1 CCR 103-1-4.10 - Additional/Replacement Vehicles

Requests from any state agency for additional or replacement vehicles will be handled as follows:

.1 Additional Vehicles. State agencies requesting an additional vehicle on permanent assignment from State Fleet Management (SFM) will be required to complete a Vehicle Request Form. Supporting data should be submitted with the completed form and should include copies of recent legislation, Long Bill and any other supporting data specifically addressing the new or expanded program for which vehicle support is requested. An endorsement by the agency's fiscal officer, or a written approval from the agency's OSPB analyst may be required. Prior to submission of the Vehicle Request Form the agency will review their Underutilized vehicles under their use for reassignment and reallocation to maximize the use of state resources.

.2 Short-term Requirements. Short-term needs, such as seasonal requirements, if approved, will be met with existing vehicle inventory and prioritized with all state-wide needs. Requests for short-term assignments will be made by the requesting agency in a format compatible with procedures established by SFM. When existing vehicles are assigned on a temporary basis, every effort will be made to assign safe operating vehicles appropriate for the intended use. Short-term assignments will typically not exceed 12-months.

.3 Vehicle Rotations. If a used vehicle is requested as an addition, or a rotation (for accidents, uneconomical repair, change in use requirements, etc.), that vehicle will then be treated as any other permanently assigned vehicle.

.4 Vehicle Availability. If requests for short-term assignments are approved, but the vehicles are not available within the existing fleet, SFM will work with the requesting agency to acquire the vehicle through the appropriate financial mechanism for a specified time period. The agency's fiscal officer may need to verify that funds are available to cover the costs of any lease. SFM cannot guarantee the availability of additional vehicles when required.

.5 Grant Funded Vehicles. Agencies will notify SFM of those grants that will have a material impact on fleet acquisition. Agencies are responsible for compliance with all Grant specifications and requirements. Grant vehicles will be titled and registered as State Fleet owned vehicles, or, as specified by the grant.

.6 Fiscal Responsibility. Each agency must work with SFM to ensure that adequate funding levels are determined, requested, and adhered to once approved. When vehicles are replaced, the agency will be held fiscally responsible for any fixed term obligations unless otherwise agreed upon with SFM. Fiscal planning and responsibility will include monthly fixed payments to cover the fixed term obligations for the cost of the vehicle and attachments plus a monthly fixed management fee. Operating costs to cover fuel, maintenance, and vehicle damage expenses are charged by SFM on a monthly cost per mile basis.

.7 Out of Cycle Replacements. Situations that require vehicles to be replaced "out-of-cycle" such as a unique, mission critical vehicle destroyed in an incident, will be addressed on a case-by-case basis, and may require OSPB approval.

Notes

1 CCR 103-1-4.10

38 CR 19, October 10, 2015, effective 10/30/2015 42 CR 01, January 10, 2019, effective 2/1/2019