Vehicle Procurement and Rental Program Changes To: "A - Division Chief and Staff", "B - Branch Chiefs and Offices", "DC - All District Chiefs", "AO - All Administrative Officers" cc: "David C Madril, Admin Officer, Reston, VA" Subject: Vehicle Procurement and Rental Program Changes Mime-Version: 1.0 Content-Type: text/plain; charset="us-ascii" Date: Thu, 31 Oct 1996 11:42:13 -0500 From: "David C Madril, Admin Officer, Reston, VA" I apologize for the delay in getting this out. Please call me at (703) 648-5028 if you have any questions. ------- Forwarded Message In Reply Refer To: Mail Stop 442 October 31,1996 MEMORANDUM To: Water Resources Division Senior Staff From: Alice A. Sabatini Administrative Officer Subject: Changes in the Procurement of New Vehicles and the Vehicle Rental System Effective October 1, 1996, the procurement of new or replacement vehicles, sale of older vehicles, and other vehicle related matters, will be the responsibility of the Property Management Branch (PMB), Office of Program Support (OPS), Mail Stop 210. All Water Resources Division (WRD) cost centers will process all vehicle requests through that office. The Management Support Section (MSS) will continue to provide liaison as necessary. The new procedure will be used to purchase vehicles in the semi-annual purchase period for which requisitions are due on or about November 1, 1996. To facilitate the change and maintain continuity of the vehicle management program the following will apply: Headquarters will continue to finance the procurement of new or replacement vehicles through September 30, 1998, in limited quantity (subject to the availability of funds from the rental program) and on a first-come, first-serve basis. We recommend that field offices begin purchasing new vehicles with their own funds and use the Working Capital Fund (WCF) to plan for future vehicle needs. Rental charges will continue to be collected on vehicles financed by Headquarters through September 30, 2003, or until the cost centers have reimbursed Headquarters the entire $11,100 financed for vehicles purchased through the program. All funds collected during fiscal years 1999 through 2003 will be added to the Chief Hydrologist's reserve. Offices ordering new or replacement vehicles will deal directly with PMB and those cost centers who can pay 100% of the vehicle purchase price, will place their cost center accounting information in block 5, on the Motor Vehicle Requisition Form, GSA Form 1781. Vehicles to be purchased with funds from the Headquarters account (proceeds from the remaining "rental" payments) will include account number 4060-99801 in block 5, on the Motor Vehicle Requisition Form, GSA Form 1781. Requisitions funded by Headquarters must be submitted to PMB, through the MSS at Mail Stop 403, for funds certification. The Headquarters account number will be invalid after September 30, 1998. We recommend that all WRD cost centers use the WCF to plan for and fund future year vehicle purchases. The WCF permits cost centers to accumulate funds over a multi-year period for large equipment purchases. WCF monies may not be spent before the third year of the initial investment plan, so it is extremely important that contributions begin as soon as possible. The continued division financing of new or replacement vehicles through September 30, 1998, will allow a transition period to provide cost centers sufficient time to use the WCF. The MSS will continue to work with the Office of Program Support to ensure that motor vehicle standards and ordering information is provided to all cost centers in a timely manner. The information provided will contain definition of roles and responsibilities of all parties involved. ------- End of Forwarded Message