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 6.7 Transportation

 

 

 Requirements

 

R1. Motor Vehicles

Center operators and OA/CTS contractors must follow the requirements of ETA Handbook 359 and 48 CFR Chapter 1 Subpart 51.2​ regarding acquisition and use of motor vehicles.

R2. Goal Achievement

The National Office of Job Corps will work continuously to reduce petroleum fuel consumption through the following measures:

a. Increasing the number of Alternative Fuel Vehicles (AFV) in Job Corps’ fleet.

Job Corps centers must make every effort to attain AFVs when replacing existing fleet or when acquiring new leases

b. Maintaining oversight of all new vehicle acquisitions, replacements, and returns

1. Job Corps centers with a need to acquire or replace a vehicle must justify this need or action to the Office of Job Corps.

2. To acquire a new or replacement vehicle, the requesting center must submit the Request to Lease a GSA Vehicle form to the center’s Project Manager (PM) for submission to the Office of Job Corps (see Form 6-05). Information on AFVs that can be leased directly from GSA can be found at www.GSA.gov in the most current Product Guide for Alternative Fuel Vehicles (AFV). The website afdc.energy.gov​ contains descriptions of alternative fuels and additional AFV resources.

To ensure accurate completion of the report, when acquiring new vehicles or renewing existing leases, the agency code 1680 should be used to complete all necessary paperwork.

c. Reducing the consumption of petroleum fuel through efficient fleet policies

Center operators must examine their center’s fleet to determine which vehicles are necessary for center operations. Vehicles that are being consistently underutilized (driven less than 800 miles per month) for three consecutive months should be viewed as candidates for return.  In order to retain these vehicles, justification must be provided to the Office of Job Corps, Division of Facilities and Asset Management (DFAM). There are no eligibility requirements for returning a vehicle to GSA.

d. Establishing fleet standards that will lead to more efficient operations

Center staff must acquire vehicles based upon the fleet standards established by the Office of Job Corps, replacing high-fuel-consumption vehicles with fuel-efficient vehicles.

Center operators must examine which of their vehicles are high-fuel-consumption vehicles and replace them with more fuel-efficient vehicles. Although vehicle returns may be made at any time, replacements must meet the eligibility requirements set forth by GSA. Vehicle replacements must follow the process outlined in R2.a and R2.b above.

Vehicle replacement standards are the criteria used to determine whether a GSA-leased vehicle is eligible for replacement.  This information is listed in Exhibit 6-4, Minimum Requirements for Replacing Vehicles Leased from the General Services Administration Prior to the End of the Lease.

e. Providing General Services Administration (GSA) with annual fleet acquisition requirements

Upon the announcement of GSA’s annual solicitation for the fleet acquisition requirements for the upcoming fiscal year, each Job Corps center must prepare its fleet acquisition requirements and send to its Project Manager by August 15 for approval. Acquisition requirements will be forwarded to GSA by the Project Manager (PM). Form 6-06, GSA Annual Fleet Requirements Spreadsheet, must be used by centers to submit this information.

R3. Standard Operating Forms and Procedures for Fleet Management

Center operators must ensure that centers have standard forms and procedures in place to document the vehicle information that must be reported to the National Office of Job Corps on a monthly basis. The National Office has developed standard forms to assist in the tracking of fleet information. The standard forms include Form 6-03, GSA Vehicle Log, and Form 6-04, GSA Vehicle Maintenance Log.

R4. Fleet Management Reporting

Center operators must ensure that:

a. Fleet Managers are entering all vehicle information into the Job Corps Fleet Tracking Management System on a monthly basis.

b. Vehicle information is reported by the 10th day of the current month for the previous month. This information must be recorded in the Job Corps Fleet Tracking Management System. The information entered into the system will assist the Office of Job Corps with its reporting requirements.

R5. Vehicle Accident Recordkeeping

a. SF-91, Operator’s Report of Motor Vehicle Accident

The operator of any government vehicle involved in an accident will complete an SF-91 form at the scene of the accident, if possible. The center will develop procedures to ensure that copies of the SF-91, and other applicable forms, are available in each vehicle, including privately owned vehicles, rentals, and GSA vehicles used for official business.

b. SF-91A, Investigation Report of Motor Vehicle Accident

This report is used for motor vehicle accidents resulting in vehicle and/or property damage over $500, or disabling work injuries including fatalities caused by a motor vehicle accident.

R6. Overview of Center Director Responsibilities for Vehicle Safety Programs

Each Center Director must be responsible for:

a. Administration of the motor vehicle safety program.

b. A program for training, testing, and licensing students.

c. A comprehensive vehicle maintenance and inspection program.

d. Promotion and incentive awards programs to encourage traffic safety.

e. Compliance with state and local motor vehicle laws.

f. An effective accident investigation and analysis system.

g. An on-center system of traffic control to include appropriate signs and lines.

R7. Overview of Vehicle Operation Requirements

a. Government-owned vehicles and leased vehicles, collectively called GOV, must be operated by individuals meeting the following qualifications:

1. Drivers must possess a valid state driver’s license.

2. Drivers must possess a valid federal employee identification or Job Corps identification.

b. Student operation of GOV must be authorized by the Center Director and limited to driver’s training only.

c. All over-the-road vehicles must be equipped with fire extinguishers, emergency warning lights, and well-maintained first-aid kits.

d. In GOV, all drivers and passengers must wear seat belts in all over-the-road vehicles (except buses where seat belts are not available). When infants and/or children are being transported, safety restraints must meet applicable state requirements for size/weight.

e. Drivers must not engage in cell phone usage, text messaging, or use personal or government-supplied electronic equipment, when operating GOV or when driving privately owned vehicles (POV) while on official government business.

f. No vehicle will be loaded (with personnel or materials) beyond the vehicle’s rated capacity.

g. All operators must adhere to applicable federal, state, and local vehicle operator licensing and safe operator requirements.  Federal requirements may include, but are not limited to, Hours of Service (Part 395 of the Federal Motor Carrier Safety Administration [FMCSA] regulations).

h. Students will not be transported in the back bed of a pickup truck or other open-bed vehicle, including vehicles equipped with caps covering the bed of the truck, unless such vehicle has been equipped with appropriately designed and constructed seating and safety restraints.

i. If a bus has an auxiliary gas tank that powers the air conditioner, the vehicle must have that tank properly guarded.

j. Aisles in buses and vans must be kept free of obstructions that may hinder orderly evacuation of the vehicle during an emergency. Passengers must be seated at all times. Tools, equipment, luggage, and other personal belongings must be properly stored and secured before operating the vehicle.

k. No bus transporting students or staff shall have the emergency door locked or constricted.

l. All vehicles that are driven by staff and students on center must meet appropriate federal and state safety requirements.

m. While a commercial driver’s license (CDL) is preferred for those drivers operating 12- and 15-passenger vans, operators must, at ​a minimum, adhere to the vehicle operator licensing and safe operator requirements for the state or local jurisdiction.

n. All 12-passenger vans currently leased or owned by Job Corps contractors and agencies are to be operated in a manner that reduces the risk of vehicle rollover and other known risks associated with operating the vehicles. Job Corps contractors and agencies are permitted to purchase new vans and retain 12-passenger vans that are currently in their GSA fleet inventory. The vans must be operated in accordance with the guidelines and restrictions detailed below:

1. The 12-passenger vans will carry a maximum of eight passengers, including the driver. If there is a need to transport more than eight passengers, it must be done using multiple vehicles.

2. Roof racks must be removed, except those that carry only light loads (e.g., ladder rack, rowing oars, etc.). No loads over 60 pounds should be placed on the roof.

3. Rear seats must be removed.

o. All 15-passenger vans currently leased or owned by Job Corps contractors and agencies are to be modified and operated in a manner that decreases known risks associated with operating the vehicles. Job Corps contractors and agencies are permitted to retain 15-passenger vans that are currently in their GSA fleet inventory in accordance with the guidelines and restrictions detailed below; however, centers are encouraged to explore other fiscally responsible transportation options before purchasing, leasing, or renting additional 15-passenger vans.

1. All 15-passenger vans will carry a maximum of 10 passengers, including the driver. If there is need to transport more than 10 passengers, it must be done using a higher capacity vehicle, or by using multiple smaller vehicles.

2. Roof racks must be removed, except those that carry only light loads (e.g., ladder rack, rowing oars, etc.). No loads over 60 pounds should be placed on the roof.

3. Rear seats must be removed.

R8. Government-Furnished Transportation

Centers must provide Job Corps students with government-furnished transportation between their home and Job Corps centers in accordance with procedures issued by the Regional Office under the conditions and circumstances shown in Exhibit 6-3 (Student Transportation)​.

R9. Local Transportation

Centers must:

a. Provide transportation to and from the center daily for nonresidential students.

b. Provide transportation to and from the center’s designated arrival point for students using government-paid transportation.

c. Provide transportation for students to and from off-center training, work-based learning, and off-center activities.

d. Provide transportation for students to and from off-center medical/dental appointments. In lieu of the center providing transportation, the center may approve a student’s request to be transported by a friend, partner, or family member.

R10. Transportation for Dependent Children

Centers must provide government-paid transportation to and from home to children who participate in Job Corps Residential Parent/Child programs. Such transportation must be authorized to the same extent as it is allowed for their parents.


 

 Forms

 
  
Form 6-03 GSA Vehicle Log
Form 6-04 GSA Vehicle Maintenance Log
Form 6-05 Request to Lease a GSA Vehicle
Form 6-06 GSA Annual Fleet Requirements Spreadsheet
 

 Exhibits

 
  
Exhibit 6-3 Student Transportation
Exhibit 6-4 Minimum Requirements for Replacing Vehicles Leased From GSA Prior to the End of the Lease
 

 Legal/CFR Requirements

 
  
48 CFR Chapter 1 Subpart 51.2