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Alabama Bulletin No 120-13-1

Alabama Bulletin No. AL120-13-1


Date:
  February 20, 2013

Subject:  ADS – GOV Annual Vehicle Inspections

Purpose:   To notify NRCS-Alabama designated Government-Owned-Vehicle (GOV) Custodians that GOVs are now due for their annual visual inspections.

Expiration Date:  September 30, 2013

Action Required By:  March 7, 2013 and March 30, 2013

Reference:  NHQ National Bulletin “Vehicle Safety Inspections” (attached)

In accordance with NRCS PMR 104I-38, Government-Owned-Vehicles (GOVs) are required to be inspected annually.  All state GOVs not identified for disposal must be inspected and certified as safe and reliable.  GOV Custodians are responsible for ensuring completion of the inspections for their assigned GOVs.

Attached is the new FY13 GOV ANNUAL VISUAL INSPECTION CHECKLIST to be used and completed for that purpose.  Do not use a previous version of the checklist.  Each GOV must be inspected as instructed in the checklist.  This year’s inspection and maintenance/repairs will be completed in 2 parts.  This annual inspection no longer has to be accomplished by a certified mechanic.

Part 1.  The annual visual inspection must be completed by an employee other than the GOV Custodian.  Please note the tag expiration date if it has one, otherwise note N/A.  The completed inspection checklist for each GOV should be scanned and emailed to the appropriate Team/State Office Administrative Coordinator.  Administrative Coordinators should verify all checklists are received and correctly completed, then upload them to the State Office Shared Drive no later than (NLT) March 7, 2013.  Label each checklist file using the GOV tag number (A-xxxxxx) and save to the following folder: S:\VEHICLE INSPECTIONS 2013.

Part 2.  All required maintenance and repairs identified during the visual inspection must be completed NLT March 30, 2013.  Use the backside of the FY13 GOV ANNUAL VISUAL INSPECTION CHECKLIST to document any required maintenance completed and repairs made.  The completed and signed Repairs/Maintenance Certification for each GOV should be scanned and emailed to the appropriate Team/State Office Administrative Coordinator.  Administrative Coordinators should verify all checklists are received and correctly completed, then upload them to the State Office Shared Drive NLT March 30, 2013.  Label each checklist file using the GOV tag number (A-xxxxxx) and save to the following folder: S:\VEHICLE MAINTENANCE 2013.

If you have any questions or issues, please contact the state LFPC Jean Sparks at 334-887-4549.  If you have a problem meeting the Action Required By Date, please contact your ASTC or Team Administrative Coordinator as soon as possible.

/s/

JOHN W. HUGHES
State Administrative Officer

The following documents may require  Adobe Reader, Microsoft Excel, or Microsoft Word. (If you have problems opening any of these documents, please contact Fay.Garner@al.usda.gov, Phone 334-887-4506.)

Attachments:

    1.  FY13 Gov Annual Visual Safety Inspection Checklist
    2.  NHQ National Bulletin “Vehicle Safety Inspections”

 

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