Scheduled Maintenance and Repair – Preventive Maintenance Inspections(PMIs)

Scheduled Maintenance and Repair – Preventive Maintenance Inspections (PMIs)


How often is scheduled maintenance required for my vehicle?
All vehicles are enrolled in our preventative maintenance inspection (PMI) quarterly maintenance program.  This is a rigorous proactive contracted maintenance program that provides a full-service PMI to each NIH fleet vehicle every 3-months and is crucial to the safe operation and longevity of our HHS-owned government fleet. 


What is a Preventive Maintenance Inspection (PMI) and how long does it take?
A PMI helps ensure that your vehicle continues to operate effectively and efficiently. A typical PMI includes oil and filter changes, coolant and transmission fluid checks, battery/charging systems tests, checks of your vehicle's fuel system, exhaust system, electrical system, steering, suspension, brakes, mirrors, windows, wipers, speedometer, plugs and cables, emissions, tire wear, lights, seat belts, airbags, gear shifts, indicators, and air conditioning. Turn-around time on PMIs cannot be guaranteed as this depends on the current workload/backlog of jobs at the contracted maintenance facility and the availability of parts for unexpected repairs.  Turn-around times could be anywhere from 2 to 7 days or longer.  Please know the Fleet Management staff will email you as soon as the vehicle is ready.  A “Loaner” vehicle may be requested to bridge the gap during PMI/repairs of assigned vehicles.  Loaners are provided at a discounted rate on an as needed basis only after Fleet Management receives an email from the vehicle’s assigned point of contact (POC) officially requesting the loaner.  Daily rates will be $42 for sedan, $56 for pickup truck, $84 for minivan and $112 for 15-passenger van when GOV assets are available within the Loaner & Motor Pool fleet.  Rates may be higher if the loaner must be sourced commercially.

The vehicle’s assigned POC must send an email titled “Loaner Request” addressed to both and .  The email needs to identify the vehicle by Tag #, if other vehicle types will suffice as a suitable substitute and acknowledge the IC CAN will be billed loaner charges.  For example, “Request a loaner for minivan C2599 that’s due for PMI next week.  If a loaner minivan is not available, we can make do with a sedan or pickup truck as a loaner.  I acknowledge our CAN will be billed loaner charges.  Thanks.  -Randy, C2599 Vehicle POC”.


What should I do if my vehicle won’t start or has some other problem/discrepancy that requires repair?

If the issue is time-sensitive or the vehicle must be moved out of the way quickly, call 301-496-4511 and ask for Mr. John Cheatham or Mr. Terrance Coates and provide the vehicle’s Tag # and explain the situation.  We will try to expedite jump-starting or towing service and arrange a loaner if required.  If the vehicle problem is not an urgent immediate issue, please report the problem by sending an email to and and provide the vehicle’s tag # and state your concerns.  You will receive a prompt reply to address the issue and contracted repairs will be accomplished as needed.