OSOP_GSA Fleet Operation-Draft.pdf

Department of Defense HUMINT Training – Joint Center of Excellence 821 Irwin Street, Matlack Hall Fort Huachuca, AZ 85613

21 January 2016

HT-JCOE ORGANIZATIONAL STANDARD OPERATING PROCEDURES

Fleet Operations

Summary. This Organizational Standard Operating Procedure (OSOP) establishes procedures and standards for managing and operating GSA vehicles assigned to the HT-JCOE. It also addresses the command and staff responsibilites as they pertain to Federal vehicle operations. It will also allow the HT-JCOE command the flexibility they need to maximize the use of the GSA fleet assigned to the organization.

Applicability. This OSOP is applicable to all DoD Civilians and military personnel of HT-JCOE.

All HT-JCOE personnel are held accountable to and are expected to adhere to the procedures set forth in this OSOP.

Proponent: HT-JCOE, J4

DSN: 821-4047, COMM: (520) 533-4047

FLEET OPERATIONS OSOP

1. Purpose. This OSOP is designed to standardize GSA operations, maintenance policies, and training procedures for operating and maintaining the HT-JCOE GSA fleet.

2. References:

a. AR 58-1, Management, Acquisition, and Use of Motor Vehicles, 12 June 2014

b. AR 385-55, Prevention of Motor Vehicle Accidents, 27 November 2013

c. AR 600-55, Motor Vehicle Driver Selection, Testing, and Training, 18 June 2007

d. FM 21-305, Manual For The Wheeled Vehicle Driver, 27 August 1993

e. GSA Fleet Vehicle Guide

f. HT-JCOE Financial Liability OSOP

3. General. The safe operation and maintenance of the GSA fleet assigned to HT- JCOE is the responibility of everyone assigned or attached to the organization. When operating a GSA vehicle the operator and occupants will follow safety procedures.

a. The General Services Administration Fleet will be maintained and operated in according with (IAW) AR 58-1. The personnel operating GSA vehicles assigned to HT- JCOE will be qualified IAW AR 600-55 The Army Driver and Operator Standardization Program for Selecting ,Training,Testing and Licensing for Government vehicles.

b. Deviations from this OSOP are not authorized unless approved by the Command or logistics manager. This OSOP will be reviewed and updated when needed due to changes in policies and procedures.

c. All section and course leaders are required to read this OSOP and will ensure compliance with all provisions. This OSOP will be readily available to all personnel assigned or attached to the HT-JCOE.

d. There are constant changes in policies and procedures throughout the Department of Defense that may require changes to this OSOP. As changes happen throughout the command there may also be occasions where this OSOP may require revisions. Therefore, written recommendations for changes that occur may be submitted through the J4 Manager. However, no changes will be implemented without the approval of the J4 Logistics Manager.

e. This OSOP supersedes all previous Fleet Operations OSOPs.

4. Responsibilities.

a. Logistics Manager – is the Commander’s direct representative in all matters related to GSA vehicle operation and management. Manages all personnel and operations related to GSA operations.

(1) With the guidance of the Commander, developes and maintains the General Service Administration (GSA) and Army Owned Vehicle Operations OSOP.

(2) Ensure that General Services Adminstrations Vehicle Operations OSOP is IAW established policies and guidance.

(3) Periodically brief key staff and personnel on the GSA Vehicle Operations

OSOP.

(4) Keeps the command informed on the operational status of the GSA fleet.

Assists the Command in ensuring the safe operation and readiness of all assigned vehicles.

(5) Monitor all aspects of General Service Agency operations in order to ensure maximum effective utilization of resources and equipment.

(6) Advise the HT-JCOE Command Group pertaining to processing vehicle Financial Liability Investigations for Property Loss (FLIPL) and provide procedures for mitigating future loss, damages, and destruction.

b. Fleet/Transporation Coordinator - is the primary manager of the GSA and

Army Owned vehicle fleet assigned to the HT-JCOE. Provides assistance to the center GSA fleet operators in all matters relating to maintenance and operations the HT-JCOE vehicles fleet.

(1) Understands and strictly enforces dispatching procedures IAW with OSOP.

(2) Includes the proper record folder and/or required forms when dispatching equipment to requesting personnel.

(3) Ensures the operator is qualified to operate GSA vehicles prior to dispatching vehicle.

(4) Ensures the operator is listed as a licensed, qualified operator within the HT- JCOE fleet operators data base. If operator is not listed on the data base, checks for a driver’s packet in hard copy form.

(5) Issues and collects equipment record folder and required forms.

(6) Updates operation records at the time of dispatch and return. Reports any irreconcilable issues to the Logistics Manager for final determination.

(7) Ensures equipment faults are verified before listing them on the DA2408-14.

(8) Ensures all dispatches are signed by the section leaders or course directors prior to dispatches being issued to the operators.

(9) Orders publications to stock or restock the fleet library as required, will gain prior approval from by the Logistics Manager.

(10) Maintain and update the Vehicle Databases to reflect accurate information (Fleet Management System and Share Point Sites).

(11) Respond to all Traffic Violation obtained in HT-JCOE fleet vehicles in accordance with established Department of Transporation rules and timelines. (HT- JCOE isn’t allowed by law to ignore citations delivered by mail).

(12) Process FLIPL Packets in accordance with the HT-JCOE FLIPL OSOP and established timelines.

(13) Responsible for the accountability for all fleet vehicles assigned to the HT-

JCOE.

(14) Coordinates all scheduled maintenance for vehicle fleet assigned to the

HT-JCOE.

(15) Ensures all safety polices, and procedures are followed for operating HT- JOCE vehicles.

(16) Provides quality control by periodically performing on the spot inspections.

c. Course Directors/J-Staff Leaders - is directly responsible for the GSA vehicles assigned to his/her course / section.

(1) Leaders will oversee the routine usage of vehicles assigned to their subordinates to ensure the vehicles are properly maintained and only used for official business.

(2) Conducts drivers interviews for personnel assigned to the course / section required to operate HT-JCOE’s Federal vehicles assigned to the HT-JCOE.

(3) Coordinates with Logistics Manager for the use of additional vehicle assets to support their course’s/staff section’s mission.

(4) Will report vehice traffic accidents and damages to the Chain of Command immediately upon becoming aware of the incident and will complete all Line of Duty Statements, when required.

COURSE NCOIC– manages and maintain assigned GSA vehicle fleet ensuring vehicles are ready for use by the personnel assigned to the course.

1. Request dispatches for GSA fleet IAW OSOP. Issue vehicles to personnel assigned to course.

2. Keeps course director and GSA coordinator updated on status of assigned GSA fleet. Reports problems and accidents to the GSA coordinator as soon as possible.

3. Ensures drivers sign dispatches when the vehicles are issued to them.

4. Have required maintenance performed on GSA vehicles, ensuring they are ready for use by the personnel assigned to the course.

5. Ensures GSA vehicle operators perform Preventative Maintenance Checks and Service (PMCS) on assigned vehicles correctly annotates faults on the Equipment Maintenance and Inspection Worksheet (DA Form 2404) IAW this SOP.

d. Vehicle Operator (End User) - The key to a successful fleet operations program.

(1) Operate the vehicle for official use only (If it appears to be questionable, don’t do it).

(2) Performs before, during, and after checks on assigned vehicle, and keeps supervisors informed of the status of assigned vehicle.

(3) Operate the vehicle in compliance with all post traffic and safety regulations, and in compliance with applicable federal and local civilian laws.

(4) Operate vehicle within its design limitations and in a safe manner.

(5) Notify chain of command if the vehicle requires maintenance / repairs via the Share Point Deficiency Reporting tool.

(6) Will engage all vehicle security features and apply parking brake prior to leaving vehicle unattended.

(7) Will report any damage to vehicle to course/section leader prior to moving vehicle.

(8) Will follow the instructions in the Accident Reporting Kit located with the vehicle if involved in an accident and notify the HT-JCOE Fleet Coordinator prior to moving the vehicle. Vehicle accidents will be reported to the Chain of Command immediately.

(9) Will only use HT-JCOE vehicle credit card for expenses authorized for the assigned vehicle.

(10) Will notify GSA fleet coordinator if there are any changes in the status of civilian state driver’s license.

(11) Will contact a licensed locksmith or towing company to have the HT-JCOE vehicle unlocked if they are locked out of the vehicle. Operator will be responsible for all cost associated with this action (Non Reimbursable Cost).

(12) Will be responsible for all cost associated with recovering vehicles that have been towed or impounded due to operator’s violations of established laws.

APPENDICES:

Annex A – Vehicle assignment and use

Annex B – Dispatch Procedures

Annex C – Vehicle Maintenance

Annex D – TMP Vehicle Request/Use

Annex E – GSA Short Term Rental

Annex F – Vehicle Credit Card Replacement

Annex G – Accident and Incidents Reporting

Annex H – Safety

Annex I – Vehicle Security

Annex J – Driver Selection and Training

Annex K – Forms

TABLE OF CONTENTS

Page

A . Vehicle Assignment 8

B . Dispatch Procedures 8

C . Vehicle Maintenance 10

D . TMP Vehicle Request/Use 12

E . GSA Short Term Rental 12

F . Vehicle Credit Card Replacement 13

G . Accident and Incidents Reporting 13

H . Safety 15

I . Vehicle Security 16

J . Driver Selection and Training 17

K . Forms 19

ANNEX A – GSA VEHICLE ASSIGNMENT

1. The GSA vehicle assignment to courses / sections will be based on requirement to support the HT-JCOE training mission. The amount of vehicles assigned to each course / section will be based on the throughput of each course and the functions of each section.

a. The entire HT-JCOE GSA fleet will be utilized to support the center. When courses or staff sections require additional GSA vehicle to support their training mission the course director will coordinate with the logistics manager to acquire the vehicle needed to complete the mission.

b. GSA vehicles assigned to the HT-JCOE from the General Services Adminstration will be control by the GSA Fleet Service Representive (FSR) assigned to our region.

c. The HT-JCOE GSA fleet has the following types of vehicles assigned to support the training mission.

(1) Chevrolet Cruze

(2) Chevrolet Malibu

(3) Chevrolet Colorado

1. Chevrolet 1500 Truck

2. Chevrolet 2500 Truck

3. Dodge 1500 Truck

4. Ford C-Max

5. Ford Escape

6. Ford Transit Van

7. Ford Expedition

8. Ford 2500 Pick-up Truck

9. Hyundai Elantra

10. Jeep Cherokee

11. Jeep Liberty

12. Jeep Wrangler (DoD Owned)

13. Trailer Cargo 6X12

14. Trailer Cargo 8X20

15. Trailer Cargo 8X24

16. Electric Car

ANNEX B – DISPATCH PROCEDURES

a. Dispatching is a method in which the command can provide and auditable process for the center’s vehicles. However, allowing vehicles to be used carries with it the responsibility for both the vehicles and the operators’ safety. The command must make sure that the dispatching procedures are understood and followed.

b. The logistic manager will appoint a responsible person to the duties of dispatcher.

The person delegated as dispatcher is password controlled within Fleet Management Information System (FMIS). In the absence of the appointed dispatcher, additional dispatchers must be authorized in writing by the logistic manager.

c. Dispatcher – controls the use of the GSA fleet by dispatching vehicles and managing equipment record folders from a centralized location.

1. Dispatch vehicles as needed to support missions.

2. Checks the operator’s drivers license to ensure the operator is licensed for the vehicle requested.

3. Issues and collects the Equipment Record Folder along with the needed forms.

4. Ensures that the operators properly annotate required entries on the forms in the Equipment Record Folder.

5. Logs vehicles in and out on the Organizational Control Record for Equipment.

6. Makes required entries on the Motor Equipment Utilization Record.

7. Ensures equipment faults are annotated on 2408-14 if the fault is not repaired.

8. Reports any differences in stated and actual destinations or missions.

9. Notes any services or maintenance completed during the dispatch.

d. Dispatch Loop - describes the procedure for dispatching equipment.

1. The operators reports to the dispatcher to get vehicle dispatch.

2. Both the dispatcher and operator verifies requirement for dispatches. Vehicle dispatches will not exceed 90 days unless approved by command or logistics manager.

3. Both the dispatcher and operator signs the dispatches prior to the dispatch being released from the J4 area.

4. The dispatcher makes a copy of the dispatch to be placed in the equipment file folder and the original goes in the vehicle log book.

5. While the vehicle is on dispatch the receipts for fuel and services will be maintained receipt envelope located in the vehicle log book.

6. Operators will perform before, during, and after PMCS on the vehicle while it is dispatched and annotate faults on the DA 2404.

7. Operator or course supply manager will notify the GSA fleet coordinator if the vehicle requires repair while on dispatch. Vehicle will not be operated until safety issues are corrected.

8. GSA fleet coordinator or course supply manager will provide a replacement vehicle for any vehicle that’s identified to have a safety issue. When the safety issue is repaired the vehicle will go back to the course or section to be used.

9. Prior to the expiration of the dispatch the operator or course supply manager will return the vehicle dispatch and receipts with the current vehicle miles to the dispatcher to close out the dispatch.

10. Dispatcher will file the closed out vehicle dispatches and receipts until disposition date. Faults listed on the DA 2404 that can be repaired will be repaired.

11. Uncorrected faults will be added to the DA 2408-14 until they can be repaired. The DA 2408-14 will be maintained in the vehicle log book.

12. Vehicle log books will be maintained by course or sections until the vehicle is dispatched again.

Hours of Dispatch Operation – Due to certain events during the week, constraints are placed on when an operator is able to request vehicles for dispatch.

a. Dispatching will occur from the hours of 0800-1200 and 1300-1615 on all duty days except Tuesdays.

b. Dispatch will occur from the hours of 1300-1615 on Tuesdays.

ANNEX C – VEHICLE MAINTENANCE

a. Maintenance is a method of ensuring that safe and reliable vehicles will be available for operation by personnel assigned or attached to the HT-JCOE. Conducting maintenance on assigned vehicles will help to extend the life cycle of the vehicle and reduce the operating cost by helping to reduce major components failure.

Scheduled Maintenance:

a. All scheduled maintenance for the assigned GSA vehicle fleet will be directed by the GSA Fleet Service Representative (FSR) from the GSA western region.

b. The GSA Fleet Service Representative will send a monthly scheduled maintenance report for the assigned GSA vehicle that requires maintenance to the HT- JCOE fleet coordinator.

c. The fleet coordinator will identify what course or section has the vehicle and notify the course supply manager or section leader of the requirement for scheduled maintenance to be completed.

d. The scheduled maintenance notification provided to the course supply manager and section leader will contain information to identify vehicles requiring scheduled maintenance and the suspense date to have the maintenance completed.

e. Only the service / maintenance identified on the scheduled maintenance report will be completed NO EXCEPTIONS.

f. The completed scheduled maintenance reports will be returned to the GSA fleet coordinator. The fleet coordinator will consolidate all the information and return the scheduled service report to the GSA fleet service representative before the last working day of the month.

g. The GSA fleet coordinator will retain a copy of the completed monthly scheduled service report to be filed by fiscal year.

Unscheduled Maintenance:

a. Unscheduled maintenance will be completed to repair all repairs that are not scheduled.

b. GSA vehicles that are still under the manufacturer warranty will be returned to the dealer to have faults repaired. GSA vehicles that no longer have valid manufacturer warranties will go to local automotive repair shops to have repairs completed.

Maintenance must be coordinated through the maintenance control center.

c. All repairs to include tire replacement and tire repairs must be approved by GSA prior to having work completed. Contact GSA coordinator before the vehicle is taken to the shop.

d. Receipts for maintenance completed will be turned-in to the GSA coordinator with the dispatch when the dispatch gets closed out.

Maintenance Procedures for GSA Vehicles Mechanical Breakdowns:

a. Vehicle operator will move vehicle to a safe location out of the flow of traffic.

b. Vehicle operator will report the vehicle breakdown to the course leadership.

d. Course leadership will notify the fleet manager about the vehicle breakdown and provide an update on the status and location of the GSA vehicle.

e. Vehicle operator will contact the GSA maintenance control center at 1-866-400- 0411 to request roadside assistance for all GSA vehicle except the Hyundai Elantras.

Vehicle operator will contact Hyundai at 1-800-243-7766 for roadside assistance pertaining to flat tire repair support.

f. A replacement vehicle will be provided for students and unit personnel when their assigned vehicle is towed or turned in to the repair shop for maintenance.

Maintenance Procedures for DTS Rental Vehicles Mechanical Breakdowns:

a. Vehicle operator will move vehicle to a safe location out of the flow of traffic.

b. Vehicle operator will report the vehicle breakdown to the course leadership.

c. Vehicle operator will contact the customer service number for the rental agency and report the vehicle breakdown.

d. Vehicle operator will follow the instructions provided by the customer service representative to get the vehicle repaired or to obtain roadside assistance when needed.

e. If needed, the Vehicle operator will obtain a replacement vehicle from the rental car agency in which the original vehicle was obtained.

NOTE: GSA and HT-JCOE do not provide maintenance service for DTS rental

Repair Procedures for GSA Vehicles Flat Tires:

a. Vehicle operator will move vehicle to a safe location out of the flow of traffic.

b. Vehicle operator with vehicles that have spare tires will follow procedures outlined in the vehicle owner’s manual for changing flat tires (self-recovery).

c. Vehicle operator will inform the course leadership that they have a tire that needs to be repaired or replaced. Operator will report the location in which they discovered the flat tire. The course leadership will make arrangements with the fleet manager to have the tire repaired or replaced.

d. Operators of vehicles without spare tires will use the portable air pump (in trunk) to inflate the tire. If the tire cannot be inflated the operator will contact the GSA maintenance control center at 1-866-400-0411 to request roadside assistance for all GSA vehicle except the Hyundai Elantras. Hyundai Elantra vehicle operators will contact at 1-800-243-7766 for roadside assistance (see info on windows of vehicle).

f. A replacement vehicle will be provided to students and unit personnel during the period that the tire is being repaired or replaced. The course will contact the fleet manager to request a replacement vehicle.

Maintenance Procedures for DTS Rental Vehicles Flat Tires:

a. Vehicle operator will move vehicle to a safe location out of the flow of traffic.

b. Vehicle operator with vehicles that have spare tires will follow procedures outlined in the vehicle owner’s manual for changing flat tires (self-recovery).

c. Vehicle operator will report the vehicle flat to the course leadership. Operator will report the location in which they discovered the flat tire.

d. Vehicle operator will contact the rental agency customer service number and report the vehicle flat tire in order to obtain tire repair or replacement.

e. Vehicle operator will follow the instructions provided by the customer service representative to get the tire repaired or to obtain roadside assistance.

NOTE: GSA and HT-JCOE do not provide maintenance service for DTS rental

Preventive Maintenance Checks and Services:

a. Vehicle operators will perform before, during, and after PMCS while vehicles are dispatched.

b. Vehicle operators will annotate faults identified during PMCS on DA form 2404 Equipment Inspection and Maintenance Worksheet..

c. Completed vehicle DA 2404’s will be turned-in to the course supply manager or the GSA fleet coordinator to have repairs completed. Uncorrected faults from PMCS will be annotated on Da 2408-14 until they can be repaired.

ANNEX D – TRANSPORTATION MOTOR POOL VEHICLE REQUEST

a. Request for use of vehicle from the Fort Huachuca Transportation Motor Pool (TMP) will be limited to special vehicles such as 5 ton flat bed trucks. The request for use of

TMP vehicle will have to be approved by the logistic manager and budget. Request must be submited at least 72 hour prior to needing the vehicle.

1. Section / course will request the use of TMP vehicles through the HT-JCOE logistics manager. If request to use TMP vehicle is approved the logistic manager will notify the GSA fleet coordinator.

2. GSA coordinator will submit TMP vehicle request to the Fort Huachuca Transportation Office after it gets signed by the logistic manager and budget.

3. The GSA coordinator will pick-up the TMP vehicle from the TMP lot and park it at HT-JCOE. The section / course that requested the TMP vehicle will report to the HT- JCOE J4 office to sign for the keys and dispatch for the TMP vehicle.

4. When the section / course finish utilizing the TMP vehicle it will be refueled and cleaned. The log book and keys will be returned to the GSA coordinator and the GSA coordinator will return the TMP vehicle to the TMP lot.

5. The GSA coordinator will keep a completed copy of the TMP request on file.

ANNEX E – GSA SHORT TERM RENTAL PROGRAM

a. Request for use of vehicle from the GSA short term rental program will be used to fill short term requirements for additional vehicles.The request for use of the GSA short term rental program will require approval from the logistics manager. Request must be submitted at least 72 hour prior to needing the vehicle.

1. Section / course will request the use of the GSA short term rental program through the HT-JCOE logistics manager. If request to use TMP vehicle is approved the logistic manager will notify the GSA fleet coordinator.

2. GSA coordinator will submit short term rental request to the GSA short term rental office at least 72 hours before needing to use vehicle.

3. GSA coordinator will accept the low bid for the short term rental or provide justification to the GSA short term rental program office as to why the low bid was not accepted. Once the short term rental is approved the GSA coordinator will provide the location and time for rental vehicle pick-up to the requestor.

4. GSA coordinator will notify the GSA short term rental program office if the rental contract needs to be extended.

5. When use of the rental vehicle is complete the rental vehicle will be refueled and returned to the vender.

6. The GSA coordinator will keep a copy of the short term rental initial request, approved request, and rental contract on file.

7. Credit cards issued for short term rental will be used for fuel only and only used for the vehicle for which it is assigned.

ANNEX F – GSA VEHICLE CREDIT CARD REPLACEMENT

a. A request to replace GSA vehicle credit cards will be submitted when the vehicle credit card is lost or damaged. All lost or damaged vehicle credit cards will be reported to the GSA fleet coordinator.

1. GSA fleet coordinator will complete the GSA fleet voyager credit card replacement request form to replace the lost or damaged vehicle credit card. The completed request form will be submitted via email to zonef.fleetcard@gsa.gov or faxed to 415-522-2884.

2. Upon receiving the replacement GSA vehicle credit card, the credit card number of the new card number will be annotated on the center master list for GSA vehicles.

3. GSA coordinator will issue the new vehicle credit card to the course / section and have them sign for the replacement card. A copy of the receipt for the replacement vehicle credit card will be maintained on file.

ANNEX G – ACCIDENT AND INCIDENT REPORTING

a. The following procedures have been established for reporting accidents and or incidents for all personnel authorized to operate a GSA vehicle assigned to the HT- JCOE. All accidents and incidents will be reported to the GSA fleet coordinator immediately.

b. Accidents- are defined by the General Services Administration as any instance where a GSA vehicle strikes or is hit by another vehicle or object and meets one of the following criteria:

1. An identifiable third party is involved, regardless of who is at fault.

2. A fatality or personal injury occurred.

3. Any possibility of litigation.

4. Property damage (for example: guard rail, mile marker, fence).

c. Incidents- are defined by the General Services Administration as any vehicle encounter not classified as an accident, such as striking a deer, striking a stationary object, vandalism, theft, and acts of nature.

mailto:zonef.fleetcard@gsa.gov

d. In the event of an accident or incident the vehicle operator will complete the following steps to ensure the correct information pertaining to the accident or incident is collected.

1. Stop immediately and turn on emergency flashers.

2. Take steps to prevent another accident at the scene.

3. Notify emergency personnel or ambulance if necessary.

4. Notify police.

5. Will not sign any paper or make any statement as to who was at fault (except to their supervisor or to a Federal Government investigator.)

6. Get name and address of each witness. Ask the witness to complete Standard Form (SF) 94, statement of witness contained in the motor vehicle accident reporting kit located in the vehicle log book or glove compartment.

7. State their name, address, place of employment, name of their supervisor, and upon request show their operator’s permit and vehicle registration card.

8. Complete Standard Form (SF) 91, Motor Vehicle Accident Report.

9. If possible take a photo of the vehicle.

10. Turn-in completed SF91,SF94, and photo’s to their supervisor and their supervisor will turn the paperwork and photo’s in to the GSA fleet coordinator.

d. GSA coordinator will verify that the SF91 and SF94 are complete. Once the SF91 and SF 94 are complete the GSA coordinator will collected both forms and the photo’s to establish a packet for the accident.

1. GSA coordinator will submit documents to the Accident Management Center (AMC) within 5 days of the accident.

2. Section / course that have the vehicle assigned to them will take the vehicle to an authorized vender to get estimates for repairs. Damage under $2,500 requires only 1 estimate. Damage that exceeds $2,500 will have 3 estimates completed.

3. The vehicle will only be repaired after GSA grants authorization to repair vehicle.

4. Upon completion of vehicle repair, the receipt along with copies of all documentation pertaining to the accident will be maintained on file by the GSA coordinator until the established disposition date.

5. GSA coordinator will provide a new Motor Vehicle Accident Reporting Kit to the operator for placement in the log book or glove compartment of the vehicle.

6. Financial Liability Investigation of property Loss (FLIPL) will be completed for all accidents or incidents that result in damage to GSA vehicles. If the operator of the vehicle is found to be responsible for causing the damage to the GSA vehicle he or she may be required to reimburse the US government for the cost of repairing the vehicle.

ANNEX H – SAFETY

a. An effective safety program is essential during all aspects of GSA vehicle operations.

Personnel must understand the importance of operating all vehicles in a safe manner.

The staff and personnel assigned or attached to the HT-JCOE must be safety conscious at all times.

b. Safety policies and procedures were established to governing vehicle operation, personal (safety, security). All personnel operating GSA vehicles assigned to the HT- JCOE will follow the safety guidance of this SOP.

Additional safety information for operating the assigned GSA vehicles can be found in the vehicles operator / owner manual.

Vehicle operations:

a. The vehicles will not be operated in excess of the posted speed limit or at a speed that is too fast for the driving conditions.

b. Seatbelts will be worn by all occupants traveling in the vehicle.

c. Vehicles will not be left unattended with the engine running.

d. Only properly licensed drivers will start or operate vehicles.

e. Ground guides are required when backing oversize vehicles or any size vehicles into confined spaces. Ground guides will never stand between a moving vehicle and a parked vehicle or building wall.

f. All installed manufacturer safety devices will be utilized and not by passed or disabled for convience while operating vehicles.

f. Parking brake will be applied when parking vehicle.

Personnel:

a. Horseplay will not be permitted in or around GSA vehicles.

b. Personnel will not lean on, stand, or sit under vehicles when they are raised to change flat tires. If there is a requirement for the operator to go under the vehicle it will be supported by jack stands or other forms of support prior to anyone getting under the vehicle.

c. All tools will be used only for their intended purpose.

ANNEX I – VEHICLE SECURITY

a. Security procedures were put in place to protect GSA vehicles and government property from lost or theft. Maintaining accountibility of GSA vehicle and government property is the responsibilty of all personnel assigned or attached to the HT-JCOE. If anyone observes any unauthorized personnel taking a GSA vehicle or government property notify the police.

b. Vehicles and government property will be secured when left unattended to prevent theft and unauthorized use . If government or personal property must be left in the vehicle it shoud be placed out of view from someone passing by the vehicle. The trunk is the suggested location for property to be stored if it has to remain in the vehicle.

c. Vehicles keys and key fobs will be controlled by the GSA fleet coordinator. All GSA vehicles assigned to HT-JCOE will have a spare key secured in the HT-JCOE J4 key box located in J4 office. The GSA coordinator will be notified immediately if a vehicle key or key fob is lost or stolen . The person operating the vehicle at the time that a key or key fob is lost will be responsible for the cost of replacing the key or key fob. In the event that a key or key fob is stolen an investigation will be conducted after the investigation has been completed a decision will be made as to how the key or key fob will be replaced.

1. Sections / courses will maintain a log to track who is currently operating the vehicles when they are being operated by personnel not assigned to their section or course.

2. Sections / courses will not have posession of the primary and spare key at the same time. The spare key will only be used for emergency purposes only.

3. Vehicle log books and credit cards will be protected from lost or theft at all times.

The vehicle credit card should not remain in the vehicle when the vehicle is not being driven / operated.

ANNEX J – DRIVER SELECTION AND TRAINING PROGRAM

a. The driver selection and training section outlines the procedures for selecting and training vehicle operators to operate the GSA vehicle fleet assigned to the HT-JCOE.

b. Military Drivers – The following licensing requirements apply to military operators of Government-owned or leased vehicles, both tactical and nontactical (to include those with a gross vehicle weight rating of 10,000 lbs or less). Military driver’s must have the following documents and training to operate a HT-JCOE GSA vehicle:

1. Valid DA Form 5984-E.

2. Valid civilian driver’s license.

3. Certificate for completing the Army Accident Avoidance Course ( valid for 4 years)

4. Driver’s interview conducted by course or section lead.

5. Signed HT-JCOE operators memorandum for financial liablity.

6. Signed HT-JCOE driver’s agreement (do’s and don’ts)

c. Department of the Army (DA) civilian Drivers – The following licensing requirements apply to DA civilians operating Government-owned or leased vehicles, both tactical and nontactical (to include those with a gross vehicle weight rating of 10,000 lbs or less). If required to operate a vehicle with a gross vehicle weight rating of 26,001 or more they will be required to obtain a commercial driver’s license. DA civilian driver’s must have the following documents and training to operate a HT-JCOE GSA vehicle:

1. Valid DA Form 5984-E.

2. Valid civilian driver’s license.

3. Certificate for completing the Army Accident Avoidance Course ( valid for 4 years)

4. Driver’s interview conducted by course or section lead.

5. Signed HT-JCOE operators memorandum for financial liablity.

6. Signed HT-JCOE driver’s agreement (do’s and don’ts).

d. Department of Defense (DOD) contractor who are required to operate Government-owned or leased vehicles, both tactical and nontactical (to include those with a GVWR of 10,000 lbs or less) must have the following documents and training to operate a HT-JCOE GSA vehicle:

1. Memorandum from contracting company stating that they have verified the contractor’s civilian license and that they are valid.

2. Valid civilian driver’s license.

3. Certificate for completing the Army Accident Avoidance Course ( valid for 4 years)

4. Driver’s interview conducted by course or section lead.

5. Signed HT-JCOE operators memorandum for financial liablity.

6. Signed HT-JCOE driver’s agreement (do’s and don’ts).

e. When a GSA operator / driver civilian state driver’s license are suspended they will not be authorized to operate a GSA vehicle until their civilian state driver’s license are reinstated.

Selection of Drivers: Guidelines for selection of drivers/operators are contained in AR 600-55. In general, personnel in the following categories will NOT be considered:

a. Recurring disciplinary problems.

b. Alcohol or drug abuse.

c. Poor civilian driving record.

d. Health problems which might impair their driving ability.

Screening of Prospective Operators:

a. When personnel arrive at the HT-JCOE and are being considered for selection as operators, the first line supervisor will screen them to see if they qualify to become GSA vehicle operators.

b. The supervisor will interview the personnel to gather information about their experience in operating vehicles.

Required Training : After personnel have been selected as operators, they are ready to begin the training phase. The following subjects will be covered by course / section leads or their designated repersentative :

a. Driver responsibility and government liability.

b. Vehicle inspection and operator maintenance.

c. Accident reporting.

DA Form 5984-E Issue – The driver / operator will return their completed GSA driver’s packet to the GSA coordinator to be filed in the HT-JCOE J4 office. The GSA coordinator will verify that all documents are present and completed. The GSA coordinator will issue DA Form 5984-E to all personell required to operate vehicles assigned to the HT-JCOE.

ANNEX K – FORMS

Table 1. Forms

Form Number Form Name

DD Form 1970 Motor Equipment Utilization Record

DA Form 2401 Organizational Control Record for Equipment

DA Form 2404 Equipment Inspection and Maintenance Worksheet

DA Form 2408-14 Uncorrected Fault Record

DA Form 5984-E US Government Motor Vehicle Operators Identification Card http://155.217.58.58/cgi-bin/atdl.dll/fm/4-30.3/bib.htm#ddform1970 http://155.217.58.58/cgi-bin/atdl.dll/fm/4-30.3/bib.htm#daform2401 http://155.217.58.58/cgi-bin/atdl.dll/fm/4-30.3/bib.htm#daform2404 http://155.217.58.58/cgi-bin/atdl.dll/fm/4-30.3/bib.htm#daform2408-14

DA Form 348-E Equipment Operator’s Qualification Record

Standard Form 91 Motor Vehicle Accident Report

Standard Form 94 Statement of Witness http://155.217.58.58/cgi-bin/atdl.dll/fm/4-30.3/bib.htm#daform348