Fleet Management Plan
Updated: March 27, 2014
On May 24, 2011, the President issued Presidential Memorandum — Federal Fleet Performance. On August 22, 2011 the General Services Administration (GSA) issued GSA Bulletin FMR B-30 to ensure federal agencies satisfy the Presidential Memorandum's requirements for development and implementation of their Vehicle Allocation Methodology (VAM) and development of a fleet management plan stating how an optimal fleet inventory can be achieved.
The mission of Court Services & Offender Supervision Agency (CSOSA) for the District of Columbia is to increase public safety, prevent crime, reduce recidivism, and support the fair administration of justice in close collaboration with the community. CSOSA is charged with supervising adults on probation, parole and supervised release in the District of Columbia. Through enhanced information sharing and innovative community supervision practices, CSOSA plays a critical role in helping to ensure public confidence in the District's criminal justice system. CSOSA's vehicles are utilized in various ways to support our mission. Community Supervision Officers (CSOs) conduct accountability tours, home/job visits, and travel to treatment centers to ensure that the approximately 14,000 offenders under CSOSA supervision maintain compliance with their release conditions as mandated by the Court or the U.S. Parole Commission. CSOs have strict requirements to conduct supervisory activities in the Washington, DC area on a daily basis, resulting in numerous vehicle trips within short distances. CSOSA's field sites are located throughout the community to aid in achieving our mission, and some sites are not near public transportation, resulting in increased vehicle trips. Vehicles are also used to support CSOSA's 102-bed residential Reentry and Sanctions Center, to install and retrieve electronic monitoring equipment, to maintain facilities, and to support community programming needs.
Vehicle Allocation Methodology
CSOSA established a detailed 2011 baseline fleet inventory including all data required by GSA Bulletin FMR B-30. A utilization criteria was developed, a utilization analysis completed, and (1) vehicle per Work Unit/CSS-Supervision Team (Primary Team) was assigned, with exceptions due to use patterns, or mission requirements. Back-up (Non-Primary) vehicles were assigned to each site to ensure transportation requests can be met for Branch Chiefs, overflow requests, or when primary vehicles become unavailable. Compact sedans are the standard vehicles used, in order to provide the most effective option for meeting the majority of trip needs. In addition, most sites require a minimum of (1) 7-passenger vehicle. Mini-van and/or all-wheel drive (AWD) SUVs will be available for emergency operations and non-standard trip requirements.
Other exceptions: The building management team requires (1) light-duty pick-up truck and the Re-Entry & Sanctions Center (RSC) requires (1) 15-passenger Medium-Duty van to transport offenders and/or staff for group trips. None of CSOSA's vehicles have a law enforcement classification (LE).
- Note 1: Due to the RSC's 24/7 emergency management requirements, (3) 4x4 4WD SUVs are required in lieu of 2 sedans and 1 SUV in the 2012 Optimal Fleet Inventory. Further, (1) 4x4 SUV was acquired in place of (1) Sedan for Facilities Headquarters transportation and emergency management support
- Note 2: The RSC's 15-passenger Medium-Duty van is used part-time to transport Halfway House offenders for a non-RSC program requirement. This change required relocation of (1) Mini-Van from another site to this location to meet current RSC transportation needs.
Optimal Fleet Inventory Targets by 2015
(Original February 2012 Submission: (58) sedans; (1) light-duty pick-up truck; (7) mini-vans; (9) 4x4 AWD SUVs; (1) 15-passenger van – Total: 76
*FY14 Updates to support program changes: (55) sedans; (1) light-duty 4WD pick-up truck; (7) mini-vans; (3) 4x4 4WD SUVs; (9) 4x4 AWD SUVs; (1) 15-passenger van – Total: 76
**Optimal Fleet Constraints: a.)GSA may not provide a replacement type to match CSOSA's request, resulting in an unanticipated fleet change. Example: In 2013, CSOSA submitted an E85 SUV 4x4 as the preference, yet a regular gas version was provided. b.)Tightening budgets may require less expensive AFV replacement choices, resulting in fewer hybrids and more E85's- which are challenging to refuel in Washington, DC due to limited fuel sites c.)Program changes can prompt changes in fleet types which do not match 2012 initial Optimal Fleet Inventory Targets.
Fleet Management Plan
CSOSA incorporates numerous strategies to meet fleet requirements, regulatory deadlines, budget objectives, and sustainable goals. An automated fleet reservation system is installed at 4 sites to capture use-data and right-size fleet, with 4 additional sites planned. New acquisitions plans call for alternative fuel vehicles (AFVs), with an emphasis on hybrids due to difficulty of consistently and conveniently attaining E85 fuel in the Washington, DC area.
CSOSA leases all of its vehicles and is committed to meeting optimal fleet plan targets. Whenever possible, replacement models will match optimal fleet inventory targets, have increased mpg, produce a GHG Score of 7 or greater, and be GSA-leased due to cost effective leasing, maintenance, mileage rates, and a reliable means to replace aged fleet. All vehicles are 100% GSA-leased, allowing data collected, which is made available in the comprehensive GSA Fleet Drive-Thru system. This system is sufficient for Vehicle Management Information System (MIS) fleet management purposes as it captures all transactions and costs, and is integrated to support external compliance reports. CSOSA maintains a separate, fleet-dedicated Fleet Management System which captures other detailed fleet data. As new alternative fuel vehicles such as plug-in hybrids become available, CSOSA will evaluate new models for leasing. CSOSA does not have executive agency fleet vehicles. Efforts are made to increase awareness of fuel consumption patterns and issues through emails, verbal direction, and guidance by on-site Vehicle Site Coordinators at CSOSA-sites when vehicles are issued. Further, the Agency encourages ride-sharing and efficient trip-planning which promotes safety and reduces fuel consumption. Agency also encourages shuttle-bus usage.
- Annually review/update VAM & Fleet Management Plan in GSA's FAST and on Agency website, including Budget Office review
- Annually review vehicle types by location to ensure AFVs are in close proximity fueling to stations
- Annually review and rotate high mileage with low mileage vehicles where practicable
- Update GSA-leased vehicles with replacement models aligned with optimal fleet plan types when GSA authorizes
- By December 31, 2015, all new light duty leased vehicles must be alternative fueled vehicles
- Per EO 13423: Reduce petroleum use by 2% annually through the end of fiscal year 2015
- Per EO 13423: Increase non-petroleum fuel consumption 10% annually to meet annual FAST compliance targets
- Continue fleet activities to reduce Agency GHG emissions by 30% by FY 2020 measured against an FY 2008 base
- Incorporate fleet management plans into Annual Strategic Sustainability Performance Plans
- Annually export GSA FAST's Fuel Cost & Consumption Data Export to Carbon Footprint Tool by January 31st
- Annually input GSA FAST December Datacall, in addition to August OMB A-11 report and March Forecast with Budget review
- Submit EPAct 2005 Sec. 701 Waiver Requests each June in GSA FAST when necessary