2.1 Program Office Division/Unit Chief

2.2.2 Headquarters Program Fleet Manager (HPFM)

2.2.3 Program Office Fleet Card Coordinator (PFC)

2.3 Fleet Operations Roles

2.3.1 Assistant Directors, ICE Programs

2.3.2 Fleet Supervisors

2.3.3 Vehicle Control Officer (VCO)

2.3.4 Vehicle Operators

3 OVERVIEW OF FLEET MANAGEMENT SYSTEMS

3.1 General

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3.2 Sunflower Asset Management System (SAMS)

3.2.1 Overview

3.2.2 Account Request and Access

3.3 Fleet H.O.M.E

3.3.1 Overview

3.3.2 Change Control Process

3.4 GSAFleet.gov

3.4.1 Overview

4 OFFICIAL USE OF GOVERNMENT MOTOR VEHICLE

4.1 General

4.2 Overview

4.3 Use of ICE-Owned, Leased, or Rented Motor Vehicles on Temporary Duty (TDY)

4.4 Use of ICE-Owned, Leased, or Rented Motor Vehicles for Home-to-Work (HtW)

4.5 Permissible and Impermissible Uses

4.6 Reporting Government Vehicle Data for the Department of Homeland Security (DHS) STOP Asset and Vehicle Excess (SAVE) Act

4.6.1 Overview

4.6.2 How and when is data collected/reported

5 MOTOR VEHICLE PARKING, STORAGE, AND SAFEGUARDING ICE-OWNED,

LEASED, OR RENTED MOTOR VEHICLES

5.1 General

5.2 Overview

5.3 Parking

5.4 Safeguarding ICE-Owned, Leased or Rented Motor Vehicles

5.4.1 Stolen Vehicles

6 GOVERNMENT MOTOR VEHICLE ACQUISITIONS

6.1 General

6.2 Acquisition Planning

6.2.1 Determination of Need

6.2.2 Budgeting/Vehicle Funding

6.2.3 Motor Vehicle Replacement Standards

6.3 Vehicle Allocation Methodology (VAM)

6.4 Motor Vehicle Procurement Methods

6.4.1 Purchase

6.4.1.1 General Services Administration (GSA) AutoChoice

6.4.1.2 GSA Automotive Express Desk

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6.4.1.3 Department of State (DoS)

6.4.1.4 GSA Multiple Award Schedule (Self Acquisition)

6.4.2 Leasing

6.4.3 Transfers from Other Agencies

6.4.4 Retain for Official Use (Seized or Forfeited Vehicles)

6.4.5 Insurance Settlement

6.5 Motor Vehicle Procurement Requests

7 DELIVERY/RECEIPT AND COMMISSIONING

7.1 General

7.2 Fleet Card

7.3 Delivery/Receipt

7.4 Capitalization of Assets

7.5 Motor Vehicle Registration

7.6 License Plates

7.6.1 GSA Leased License Plates

7.6.2 DHS License Plates

7.6.2.1 Request for DHS License Plates

7.6.2.2 Accounting for DHS License Plates

7.6.2.3 Displaying DHS License Plates

7.6.2.4 Exceptions for Displaying DHS License Plates

7.6.2.5 Transfer of Motor Vehicles with DHS License Plates within ICE

7.6.2.6 Missing, Lost, Stolen DHS License Plate

7.6.2.7 Retirement (Disposal) of DHS License Plates for Motor Vehicles Sold/Transferred Outside of ICE

7.6.2.8 Retirement (Disposal) of State License Plates for Motor Vehicles Sold/Transferred Outside of ICE

7.6.2.9 ICE Official Business Government Vehicle Parking Placards

8 MAINTENANCE, INSPECTION, AND REPAIR

8.1 General

8.2 Scheduled Maintenance

8.3 Unscheduled Maintenance

8.4 GSA Leased Motor Vehicles

8.5 Motor Vehicle Inspection

8.5.1 State Inspection for Government Motor Vehicles

8.5.2 ICE Motor Vehicle Inspection Checklist

8.6 Motor Vehicle Repair

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8.6.1 Recalls

8.6.2 Warranty Repairs

8.6.3 Use of Commercial Service Facilities

9 ACCIDENT AND INCIDENTS INVOLVING ICE-OWNED/LEASED MOTOR

VEHICLES

9.1 General

9.2 Required Accident/Incident Reporting

10 MOTOR VEHICLE RETIREMENT (DISPOSAL)

10.1 General

10.2 ICE-Owned Motor Vehicle Retirement (Disposal/Replacement Criteria)

10.2.1 General Services Administration (GSA) Leased Motor Vehicle Replacement

10.3 Disposal (Retirement) Process

10.4 License Plate Disposal

11 MOTOR VEHICLE RECORDS MANAGEMENT

GLOSSARY

ACRONYMS

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1 Introduction

1.1 Purpose

This Manual establishes ICE policies and general procedures for the acquisition, utilization, maintenance, tracking, replacement, and disposal of motor vehicles and fleet management activities to ensure compliance with federal statutes and regulations as well as Department of Homeland Security mandates.

1.2 Scope and Applicability

The policies and procedures outlined in this document cover all ICE owned and leased motor vehicles, and apply to all ICE employees, authorized contractors, and assigned personnel who operate, handle, or have responsibility for ICE fleet assets. Program offices must develop and maintain internal controls that provide reasonable assurance that all assets are managed in accordance with the requirements set forth in this manual. All existing and future ICE-wide handbooks and standard operating procedures (SOPs) related to fleet management must be revised or written to comply with the procedures set forth in this document and related authorities. Programs may issue additional SOPs that provide more detailed guidance for fleet management if they are in keeping with the purpose, requirements and structure of the policies defined in this Manual.

1.3 Authorities

PUBLIC LAW 115–38, DHS Stop Asset and Vehicle Excess Act

Energy Policy Act (EPAct) of 1992

18 U.S.C. § 641, Public Money, Property, or Records

28 U.S.C. §§ 1346(b) & 2671-2680, Federal Tort Claims Act

31 U.S.C. § 1344, Passenger Carrier Use

31 U.S.C. § 1349(b), Adverse Personnel Actions

42 U.S.C. § 13212, Minimum Fleet Requirement

49 U.S.C. § 313, Commercial Motor Vehicle Operators

5 C.F.R. §§ 930-101-115, Motor Vehicle Operators

5 C.F.R. § 2635.704, Use of Government Property

29 C.F.R. § 1926.601(b)(14), Motor Vehicles

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29 C.F.R. § 1960, Basic Program Elements for Federal Employee Occupational Safety and Health Programs and Related Matter

40 C.F.R. §§ 383-384, Commercial Driver’s License Standards; Requirements and Penalties

41 C.F.R. § 101-26, Procurement Sources and Programs

41 C.F.R. § 101-26.501(b)-(c), Purchase of New Motor Vehicles

41 C.F.R. §§ 101-101.26.4902-1424, Federal Property Management Regulations

41 C.F.R. § 102-2, Federal Management Regulation System

41 C.F.R. § 102-34.85-345, Motor Vehicle Management

41 C.F.R. § 102-36, Disposition of Excess of Personal Property

41 C.F.R. § 102-37, Donation of Surplus Personal Property

41 C.F.R. § 102-38, Sale of Personal Property

41 C.F.R. § 102-39, Exchange/Sale

41 C.F.R. § 102-41, Disposition of Seized or Forfeited Personal Property

41 C.F.R. § 102-5, Home-to-Work Transportation

48 C.F.R. § 12, Acquisition of Commercial Items

48 C.F.R. § 13, Simplified Acquisition Procedures

48 C.F.R. § 13.301, Government-wide Commercial Purchase Card

48 C.F.R. § 201, Federal Acquisition Regulation (FAR) System

49 C.F.R. § 396, Inspection, Repair, and Maintenance

49 C.F.R. § 383.91, Commercial Motor Vehicle Groups

FAR 7.401 Acquisition Considerations

Department of State Foreign Affairs Manual

DHS Motor Vehicle Minimum Utilization Criteria

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DHS Motor Vehicle Fleet Program Bulletin 2023-001

GSA FMR Bulletin B-2, Wireless Phone Use in U.S. Government Vehicles

GSA FMR Bulletin B-3, Use of Tobacco Products in U.S. Government Vehicles

GSA FMR Bulletin B-6, Proceeds from Sale of Agency-Owned Vehicles

GSA FMR Bulletin B-15, Requirements for Management Information Systems in Federal Vehicle Fleets

GSA FMR Bulletin B-19, Increasing the Fuel Efficiency of the Federal Motor Vehicle Fleet

GSA FMR Bulletin B-29, Accurately Reporting Passenger Vehicle Inventory within the Federal Automotive Statistical Tool

GSA FMR Bulletin B-30, Vehicle Allocation Methodology for Agency Fleets

GSA FMR Bulletin B-33, Alternative Fuel Vehicle Guidance for Law Enforcement and Emergency Vehicle Fleets

GSA FMR Bulletin B-35, Home-to-Work Transportation

GSA FMR Bulletin B-38, Indirect Costs of Motor Vehicle Fleet Operations

GSA FMR Bulletin B-43, Vehicle Allocation Methodology for Agency Fleets

GSA FMR Bulletin B-48, Guidance on Exchange/Sale Financial Accounting for Personal Property

United States Government Self-insurance Information, Proof of Insurance for Vehicles Owned By ICE

Executive Order 12375 dated August 4, 1982, “Motor Vehicles”

Executive Order 12731 dated October 17, 1990, “Principles of Ethical Conduct for Federal Employees”

Executive Order 13043 dated April 18, 1997, “Increasing Seat Belt Use in the United States”

Executive Order 13513 dated October 1, 2009, “Federal Leadership on Reducing Text Messaging While Driving”

Executive Order 14057 dated December 8, 2021, “Catalyzing Clean Energy Industries and Jobs Through Federal Sustainability”

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1.4 References

Environmental Protection Agency (EPA) Guidance for Implementing Section 141 of the Energy Independence and Security Act of 2007 (EISA): Federal Vehicle Fleets and Low Greenhouse Gas-Emitting Vehicles, Manual, EPA-420-B-10-008, February 2010

Department of Energy (DOE) Guidance for Implementing Section 701 of the Energy Policy Act (EPAct) of 2005

National Archives and Records Administration General Records Schedules

OMB Circular A-123, Appendix B

DHS Instructional Manual 119-06-001-01, Revision 1, Motor Vehicle Fleet Program dated February 2, 2017

DHS MD 0510, Motor Vehicle Fleet Management

DHS MD 1020, Fleet Card Program

DHS MD 112-05, Home-to-Work Transportation Programs

DHS MD 112-05-001, Revision 1, Home-to-Work Transportation Instructions

DHS Motor Vehicle Fleet Program Bulletin 2023-001 Home-to-Work Daily Mileage Requirement

DHS P-Card Manual, Chapter 3 Financial Management and Accounting, Section 3.2 Travel, Purchase and Fleet Cards, Part 3.2.2 Purchase Card Manual

ICE Delegation Order No. 001-2021, Delegation of Authority to Settle Certain Claims for Damage to ICE Government Owned Vehicles

ICE Personal Property Management Directive

ICE Personal Property Operations Handbook (PPOH)

ICE Purchase Card Procedure Manual

ICE Travel Handbook

ICE Office of Financial Management Personal Property Impairments Standard Operating Procedures (SOP)

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2 Fleet Roles and Responsibilities The following guidelines govern roles and responsibilities for personnel who are engaged in ICE Fleet Management. The Assistant Director, Office of Asset and Facilities Management, is the sponsor of this manual and is the only individual authorized to approve changes to the policies and procedures outlined in this manual, in accordance with ICE Delegation Order 002-2023, Delegation of Authority to serve as the U.S. Immigration and Customs Enforcement Fleet Manager.

2.1 ICE Asset Management Division

2.1.1 Division Chief

The Chief, Asset Management Division (AMD) within the Office Asset and Facilities Management (OAFM), has oversight on all agency asset management responsibilities, which includes fleet and personal property, and exercises authority over decisions regarding asset management and corresponding policies and procedures.

2.1.2 Unit Chief, Fleet Management

The Chief, Fleet Management Unit (FMU), administers and oversees the management of fleet assets for ICE ensuring compliance with DHS and other federal laws related to fleet. The FMU Chief is responsible for adjudicating all Fleet H.O.M.E. change requests and determining if requests align to mission requirements. The FMU Chief compiles a list of all approved change requests and presents the requests to the Change Advisory Board (CAB) for final approval prior to change request implementation.

2.1.3 Fleet Program Officers

The Fleet Program Officers (FPO) coordinate and collaborate with the Programs on fleet matters, including vehicle acquisition, disposal, and policy and governance.

2.1.4 Component Organization Program Coordinator

The Component Organization Program Coordinator (COPC) serves as the liaison between ICE, DHS, Citi, WEX, and program offices. Reference the Chapter 3 Part 3.2 Section 3.2.3 ICE Fleet Card Manual.

2.2 Headquarters Program Offices

2.2.1 Program Office Division/Unit Chief

Program Office Division/Unit Chief is the program operations lead for fleet management mission support.

2.2.2 Headquarters Program Fleet Manager

Headquarters Program Fleet Managers (HPFMs) are designated in writing (HPFM Designation Letter) by each Program Office Division/Unit Chief and shall have oversight for his/her area of jurisdiction, to provide day-to-day management and oversight of the program fleet office motor vehicles in accordance with government-wide, DHS, and ICE standards, and to ensure accurate https://icegov.sharepoint.com/sites/insight/mgt/oafm/oaa/fmu/Documents/pdf/fleetCardManual_ch3sec3.2part3.2.3.pdf https://icegov.sharepoint.com/sites/insight/mgt/oafm/oaa/fmu/Documents/pdf/fleetCardManual_ch3sec3.2part3.2.3.pdf https://icegov.sharepoint.com/sites/insight/mgt/oafm/oaa/fmu/Documents/doc/hqHPFM_DesignationLetter.docx https://icegov.sharepoint.com/sites/insight/mgt/oafm/oaa/fmu/Documents/doc/hqHPFM_DesignationLetter.docx

01 August 2023 10 accounting, reporting, data management responsibilities, and maintenance activities of all program office fleet-related activities outlined in the designation letter and this Manual.

Additionally, HPFMs shall ensure mileage and trips taken entries are made in Fleet H.O.M.E.

and review reports in Fleet H.O.M.E. to identify operational deficiencies and non-compliance.

HPFMs are responsible for providing communications, training, and support for Fleet H.O.M.E.

to their assigned program. For any future Fleet H.O.M.E. enhancements, HPFMs are responsible for initiating the Change Management Request and serve as the Point-of-Contact (POC) for all information pertaining to the requested change.

2.2.3 Program Office Fleet Card Coordinator

The Program Office Fleet Card Coordinator (PFC) is designated in writing by the Headquarters Program Office Director and is the overall fleet card coordinator for a program office. For roles and responsibilities, reference the Fleet Card Management Intranet Site.

2.3 Fleet Operations Roles

2.3.1 Assistant Directors, ICE Programs

The Program Assistant Director is the HQ-level executive for each Program Office that is responsible for the law enforcement operations for that Program. Assistant Directors will ensure that all vehicle operators under their purview are:

• Utilizing GOVs for official government business, to include Home-to-Work responsibilities;

• Adhering to the policies within this Manual;

• Ensuring vehicle operators and VCOs are utilizing Fleet H.O.M.E.; and

• Consulting with the AMD Chief ensuring fleet policies and operations are being properly executed by Program Offices.

2.3.2 Fleet Supervisors

Fleet Supervisors can be Law Enforcement Officers (LEOs), SACs, ASACs, FODs, AFODS, Group Supervisors, or Administrative Officers, depending on the ICE Program Office or organization. Fleet Supervisors:

• Ensure vehicle operators are using GOVs only for official government business and as authorized by laws and policies outlined in this Manual;

• Ensure vehicle operators and VCOs are utilizing Fleet H.O.M.E. on a daily basis;

• Ensure that vehicle operators are complying with fleet card duties and requirements;

• Ensure that all direct reports and vehicle operators within their area of responsibility are adhering to the policies and procedures outlined in this Manual;

• Ensure all emergency purchases on the fleet card are followed up with a Fleet Card

Transaction Worksheet (FCTW) 1502 by way of Transaction Request with signature of approvals with Fleet H.O.M.E., reference the Chapter 3 Section 3.2 Part 3.2.3 ICE Fleet Card Manual.

https://icegov.sharepoint.com/sites/insight/mgt/oafm/oaa/fmu/Pages/fleetCard.aspx https://icegov.sharepoint.com/sites/insight/mgt/oafm/oaa/fmu/Pages/fleetCard.aspx

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2.3.3 Vehicle Control Officer

The Vehicle Control Officer (VCO) is responsible for the accountability and safeguarding of vehicle assets, as well as the overall accuracy of the information recorded in the automated information system. The VCO plays a significant role in managing the ICE fleet. The VCO responsibilities include, but are not limited to:

• Monitoring vehicle operations within his or her delegated area of responsibility and ensuring compliance with all applicable provisions of this Manual;

• Maintaining liaison with his or her immediate HPFM regarding changing vehicle operational and reporting requirements;

• Preparing and maintaining records, reports and, as required, submitting them to GSA, their HFPM, or FMU;

• Monitoring compliance with reporting daily mileage and trips taken in Fleet H.O.M.E.;

• Reviewing reports in Fleet H.O.M.E. to identify operational deficiencies and non-compliance;

• Verifying that vehicle expenses are reconciled and documented by vehicle operators in the Operations Log and Transaction Request modules in Fleet H.O.M.E.;

• Ensuring all vehicles within their delegated area receive regular scheduled maintenance and ensure operators (or the responsible individual) take the vehicle in for service/maintenance;

• On at least a quarterly basis, the VCO shall inspect each vehicle to ensure the safe and serviceable operation of all assigned vehicle equipment (e.g., accident packet, jack, spare tire, etc.). Any major deficiencies shall be immediately addressed in accordance with ICE directives and acquisition regulations. The VCO shall prepare a status report outlining the results of the quarterly inspection for submission to his or her HPFM.

2.3.4 Vehicle Operators

Vehicle operators are ICE employees or authorized contractors that operate any motor vehicle within ICE’s fleet inventory. Vehicle operators are responsible for:

• Utilizing Fleet H.O.M.E. for reporting vehicle utilization each day a vehicle is used. This includes HtW reporting and SAVE Act reporting;

• Ensuring that a Fleet Card Transaction Worksheet (FCTW) 1502 is completed for all products, vehicle repairs and maintenance service equal to or greater than $100, excluding fuel, car washes, emergency repairs, or single purchases not to exceed $2,500 by way of Transaction Request within Fleet H.O.M.E., prior to goods being procured and services being performed;

• Ensuring that fleet card transactions are validated monthly by way of the Operation Log within in Fleet H.O.M.E. by the 18th calendar day of the following month;

• Maintaining HtW certifications in Fleet H.O.M.E. HtW certified drivers should also keep a local record of their HtW certification for personnel purposes, as directed by their Program;

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• Ensuring use of ICE vehicles and fleet cards is only for official purposes and within the scope of their duties;

• Ensure operators take in assigned vehicles for service and/or maintenance, as needed;

• Reporting any damage to a government vehicle within 1-day following an accident and following procedures in this manual; and

• Adhering to all policies within this Manual.

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3 Overview of Fleet Management Systems

3.1 General

Federal Management Regulation (FMR) § 102-34.340 requires Agencies to have a Fleet Management Information System (FMIS) to assist with managing their motor vehicles. In lieu of a single system, ICE uses Sunflower Asset Management System (SAMS), Fleet H.O.M.E., GSA AutoChoice, GSA Fleet DriveThru, Citibank Manager and Wright Express (WEX) fleet card systems (including WEX Online), GSAFleet.gov, Federal Financial Management System (FFMS), WebView, and Access databases along with SharePoint custom tools for: Report of Survey (ROS), Home-to-Work (HtW) reporting, SAVE Act reporting, and vehicle disposal.

Reference the FMU Links & Resources intranet site for frequently used systems.

3.2 Sunflower Asset Management System

3.2.1 Overview

SAMS is used to track the lifecycle of all accountable personal property owned or leased by ICE.

All government-owned and leased motor vehicles are accountable property and subject to controls intended to track the lifecycle (acquisition, transfer, and disposal events). The controls being used guard against loss, fraud, waste, and abuse, while taking into consideration efficiency and effectiveness.

HPFMs are responsible for creating/entering and updating motor vehicle records in SAMS, which includes, but is not limited to:

• Submitting initial event (acquisition) receiving data;

• Capitalizing motor vehicles;

• Transferring motor vehicles;

• Final eventing of motor vehicles; and

• Producing requisite reports.

SAMS shall not be used for motor vehicle utilization reporting, such as meter readings and work orders. All ICE government owned and leased motor vehicles shall report their daily mileage through Fleet H.O.M.E. All agency owned motor vehicle maintenance activity shall be done through Fleet H.O.M.E. Maintenance activity requests for GSA leased vehicles shall be processed through GSA’s Maintenance Control Center (MCC).

For access or technical assistance with adding and updating motor vehicle information in SAMS, contact the OAFM Asset Management Division’s, Property Management Unit.

3.2.2 Account Request and Access

Reference the SAMS User Request and Access site. Training is required before SAMS access is granted.

https://icegov.sharepoint.com/sites/insight/mgt/oafm/oaa/fmu/Pages/links.aspx https://icegov.sharepoint.com/sites/sams/SitePages/SAMS%20User%20Access%20Request.aspx

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3.3 Fleet H.O.M.E.

3.3.1 Overview

Fleet H.O.M.E. is the ICE system of record for leased and owned motor vehicle utilization reporting, fleet card transaction requests, fleet card review and approval, and to facilitate the disposal of ICE owned vehicles. ICE is required by regulation (41 CFR § CFR 102-34) to have a Fleet Management Information System (FMIS) at the department or agency level that — (a) Identifies and collects accurate inventory, cost, and use data that covers the complete lifecycle of each motor vehicle (acquisition, operation, maintenance, and disposal); and (b) Provides the information necessary to satisfy both internal and external reporting requirements. ICE programs are required to use Fleet H.O.M.E. for fleet reporting and management, as stipulated in the designation memo of December 28, 2021. Fleet H.O.M.E. has both a desktop and a mobile application version offering for flexibility in vehicle reporting from any location. Vehicle operators are required to report daily mileage and trips taken via Fleet H.O.M.E.

To access ICE’s FMIS, refer to the Fleet H.O.M.E. homepage. For access to desk guides, instructional videos, or policies governing data collected in Fleet H.O.M.E., refer to the Fleet H.O.M.E. resource site or contact the Fleet Management Unit .

3.3.2 Change Control Process

To continuously improve Fleet H.O.M.E. functionality, ICE has developed a standardized procedure for collecting, evaluating, prioritizing, and implementing change requests to the system. Change requests are submitted using a centralized platform and are actively prioritized via a collaborative process involving the Fleet H.O.M.E. Help Desk, technical teams, Change Control Board (CCB), and Change Advisory Board (CAB). These roles are detailed in Table 3-1 below:

Table 3-1: Fleet H.O.M.E. Change Request Roles and Responsibilities

Role Responsibilities Business Unit

Change Requestor Initiates the Change Management Request and is the Point-of-Contact (POC) for all information pertaining to the requested change.

Program HPFM

Functional Lead Reviews all change requests, collects business requirements or any additional information that is needed from the Change Requestor.

FMU Fleet Program Officers

Technical Team Scores the change requests based on feasibility, dependency, level of effort, and impact. Implements the prioritized change requests.

Fleet H.O.M.E.

Team

Change Control Board (CCB)

Adjudicates all submitted change requests and determines if requests align to mission requirements. Compiles a list of all approved change requests and presents the requests to the Change Advisory Board (CAB) for final approval prior to change request implementation.

FMU Chief https://fleethome.ice.dhs.gov/ https://icegov.sharepoint.com/sites/FleetManagementUnitResources

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Table 3-1: Fleet H.O.M.E. Change Request Roles and Responsibilities

Change Advisory Board (CAB)

Reviews and approves critical change requests on behalf of the business units that they represent, and may provide feedback, as necessary.

Fleet Management Investment & Review Board

3.4 GSAFleet.gov

3.4.1 Overview

GSAFleet.gov, formerly the Federal Motor Vehicle Registration System (FMVRS), is a federal database of all government-owned or leased motor vehicles displaying official U.S. government license plates. It is responsible for providing instant information to law enforcement through the National Law Enforcement Telecommunications System (NLETS).

The program office HPFM/VCOs are responsible for ensuring that ICE motor vehicles recorded in GSAFleet.gov are updated in a timely manner and disposed of properly. The minimum items required are:

• Updating Point of Contact (POC) information;

• Registering Vehicle Identification Numbers (VINs);

• Assigning license plates to VINs; and

• Maintaining license plates and motor vehicle status.

In addition, program offices are required to maintain a listing of all state license plates not placed in GSAFleet.gov.

All program office fleet personnel who require access to GSAFleet.gov must submit a request to

FMU.

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4 Official Use of Government Motor Vehicle

4.1 General

The purpose of this chapter is to establish uniform requirements on the official use of government motor vehicles for federal employees and authorized contractors who are assigned a government motor vehicle, either on a permanent, temporary, or short-term basis.

4.2 Overview

In accordance with 41 C.F.R. § 102-34(D) and 48 C.F.R. § 102-34.200, official use of government motor vehicles is defined as the use of a government motor vehicle to perform an agency’s mission(s), as authorized by ICE, DHS, and other applicable federal regulations.

All ICE motor vehicles, owned, leased, or commercially rented, are for “Official Use Only.”

Prior to the use of an ICE motor vehicle, all factors must be taken into consideration, including whether the use is mission-related and/or essential to the successful completion of an agency’s function, activity, or operation. “Official Purposes” does not include transportation of an employee between his/her home and place of employment unless authorized Home-to-Work use by DHS is granted.

The following guidelines are for the official use of ICE motor vehicles:

Table 4-1: Key Guidance for Official Use of ICE-Owned, Leased, or Rented Motor Vehicles

1.

ICE motor vehicle operators must possess a valid U.S. or international permit or license for the appropriate type of motor vehicle being operated (e.g., the motor vehicle operator is required to have a Commercial Driver’s License (CDL) with the applicable endorsement(s) when transporting more than 16 persons at a time or when transporting hazardous materials).

Additionally, each program office shall require verification of valid operator’s licenses at the time motor vehicles are assigned and annually thereafter. NOTE: In addition to the CDL information provided, program offices should refer to the State Department of Motor Vehicle (DMV) division within their jurisdiction for specific guidance on CDL endorsements, restrictions, and licensing requirements since regulations vary by State.

2.

When operating any ICE motor vehicle, other federal employees conducting official business may ride along with the authorized user. Contractors should not operate or ride in any ICE motor vehicle unless it is specifically stated in their contract.

3.

ICE motor vehicle operators must have a written authorization from the head of the agency (i.e., the DHS Secretary) to transport official visitors and other official, non-federal employees to ride in a government motor vehicle if there is space available and there is no increased cost basis for specific official government business (31 USC § 1344). Family members and pets are strictly prohibited from riding in government motor vehicles.

ICE has been granted memorandum waiver approval by the DHS Under Secretary for Management to transport passengers who are non-federal employees, but who are essential to the success of ICE law enforcement, investigative, intelligence, and other statutory responsibilities. A memorandum of approval (on standard ICE letterhead) to transport non-

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Table 4-1: Key Guidance for Official Use of ICE-Owned, Leased, or Rented Motor Vehicles federal employees by any ICE driver must be submitted to FMU, which will be routed to the ICE Chief Administrative Officer (CAO) for approval consideration.

4.

All occupants riding in ICE motor vehicles must use seat belts and follow all appropriate motor vehicle manufacturer safety guidelines. ICE motor vehicle operators must drive in a responsible manner and comply with all State and local jurisdiction traffic laws. Traffic citations must be reported to an ICE supervisor within 24 hours of notice of the citation.

5.

Motor vehicle operators must ensure that motor vehicles are operated in a safe and prudent manner and exercise a reasonable degree of care, skill, and judgment while driving, as well as drive in a manner that reduces and/or eliminates all distractions.

6.

ICE motor vehicle operators must be fully focused on driving the motor vehicle and taking the appropriate steps to avoid general electronic and external distractions. Executive Order (EO) 13513 bans federal employees from engaging in text messaging when driving a government motor vehicle or while driving their privately-owned motor vehicle while on official government business. The EO also bans the use of electronic equipment supplied by the government while driving. Exception: EO 13513, Section 3, Part C states: Agency heads may exempt from the requirements of this order, in whole or in part, certain employees, devices, or motor vehicles in their respective agencies that are engaged in or used for protective, law enforcement, or national security responsibilities or based on other emergency conditions. All ICE employees are prohibited from using cell phones while driving, except in “hands free” mode only.

7.

Payments for traffic, toll, or parking violations are a personal responsibility and will not be reimbursed. All violation costs while operating ICE motor vehicles must be paid in accordance with ICE policies.

In addition, operators of government owned, leased, or rented motor vehicles must obey all motor vehicle traffic laws of the State and local jurisdiction in which the motor vehicle is being operated, except when the duties of their position require otherwise. Operators are personally responsible for any violation of State or local traffic laws. If a motor vehicle operator is fined or otherwise penalized for an offense he/she committed while performing official duties, but the cause of the penalty was not required as part of the operator’s official duties, payment is the operator's personal responsibility.

8.

All occupants riding in ICE motor vehicles must refrain from littering, smoking, and/or drinking alcoholic beverages in government motor vehicles. In addition, consumption of alcohol and/or other substances that may impair the driver prior to operating ICE motor vehicles is strictly prohibited.

Contractors may operate ICE-owned, leased, or rented motor vehicles if specific language authorizing this action is cited in the applicable contract. Contract language must state that the Contractor agrees to be responsible for all injuries and damages caused by its employees driving any GOVs. Any claims for damages or personal injuries related to a contractor involved in an

15 August 2023 18 accident must be directed to the contractor. Additionally, the Contracting Officer (CO) or the Contracting Officer’s Representative (COR) must determine if contractor personnel may use ICE vehicles under the following conditions before the contractor is permitted to use the vehicle:

• Vehicles must be used for “Official Purposes” only and for the purposes of the contract;

• Suitable penalties must be established and enforced against those who use vehicles for unofficial purposes, or for other purposes outside the performance of the contract;

• The CO resolves issues related to the use of vehicles by a government contractor.

Under 41 C.F.R. § 102-34.35, law enforcement motor vehicles are defined as a light duty motor vehicle specifically approved in an appropriations act for use in apprehension, surveillance, police, or other law enforcement work, or specifically designed for use in law enforcement. If not identified in appropriations language, a motor vehicle qualifies as law enforcement in the following cases:

• A passenger motor vehicle 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;

• A light truck having emergency warning lights and identified with markings such as “police;”

• An unmarked motor vehicle certified or essential for the safe and efficient performance of intelligence, counterintelligence, protective, or other law enforcement duties;

• A motor vehicle seized by ICE that is subsequently used for performing law enforcement activities. Administrative vehicles are defined as motor vehicles assigned to or used by ICE personnel performing non-law enforcement duties.

These are also the same criteria used to determine replacement eligibility.

4.3 Use of ICE-Owned, Leased, or Rented Motor Vehicles on Temporary Duty (TDY)

Home-to-Work transportation approval authority does not extend to official temporary duty

(TDY).

Other federal employees on TDY may ride along with employees authorized to use the ICE motor vehicle provided they are performing official duties that are within their scope of employment. Scope of employment is action of an employee that furthers the business of the employer (agency) and is not personal business. The ICE Travel Handbook allows for incidental use of a GOV under TDY orders in specific circumstances. GOVs can be used as transportation to, from, and between the following when public transportation is unavailable or its use is impractical:

• Places of official business;

• Places of lodging;

• Restaurants;

• Drug stores;

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• Barber shops;

• Places of worship;

• Dry cleaning/laundry facilities; and

• Similar places necessary for the sustenance, comfort, or health of the employee to foster the continued efficient performance of Federal Government business.

4.4 Use of ICE-Owned, Leased, or Rented Motor Vehicles for Home-to-Work (HtW)

The transport of employees between their homes and first work-related stop does not constitute an authorized use of a government vehicle except in certain circumstances outlined in 31 U.S.C.

§ 1344 and 41 CFR § 102-5. Employees under TDY travel status are considered outside the scope of HtW policies. Under 31 U.S.C. § 1344, the Secretary of DHS can authorize HtW transportation for ICE employees only in the following circumstances:

• If required for the performance of field work0F

1, in accordance with 31 U.S.C. § 1344(a)(2)(A);

• If required for intelligence, counterintelligence, protective services, or criminal law enforcement duties; or

• If a situation of immediate clear and present danger exists, an unforeseeable emergency presents itself, or another compelling operational consideration exists, pursuant to 31 U.S.C. § 1344(b)(9).

While the Secretary can authorize HtW transportation for the three HtW determination circumstances listed above, ICE’s HtW authority only allows for HtW approval under Law Enforcement determinations. Pursuant to DHS Vehicle Fleet Program Bulletin 2023-001, DHS defines HtW mileage as the distance between an authorized HtW employee’s home to first work activity stop and the last work activity stop of the day back to their home. ICE employees are required to report accurate HtW mileage daily in Fleet H.O.M.E. HtW transportation shall not be provided when the justification is based solely on reasons of title, position, prestige, or personal convenience.

Additional HtW information can be found on ICE’s SharePoint site.

4.5 Permissible and Impermissible Uses

GOVs must be used for official purposes only, defined as using a government motor vehicle to perform an agency’s mission(s), as authorized by the agency. Impermissible use of a motor vehicle can lead to personal liability. A non-exhaustive list of the most common impermissible uses of a GOV include the following:

• Using a GOV to run a personal errand on the way to or from work (e.g., stopping at the grocery store, dry cleaner, hardware store, family member’s house, bank);

1 For the purposes of this Manual, “field work” is described as the performance of official duties away from the employee’s office or duty station. HtW authorization for employees in the performance of field work must only be granted if such transportation will substantially increase the efficiency and economy of the Government.

https://icegov.sharepoint.com/sites/FleetManagementUnitResources/Shared%20Documents/Forms/AllItems.aspx?id=%2Fsites%2FFleetManagementUnitResources%2FShared%20Documents%2FDHS%20Home%2Dto%2DWork%2FDHS%20Home%2Dto%2DWork%20Instruction%2FDHS%5FMD%5F112%2D05%2Epdf&parent=%2Fsites%2FFleetManagementUnitResources%2FShared%20Documents%2FDHS%20Home%2Dto%2DWork%2FDHS%20Home%2Dto%2DWork%20Instruction

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• Using the GOV for another job that is not ICE-related;

• Using a GOV to enforce State traffic laws;

• Texting while driving;

• Consuming alcoholic beverages or using tobacco products while in an ICE owned, leased or rented vehicle.

Reference the DHS Motor Vehicle Fleet Program Instruction Manual, DHS Directive 112-05- 001 Home-to-Work Transportation, and DHS Motor Vehicle Fleet Program Bulletin 2023-001 Home to Work Daily Mileage Requirement for additional instructions on the official use of motor vehicles.

4.6 Reporting Government Vehicle Data for the Department of Homeland Security Stop Asset and Vehicle Excess (SAVE) Act

4.6.1 Overview

ICE is required to comply with Public Law 115-38, DHS SAVE Act. Congress and DHS require that ICE comply with this law by collecting and reporting five (5) key data elements:

1) Number of trips

2) Mileage

3) Days of use

4) Operational cost

5) Engine hours

Each program/operator is responsible for collecting and reporting the five (5) SAVE Act data elements daily via Fleet H.O.M.E. Engine hours will be captured if the vehicle is equipped with telematics.

Note: A Fleet H.O.M.E. daily mileage entry is NOT required on days when a vehicle is not utilized.

4.6.2 How and when is data collected/reported

Vehicle operators must provide vehicle utilization information daily using Fleet H.O.M.E. Both SAVE Act and Home-to-Work daily data must be captured using Fleet H.O.M.E. A daily mileage entry is not required if a vehicle is not driven or utilized.

Program HPFMs shall ensure proper utilization of all ICE government owned and leased motor vehicles assigned to their Program. This includes ensuring all utilization reporting required by the DHS SAVE Act and the DHS Home-to-Work Directive. All ICE government motor vehicles not meeting the prescribed ICE utilization minimums shall have written justification to support the vehicle’s retention. HPFMs shall ensure that written justification is provided to the ICE Fleet Management Unit for all underutilized vehicles.

For resources on how to report SAVE Act and Home-to-Work utilization, please refer to the Fleet H.O.M.E. resource site.

http://dhsconnect.dhs.gov/org/comp/mgmt/crso/AIO/Documents/MobileAssets/Instruction%20119-06-001-01%20Motor%20Vehicle%20Fleet%20Program%2002%2002%202017.pdf https://dhsconnect.dhs.gov/org/comp/mgmt/crso/aio/Documents/MobileAssets/HtW%20112-05-001.pdf https://dhsconnect.dhs.gov/org/comp/mgmt/crso/aio/Documents/MobileAssets/HtW%20112-05-001.pdf https://dhsconnect.dhs.gov/org/comp/mgmt/crso/aio/Documents/MobileAssets/DHS%20Motor%20Vehicle%20Fleet%20Program%20Bulletin%202023-001.pdf https://dhsconnect.dhs.gov/org/comp/mgmt/crso/aio/Documents/MobileAssets/DHS%20Motor%20Vehicle%20Fleet%20Program%20Bulletin%202023-001.pdf

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5 Motor Vehicle Parking, Storage, and Safeguarding ICE-Owned, Leased, or Rented Motor Vehicles

5.1 General

The purpose of this chapter is to provide guidance on the parking and storage of ICE-owned, leased, or rented motor vehicles, and to ensure reasonable diligence of the day-to-day safety and security of ICE-operated motor vehicles.

5.2 Overview

All ICE-owned, rented, or leased motor vehicles shall be parked or stored in a manner that adequately protects the motor vehicles from theft or damage. Motor vehicles must be locked at all times when not in use.

Federal Management Regulation 41 § C.F.R. 102-34 “Motor Vehicle Management,” Subpart D – Official Use of Government Motor Vehicles provides:

An agency’s government owned, rented, or leased motor vehicles are to be stored to provide reasonable protection from pilferage or damage. In the interest of economy, open storage should be used whenever practical and feasible. Agency must determine whether it is "practicable or feasible" to use open storage space or a storage space at a location after considering the nature of program demands and special requirements at that location.

5.3 Parking

Employees using ICE-owned, leased, or rented motor vehicles should try to secure parking at a government facility. When a government facility is not available or practical, the following options should be followed in this order:

1) State parking lots, if practical

2) Street parking or other free parking (public or commercial facility)

3) Other controlled parking space

5.4 Safeguarding ICE-Owned, Leased or Rented Motor Vehicles

All unattended ICE-owned, leased, or rented motor vehicles must be locked.

Vehicle operators shall lock all doors and close all windows to the motor vehicle and carry the keys and fleet card with them when leaving the motor vehicle unattended. Turn in the keys and fleet card for pool motor vehicles when returning the motor vehicle to the office.

• Report lost, damaged, or stolen fleet cards and/or license plates immediately;

• Store the motor vehicle in a secure parking facility, when possible;

• Report theft of the motor vehicle or its contents immediately to the local law enforcement (State, county, or local law enforcement), and to the program office;

15 August 2023 22 o The office where the vehicle is assigned is responsible for the notification of theft to other appropriate authorities, i.e., FBI, State, and/or local police, GSA, etc.

The HPFM must be notified. Please follow the link for Report of Survey (ROS) procedure: Report of Survey (ROS) Automated Tool - DHS Form 200-2

• Reporting Requirements for a vehicle that is lost, stolen or damaged include:

o Report of Survey o Statement from employee involved in the Incident o Police report o SF-91: Motor Vehicle Accident Report o SF-94: Statement of Witness (if applicable) o Up to three (3) repair estimates o Statement from licensed professional (if total loss) o Car-Fax search results (if vehicle was lost) o Copy of report to Federal Protective Service (if vehicle was stolen from a federal building) o Photographs

Note: Reference the GSA Forms Library for accident report forms.

5.4.1 Stolen Vehicles

In the event a government vehicle is stolen, fleet operators and fleet supervisors shall adhere to the following requirements.

Operator: Government motor vehicle operators are responsible for:

• Reporting lost or stolen vehicles to the appropriate supervisory personnel, refer to section 2.3.2;

• Immediately filing a police report with non-ICE law enforcement (FBI, State, or local law enforcement).

Supervisor: The supervisor is responsible for:

• Notifying the HPFM within 12 hours after determination that an official vehicle has been stolen

• Completing a Report of Survey that contains the following:

o Date of theft o Statement from employee involved in the Incident o Police Report o Copy of report from Federal Protective Service (if vehicle was stolen form a federal building) o A brief synopsis of the circumstances under which the theft occurred https://icegov.sharepoint.com/sites/FleetROS/Pages/Home.aspx https://www.gsa.gov/reference/forms

15 August 2023 23 o Confirmation that the police were notified o A detailed description of the vehicle, including year, make, model, and DHS/GSA tag number

The ICE local office where the vehicle is assigned is responsible for the stolen vehicle and will give notification of the theft to other appropriate authorities, i.e., FBI, State and/or local police, GSA, etc. The immediate supervisor and HPFM must be notified.

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6 Government Motor Vehicle Acquisitions

6.1 General

Vehicles shall be acquired in accordance with prescribed utilization, program management, fuel efficiency, and alternative fuel usage federal laws, regulations, executive orders, policies, and standards. Additionally, all ICE Programs must ensure that any vehicle enhancement requirements are provided in the Component Fleet Profile. All Programs should first consider if an existing, underutilized vehicle can be used to fill a requirement before seeking to purchase or lease a new vehicle asset.

6.2 Acquisition Planning

The FMU initiates the Fleet Acquisition Planning, an ongoing process which must start prior to the next fiscal year. The acquisition planning includes:

• Determination of need

• Budgeting / Funding

• Assessment of motor vehicle replacement standards

• Assessment of motor vehicle acquisitions criteria, to include lease versus buy analysis performed by ICE Program offices

• Advanced acquisition planning

6.2.1 Determination of Need

The determination of need involves identifying motor vehicles that meet the needs of a program office to accomplish its mission efficiently and effectively. Replacement vehicles must meet or exceed mileage or age criteria (exceptions are allowed when extensive repairs far exceed the economical repair allowance). Accurate reporting of vehicle utilization in Fleet H.O.M.E. is required to determine the need for both replacement and additional vehicle acquisitions. HPFMs shall coordinate and justify all fleet acquisitions on behalf of their Program. This includes determining all Program vehicle requirements and specifications for vehicles needed to accomplish the Programs mission. Programs must consider the following minimum criteria when determining their motor vehicle needs:

• Fleet right-sizing (maintaining the ideal vehicle inventory that meets mission requirements;

• Fleet typing (matching the ICE programs motor vehicle needs to its mission requirements (reference Table 6-1)

• Motor vehicle/Operator ratio

• Mission requirements (e.g., high-speed pursuit, intelligence and surveillance activities, off-road duties, etc.)

• Utilization of the motor vehicle (did the vehicle meet or exceed ICE utilization criteria?)

• Relevant federal laws, regulations, Executive Orders, and policies

• Greenhouse Gas (GHG) emissions

• Terrain/Climate conditions

• Alternative fuel availability

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Table 6-1: Standard Motor Vehicle Type by Application

Application Motor Vehicle Standard

Basic transportation – 1-4 passengers Compact/sub compact sedan

Basic transportation – 5 passengers Mid-size sedan

Basic transportation – up to 7 passengers Minivan

Basic transportation – up to 5 passengers with light cargo capacity SUV or quad cab pickup truck

Light hauling – uncovered Pickup truck (appropriately sized to match load and towing capacity)

Light hauling – covered SUV or cargo van (minivan where payloads allow)

Off-road/Environmental conditions (when mission requires) Pickup truck (4x4) or SUV (4x4)

Localized transportation and light hauling Utility cart

6.2.2 Budgeting/Vehicle Funding

Planning for vehicle acquisitions shall be coordinated between the ICE FMU and the program offices to ensure vehicle acquisitions are in alignment with the appropriated fleet budget in each fiscal year. Vehicle requirements, particularly enhancements, must be approved by DHS in the ICE Component Fleet Profile. This annual fleet management plan is due to DHS in July of each year for the upcoming fiscal year. Programs must plan for upcoming fiscal year vehicle requirements during the Component Fleet Profile review conducted each June.

6.2.3 Motor Vehicle Replacement Standards

ICE motor vehicle replacement standards (Table 6-2) have been developed to maximize resale value and reduce excessive maintenance costs. Motor vehicle replacements outside these standards may be justified on a case-by-case basis. Seized or forfeited motor vehicles retained for “official use” must have been in “official use” status for one year before being disposed.

Table 6-2: ICE Motor Vehicle Replacement Standards

Motor Vehicle Type Minimum Age or Minimum

Mileage Sedans / Station Wagons 8 Years or 80,000 Miles

Trucks / SUVs / Vans less than 12,500 lbs GVWR* 8 Years or 80,000 Miles

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Trucks / SUVs / Vans 12,500 – 23,999 lbs GVWR 8 Years or 80,000 Miles

Trucks / SUVs / Vans 24,000 lbs GVWR and over 10 Years or 100,000 Miles

Buses o City (Mid-range) 10 Years or 200,000 Miles o Over the Road (Long-range) 10 Years or 300,000 Miles

*Gross Vehicle Weight Rating (GVWR) NOTE: The above table was reviewed and approved by DHS Fleet Manager on January 13, 2016.

6.3 Vehicle Allocation Methodology

The Vehicle Allocation Methodology (VAM) uses fleet data to justify the fleet size, type, and budgetary requirements. It enables agencies to undertake and statistically support fleet program decisions and align current vehicle assets with mission needs and federal standards. VAMs are executed, at minimum, every five (5) years and include, but are not limited to:

• Baseline fleet information

• A criticality survey

• A utilization analysis (by mileage and/or engine hours)

• A comprehensive justification protocol

• A process for tracking and documenting…