Maintenance and Repair Services

Government Vehicles - Maintenance and Repair Services

Feedback and Contact Information

How can I provide feedback on the services that I received from the Fleet Maintenance Team?
You may email your comments to [email protected]

How do I contact…?

Contact	Responsibility	Email	Phone	Fax
John Cheatham	Maintenance	[email protected]	301-496-4511	301-402-1280
Terrance Coates	Maintenance	[email protected]	301-496-4511	301-402-1280

Fuel Pump Location

Where are the NIH gasoline, ethanol and diesel pumps?
They are located by the NIH Fleet Management Branch at Building 12.

What about refueling E-85/Flex-Fuel vehicles?

The NIH vehicle fleet is the HHS leader in alternative fuel usage because of our many E-85/Flex-Fuel vehicles. A key benefit to this type of alternative fuel is that refueling is done in the same manner as if you’re fueling with gasoline, using a typical fuel station pump. Our Flex-Fuel vehicles run on either E-85 or gasoline, but if refueling on campus the vehicle’s “Pro-Kee” fuel key is only coded for Pump #3 (E-85) so that alternative fuel usage is maximized. If refueling an E-85 Flex Fuel vehicle with gasoline off campus, the operator should ensure the vehicle’s fuel tank is almost empty of its E-85 prior to filling the tank with gasoline. This will ensure the different fuels are not mixed and the vehicle’s computer/fuel management systems are able to properly recognize the fuel type and burn the fuel properly for optimum engine operation.

General Services, Fuels, Fueling and the Car Wash Program

What are some of the other types of general services that we provide? Some of the other general services include:

Performing ongoing Preventive Maintenance Inspections (PMIs) and repair,
Performing certified State vehicle emissions inspections, with EPA regulations,
Dispensing gasoline, biodiesel and ethanol fuels via EPA certified pumps,
Towing for NIH fleet vehicles, and
Maintenance of official vehicle warranties, maintenance/repair records, and accident reports for your NIH fleet vehicle.

What types of general maintenance am I expected to perform for my vehicle?
Required general maintenance includes vehicle refueling and car washing. You will also receive notice quarterly of your vehicle's required Preventive Maintenance Inspections (PMIs). PMI notices are emailed to the vehicle POCs on the 1^st day of the month the PMI is due. No appointments are necessary, vehicles are to simply be brought to Fleet Management any day during the PMI month. Vehicles should be brought in for PMI in the morning rather than in the afternoon if possible. PMI Loaners must be requested via email in advance.

What types of fuels are available for my vehicle's needs?
Federal agencies such as NIH that maintain a fleet of more than twenty vehicles have been mandated to reduce petroleum consumption by at least 2% a year. To help clean the air we breathe and to comply with various environmental laws and regulations, NIH offers a few alternative fuels. If you are located on or near the NIH campus and you are authorized appropriately, you can choose from any of the following fuels for your dedicated government vehicle.

Unleaded 87 is a standard motor fuel commonly found at any gas station in the United States. Unleaded 87 is located at the NIH Campus Fueling Station.

Biodiesel (B-20) is an alternative motor fuel produced from a renewable resource such as soybean oil or animal fats. (NIH uses biodiesel made from soybean only.) Typically, it is blended with petroleum diesel. Bio-diesel fuel can reduce harmful gas emissions. Replacing petroleum diesel with B-20 will reduce carbon dioxide, carbon monoxide, and sulfates. Biodiesel is located at the NIH Campus Fueling Station.

Ethanol is a type of alcohol, also known as grain alcohol. It can be made from various plant and vegetable wastes (including corn and sugarcane). As a liquid, ethanol is colorless and has a slight ether odor. When used as an alternative motor fuel for vehicles, it is usually mixed with 15% gasoline, which gives it color and odor. This fuel mixture is known as Ethanol (E-85). The added gasoline also helps in cold weather when starting vehicles. Ethanol is located at the NIH Campus Fueling Station.

Where do I get fuel for my vehicle?
If you are located on or near the NIH campus, you will refuel at the NIH Campus Fueling Station located adjacent to Building 12. Fuel pumps are available 24 hours a day, 7 days a week. A “Pro-Kee” plastic fuel key is assigned to each vehicle and allows you access to regular unleaded 87, E-85 ethanol, or B-20 diesel fuel so that you can fill up on whichever fuel your vehicle needs.

If your vehicle is away from the NIH campus or on field travel, you can use your Fleet card to fuel up for your unleaded or alternative fuel purchases. To find a refueling station for your alternative fuel needs outside of the NIH Campus, visit U.S. Department of Energy's Alternative Refueling Address Locator. Your Fleet card is assigned to your vehicle and can be picked up from the Fleet Management staff in Building 12, Room 103. Send an email to [email protected] to arrange Fleet credit card issue.

How do I use the campus fuel pumps?

What is the Car Wash Program?
The Car Wash Program allows you to purchase tickets at the Fleet Management Section (building 12, room 103). We know how important it is to you to keep your vehicle looking great and we want to assure you that we are committed to helping you do that.

How can I purchase Car Wash tickets?
To purchase your car wash tickets, call 301-496-4511 and make arrangements to pick up at building 12, room 103.

Vehicle Maintenance Charges

Who pays for the agency assigned vehicle's fuel and maintenance?
Your institute is responsible for the cost of the vehicle's purchase, fuel, and maintenance.

What does the administrative maintenance cost of $330 per month include?
The monthly $330 charge is a fee paid to Fleet Management (which is a fee-for-service operation) for the life-cycle administrative management of your vehicle. When a vehicle is placed within the NIH fleet it must be accounted for and maintained in many automated systems such as the NIH MAXIMO System, Fuel Master System, Sunflower System, GSA FMVMIS System, NIH GPS Insight System, EZ Pass Maryland Vehicle Account, HHS Management System and Fuel Credit Card System. Historical files must also be kept for every fuel, maintenance and repair action completed on each vehicle with higher-level annual vehicle utilization data reporting required by GSA, HHS and Executive Orders. In addition to scheduling maintenance, repairs, safety recalls and warranty work, the Fleet Management staff is your full-scale liaison for all vehicle needs including fuel & oil, basic fluids like windshield washer, diesel exhaust, and coolant, car wash coupons, fleet credit cards, signing-out spare-keys onsite, paying traffic-camera speeding violations, facilitating accident cases and performing all final excess vehicle disposal and salvage actions.

I have questions about vehicle purchase charges to our CAN number, who should I contact?
The following is a list of common vehicle charges and what they typically entail:

VEHICLE LEASE – This charge is the $330 monthly admin fee for Fleet Management administrative services that provide life-cycle asset management in accordance with NIH, HHS, and GSA directives and Executive Orders.
GARAGE FUEL ORDER – This charge is incurred by each vehicle when refueling at either the campus fuel pumps utilizing the assigned “Pro-kee” fuel key or off campus utilizing the Fleet credit card.
GARAGE MISCELLANEOUS ORDER – This charge is for purchases of oil, windshield washer fluid, coolant, diesel exhaust fluid, and car wash coupons directly from our on-hand supplies at Fleet Management. Additional charges billed under this code may also include payment of EZ Pass tolls and traffic camera speeding violations.
GARAGE REPAIR ORDER – This charge is billed for the scheduled quarterly PMI vehicle servicing, any unscheduled repair that’s made, billing for the use of Loaner vehicles, and jump-starting and towing services.

If you need to make changes to your CAN or have any questions concerning charges to your CAN, please email your concerns to [email protected] .