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Fleet Procedures

Acquiring Vehicles

State Policy requires that the DOAS Office for Fleet Management (OFM) approve vehicle acquisitions, including leases, long term rental over 60 months, donations, leased vehicles, and vehicles from State or Federal surplus, of any vehicle for over the road use. Off road vehicles such as mowers, tractors, and golf carts do not require Fleet Services approval. In most cases vehicle acquisitions must also be approved by the Governor's Office of Planning and Budget (OPB).

The Fleet Coordinator can submit a request to acquire a vehicle to DOAS and OPB based on either of 2 conditions: 1) VSU will surplus a vehicle and the new replacement is a similar vehicle; 2) the operational situation for a department has changed (e.g. growth in enrollment requires another van for classes to travel to field work, additional services are being added which require a vehicle).

Acquisition with Surplus

When a vehicle is being surplused the department and Fleet Coordination need to work together to justify the reason for surplus. As mentioned below under Vehicle Maintenance, The use and maintenance records will be reviewed to determine if the vehicle a department wants to surplus can be re-assigned to another department with a vehicle in worse shape so the worst vehicle can be surplused.

To acquire a replacement vehicle require the request to the state include:

  1. the repair cost history for the past 24 months

  2. any stimated repair cost to make the vehicle road worthy

  3. the estimated fair market value of the current vehicle

  4. the miles on the vehicle

  5. the estimated annual miles the department intents to put on the new vehicle

  6. the specifications and price of the new vehicle.

  7. This information along with a purchase request showing the budget account and the availablity of funds are to be submitted to Fleet Coordination in Business Services.

Acquisition Without Surplus

When a vehicle is being requested and no vehicle is being surplused the State requires the department justify the need for an additional vehicle. The request needs to state:

  1. what conditions have changed that justify the need

  2. the estimated annual miles the department will use the vehicle

  3. the specifications and price of the new vehicle.

  4. This information along with a purchase request showing the budget account and the availablity of funds are to be submitted to Fleet Coordination in Business Services.