Last Mile in General Aviation—Courtesy Vehicles and Other Forms of Ground Transportation (2020)

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A P P E N D I X C Checklist for Airport Courtesy Vehicle Procurement C-1 Action Applicable Completed PLANNING CONSIDERATIONS Determine role of a courtesy vehicle in conjunction with other available modes of ground transportation available to serve the airport needs. Determine if there is adequate demand and justification for procurement of courtesy vehicle(s). Ensure that acquiring the courtesy vehicle fits the airport or FBO mission and values. Assess budget impact of acquiring courtesy vehicle(s), including registration, insurance, maintenance, fuel, staff time, storage, and any additional security or accessibility costs. Determine how the vehicle will be insured. Consider use of formal process for check-out documentation, guidelines, and restrictions to mitigate liability concerns. Evaluate formal or informal process to be used for use of vehicle. Determine who will be responsible for checking out the vehicle(s). Consider use of check-out form or user agreement. Consider drafting of policy or guidelines of use of courtesy vehicle(s). Consider limitations of use (distance, time of use, age, etc.). Evaluate appropriate promotions and marketing of availability of courtesy vehicle(s). Consider looking at how other airports are addressing courtesy vehicle(s) to determine if tools or processes can be adapted to meet needs.

C-2 Last Mile in General Aviation—Courtesy Vehicles and Other Forms of Ground Transportation Work with city or county departments to obtain a retiring vehicle. Work with pilot groups or organizations for help in acquiring a vehicle. Consider purchasing a vehicle. Build relationships with local community business to raise awareness of the need and seek sponsorship. Evaluate possibility of working with a local automobile dealership or rental car company. Seek financial donations. Consider a fundraising effort in support of funding a courtesy vehicle. Work with potential donors that may include local organizations or businesses that benefit from frequent arrivals at the airport, pilot group, or individual user. Post a notice that the airport is seeking a courtesy vehicle. Determine if there are any state programs available that may support a courtesy vehicle. Consider the applicability of the Federal Surplus Personal Property Program for Public Airport Purposes. Evaluate the possibility of charging fees to offset costs. INSURANCE Identify what entity is responsible for courtesy vehicle insurance. Work with city or county to place courtesy vehicle on fleet coverage. Consider purchasing a standalone policy from an insurance company. Determine type of coverages, limits, and policy costs. Consider use of formal vehicle check-out procedures including courtesy vehicle agreements, guidelines of use, and hold harmless agreements to diminish risk. Require agreement identifying the user’s insurance as primary. Source: AirportAdmin, LLC, Interviews/Surveys PROCUREMENT Identify who is responsible for providing services at the airport and will be responsible for the courtesy vehicle(s).