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Service First - Fleet Requirements

Agreement Requirements

Excerpt from Agriculture Property Management Regulations, Chapter 110-34 Vehicle Management (Full text)

"Agencies will implement a vehicle sharing program with collocated and closely situated agencies and activities in the field. The objectives of this program are maximizing vehicle utilization and the associated cost savings, without infringing upon the holding agencies management autonomy.

  1. To insure the objectives of this program are accomplished, holding agencies shall enter into formal (written) agreements with using agencies and activities. The level at which intermittent use agreements are consummated shall be at the discretion of the agencies concerned.
  2. At a minimum, these agreements should include the following terms and conditions:
    1. Operation and Utilization Record, Form AD-187, will be properly maintained to accurately reflect operations and maintenance costs in accordance with the holding agency's policy for the collection of this data.
    2. Procedures for performance of maintenance and repair.
    3. Accident report forms completion and submission in the event of an accident.
    4. Reimbursement to the holding agency for accident damage caused by using agency employees.
    5. Responsibility for all Tort Claims resulting from accidents while the vehicle is under the control of the using agency employee.
    6. Vehicle usage guidelines to reduce or avoid travel over terrain with features that exceed vehicle capabilities.
    7. Accounting for miles driven by using agency employees, for inclusion in holding agency's reports.
    8. Procedures for using agency reimbursements to holding agency for intermittent vehicle use, and holding agency method of billing.
    9. Holding agency's responsibility for publication of a schedule of vehicle availability for use by the using agency.
    10. Holding agency's responsibility for instructing using agency's personnel on routine and special record keeping requirements.
    11. Using agency's responsibility for safeguarding fleet credit cards."
       

Operator Requirements

Excerpt from FS Handbook 7109.19, Chapter 60
(link to FS Directives Library)

61.3 - Employees of Other Federal or State Agencies Under An Agreement

In situations where the Forest Service and other Federal or State agencies have executed a statutorily authorized written agreement, such as the Master Cooperative Fire Protection Agreement, establishing that employees are required to operate Forest Service vehicles as part of their official duty, the agreement must stipulate that drivers and equipment operators will hold appropriate operating licenses to meet State and Federal laws.  Cooperating agency employees shall follow current operating guidelines and training requirements of their own agency.

The following are required in the agreement as a minimum:

  1. Valid State driver’s license for the type of vehicle to be driven.  The State license must be carried with the employee at all times while driving a Forest Service-owned, -leased or -rental vehicle.
  2. An identification card or document that identifies the person as an employee of one of the cooperating agencies.
  3. A means of determining what the person is qualified and authorized by the appropriate agency to operate (such as an OF-346 or equivalent).
  4. Complete an orientation on operating fleet equipment, which includes information on:  defensive and distracted driving, official use policies, the appropriate use of the fleet credit card, retaining fleet credit card receipts and invoices, log books, appropriate behavior when driving, seat belt use, accident reporting procedures, driving conditions in the Forest Service environment, preventative maintenance, daily and monthly fleet equipment inspections, emergency repair process, and so on.  A written exam may be used to document this orientation (EM-7130-2).

Unless specified in the agreement, the Forest Service does not train, test, qualify, or certify the employees of other agencies. All costs for training, orientation, certification, and authorization are paid by the benefiting project.  See section 63.3 for Forest Service limitations on CDL examination and training.