Attachment_8_-_Vehicle_Management_Handbook.pdf

Office of Detention and Removal Operations Vehicle Management Handbook

FOREWORD

I am very pleased to bring you the Office of Detention & Removal Operations (DRO), Vehicle Management Handbook. This handbook establishes vehicle management policy for DRO and provides policy, guidance, and procedures for the administration, management, and operation of DRO motor vehicles. Critical and essential procedures are deliberately detailed to help ensure adherence to fleet management requirements.

For other non-critical/non-essential procedures, the need for management to accommodate local requirements is recognized, and therefore, are much broader to provide local management autonomy and decision-making.

This handbook implements and supplements those portions of the Federal Property Management Regulations (FPMR) which pertain to fleet management. It incorporates relevant regulations of control agencies such as the Office of Management and Budget (OMB), the General Accounting Office (GAO), the General Services Administration (GSA), and the U.S. Department of Treasury. The material in this handbook is based on existing laws, Executive Orders, mandatory regulations of control agencies, and DRO policies and procedures.

This handbook is available on the U.S. Immigration and Customs Enforcement DRO Logistics and Fleet Management website.

Periodic updates will be added to this handbook as new fleet management principles and policies are implemented.

The safe, cost-effective, and energy efficient use of each motor vehicle is the responsibility of all involved in their use. I ask you, as a DRO employee, to vigorously carry out the policies herein and to promote improvements in the use of motor vehicles.

With the current budget, economy, and energy trends calling for greater conservation, let this be the beginning of a safe, effective, and efficient streamlined DRO Vehicle Management Program.

David J. Venturella Acting Director

Office of Detention & Removal Operations

PREFACE

UTILIZATION OF DETENTION AND REMOVAL OPERATIONS (DRO) FLEET

VEHICLES

A. Motor vehicles shall be obtained and utilized only to the extent required for the efficient and effective transaction of official business, including law enforcement duties and responsibilities.

1. Outside of normal working hours, DRO fleet vehicles shall only be issued to those DRO employees who must routinely conduct official business or routinely respond to duty calls during evenings / weekends, and/or away from the field office (e.g., Field Office Directors (FODs), Deputy Field Office Directors (DFODs), Fugitive Operation (FUGOPS) Team members, Criminal Alien Program (CAP) Team members, or Violent Criminal Alien Section (VCAS) Team members, etc.)

2. Those DRO employees who are currently authorized or may be authorized to take or house a DRO fleet vehicle at their place of residence must be required to routinely utilize the vehicle outside of normal business hours, or be available for emergency response to ICE Detention Facilities, Law Enforcement Agencies requesting assistance with fugitive or removable criminal aliens who might otherwise be released, or to other locations as required to respond to emergent operational matters.

3. FODs may issue a vehicle for those intermittent occasions or situations (duty officer) in which the vehicle may be needed outside of normal business hours (Call-Outs).

4. FODs are to terminate authorizations for those DRO employees currently authorized "take home" cars who are not required to routinely utilize those vehicles outside of normal business hours.

(Note: Beginning a shift early and/or ending a shift late does not constitute a need for authorization for issuance of a government vehicle.)

B. Each field office shall operate and maintain only the minimum number and types of vehicles necessary to meet that office's legitimate transportation requirement.

1. FODs are to notify the Headquarters (HQ) Fleet, Inventory, and Communications Unit (FICU) when their area of responsibility (AOR) has sufficient vehicles.

2. FODs are to notify HQ FICU when a vehicle is determined to no longer be serviceable and needs to be replaced. This report should indicate reason;

i.e. damage, mechanical, age, mileage, etc. and the program to which it is funded, FUGOPS, CAP, etc.

3. Employees and supervisors who are entrusted with DRO fleet vehicles are responsible for their proper use and care.

4. All motor vehicles shall use either GSA/DHS issued license plates or license plates issued by an appropriate state-licensing agency.

C. Procedures

1. Annual motor vehicle reports are to be prepared, submitted, and kept on file by the FOD and/or his/her designee. These reports are to be available upon request by the HQ Fleet Management Section.

2. Employees authorized Home-to-Work (HTW) will maintain the HTW Transportation Log (form 177) in compliance with HTW use of vehicles outlined in chapter 4 of this manual. Upon submission of the logs, the FOD will evaluate each authorized user to determine if the vehicle is routinely used outside of normal business hours and whether the authorization should continue. These logs shall be made available upon request by HQ FICU.

TABLE OF CONTENTS

CHAPTER 1 GENERAL INFORMATION

A. Purpose B. Scope C. Background D. Authority E. References

CHAPTER 2 RESPONSIBILITIES

A. HQ Management Division (HMD) B. DRO Fleet Management Section (FMS) C. Vehicle Working Group D. Accountable Property Officer E. Vehicle Custodial Officer F. DRO Employee or Authorized Contractor

CHAPTER 3 OFFICIAL USE OF VEHICLES

A. Official Travel B. Official Use Limitations C. Use of Vehicles by Contract Personnel D. Operating Motor Vehicles

CHAPTER 4 HOME-TO-WORK USE OF VEHICLES

A. Discussion Home-to-Work (HTW) B. Requirements C. Reporting D. Authorizing Components

CHAPTER 5 VEHICLE PROCUREMENT AND ALLOCATION

A. Procurement Type B. Program Vehicle Allocations for Budgetary Purposes C. Exceptions To Allocations D. Replacement Criteria E. Exceptions to Replacement Criteria F. Selecting Replacement Vehicles

CHAPTER 6 VEHICLE ACQUISITION

A. Vehicle Purchasing Regulations & Restrictions B. Selection of Vehicle Type C. Ordering Vehicles D. Delivery of Vehicles E. Vehicle Safety Equipment F. Commercial Rental & Lease G. Internal Vehicle Transfer

CHAPTER 7 REGISTRATION AND LICENSING

A. Registration and Inspections B. Operator's Drivers License

CHAPTER 8 LICENSE PLATES

A. DHS License Plates B. State License Plates

CHAPTER 9 FLEET CREDIT CARD

A. Procedures for Obtaining Fleet Cards B. Fleet Card Activation C. Using Your Fleet Card D. Transaction Record E. Participating Merchants F. Statement G. Reporting Lost, Stolen or Damaged Cards, Obtaining

Replacement Cards H. Disposal/ Transfer of the Cards I. Audit J. Contacting Customer Service K. Tax Exempt L. Transaction Records/Reports/Receipts Retention

CHAPTER 10 VEHICLE MAINTENANCE

A. Operator Vehicle Inspection B. VCO's Responsibilities C. Scheduled or Preventive Maintenance D. Warranty Repairs E. Unscheduled Maintenance and Repairs F. Selection of Maintenance Facility G. Vehicle Modification and Equipment Installation H. Vehicle Maintenance and Repair Work Orders I. Vehicle Maintenance and Repair Requests

CHAPTER 11 RECORDING VEHICLE DATA INTO SUNFLOWER

A. SUNFLOWER Records B. Vehicle Management Information System (VMIS) C. Vehicle Files

CHAPTER 12 VEHICLE ACCIDENTS

A. Driver Procedures B. Supervisor Procedures C. Accident Reporting Forms D. Submission of Accident Reports E. Accident Investigation F. Post-Accident /Unsafe Practice/Operational Errors Testing G. Processing Tort Claims H. Summons or Subpoenas Served upon DRO Employee I. Insurance Payments for Damages J. Insurance Payments If Vehicle Is Totaled

CHAPTER 13 VEHICLE DISPOSALS

A. Disposal Criteria B. Preparation for Disposal C. Processing the SF 126 D. GSA Sales E. Field Office Sales (Negotiated Sale) F. Conducting a Negotiated Sale G. Disposal through Transfer H. Commercial Lease I. Disposal in SUNFLOWER

CHAPTER 14 VEHICLE MANAGEMENT INFORMATION SYSTEM (VMIS)

CHAPTER 15 DETENTION & REMOVAL VEHICLE TYPES

CHAPTER 16 VEHICLE BRANDING

CHAPTER 17 VEHICLE TELEMATICS

CHAPTER 1

GENERAL INFORMATION

A. PURPOSE

The purpose of this Vehicle Management Handbook is to establish uniform policies and procedures for the administration, management, and operation of motor vehicles under the control of the Office of Detention & Removal (DRO). It also:

1. Defines roles and responsibilities for DRO employees providing oversight to vehicle resources; and

2. Establishes uniform recordkeeping and accountability requirements to manage the vehicle fleet and defines procedures for determining vehicle authorization and allocation levels.

B. SCOPE

This handbook applies to all DRO organizations, and personnel who operate or manage DRO motor vehicles, whether acquired by purchase, forfeiture/retention, donation, borrowing, interagency loan, exchange/sale, General Services Administration (GSA) Interagency Fleet Management System (IFMS), or commercial rental or lease. Motor vehicles are defined as any motorized unit authorized to transport or draw persons or property on a highway such as sedans, station wagons, trucks, motor homes, etc.

A current copy of this handbook should be retained and reviewed by every DRO manager and employee responsible for DRO vehicles. It establishes minimum requirements for the use of DRO vehicles. DRO managers may establish additional requirements as long as the additional requirements do not conflict with the policy and procedures established in this handbook and regulatory or statutory requirements for the management of government-owned vehicles. Additional requirements must be reviewed and approved by the Headquarters Fleet, Inventory, and Communications Unit (FICU).

This handbook does not apply when employees are reimbursed for the use of privately-owned vehicles (POV) for official business mileage, travel, or vehicles rented under travel orders. It also does not apply to contract employees driving contractor-owned vehicles or seized and forfeited vehicles under the authority of the Office of Field Operations, unless the vehicle has been formally approved for retention by DRO.

C. BACKGROUND

The DRO FICU is responsible for the administration, management, and efficient operation of the DRO vehicle fleet. Committed to excellence, FICU has developed policies and procedures for the acquisition, allocation, maintenance, and operation of DRO vehicles to ensure an effective and efficient fleet program. The current emphasis is on cost reduction initiatives and promoting and maximizing the efficiency and effectiveness of the DRO vehicle program.

D. AUTHORITY

1. Parts 101-34, 101-38, 101-46, 101-48, of the Code of Federal Regulations (CFR) Title 41, Federal Property Management Regulation.

2. Department of Homeland Security Management Directive 0510, dated March 01, 2003.

E. REFERENCES

1. General Accounting Office handbook on Accounting Principles and Standards for Federal Agencies (Title II).

2. ICE Personal Property Management Handbook.

3. Property Information Management System (SUNFLOWER).

4. Occupational Safety and Health Program handbook.

5. ICE Home to Work Policy.

CHAPTER 2

RESPONSIBILITIES

This chapter outlines the relationships and defines the responsibilities of organizations and DRO personnel with respect to the administration, management, and operation of motor vehicles under the control of DRO. The safe and efficient use of DRO motor vehicles depends on the performance of and interrelationship between several organizations and personnel. These relationships will determine the effectiveness of the DRO Vehicle Management Program and complement responsibilities listed in the Personal Property Management Handbook.

A. HQ Mission Support Division (MSD)

MSD is responsible for the overall development and implementation of administrative and accounting procedures, budget guidelines, and financial control systems including the development of quality assurance and internal control systems.

B. HQ Fleet, Inventory, and Communications Unit (FICU)

The FICU is responsible for providing oversight for the administration, management, and efficient operation of the DRO vehicle fleet. This includes, but is not limited to:

1. Developing policies and procedures to ensure full accountability and accurate financial reporting of the DRO vehicle fleet. This effort includes policies and procedures for the acquisition, allocation, maintenance, operation, and disposal of DRO vehicles.

2. Providing training and technical assistance as needed to enable DRO organizations and personnel to adequately perform fleet and property management duties.

3. Ensuring DRO organizations maintain complete and accurate reporting records in accordance with applicable laws and regulations.

4. Ensuring the annual physical inventory of accountable personal property is completed in a timely and accurate manner, and that subsidiary property management records are properly adjusted.

5. Coordinating vehicle purchases and deliveries with the Shared Service Provider, Customs & Border Protection (CBP) and Federal Prison Industries (UNICOR), and other sources.

6. Allocating centralized general vehicle funds based on established policies and monitoring/allocating exchange/sale proceeds from vehicle sales.

7. Reviewing and compiling all requests for the acquisition of vehicles to ensure vehicles meet DRO efficiency and effectiveness standards.

8. Establishing and facilitating a Vehicle Working Group (VWG) to address current issues and concerns relating to DRO vehicle management and design.

9. Conducting quality assistance and compliance reviews to ensure compliance with established fleet management policies and procedures.

10. Controlling and issuing of DHS vehicle License Plates and U.S. government National Fleet Credit Cards.

11. Monitoring and acting upon manufacturer issued safety and warranty recalls, notices or other bulletins that are applicable to manufacturer makes and models contained within the DRO fleet inventory.

C. Vehicle Working Group (VWG)

The VWG is comprised of representatives from the Office of Field Operations, Field Support Staff and other HQ Management. The VWG will meet at least annually and is responsible for addressing ongoing fleet management issues and concerns.

Coordination of meetings is the responsibility of the FICU. A VWG representative's responsibilities include, but are not limited to:

1. Providing HQ Management input for developing new and innovative vehicle designs to enhance the DRO mission, including vehicle types, retrofit components, deployment and operation of DRO vehicles.

2. Serving as liaison between the Field Office and HQ Management in fleet issues by representing collective concerns and issues on vehicle operation and effectiveness.

3. Performing periodic reviews of vehicle usage to ensure effectiveness to the mission.

D. Accountable Property Officer (APO)

The APO is the Field Office Director (FOD). The APOs are responsible for the implementation and management of the Fleet Management Program within their respective AORs as outlined in this handbook. This responsibility includes, but is not limited to:

1. Ensuring compliance with current fleet management policies, procedures, regulations, and internal controls established by the DRO Fleet Manager and referenced in this handbook.

2. Reviewing vehicle-to-employee ratios annually to ensure compliance and determining the number of vehicles assigned to each location.

Implementing steps to redistribute vehicle assets if required.

3. Providing HQ Management a certified list of DHS Vehicle License Plates on an annual basis.

4. Reviewing and approving any requests for HTW authorization.

5. Ensuring Field Offices maintain files on DRO approved HTW authorizations.

6. Appointing a representative to the VWG.

7. Appointing a representative(s) as the Vehicle Custodial Officer(s) (VCO).

8. Ensuring VCOs and VWG representatives perform their duties as described in this handbook.

E. Vehicle Custodial Officers (VCO)

DRO Field Offices have a Primary VCO who is appointed by the FOD or DFOD.

These offices may have varying numbers of "back-up" or secondary VCOs due to the size of a Field Office's fleet, number of sub-offices, or the geography of the AOR. The Primary VCO (henceforth VCO) oversees the particular Field Office's vehicle fleet (within his or her AOR) to ensure it is accounted for and properly maintained as outlined in this handbook. This responsibility includes, but is not limited to:

1. Coordinating with the local Property Custodian (PC) to ensure vehicle inventory accountability and accuracy of data in both the SUNFLOWER property system and the Vehicle Management Information System (VMIS).

2. Ensuring all vehicle acquisitions are reviewed and approved by the FOD or his or her designee prior to further processing for acceptance.

3. Serving as liaison between the Field Office and HQ Management in conducting normal day-to-day operations and assisting in disseminating Management Directives, ICE Policy, DRO Policies, Procedures and Field Office Guidelines governing DRO Vehicles.

4. Ensuring vehicles are properly maintained.

5. Monitoring the number of vehicles on hand to help ensure his/her AOR does not exceed authorized allocation levels as determined by the approved vehicle-to-employee ratios.

6. Creating and maintaining vehicle records and files for each vehicle, and ensuring vehicle maintenance is recorded and operational cost information is accounted for in the Vehicle Management Information System (VMIS).

7. Coordinating the receipt and delivery of new vehicles.

8. Complying with disposal procedures for vehicles designated as dead-lined or replaced.

F. DRO Employees or Authorized Contractor Operating DRO Vehicles

When vehicles are assigned to, or operated by DRO employees or authorized contractors, their responsibilities include, but are not limited to:

1. Operating vehicles in accordance with applicable federal, state, and local laws, regulations, and the requirements of this handbook.

2. Possessing a valid state, territory, commonwealth, or District of Columbia motor vehicle operator's permit or license for the type of vehicle being operated while driving the vehicle (the license must be from the state in which the employee resides).

3. Complying with Federal, GSA, Department of Homeland Security, and DRO policies and/or directives on accident reporting, HTW transportation, manufacturer's manuals, and instructions on the operation and maintenance of DRO-owned or leased vehicles.

4. Using the government National Fleet Credit Card to purchase authorized supplies and services for official use from approved sources, and immediately notifying the VCO/OPC in the event that a government National Fleet Credit Card is lost or stolen.

5. Ensuring reasonable measures are taken to protect the vehicle and its contents from theft or damage when not occupied.

6. Ensuring vehicle operators and occupants refrain from using tobacco products in government vehicles.

7. Ensuring a visual inspection of a vehicle is performed prior to each daily operation. Mechanical and/or safety deficiencies shall be brought to the VCO's attention immediately for correction.

8. Ensuring that the vehicle's interior and exterior maintains a clean and neat appearance at all times.

CHAPTER 3

OFFICIAL USE OF VEHICLES

This chapter outlines the various aspects of operating a DRO motor vehicle and applies to all DRO employees and contractors operating DRO-owned or leased vehicles.

A. Official Travel

A DRO vehicle will be used for official travel in accordance with current travel regulations. The use of the vehicle during travel is limited to official purposes, which include transportation between the work site and places of temporary lodging when public transportation is not available or use is impractical; and between either of the above places and suitable eating places and similar places necessary for the subsistence, comfort, or health of the employee to foster the continued performance of government business.

B. Official Use Limitations

The following highlights are taken from ICE Directive, Use of ICE Vehicles

1. Vehicles are not to be used for HTW transportation unless a request for authority has been approved by the FOD.

2. Vehicles are not to be operated by any person who has consumed alcohol. Alcoholic beverages shall not be transported in a DRO vehicle.

3. Vehicles are not to be driven without supervisory approval.

4. Vehicles are not to be used for transporting other than Federal or contract employees, except informants, witnesses, and other persons whose presence is necessary for the success of the DRO mission and whose transportation is performed during the course of DRO mission.

5. Vehicles are not to be used for HTW transportation of other DRO employees who are themselves not authorized for HTW use, except in circumstances where personal emergencies, inclement weather, or overtime work has made other modes of transportation impractical or unsafe.

6. Vehicles are not to be used for the transporting of other government employees, including DRO employees, for social purposes not related to government business. This includes unofficial lunch, dinner, and parties, except functions designated in writing by the Director or principal field officer as official liaison functions which specifically list the individuals.

7. Managers and supervisors are reminded that all employees must avoid even the appearance of using government vehicles for reasons of personal convenience and pleasure.

8. The penalty for willful misuse of a government vehicle is a suspension of at least 30 days and such willful misuse may result in removal. Title 31 U.S.C. 14.349(b) does not permit management to impose a penalty of less than 30 days suspension, even for the first offense. These procedures and penalties shall be strictly enforced. Any misuse of government vehicles by an employee is to be brought to the attention of the Office of Professional Responsibility (OPR).

C. Use of Vehicles by Contract Personnel

The use of DRO-provided vehicles by government contractors is allowed only if specifically addressed in the contract provisions. The contract shall define any limitations on the use of a government-provided vehicle, including liability in case of an accident. Disputes about the use of a vehicle by a government contractor will be resolved by the Contracting Officer.

DRO Vehicles assigned to contract personnel will be tracked in SUNFLOWER and VMIS, regardless of value or acquisition method. The Contracting Officer's Technical Representative (COTR) is the responsible official for DRO vehicles used by contractors. All Policies and Procedures outline in the ICE Personal Property handbook apply.

D. Operating Motor Vehicle

It is the responsibility of every operator (whether the regularly assigned driver or not) of a DRO vehicle to perform a visual inspection of the vehicle before operation and to ensure that both the operator and occupants comply with any additional requirements. These requirements include, but are not limited to, the following:

1. Looking for new body damage and fluid leaks since last use.

2. Confirming that safety devices are operational (brakes, seat belts, lights, turn signals, windshield wipers, mirrors, and tires). Also, ensuring that the vehicle is equipped with a usable spare tire, jack, and tire wrench. If the visual inspection determines the vehicle may be unsafe to drive, the VCO should be notified immediately. Do not, under any circumstances, operate a vehicle appearing to be unsafe until it has been inspected/repaired and/or certified as operational by a repair facility.

3. Ensuring fuel, oil, brake, and window washer fluid levels are checked for safety compliance routinely.

4. Using seat belts, lap belts, and shoulder restraints at all times.

5. Prohibiting the use of any tobacco product in a DRO vehicle.

6. Avoiding use of premium gasoline except where the manufacturer's operating instruction requires premium gasoline.

7. Using self-service fuel pumps at commercial service stations, unless self-service pumps are not available at the service station, or the vehicle operator has physical limitations that prohibit this activity.

8. Entering odometer readings accurately at the fueling pump.

9. Maintaining vehicle cleanliness at all times.

10. Reporting, via government email, any issue discovered during the visual inspection to their assigned VCO.

CHAPTER 4

HOME-TO-WORK USE OF VEHICLES

The purpose of this section is to establish a DRO policy for the use of government vehicles for transportation to and from an employee's residence and place of employment. It defines the qualification criteria, approval processes, and reporting requirements in regard to the HTW use of government passenger carriers, specifically motor vehicles owned, leased, or controlled by DRO. This section does not apply to the use of a government passenger carrier in conjunction with official travel to perform temporary detail assignments outside the employee's commuting area and away from a designated or regular place of employment. (See Preface, page 2 of this manual.)

A. Discussion Home-to-Work Transportation (HTW)

DRO Delegation of Authority to Authorizing Officials:

The Director, Office of Detention & Removal Operations, grants authority to Assistant Directors, Deputy Assistant Directors and Field Office Directors to serve as Authorizing Officials. This authority cannot be re-delegated. Authorizing Officials must ensure compliance with any reporting requirements as requested by the ICE Fleet Manager or the ICE Office of Professional Responsibility (OPR).

Authorizing Document, ICE Form 333:

"Intelligence", "Counter Intelligence Protective Services", or "Criminal Law Enforcement" is defined by DRO as those Law Enforcement positions where a vehicle can be assigned full-time to an employee to meet their mission. Such authorizations are valid for an indefinite period of time commensurate with appropriate work assignment.

"Field Work" is defined by DRO as assignments requiring HTW at the operational recommendation of the employee's supervisor with the approval of the Field Office Director. This authorization is not to exceed two years from the date of the determination signed by the Secretary of Homeland Security.

B. Requirements

Authorization Records:

ICE Directive 60001.1 section 7 paragraph 7.3, requires each Authorizing Official to maintain records that identify every Authorized Employee (ICE Form 333) and to review all logs generated by each Authorized Employee (ICE Form 177).

Requesting Authorization:

When a managerial determination is made that an employee requires a government vehicle to meet the mission, in accordance with ICE Directive 60001.1 an ICE Form 333 must be generated and each employee must sign and submit the form for approval by the Authorizing Official. This is required to verify that the requesting employee has been apprised and understands the notifications concerning the HTW authority and that the Authorizing Official can provide documentation identifying each individual authorized upon request.

Reporting:

Reporting HTW activity is necessary to maintain justification for continued use of the government vehicle by the Authorized Employee. ICE Form 177 must be generated and maintained by the Authorized Employee and submitted to the Authorizing Official on a monthly basis.

The Authorized Employee must ensure that the form 177 includes the following:

• The days the vehicle was used for HTW.

• The VIN number of the vehicle used.

• Unit or Fleet number.

• Number of call outs requiring government vehicle use on other than normal duty hours.

• Miles from employee residence to duty station.

• Supervisor's Badge number and Signature are required before submitting to Authorizing Official.

C. HTW Authorization Components:

DHS Management Directive 0530.1 Home-to-Work Transportation Controls establishes policy and sets forth responsibilities and reporting requirements.

HTW Determination sets forth legally sufficient grounds for DHS components to approve the use of government vehicles for HTW use.

ICE Directive 60001.1 sets forth legally sufficient grounds for ICE components to approve the use of government vehicles for HTW use.

CHAPTER 5

VEHICLE PROCUREMENT AND ALLOCATION

This chapter outlines procedures and methodology for the allocation of DRO vehicles.

These guidelines are designed to ensure the effective distribution of vehicle resources to meet the DRO mission, while in compliance with Federal, Department and Agency Regulations, Management Directives and Policy. DRO only acquires vehicles that enhance the overall mission of our program.

A. Procurement Type

1. Enhancement Additional vehicles required to support Congressionally-mandated staff enhancements. Number of enhancements are determined and funded by the HQ Program Office.

2. Replacement Vehicles purchased to replace existing vehicles in the fleet due to age, mileage or condition. Replacement lists are generated by HQ Management.

Field Office requests to add vehicles to the list must be approved by HQ Management.

3. Special Purpose Vehicles designed for specific applications and not intended for daily transportation needs. (Examples; food service, firearms transports, facility maintenance, surveillance, command & control, mobile processing.)

Requests for special purpose vehicles must be justified and approved by HQ Management.

4. Justified Administrative Vehicles purchased primarily for mission support functions. (Requires written justification approved by HQ Management.

B. Program Vehicle Allocations for Budgetary Purposes

Program (Staff to Vehicle Ratio)

Alternatives to Detention (LE) 1 to 1 Fugitive Operations (LE) 1 to 1 Mission Support (Non LE) Justification * Special Programs Justification *

C. Exceptions to Allocations

• Sub-office Geographical Locations

• Vehicle Home-to-Work Authorizations

• FOD Adjusted Program Support

D. Replacement Criteria

DRO has modified the Federal Property Management Regulation (FPMR) baseline motor vehicle replacement standards due to the cost of installed retrofit packages.

In order for a vehicle to be considered for replacement, it must meet the minimum criteria listed below:

DRO MINIMUM

VEHICLE REPLACEMENT CRITERIA

VEHICLE TYPE MINIMUM AGE or MINIMUM MILEAGE

Sedans 5 Years or 60,000 miles

Light Trucks 7 Years or 60,000 miles (2X4, L T 12,500 lbs GVWR)

Detention Vans 7 Years or 100,000 miles

Light Trucks 7 Years or 60,000 miles

(4X4, L T 12,500 lbs GVWR)

Detention Vans 7 Years or 100,000 miles

Buses

Mid-range 12 years or 280,000 miles

Long-range 15 years or 500,000 miles

EXCEPTIONS: Vehicles involved in an accident and/or damaged beyond economical repair may be retired and replaced without meeting the replacement standards above.

Stolen vehicles that have been reported on a Board of Survey can also be replaced.

E. Selecting Replacement Vehicles

The selection of vehicles to be replaced can be based upon the changing condition and needs of the DRO mission and must be in accordance with the established replacement criteria established by GSA - that is it must not be any less that GSA's minimum criteria. In preparation for the selection process, it is recommended that VCOs review vehicle records periodically and during the annual physical inventory.

Accurate maintenance and mileage data in VMIS will ensure vehicles meeting established criteria will be considered for replacement. As funds become available to order replacement vehicles, the VCO will compile a prioritized listing of all DRO vehicles that meet the replacement criteria based on age, mileage and condition.

FICU is the authorizing component for this activity.

The VWG developed a vehicle standards catalog for the selection of replacement vehicles. Special purpose vehicles are designed and approved for production before being added to the catalog.

CHAPTER 6

VEHICLE ACQUISITION METHODS

This chapter outlines DRO policies and procedures for the acquisition of vehicles based on acquisition methods. As indicated in chapter 5 of this handbook, all vehicle acquisitions must be reviewed and approved by the HQ Fleet, Inventory, and Communications Unit (FICU).

A. Vehicle Purchasing Regulations and Restrictions

All vehicle purchases will be processed through FICU. Only the most cost efficient and mission effective vehicles will be purchased. Alternative fuel vehicles will be purchased when applicable.

B. Selection of Vehicle Type

A vehicle catalog has been developed by the VWG, outlining vehicles and retrofit packages available for selection by the Program offices. Additional requirements not outlined in the catalog must be reviewed and approved by FICU.

C. Ordering Vehicles

Vehicles are ordered using an electronic ordering spreadsheet.

D. Delivery of Vehicles

A. Direct Ship - Vehicle requiring no retrofit will be shipped directly from the manufacturer to a dealer closest to ordering office.

B. UNICOR Shipped - Vehicles requiring retrofit will be shipped from a UNICOR factory. A pre-delivery notice will be sent by the factory to the delivery location. Locations must confirm receipt of the pre-delivery notice before the vehicle is shipped.

E. Vehicle Safety Equipment

The approved safety equipment is part of the standard vehicle retrofit package developed by the VWG. Each vehicle delivered by UNICOR has a kit installed in the vehicle at delivery. New kits and replacement items can be purchased directly from the vendor or purchased locally using the Fleet Card assigned to the vehicle.

• 18 inch Durable Red Storage Bag

• 10 inch Safety Glow-LIME GREEN 2 Hour

• Emergency Medical Kit (132 pcs)

First Aid Kit

If the vehicle is located in a heavy snow area, it should also be equipped with a snow shovel, chains or snow tires, towing strap, and a salt/sand mixture. These items can also be purchased using the credit card assigned to the vehicle.

F. Commercial Rental and Short Term Leasing of Vehicles for Official government Business

This section applies to all field offices within DRO with respect to the provision of the rental and leasing of commercial motor vehicles to employees in normal duty (non-travel) status.

Terms and Definitions:

Accountable Property Officers (APO) include Headquarters Management Team Members, and Field Office Directors (FODs) in the Detention and Removal Operations Program.

Fleet Card Program Coordinators (FCPC) are appointed by the APO/FOD.

FCPCs are responsible for the accountability of all Fleet Cards within their area of responsibility (AOR) in addition to maintaining complete and accurate Fleet Card Activity Logs. FCPCs also review and reconcile monthly statements in Pathway to ensure accuracy.

Property Custodians (PC) are appointed by the APO/FOD. PC's are responsible for the accountability and safeguarding of accountable property, and accuracy of the information recorded in the SUNFLOWER system. Because of the organizational structure of some offices, the PCs may perform dual responsibilities.

Vehicle Custodial Officers (VCOs) are appointed by the APO/FOD. VCOs are responsible for the accountability and safeguarding of government-owned or leased vehicles, and the accuracy of the information recorded in Vehicle Management Information System (VMIS).

Motor Vehicle Lease refers to obtaining a motor vehicle by contract or other arrangement from a commercial source for a period of 60 days or more.

Motor Vehicle Rental refers to obtaining a motor vehicle by contract or other arrangement from a commercial source for 60 days or less.

Purchase Card Holders (PCH) are Department of Homeland Security (DHS) employees that have successfully completed GSA and DHS Purchase Card training and annual refresher training; are personally liable (legally responsible) to the government for each transaction made with the Purchase Card; and are responsible for only using the card for authorized purchases in accordance with the limitations outlined in the DHS Purchase Card Manual.

The SUNFLOWER Asset Management System (SAMS) is a commercial off-the-shelf (COTS) software program. This web-based system is used to manage assets within various organizational elements of DHS. SUNFLOWER provides a wide range of functional capabilities that are utilized to assist the Department in the lifecycle management of its assets.

The Personal Property Operation Handbook (PPOH) is the handbook that contains the governing policies and procedures for ICE-owned and leased personal property.

Q&As

Can I commercially rent or lease a vehicle for official government use?

Yes! In the event that additional vehicle support is required for a short period of time, rental or lease vehicles are recommended.

How do I pay for the vehicle rental or lease?

The DRO Field Office will submit a Purchase Request G-514, outlining vehicle requirements to the HQ Office of Acquisitions. The purchase request will include all necessary information such as: the number of vehicles needed, the type of vehicle needed (Sedan, Mini Van, etc.), the vendor (Avis, Hertz, etc.), the cost of the vehicle(s) and the duration of lease or rental. If you have a requirement for short-term (60 days or less), HQ DRO can look to place orders against the GSA Schedule if you submit a complete G-514 requisition package, http://www.gsa.gov/rsvp

How do I pay for fuel?

(Reference 41CFR 102-34.325) Government fleet credit cards will be used to pay the fuel costs for the rental vehicle. However, you must first have the vehicle's Vehicle Identification Number (VIN) before ordering a fleet credit card. When ordering the Fleet Card, be sure to indicate on the embossing line "LEASED" or

"RENTAL" - this is name-line 1, and the Vehicle Identification Number (VIN) in name-line 2. Field Office Fleet Card Program Coordinators will be able to assist with this requirement. Cards embossed with "RENTAL" will be monitored and terminated after the rental period. Cards embossed with "LEASE" will be monitored to ensure compliance with reporting requirements.

***Note*** The rental vehicle must be at the Field Office location before the Fleet Card is ordered. If a Fleet Card is ordered and the embossing line is missing the word "LEASED" or "RENTAL", and the (VIN), the Fleet Card is subject to temporary suspension until it can be verified. This is to prevent waste, fraud or abuse.

Are there reporting requirements for rental or leased vehicles?

Rental vehicle data does not require reporting. However, leased vehicle data must be accounted for in the ICE Personal Property System, (SAMS) and the Vehicle Management Information System (VMIS) to comply with the mandatory Federal Automotive Statistical Tool (FAST) reporting requirements, 41CFR 102.34.345. In addition, either rental or lease vehicles involved in an accident require operators to complete a DHS 510 - "Vehicle Accident Report," as required in the interim DRO standards.

G. Internal Vehicle Transfers

Vehicle transfers between organizations within DRO are permitted as long as the receiving organization is within the established Vehicle-to-Employee Ratios.

CHAPTER 7

REGISTRATION AND LICENSING

A. Registration & Inspections

Vehicle registrations and inspections are not required for vehicles assigned government tags; acquired for official purposes; and regularly operated outside the District of Columbia in the United States, Commonwealth, territories, or possessions in which they are primarily used. There are two exceptions:

1. All DRO vehicles regularly operated within California and the District of Columbia are required to comply with local inspection criteria.

2. Vehicles exempt under CFR 101-38.200(f) and CFR 101-38.204 (using local plates) shall be registered and inspected in accordance with the laws of the state, commonwealth, territory, or possession. Offices should contact the local motor vehicle office for guidance on registration and inspection criteria. If a question arises, contact your local counsel office for a determination regarding state and local laws.

B. Operator's Drivers License

To legally operate a DRO motor vehicle, employees must possess a valid state driver's license. A commercial driver's license (CDL) is required for vehicles over 26,001 pounds Gross Vehicle Weight Rating (GVWR) or buses with a 15 passenger or greater capacity. An employee may be reimbursed for all expenses to obtain a CDL when required by management. For additional information and licensing requirements, contact the local motor vehicle office.

CHAPTER 8

LICENSE PLATES

All DRO vehicles will use U.S. government DHS license plates unless specifically exempt under FPMR 101-38.204-1. Additional exemptions may be granted by the agency head or designee upon written certification that U.S. government tags will interfere with the purpose for which the motor vehicle is used. The certification must state that the vehicle is acquired and used primarily for the purpose of investigative, law enforcement, or intelligence duties involving security activities or for the safety of the vehicle occupants.

Also, it must state that the identification of the vehicle would interfere with the discharge of such duties or endanger the security of the individuals or U.S. government. (Note: this excludes vehicles used for common administrative functions and not directly used in the above listed activities.)

A. DHS License Plates

DRO license plates (DHS plates) are used on all DRO-owned or leased vehicles (except GSA IFMS vehicles), unless specifically exempt by CFR 101-38.204-1. In accordance with CFR 101-38.202-3, DRO is required to maintain a centralized record of all official U.S. government license plates assigned to government-owned and leased vehicles. The Department of Homeland Security requires an annual inventory of all DHS plates currently in use. The requirements contained in this section apply to all offices operating vehicles using DHS plates.

1. Assigned DHS Plates

DHS license plates are sensitive controlled items assigned to a specific vehicle and must remain with the vehicle at all times.

DHS plates are assigned to DRO vehicles by UNICOR at the time the vehicle is up-fitted to DRO specifications at the factory. The plate is recorded in the Vehicle Management Information System (VMIS) before the vehicle is assigned to the Field Office. In the event a vehicle does not go to a factory for up-fit, upon receipt of the vehicle the VCO submits a request to UNICOR for a fleet number and a DHS plate.

2. Accounting for DHS Plates

VCO's must maintain the VMIS system to account for DHS plates issued to vehicles assigned to their offices. Offices may not maintain a stock of DHS plates for future use. All DHS plates must remain with the vehicle they were originally assigned to. DHS plates must not be transferred between vehicles for any reason without prior written notification and approval from HQ FICU.

3. Assignment and Placement

DHS plates are assigned in pairs and must be placed on the vehicle it was intended for. DHS plate pairs cannot be separated or split up and placed on different vehicles under any circumstances, regardless of local state laws.

DRO vehicles must have one DHS plate on the front and one on the back.

Trailers will be assigned their own pair of DHS plates and placed one on top of the other.

4. Transfer of Vehicles with DHS plates

Vehicles transferred between DRO offices will retain the original DHS plate assigned to the vehicle. The losing office is responsible to inform the VCO of the vehicle and DHS plate transfer by contacting VMIC within 3 working days of transfer.

5. Missing, Stolen, or Lost DHS plates

Missing, stolen, or lost DHS plates must be reported immediately on a DHS Form 200 - 2, Report of Property for Survey. A complete explanation regarding the loss must be included. In addition, notifications must be made to the Joint Intake Center, local DRO Management and HQ FICU. A report must be filed with the local Police Department. Documentation of these entities must be maintained in the Vehicle File.

6. Disposal

DHS plates are the property of DRO. They will be removed from vehicles being sold or transferred outside of DRO. Field offices must return the DHS plate pair to VMIC within 7 working days by certified mail or 2-day priority delivery.

B. State License Plates

Vehicles used for law enforcement purposes by DRO may be exempt from DHS Plate requirements. Exempt vehicles may be assigned local state plates, which are obtained through direct coordination between the Field Office and the local Department of Motor Vehicle office serving the state in which the vehicle is operated. Vehicles operated with state license plates must conform to all registration, emission, and licensing requirements of the issuing state. The Field Office must track and account for all state plates assigned and immediately report the theft of any assigned plates to the appropriate State agencies and HQ FICU.

CHAPTER 9

GOVERNMENT NATIONAL FLEET CREDIT CARD PROGRAM

The following DRO guidelines govern the fleet credit cards and apply to all personnel engaged in the acquisition, use, and accountability of fleet cards. Fleet cards are ordered by the Organizational Program Coordinator (OPC). This guidance is being provided as a supplement to the Department of Homeland Security's Financial Management Policy Manual, Chapter 3, Section 3.2, Part 3.2.3.

A. Procedures for Obtaining Fleet Cards:

1. The FO/OPC may obtain fleet cards in numbers appropriate for operational necessity (normally one card for each vehicle) through JPMorgan Chase

(JPMC);

2. The FO/OPC completes the JPMC SmartPay® 2 application and forwards the application for approval and processing;

3. The FO/OPC faxes the application directly to JPMC at (800) 297-0785, or e-mail to: CCS-Account-Services@JPMChase.com;

4. The FO/OPC may also order fleet cards electronically through the JPMC PaymentNet® system - https://gov1.paymentnet.com;

5. The FO/OPC monitors card transactions using PaymentNet®;

6. The FO/OPC ensures cards are assigned to the correct hierarchy;

7. The FO/OPC reviews account information to ensure the account parameters are accurately reflected in PaymentNet®. The FO/OPC reviews the following:

f. Vehicle identification number (VIN).

B. Fleet Card Activation

The fleet card will NOT be active at the time of receipt. The FO/OPC must activate the fleet card per the instructions on the sticker adhered to the card.

C. Using Your Fleet Card

Card users should ensure that vendors accept credit cards for services rendered prior to obtaining services or commodities for government vehicles. The fleet card must be used for all costs associated with the fueling, maintenance and repairs of the vehicle to which it is assigned. The following procedures are to be used to obtain and authorize a fuel purchase:

1. Pay at the Pump

Most service stations have installed card readers attached to fuel pumps.

The card reader will recognize the card as an active fleet card by the data embedded on the card's magnetic stripe. The following steps are required to pay at the pump:

"Transaction receipts and Record Retention");

e. Pump the fuel into the vehicle.

Note: Some card readers require the zip code to be entered as well.

2. Paying at the Register

If the service station is not equipped with a card reader at the pump, you will need to present your fleet card to the station attendant in the station. The following steps are required:

purchased in addition to fuel (i.e., motor oil, wiper fluid, etc)

The attendant will then ask you to:

f. Verify the total amount of the purchase (fuel plus other items);

3. Authorized/Unauthorized Uses

Vehicle modifications that may result in compromising a vehicle's warranty or the vehicle's ability to perform the mission it was originally designed and built for should not be made to DRO owned or leased vehicles. As such, the fleet credit card assigned to a vehicle will only be used for fuel, service and maintenance.

All requests for modifications to or purchases for additional vehicle related materials (i.e. battery adapters, inverters, lights, sirens, computer equipment, etc.) must be made in a formal decision memorandum for approval or disapproval by the FOD. The memorandum should contain information describing the requested change, a statement(s) as to the impact on the vehicle's warranty and ability to perform the job it was originally built for, cost estimates, and the reasons for the request. The memorandum(s) for each modification or additional vehicle related equipment must be kept on file by the VCO until the vehicle is retired from service (upon retirement all equipment purchased for the vehicle must be accounted for).

Upon approval of the modification or purchase, a G-514 Requisition must be generated and processed by the DRO Field Office and charged to the field office's funding code or if Program approved, to the appropriate Program Funding Code to which the vehicle…