The first step in obtaining a GSA Fleet vehicle is to contact a Regional Office or local servicing Fleet Management Center. Requests for vehicles can also be sent in writing to the national office.

 GSA Vehicle Replacement Standards - By these standards, a GSA vehicle is eligible for replacement, but the decision to replace or retain is based on the Fleet Center and the vehicle history.

To obtain a vehicle from GSA Fleet, first contact the appropriate servicing Regional and Fleet Management Office. If a suitable vehicle is not available, the request will be logged onto a waiting list. Requests that cannot be filled locally, may be sent in writing to the national office at:

GSA
Office of Vehicle Acquisition and Leasing Services (FF)
Fleet Management Division (FFF)
Washington, D.C. 20406
Phone: (703) 305-6273

The information GSA needs to consider the request is:

1. Statement certifying that the headquarters agency fleet manager concurs in the request.
2. Vehicle quantities, types, locations, and date required.
3. Anticipated duration of the assignment and projected utilization in miles per month.
4. Statement certifying that the agency has funds to pay for the vehicle assignment.
5. The billing office and Billed Office Address Code (BOAC). (If there is no BOAC, the servicing Fleet Center can assign one.)
6. The office or activity the vehicles will be assigned to, and a contact name, address, and telephone number.

GSA doesn't guarantee that a new vehicle will be offered; sometimes vehicles returned from other customers need new homes. GSA does guarantee that even used vehicles will be in good mechanical and cosmetic condition.

GSA Fleet vehicles are in high demand and some additional requests must go unfilled. The more lead-time provided before needing a vehicle, the better the likelihood that one can be located or purchased. The first priority is to fully participating customers -- agencies that depend on GSA Fleet for all their fleet needs. Even should this criteria be met, GSA may require the agency to be placed on a waiting list or that the request be referred elsewhere if nothing is available and funding for the fiscal year is exhausted, or vehicle manufacturers have ceased production for the model year.

Since GSA Fleet is not a mandatory source of supply, vehicles may be leased from commercial sources without approval or permission from GSA. Of course, if the preference is to purchase a vehicle one's own, contact the Automotive Division for information on how FSS purchases new vehicles for federal civilian agencies and Department of Defense activities.

Replacement of GSA Fleet vehicles leased to customers is automatic. The decision to replace or retain is made by the local Fleet Center, based on each vehicle's age, mileage, condition, and repair history.

Unless the Fleet Center knows otherwise, the eligible vehicle will be replaced with one of the same type. If there are changes in requirements, let the servicing Fleet Center know as early as possible. If requesting an upgrade to a more expensive vehicle (for example, from a compact sedan to a sport-utility), a request may be made to justify it as mission essential--this is to keep GSA rates low and to stretch purchasing dollars.

As GSA Fleet continues to grow, the planning of requirements as far in advance as possible is becoming more and more essential.