StateofCalifornia
FleetHandbook
AGuidetoFleet,Travel,and
ParkingPolicies
April22,2008
Preparedby
DepartmentofGeneralServices
OfficeofFleetandAssetManagement
1700NationalDrive
Sacramento,CA95834
Availableonlineat:
Sendquestionsorcommentsbyemailusingthe“ContactUs”linkat:
TableofContents
Background...... 1
StateAgenciesthatareSubjecttoFleetRules...... 1
FleetAssetOversight...... 1
OverviewofServices...... 2
FleetManagement...... 2
Inspections...... 2
AuctionandReutilization...... 2
LeasingandMaintenance...... 3
FleetCard,TravelAgencies,AirFares,RentalCarContracts...... 3
Parking...... 3
MotorVehiclesandMobileEquipmentAcquisitions...... 4
VehicleRentalsandLeasesfromaStateGarage...... 5
MotorVehiclesandMobileEquipmentRentaland
LeasefromCommercialVendors...... 5
ParkingCitations,MovingViolations,and
TollEvasionsReceivedWhileOperatingaDGSVehicle...... 5
Misuse/NegligenceofDGSOwnedVehicles...... 6
MaintenanceofStateMotorVehicles...... 6
Modifications...... 7
TiresandBatteries...... 7
VehicleGlass...... 7
RepairsandCostLimits...... 7
Invoices...... 8
Utilization...... 8
MonthlyTravelLogs...... 8
PassengerVehicleUsageReport...... 9
MisuseofState-OwnedMotorVehiclesandMobileEquipment...... 9
OfficialStateofCaliforniaFleetCard...... 9
DepartmentOwnedVehicles...... 9
DGSVehicles...... 10
24-HourEmergencyRoadsideService...... 10
Accidents...... 10
DGSVehicles...... 10
ReimbursementforOut-of-PocketExpenses...... 11
HomeStorage...... 11
DisposalofFleetAssets...... 11
DisposalbyPublicAuction...... 11
DisposalbySealedBid...... 11
DisposalbyReutilization/Transfer...... 12
GeneralServicesBlueChargeCard...... 12
AlternativeFuelsProgram...... 13
TravelProgram...... 13
Parking...... 13
ParkingRules...... 14
ParkingRates...... 14
Car/Vanpool...... 14
CommuteServices...... 14
DGSOFAMLocationDirectory...... 15
AppendixI–Authorities...... 16
AppendixII–Reports...... 17
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BACKGROUND
TheStateofCalifornia’squasi-centralizedfleetmanagementpracticesbeganin1950withlegislationdirectingtheDepartmentofFinancetocontroltheacquisitionofallmotorvehiclesand
generalusemobileequipmentfortheexecutivebranchofgovernment.Thosepolicies—which
werelatertransferredtotheDepartmentofGeneralServices(DGS)—haveexpandedovertheyearstoemploymorerigorousfleetmanagementpractices,reducethestate’sdependenceonpetroleum,betterprotecttheenvironment,overseeemployeeparkingandbusinesstravel.TheDGSOfficeofFleetandAssetManagement(OFAM)taketheleadroleinmanagingthestate’stransportationstrategy.
STATEAGENCIESTHATARESUBJECTTOFLEETRULES
StateagenciesaredefinedbyGovernmentCodeSection11000,andincludeanagency,department,commission,board,association,center,authority,conservancy,corps,programorsystemandeachcampusoftheCaliforniaStateUniversity.
FLEETASSETOVERSIGHT
ThefollowingmotorvehiclesandgeneralusemobileequipmentaresubjecttoOFAMoversight:
MotorVehicles / Avehiclethatisself-propelledandregisteredbytheDepartmentofMotorVehiclesforstreetuse.
GeneralUseMobileEquipment / •Self-propelledmobileequipment.
•Self-propelledmobileequipmentregisteredbythe
DepartmentofMotorVehiclesforoff-roaduse.
•VesselsregisteredbytheDepartmentofMotor
Vehiclesforuseonwater.
•VesselsdocumentedbytheU.S.CoastGuard.
SurplusMobileEquipment / Previouslyownedmotorvehiclesorgeneralusemobileequipment.
Exclusions / Thefollowingfleet-typeassetsarenolongerapprovedbyOFAM:
•GolfCart
•Mower
•Generator
•Mobilehome/office
•Forklift
•Palletjack
•Personnelhoist
•Trailer
•Agricultureorconstructionequipmentpulledbyavehicle
•Otherfleet-relatedequipmentasdeterminedbyOFAM
Important:Stateagenciesmustcontinuetofollowestablishedstateprocurementandpropertymanagementrulesfortheseassets.OFAMmaycontinuetocollectdataandreportsasneeded.
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OVERVIEWOFSERVICES
¾RatesforOFAMservicesandfleetmanagementareavailableintheDGSPriceBookat
FleetManagement
TheStateFleetAssetManagementProgramprovidesavarietyofservicestomeettheneedsofpolicymakersandthoseagenciesoperatingCalifornia’smulti-billiondollarfleet,including:
1) Oversightoffleetacquisitions.
2) Establishmentoffleetpolicies.
3) Collection,analysisandreportingoffleetdata.
4) Periodicassessmentoffleetsizeandcomposition.
5) Controlofon-goingfleetcosts.
6) EnsureCalifornia’scompliancewithfederalalternativefuelvehiclemandates.
OFAMpromotesthepurchaseanduseofalternativefuelvehiclesinthestate’sfleet.Programstaffprovidestechnicalsupporttopolicymakersandstateagenciesonalternativefuelvehicles,fueling,proposedlegislation,rulesandregulations.Fordetailedinformationreferto:
Inspections
InspectorsofAutomotiveEquipmentprovidemechanicalinspectionsandfleetconsultationservices.Inspectionsoccurperiodicallyorondemandtoassistagenciestobetterunderstand
theirvehiclefleetandavoidunnecessaryexpenses.Inspectorsassessvehicles,reviewrepairrecommendationsandrepresentagencieswithcommercialvendorsanddealershipstohelpstate
agenciesmanagecostsbysteeringclearofunnecessaryrepairsandobtainingwarrantycoveragewhereverpossible.Inspectorsalsoevaluatelocalprogramneeds,providetechnical
adviceonspecificationsfornewvehiclepurchasesand/ormodificationstoexistingvehicles,and
helplocateusedstatemobileequipmentcapableofbeingreutilized.ForthemostcurrentstatewideInspectorcontactlistreferto
AuctionandReutilization
Toassistwiththedisposalofsurplusfleetassets,publicauctionsareheldfrequentlyatthestate’sauctionatDavis,California.Insomecasessealedbidsalesareheldinthefieldforfleetequipment
thatisconsideredjunkornotcosteffectivetotransporttotheDavisauction.Vehiclesthatare
surplustooneagencymaybereutilizedbyanotheragency.Excellentdealsareoftenfoundbyagencieslookingtoreutilizegoodusedvehicles.Forfurtherinformationreferto:
VehicleLeasingandMaintenance
OFAMhasgaragelocationsatSacramento,Oakland,Fresno,LosAngeles,andSanDiego.Fromtheselocations,vehiclesarerentedforshort-term(daily)tripsandleasedonalong-term
(monthly)basisbystateemployeesonofficialbusiness.
PreventativemaintenanceandrepairservicesareavailableforallstatevehiclesatOFAMgarages.Theseservicesinclude:oilchanges,lubrications,brakes,tires,batteries,wiperblades,tune-ups,headlightsandbulbs,andbasicmechanicalrepairs.
FleetCard,VehicleMaintenance,TravelAgencies,AirFares,RentalCarContractsOFAMdevelopsandmanagescontractsforstatetransportationandtravel-relatedservices.Thesecontractsinclude:airlines,carrentals,AmericanExpresscards,travelagencies,Voyagerfleetcardsandmaintenanceproviderstoassiststateemployeeswiththeirtravelandtransportationneeds.Thecarrentalcontractsareforshort-termbusinesstravelbystateemployees.
Parking
OFAMmanagestwenty-seven(27)DGSparkinglotsandisresponsibleforadministeringstateparkingpolicies.Stateemployeescanobtainapassengervehicleorbicycleparkingspaceinone
ofthelotsmanagedbyOFAM.FormoreinformationcalltheOFAMParkingUnitat(916)651-
0321.
MOTORVEHICLESANDMOBILEEQUIPMENTACQUISITIONSStateagenciesmustadheretoManagementMemo06-07inordertoacquireneworreplacementfleetassets.StateagenciesshallsubmitaVehicleAcquisitionRequestForm(OFA160)whenreplacingoracquiringadditionalmotorvehiclesandmobileequipment.Thisincludespurchasingneworused,leasinglong-termcommerciallyorthroughDGS,obtainingsurplusvehicles,orreceivingvehiclesasdonationsorgifts.
¾Sendrequeststo:StatewideMobileEquipmentCoordinator,OfficeofFleetandAssetManagement,1700NationalDrive,Sacramento,CA95834.AttachtheappropriatedocumentstotheVehicleAcquisitionRequestForm:
•ReplacementvehiclesrequireanapprovedPropertySurveyReport(STD152)andan
EquipmentInspectionReport(OFA6)fromyourlocalInspectorofAutomotiveEquipment.
•ReplacementoradditionalvehiclesrequireacompletedPurchaseOrder*(STD65)or
PurchaseEstimate(STD66)ifpurchasing.
•Ifreutilizinganexistingfleetassetfromanotheragency,includeaPropertyTransferReport
(STD.158).
•Long-termleasing(21daysormore)fromcommercialvendorsrequiresthree(3)pricequotes.
•RequestsforadditionalvehiclesrequireanapprovedEquipmentInspectionReport(OFA6)
fromyourlocalInspectorofAutomotiveEquipment.
•OFAMwillonlyprocessrequestsforagenciesthatareincompliancewithManagementMemo06-06andusagerequirements(SeePassengerVehicleUsageReport,STD.276Asection)andhaveaFleetManagementPlanonfile.
CaliforniaStateUniversitymayutilizeitsownuniquepurchaseorderandsurveyreport.
ReplacementScheduleCriteria
Toassistagencieswithdeterminingreplacementschedulesandbudgetingneedsforstate-ownedvehicles,thefollowingscheduleforalternativefuelandgasolinefueledvehiclesshallbeused:
AuthorizedemergencyvehiclesasdefinedinSection165oftheVehicleCode,thatareequippedwithemergencylampsorlightsdescribedinSection25252oftheVehicleCode / 100,000miles
Sedans,stationwagons,vansandlightdutytrucksorvehicleshaving
agrossvehicleweightrating(GVWR)or8500poundsorless / 120,000miles
Heavydutytrucksorvehicles(Class3andunder)havingagrossvehicleweightrating(GVWR)of8501poundsormore / 150,000miles
4-wheeldrivevehicles / 150,000miles
Astate-ownedvehiclemaybedisposedoforreplacedwhenitisdeterminedthatitwouldbecost-effectivetodoso,regardlessofageormileage. AllvehiclesbeingdisposedofrequireaPropertySurveyReport(STD.152).AnevaluationwillbemadebyanInspectorofAutomotiveEquipmenttodeterminewhetheravehicleshouldbedisposedoforcanbesafelyandeconomically
continuedinservice.Thedecisionwhethertoretain,reutilize,ordisposeofanyvehiclenotmeetingtheminimumreplacementcriteriashallbebasedonaninspectiontakingintoaccountthefollowingfactors:
•Currentmechanicalcondition.
•Previousmaintenanceandrepairrecord.
•Extentofneededrepairsandavailabilityofpartsandlifeexpectancyofvehicleafterrepair.
•Currentsalevalue.
•Costandavailabilityofreplacementunitandaccessories.
•Owningagency’sabilitytoreplaceunit.
Vehiclesmeetingorexceedingthereplacementscheduledonotrequireaninspection.
VEHICLERENTALSANDLEASESFROMASTATEGARAGE
Whenuseofavehicleisessentialforconductingstatebusiness,stateemployeescancontactoneoftheOFAMstategaragestomakearrangementstorentDGSvehiclesonashortterm
basis.
¾Torentvehiclesonashort-termbasis,stateemployeescangotothenearestDGS
garagefacilityand:
•Completeavehicledispatchform.
•Presentavaliddriver’slicense(mutilatedoralteredlicensesarenotacceptable).
•PresentaGeneralServicesBlueChargeCardwithcurrentbillingcode.
•Sedanreservationsmayalsobemadeviatheinternet(24hourspriortotraveltoguaranteevehicle)at:
¾ToleaseDGSvehiclesonalong-termbasis:
•SubmitaRequestontheOFA160,toOFAM,1700NationalDrive,Sacramento,CA95834.
•Uponapprovaloftherequestandavailabilityofthevehicle,theemployeeshallgotothestategarageandpresentavaliddriver’slicenseandaGeneralServicesChargeCard.
•PresentavalidA-cardifanundercoverplatedvehicleisrequested(CVC5002).
•Driversshallreportbeginningandendingmileagetothedispatchinggarageoron-lineatfourthworkingdayofeachmonthonvehiclesleasedfromOFAM.(On-linesubmissionbyfifthworkingdayofeachmonth)
Failuretoreportmileagebythefourthworkingdayofthemonthwillresultina$50chargetotheagency.
MOTORVEHICLESANDMOBILEEQUIPMENTRENTALLEASEFROMCOMMERCIALVENDORS
Vehiclesorgeneralusemobileequipmentbeingrentedorleasedformorethanone-weekrequireOFAMapproval.Requestsforgeneralusemobileequipmentshallbesubmittedwiththree(3)pricequotes.AllrequestsshallbesubmittedwithanOFA6fromthelocalInspectorof
AutomotiveEquipmentandan OFA160to:theStatewideMobileEquipmentCoordinator,Office
ofFleetandAssetManagement,1700NationalDrive,Sacramento,CA95834.
Rentalsorleasesof$5,000ormoremayrequireadvertisementintheCaliforniaStateContractsRegister.ExemptionsfromadvertisingrequireapprovalfromtheDGSProcurementDivision.FormoreinformationcontacttheProcurementDivisionat(916)375-4400.
Commerciallyrentedorleasedmotorvehiclesandmobileequipmentshallonlybeusedforofficialstatebusiness.Fleetrulesandpoliciesapply.
PARKINGCITATIONS,MOVINGVIOLATIONSANDTOLLEVASIONSRECEIVEDWHILEOPERATINGADGSVEHICLE
InaccordancewithCaliforniaVehicleCode40200(a),thedriverisresponsibleforallnon-administrativecitations,parkingtickets,movingviolations,andbridge/tollroadevasionfinesissuedwhileoperatingastatevehicle.Administrativecitationssuchasthosedealingwithvehicle
titlingandregistrationshouldbedirectedtothelocalstategarageimmediately.Thedriverhas
soleresponsibilitytoensurethatanycitation,movingviolation,ortollevasionnoticeispaidinatimelymanner.Itissuggestedthattheresponsibledrivercontactthecitingpartytodetermineifawaiver,dismissal,orfinereductionmaybegranted.
MISUSEORNEGLIGENCEOFDGSVEHICLES
StateagenciesareresponsibleforensuringthatDGSvehiclesareusedappropriatelybytheiremployees.CostsincurredtoDGSvehiclesduetoemployeeabuse,negligence,misuse,lackoftraining,orviolationsoftheCaliforniaVehicleCode,maybebilledbacktotheagency.
Employeesmaybesubjecttodisciplinebytheiragencyasaresultofthemisuseofstate
vehicles.
Theoperationofastatevehicleisahighlyvisibleactivitythatdeservestheattentionofeachstateagency.Thepublic’sawarenessofstatevehiclesandtheirconcernaboutproperusehasbeenheightenedbythecurrenteconomicsituation. Stateagenciesandallstateemployeesareresponsibleforknowingandfollowingstatefleetrules,including,butnotlimitedtothefollowing:
1. Statemotorvehiclesshallbeusedonlyintheconductofstatebusiness.
2. Commutinginstatevehiclesisallowedonlyincompliancewithspecificguidelinesandallcostsmustbereimbursedtothestate.
3. AHomeStoragePermitisrequiredifastatevehicleisfrequentlykeptovernightatorinthevicinityofanemployee’shome.
4. Carryinginthevehicleanypersonsotherthanthosedirectlyinvolvedwithofficialstatebusinessisprohibitedunlesspermissionisobtainedinadvanceforeachtripbythe
employee’ssupervisor.
5. Stateagenciesandemployeesareresponsibleforproperlyreportingpersonaluseofstateprovidedvehicles,consideredcompensationbytheInternalRevenueServiceandFranchiseTaxBoard.
6. Smokinginstatevehiclesisprohibited.
MAINTENANCEOFSTATEMOTORVEHICLES
OFAMdevelopedthefollowingminimumpreventivemaintenancerequirementstoensurethatstatevehiclesareoperationallysafe,complywithmanufacturerwarrantyrequirementsand
providemanyyearsofuse:
•Performdesignatedservicesandmechanicalinspectionsattheintervalsprescribedinthe
PreventiveMaintenanceSchedule/SafetyInspectionWorkSheet,(OFA35).
•PerformSmogChecksinaccordancewiththerequirementssetforthbytheBureauofAutomotiveRepair(BAR).ForinformationonSmogCheckscallBARFleetOperationsat(916)255-1336.
•LogmaintenanceandrepairsperformedintheAutomobileMaintenanceRecord(STD.271).
TheSTD.271islocatedinthevehiclestoragecompartment.AdditionalpapercopiesmaybeorderedfromtheOfficeofStatePublishingwebsiteat
•Utilizeastategarageforoilchangeswherere-refinedmotoroilisusedexclusivelyorrequestre-refinedmotoroilduringoilchangesatauthorizedrepairvendorswhereavailable.
•Maintainpropertirepressureinstatemotorvehiclesbetweenpreventativemaintenanceintervals.
•Conductapre-tripcheckofallstatevehiclesbeforeoperating,includingvisuallyinspectingtiresfornoticeabledeflationandthevehicleingeneralforobservablesignsofdamageordeficiencies.
•Purchaseregular-unleadedfuelforgasolinepoweredvehiclesatselfservicepumpsonly—
purchaseofhighergradesofgasolineisprohibited.
•Adheretopostedspeedlimits,avoidrushedaccelerationandprolongedidling.
•Stateagenciesareresponsibleforensuringthatvehiclemaintenanceisperformedatproperserviceintervals.
RE-REFINEDOIL
Stateagenciesmayobtaincreditforpurchasingre-refinedoilwhencompletingtheStateAgencyBuyRecycledCampaignProcurementReport.ThisreportissenttotheCaliforniaIntegratedWasteManagementBoardannuallybyreportingagencies.
OFAMstronglyencouragesstatedrivers,wherepractical,toutilizestategaragesandauthorizedvendorsofferingre-refinedoilforoilchangeservices.VisittheOFAMwebsiteforfactsonre-refinedoilandalistofstategarages.
MODIFICATIONS
Modificationstostatevehiclesandgeneralusemobileequipmentrequireapprovalfromthe
OFAM.Toobtainapproval,sendthefollowingtoyourlocalInspectorofAutomotiveEquipment:
•Acompletedequipmentmodificationrequestform OFA155.TheformisalsoavailablefromyourlocalInspectorofAutomotiveEquipment.
•Three(3)bids(RefertothewebsiteforalistingofApprovedAutoRepairFacilities).
•Drawingsorplans,ifapplicable.
•WindowtintingmustcomplywiththeCaliforniaVehicleCode.
TIRESANDBATTERIES
Tireand/orwheelreplacementwillbeofsamesizeandspecificationasfactoryequipped.OtherwiseavehiclemodificationrequestformmustbesubmittedtothelocalInspectorof
AutomotiveEquipmentforapproval.Whenreplacingtirescheckthestatecontractorobtainthree
(3)pricequotestoensurethestatereceivesthebestprice.BatteriesbeingreplacedaspartofamechanicalrepairbyavendoraresubjecttothesamecostlimitsrequiringpriorapprovalbyanInspectorofAutomotiveEquipment.
VEHICLEGLASS
WindshieldsandrearwindowswillbereplacedonlywheninviolationtheCaliforniaVehicleCode.ReferenceCaliforniaVehicleCodeSection26710:
Windshieldsespecially,thathavesustainedminorrockchipsorsmallcrackscanoftenbe
repairedforafractionofthecostofreplacement.Utilizestatepriceschedulevendorswhoofferdiscountpriceswheneverpossible.Thesevendorswilloftenhonorpricescheduleratesevenifanewpricescheduleisnotineffect.Otherwiseobtainthree(3)pricequotestoensurethestatereceivesthebestprice.AnyglassrepairorreplacementexceedingtherepaircostlimitrequiresapprovalfromtheInspectorofAutomotiveEquipment.ForalistofthenearestglassvendorsinyourareacontactyourlocalInspectorofAutomotiveEquipment.
REPAIRSANDCOSTLIMITS
StatemotorvehiclesandgeneralusemobileequipmentrequirepreventivemaintenanceandserviceinaccordancewiththeOFA271andthemanufacturers’recommendedintervals.ServicesareavailableatDGSstategaragesorOFAMpre-approvedvendors:
•InordertoensurestatevehiclesareproperlymaintainedtheOFAhaspre-qualifiedcommercialrepairvendors.Theapprovedvendorsprovidestateagencieswithreliable,consistentautomotiveservicesateconomicalratesthroughoutthestate.Throughnon-exclusiveagreementsthesevendorsarepre-qualifiedtoensuretheymaintainproperinsurance,haverequiredlicensesandadheretoprescribedbusinesspracticesthathelpprotectthestate’sinterests.
•Repairsover$500atanapprovedvendorrequirepriorapprovalfromanInspectorof
AutomotiveEquipment.
•TheInspectorofAutomotiveEquipmentwillcontacttheowningagencyforauthorizationbeforeproceedingwithanyrepairorservice.
•Accidentrepairsthatexceed$500requirequotesfromthree(3)vendorsoraNon-CompetitiveBid(NCB)justification.ThebidsorjustificationshallbesubmittedtotheInspectorofAutomotiveEquipmentwithacopyoftheReportofVehicleAccident,STD.270.
•Whileitisrecognizedthatapprovedvendorsarenotalwaysavailabletoservicethestatefleetineverysituation,westronglyencouragetheuseofApprovedVendorswheneverpossible.ForalistofOfficeofFleetandAssetManagementapprovedvendorsseetheApprovedAutoRepairVendorQueryat:
•Repairsover$350atanon-approvedvendorrequirepriorapprovalfromanInspectorof
AutomotiveEquipment.
•StateemployeesareencouragedtoworkwiththeirlocalInspectorofAutomotiveEquipmenttoidentifyandbuildanetworkofqualitycommercialrepairvendorsintheirareatohelpmaintaintheirfleet.
OFAMapprovalisnolongerrequiredforpartsover$500duringrepairsorservicesconductedbystateemployeesonstatevehiclesandmobileequipment.ConsultationwiththelocalOFAMInspectorisstillavailable.
INVOICES(CommercialVendor)
Toensurepromptpaymentforfleetservices,stateagenciesshall:
•SendoriginalinvoicesthatexceedthestatecostlimitstothelocalInspectorofAutomotiveEquipmentforreviewandfinalapproval.Legiblefaxesandcopiescanbesubmittedonacase-by-casebasisbycontactingthelocalInspector.
•InvoicesforDGS-ownedvehiclesareprocessedandpaidbyDGSandinvoicesfromotheragency-ownedvehicleswillbestampedapprovedandreturnedtotheagencyforpayment.
•Splittinginvoicestoavoidthestate’scostlimitandapprovalprocessisprohibited.Doingsomaybegroundsfordisciplinaryactionbytheemployingagencyandjeopardizedoingfuturebusinesswiththevendor.
UTILIZATION
Stateagenciesareresponsibleforthesafeandeffectiveutilizationofstatevehiclesandmobileequipment.Toensuremaximumutilizationofpassengervehiclesthefollowingminimumusecriteriahavebeenestablished:
•Mileageuseofatleast6,000milesorvehicleuseofatleast80%oftheworkdaysthatthevehicleisavailablewithinasixmonthperiod-appliestoallstate-owned,DGSleasedand/orcommerciallyrented/leasedpassengervehicles(ManagementMemo06-06).
•CompletionofaPassengerVehicleUsageCertification,STD.276A.
•OFAMwillreviewexceptions.
•Underutilizedequipmentmaybesurveyedasexcesstoneedandreutilized.
MONTHLYTRAVELLOGS
StateagenciesareresponsibleforensuringaMonthlyTravelLog,STD.273,iscompletedonallstatemotorvehicles.Exceptionsaremotorcycles,trucksoverone(1)ton,heavyequipmentandmobileequipmentusedsolelyoninstitutiongrounds,parks,andcampuses.
•DriversshallfillouttheSTD.273completely.
•Individualsinpositionsofdirectororaboveshallprovidebeginningmileageandendingmileageanddriver’ssignatureonly.
•Theretentionperiodiscurrentyearplusprecedingfiscalyear(seeDepartmentofPersonnel
AdministrationRule599.807).
•Requestsforusingaformotherthanthe STD.273willbesubmitted,inwriting,toOFAMforreviewandapproval.
PASSENGERVEHICLEUSAGEREPORT
StateagenciesshallcompleteaPassengerVehicleUsageReport, STD.276Aforallunderutilizedvehicles(owned,rentedorleased)andsubmitittoOFAMasfollows:February15
andAugust15semi-annually.
TheSTD.276Awillinclude:
•Thelicensenumber,make,model,mileage,usage,andplanofactionforpassengervehiclesnotmeetingtheminimumutilizationcriteria.
•DonotincludevehiclesorgeneralusemobileequipmentnotoverseenbyOFAMorequipmentexemptedbyOFAMfromtheutilizationstandard(seeManagementMemo05-08and06-06).
MISUSEOFSTATE-OWNEDMOTORVEHICLESANDMOBILEEQUIPMENTStatevehiclesandmobileequipmentareusedsolelyforofficialstatebusiness.Transportationofpassengersislimitedtoindividualsinvolvedintheperformanceofassignedstateactivitiesunlesstheemployee’ssupervisorhasgivenpriorauthorization—requiredeachtime.
Individualswhosuspectstatevehiclesarenotbeingusedproperlyshould:
•ReportthesuspicionorincidenteitherinwritingtotheChief,OfficeofFleetandAsset
Management1700NationalDrive,Sacramento,CA95834,orbycallingOFAMat(916)928-
2550,orbyemailat
•Whenreportingpossiblemisuseincludethevehicledescriptionandlicensenumberifknown,thedate,time,andlocationoftheincident.
•Stateagenciesarerequiredtoinvestigateandtakeactiononallegedmisuse,andtonotify
OFAMofthefindingsoftheirinvestigation(seeCaliforniaCodeofRegulationsSection
599.804).
OFFICIALSTATEOFCALIFORNIAFLEETCARD
TheOfficialStateofCaliforniaFleetCard(Voyager)isforofficialstatebusinessonlyandcanbeusedforthefollowing:
•Purchaseofregularunleadedfuel,alternativefuels,fluidsandlubricantsatover10,500retaillocationsthroughoutCalifornia.Whenpurchasingfuel,driversarerequiredtopurchaseregulargrade(unleaded)fuelonlyatself-servicepumps,(referto SAMSection3687.1)
•Emergencypurchasessuchaswiperblades,afanbelt,atire,inurgentsituationsonly.
•24-hourEmergencyRoadsideService(1-800-600-6065).
•Twobasic(low-cost)carwashespermonth.
•OilchangeservicesatJiffyLube.
•Fleetcardscannotbeusedforpersonalvehicles.
Agency-OwnedVehicles
•Eachstateagencyisrequiredtoset-uptheirVoyagerfleetcardaccount.Itistheresponsibilityoftheagenciestomanage,controlandmonitortheuseoftheirfleetcardsandtoinvestigatemisuse.
•Newandreplacementcardsshouldbeorderedbytheagencyrepresentativedirectlyfrom
Voyager.
•Lostorstolencardsshouldbereportedtotheagencyrepresentativewhowillreportitto
Voyager.
•Stateagenciesareresponsibleforsettinguptheirownprocessfororderingandreportinglostorstolencardsandcommunicatingthisprocesstotheiremployees.
DGSVehicles
•DriversareresponsibleforreportinglostorstolencardstothestategarageorOFAM
headquartersimmediately.
•UnauthorizedchargesonfleetcardsbelongingtoDGSvehicleswillbechargedbacktothestateagency.Itisthestateagency’sresponsibilitytorecoverinappropriatechargesfromthedriver(refertoStateAdministrativeManual, Section3687.1andSection4108).
•Twobasic(lowcost)carwashespermonthmaybechargedonthefleetcardforDGS
vehicles.
•Fleetcardsshallonlybeusedforthevehiclewhichtheyareassigned.
24-HOUREMERGENCYROADSIDESERVICE
•IntheeventofabreakdownofastatevehicletheOFAMoffers24-houremergencyroadsideservicethroughtheNationalAutomobileClub,forthefollowing:
•Mechanicalfirstaid
•Batteryservice
•Tirechange
•Gasoline,oil,andwaterdelivery
•Lockout(doesnotincludekeymakingorlocksmithservice)
•Towing
Intheeventofsuchanemergency,statedriversshall:
•CallNationalAutomobileClubat:1-800-600-6065.
•Provideyear,make,model,colorofvehicle,driver’sname,telephonenumberandagency,andthefifteen(15)digitVoyagerfleetcardaccountnumbertotheNationalAutomobileCluboperator.
Excessiveroadsideservicecallsduetooperatornegligenceorabuse(lockouts,outoffuel,vehiclerecovery,etc.)onDGSvehiclesmaybebilledbacktotheagency.
ACCIDENTS
Intheeventofanaccident,driversshall:
•Obtainotherpartyinformation,i.e.:name,address,insurancecarrier,andnotifytheOfficeofRiskandInsuranceManagementwithin48hrsorwithin24hrsifthereisbodilyinjury.TheAccidentIdentification,STD.269,islocatedinthestoragecompartmentofthevehicleandcanbeusedforthispurpose.
•CompleteaReportofVehicleAccident,STD.270,anddistributeasnotedonthe STD.270.
•ContacttheOfficeofRiskandInsuranceManagementtollfreetelephonenumberat:
1-800-900-3634withquestions.
•Accidentrepairsthatexceed$500requirethree(3)pricequotesoraNon-CompetitiveBid(NCB)justification.ThebidsorjustificationshallbesubmittedtothelocalInspectorofAutomotiveEquipmentwithacopyoftheReportofVehicleAccident, STD.270.
DGSVehicles:
¾DriversofDGSvehiclesinvolvedinanaccidentmustalsonotifytheneareststategarage
within24hours.FailuretocontactOFAMmayresultintheagencybeingchargedforstoragefeesand/orvehiclereplacementcostifthevehicleissoldthroughaliensale.
¾CosttoDGSvehiclesdamagedfromabuse,negligence,misuse,orviolationofthe
CaliforniaVehicleCodemaybebilledbacktotheemployee'sagency.
¾DriversinvolvedinanaccidentwhileoperatingaDGSownedvehiclewillnotbeassigned
anothervehicleuntilthestategaragereceivesacompletedSTD270signedbythedriver’ssupervisor.
REIMBURSEMENTFOROUT-OF-POCKETEXPENSES
WhenanemergencyrequiresthedriverofaDGSvehicletopayout-of-pocketforrepairsorforitemsincludedintherentalcharges,thedrivershould:
•Obtainaninvoiceorreceiptmarked“Paid”fromthevendorwiththevendor’snameandaddress,vehiclelicensenumber,anddate
•CompleteaTravelExpenseClaim, STD.262,fortheexpenseonlyandincludethevehiclelicensenumberandabriefjustificationfortheexpenseunderItem7.
•SubmittheTravelExpenseClaimandtheinvoice/receipttothestategarageforapproval.
•AgenciesthathavereimbursedanemployeeforDGSvehicle-relatedoutofpocketexpensesmustperformanagencytoagencybillingtorecovertheseexpensesfromOFAM.TheOFAMwillreviewthepaperworkand,uponapproval,processthepaperworkforreimbursement.
HOMESTORAGE
Stateagenciesareresponsibleformonitoring,approving,andmaintainingcurrentVehicleHome
StoragePermits,STD.377,forthestorageofstate-ownedmotorvehiclesatorinthevicinityofanemployee’shome.Stateagenciesandemployeesareresponsibletocomplywithalllaws,rulesandregulationsgoverningthehomestorageofastatemotorvehiclewhichmayresultina
taxableeventfortheemployee.TheSTD.377issignedandapprovedbythesupervisor,and
agencyhead,deputyorchiefadministrativeofficer.ThecriteriaforhomestoragepermitsarecontainedwithintheCaliforniaCodeofRegulationsTitle2,Sections599.808:
¾TheOFAMrequiresanannualreportfromstateagenciesonallhomestoragepermits.
¾LossordamagetoDGSvehicleswhilestoredatorinthevicinityofanemployee’shomemaybebilledbacktothestateagency.
DISPOSALOFFLEETASSETS
Statevehiclesandgeneralusemobileequipmentmaybedisposedofwhenitisnotcost-effectivetorepairorisconsideredsurplustothestate’sneed.Disposalmaybebypublicauction,sealed
bidfieldsale,reutilizationtoanotherstateagencyortransferredtoanothergovernmentalagency.Thefollowingdocumentsarerequiredwhendisposingofallmobileequipment:
•AnEquipmentInspectionReport(OFA6)fromanInspectorofAutomotiveEquipment.
•PropertySurveyReport, STD.152,orTransferofEquipment, STD158.
•CertificateofTitle/VehicleRegistrationarerequiredonallvehiclesregisteredbythe
DepartmentofMotorVehicles(DMV).
•TheOFAMissuesthePermittoTransferLegalOwnershipofastate-Ownedvehicle(OFA
40)atthetimethevehicleissold.
DisposalbyPublicAuction
PublicauctionsareheldmonthlyattheOFAMStateVehicleAuctionlocatedattheDepartmentof
Forestry,5950ChilesRoad,Davis,California.Furtherinformationregardingthestateauctionmaybefoundontheinternetat
StateagenciesdisposingoffleetassetsbypublicauctionshallcalltheOFAMauctionyardinadvanceat(530)757-1063toensureallformsanddocumentsareinorderpriortotransportingequipment.Mobileequipmentsenttotheauctionwithoutanapproved STD.152SurveyReportwillnotbeaccepted.
DisposalbySealedBid
Fleetassetsdeterminedtobejunk,unabletobedriven,unsafe,andnotcosteffectivetotransporttopublicauctionmaybesoldbysealedbidinthefieldbytheOFAMifapprovedbytheStateFleetAssetManager.
Disposingoffleetassetsbyfieldsalerequiresstateagenciesto:
•RequestafieldsalebysubmittingamemorandumtotheStateFleetAssetManagerthroughthelocalSeniorInspectorofAutomotiveEquipmentintheirarea.
•Ensurethenecessarydocumentshavebeencompleted,i.e.,mobileequipmenthasbeenproperlyregisteredwiththeDMV,CertificatesofTitleandmobileequipmentregistrationshavebeenreceived,andanapprovedSTD.152completed.
ThelocalOFAMSeniorInspectorofAutomotiveEquipmentwillcoordinatethefieldsalewiththestateagency.
DisposalbyReutilization/Transfer
Fleetassetsmaybesoldortransferredtootherstateagenciesthroughthereutilizationortransferprocess.
•Stateagenciesareresponsibleforensuringthenecessarydocumentshavebeencompleted,i.e.:mobileequipmenthasbeenproperlyregisteredwiththeDMV,CertificatesofTitleandmobileequipmentregistrationshavebeenreceivedalongwithanapprovedSTD.152.TheOFAMwillworkwiththeowningstateagencytosetthepricebasedoncurrentwholesalevalue.
•ThetransactionwillbeprocessedusingSTD.65,STD.40A,STD.158forms.
Purchase/transferdocumentswillbeapprovedbytheOFAM.
GENERALSERVICESBLUECHARGECARD
TheGeneralServicesBlueChargeCardisapaymentmechanismusedwhileintheconductofofficialstatebusinessforthefollowing:
•Leasingvehiclesforashort-termorlong-termassignment,andpurchasingfuelfromOFAM
stategaragefacilitiesat:Fresno,LosAngeles,Oakland,Sacramento,andSanDiego.
•PreventivemaintenanceserviceatOFAMstategarages.
•TaxiserviceinSacramento.
ChargecardsmaybeorderedfromtheOFAM,1700NationalDrive,Sacramento,California
95814,onaRequestforGeneralServicesChargeCards, OFA58a.
OFAMdelegatesauthoritytostateagenciestoexecutepropermanagementandoversightof
GeneralServicesChargeCardsundertheirjurisdiction.Stateagenciesshall:
•ReporttotheOFAMinwritingtheloss,theftordiscontinuanceofallGeneralServices
ChargeCards.
•Provideoversightandguidelinestoensurecardsareproperlysafeguarded,assignedandusedforofficialstatebusinessonly.
•Establishandimplementinternalprocedurestoensureaccountabilityofchargecards.Thefollowinginformationmustbeaddressedinallinternalprocedures:
1. IdentifytheproperuseoftheGeneralServicesChargeCardandtheconsequenceof
misuse.
2. Procedurestocontroltherequestanddisseminationofcards.
3. Identify/appointasinglepointofcontact.
4. Detailtheprocessforrequesting,cancelingorreportinglostorstolencards.Thisprocessshouldincludeproceduresforimmediatelycancelingsurpluscards.
5. Detailtheprocessforrecoveringcardsfromemployeesuponseparation.
6. Includeatrackingsystemthatprovidesforthemaintenanceofacentralchargecardcontrollogthatidentifieseachcard’slocationanddateofissuance.Thelogshouldalsoincludetheidentificationandstoragelocationofunissuedcards.
7. Providethatun-issuedcardsarelockedinadesk,filecabinetorothersecuremethod.
8. Providefortheannualperformanceofaphysicalinventoryofallcardsandreconciliationofthatinventorytothechargecardcontrollog.
9. DetailtheprocessforverifyingtheaccuracyofthechargecardcontrollogthroughthebiennialperformanceofreconciliationtotheOFAM’sdatabasemaintainedof
activechargecards.
10.Detailinternalpractices/proceduresontipping.(Tippingfortaxiserviceisoptional,andshouldnotexceedtenpercent(10%)ofthefareprice.)
11.Proceduresonthedisseminationofinformationtoallemployees.
ForadditionalinformationregardingGeneralServicesBlueChargeCardcontacttheOFAMat:(916)928-9809.
ALTERNATIVEFUELSPROGRAM
TheOFAMestablishedtheAlternativeFuelsVehicle(AFV)programtosupportthepurchaseanduseofAFVswithinthestate’sfleet.ExecutiveOrderW-100-94directstheOFAMtodevelop
policiesandproceduresforthestatefleettocomplywiththeFederalEnergyPolicyAct(EPAct)of
1992.TheintentofEPActistoincreasesupplyanddemandforfuelsotherthangasolineordieselandreduceforeignoilimports.TheAFVProgramworkswiththeDGSProcurementDivisiondevelopingtheannualstatevehiclepurchasingcontracttoensurespecificationsmeetstatefuelefficiencycriteria,theAirResourcesBoard’slowemissionstandardsandFederalAFVrequirements.TheAFVprogramsubmitsannualcompliancereportstotheFederalGovernmentforallstateagencies.TheAFVprogramisalsoatechnicalresourceonmattersconcerningAFVs,fueling,legislation,policy,andregulations.FormoreinformationcontacttheAFVSpecialistat(916)928-5879orvisit:
GasolineandHybrid-ElectricPoweredVehicles:AfterhavingmettheFederalEPActmandate,allgasoline-poweredlight-dutysedanspurchasedorleasedbystateagenciesmustbeataminimumcertifiedtotheCaliforniaAirResourcesBoard’s(CARB)LEVIIUltraLowEmissionVehicle(ULEV)standards.Light-dutypickups,vans,andsportutilityvehiclesmustbeataminimumcertifiedtotheCARB’sLEVIULEVstandardsorequivalent.Stateagenciesshall,whenavailable,maximizethepurchaseorleaseofavailablevehiclesthatmeetorexceedCalifornia’sLEVIISuper-UltraLowEmissionVehicle(SULEV)passengervehiclestandardsforexhaustemissionsandmaximizethepurchaseorleaseofhybridvehiclesthataresubstantiallymorefuelefficient.Toviewalistingofvehiclesmeetingtheserequirements,pleasereferto:
SportUtilityVehiclesandFour-WheelDriveTrucks:Publicpolicydiscouragesthepurchaseorleaseofsportutilityvehicles(SUVs)andfour-wheeldrivetrucksifotheralternativescanmeetanagency’sbusinessneeds.StateagenciesmustdemonstratethecriticalneedforSUV’sand/orfour-wheeldrivetruckstothesatisfactionofthedirectorofDGS.Ifitissodemonstrated,priorityconsiderationshallbegiventothepurchaseorleaseofanalternativelyfueledorhybridSUVorfour-wheeldrivetruck.
TRAVELPROGRAM
TheStatewideTravelProgramadministersthetravelcontractsforairlines,commercialcarrentals,travelagencies,andthetravelpaymentsystem.Trainingisavailableforallstate
agenciesandispostedonthetravelwebsite.Formoreinformation,contacttheTravelPrograms
Administratorat(916)928-9863orvisitourwebsiteat
PARKING
Stateagenciesandemployeesmayobtainavehicle,motorcycleorbicycleparkingspaceatselectedOFAMmanagedparkingfacilities.Parkingspaceassignmentsarefilledonafirstcome,firstservebasisandaresubjecttoavailability.
ParkingRules
•Parkingpermitsarenontransferable.
•Decals/hangersmustbeproperlydisplayed.Failuretodosocanresultinacitation/ortowingofthevehicleattheowner'sexpense.
•Vehiclesshallnothavemorethanoneparkingfacilitydecalorhanger.
•FeesforparkingpermitswillbecollectedinadvancetocovertheperiodpriortocommencementoffirstautomatedpaymentorEDPbilling.
•ItistheresponsibilityofthepermitholdertonotifytheOFAMofanychangesintheinformationenteredontheirApplicationforParking.
•Anyemployeewhodamagesanunattendedvehicleinastateparkingfacilitymustleavehis/hername,address,phonenumberandastatementofthecircumstancesinaconspicuousplaceonthedamagedvehicle.
•ParkingmaybecanceledbysubmittingaNoticeofCancellation,OFA66.Parkingrefundrequestswillnotbeprocessedunlessa30-dayNoticeofCancellationissubmitted.Thisruledoesnotapplytoexemptemployees.
•Aparkingpermitmaybeforfeitedandparkingprivilegescanceledforanyofthefollowing:
1. Subletting,orinanyotherwayallowinganunauthorizedpersonuseofaparkingpermit,space,orfacility.
2. Passingacardkeyorparkinghangertoanunauthorizedpersontoallowentryintooroutofastateparkingfacility.
3. Failuretopayparkingfeeswithintherequiredtime.
4. Havingparkinginanyotherlotwhetheritbestateorprivate.
5. Terminationfromstateserviceortransfertoalocationoutsideofthecorearea.
ParkingRates
Parkingrateswillbeconsistentwithineachfacilityandaresubjecttocollectivebargaining.Parkingfeeswillbecollectedthroughpayrolldeductiontominimizeadministrativecosts.
Formoreinformationonparking,ratesorspaceavailability,calltheEmployeeParkingUnitat(916)651-0321orvisitourwebsiteat
Car/Vanpool
Tobeconsideredacar/vanpool,thefollowingcriteriamustbemet:
•Allpersonsmustbeoflegaldrivingage.
•Carpoolsmustconsistoftwoormorepersonssharingavehicletoandfromwork;
•ACarpoolAgreement, OFA73,mustbecompletedbyallcarpoolmembersandbeonfilewiththeOfficeofFleetandAssetManagement,EmployeeParkingUnit.
•Vanpoolsmustconsistofsevenormoreemployeessharingavehicletoandfromwork.
•Allcar/vanpoolmembersintheOFAMVanpoolProgrammustsubmitasubscriptionagreement.
•VanpooldriversmustcompleteaMedicalExaminationReport, DL-51,andtheMedical
ExaminationCard,DL-51A,priortodrivingthevan.
•Allcarpool/vanpoolmembersmustworkwithinareasonableproximityofoneanother.
•Allcar/vanpoolmembersmustparkwithina(reasonabledistance)oftheirworksite.
•Allcar/vanpoolmembersmustbestateemployees.
COMMUTESERVICES
TheCommuteProgramencouragesridesharingandusingpublictransportation.ContacttheCommuteProgramCoordinatorat(916)651-0309orvisit
•Guaranteedridehome.
•Transitsubsidytoemployeeswhocommutethroughtransit.
•A$100monthlyreimbursementtoqualifiedvanpoolcoordinators.
•A75%(maximumof$65.00)monthlyreimbursementtoqualifiedvanpoolriders.
DEPARTMENTOFGENERALSERVICESOFFICEOFFLEETANDASSETMANAGEMENTDIRECTORY
Headquarters1700NationalDrive
Sacramento,California95814,A-1
Public:(916)651-0321
Fax:(916)653-5266 / DavisAuction
5950ChilesRoad
Davis,CA95616
Public:(530)757-1063
SacramentoStateGarage
141610thStreet
Sacramento,CA95834
Public:(916)657-4478
VehicleReservations:(916)653-8068
DispatchOffice:(916)657-2327
VehicleServiceCenter(VSC):(916)657-2675
Fax:(916)657-2537and(916)653-5265 / FresnoStateGarage
1025PStreet
Fresno,CA93721
Public:(559)445-5527
Fax:(559)445-5155
LosAngelesStateGarage
1645NorthMainStreet
LosAngeles,CA90012
Public:(323)224-0905
Fax:(323)224-0918 / OaklandStateGarage
40127thStreet
Oakland,CA94612
Public:(510)286-0901
Fax:(510)286-1086
SanDiegoStateGarage
5878AutoportMall
SanDiego,CA92121
Public:(858)642-5741
Fax:(858)642-5746 / StatewideEquipmentCoordinators
Public:(916)928-7970or(916)928-7970
InspectorsofAutomotiveEquipment
OFAHandbook
APPENDIXI-AUTHORITIES
Mandatesandpoliciesgoverningtheacquisition,useanddisposalofthestatemotorvehiclefleetcanbefoundatthefollowinglinks:
FleetMandatesandPolicies / Source / LinkRequiresDGSinvestigateand
authorizetheacquisitionorreplacementofstatevehiclesandgeneralusemobileequipment. / GovernmentCode§13332.09 /
RequiresDGSformulatefuelefficiencystandardsandlife-cycle
costingformotorvehicleprocurement.Requiresreductionof
SUVsand4x4sfromthestatefleet.Requiresstateagenciestoreport
fleetinformationtoDGS. / PublicResourcesCode§25722and§25722.5 /
Prescribesrulesfortheuseofstate-ownedmotorvehicles. / GovernmentCode§19993.1-
19993.8 /
Prescribesrulesforthesaleor
transferofstate-ownedpersonalproperty(motorvehicles). / GovernmentCode§14674-14675 /
Definesstateagencies. / GovernmentCode§11000 /
Regulations(DPA)governingtheuse
ofstate-ownedmotorvehicles. / CaliforniaCodeofRegulations
§599.800-599.809 /
ault.asp?SP=CCR-
1000&Action=Welcome
RequiresDGStoadminister,and
stateagenciestomeet,theFederallymandatedEnergyPolicyActof1992(EPACT). / ExecutiveOrderW-100-94 /
W-100-94.htm
DGSstatefleetpoliciesinSAM. / StateAdministrativeManual
§3620-3629and§4100-4116 /
DGSFleetManagementMemos / Source / Link
RequirementsfortheNewAcquisition
orReplacementofFleet
Equipment
OfficialStateofCAFuelCardUSBankVoyagerFleetSystemsInc.
RequirementsforReconcilingthestate’sMotorVehicleandGeneral
useMobileEquipmentInventory
VehiclePurchaseandLeasePolicy
State-OwnedandLeasedMotor
VehicleReport
StateVehicleUtilizationStandards
Acquisitionofstatevehicles / 05-08
05-12
05-13
06-03
06-05
06-06
06-07 /
Line+Publications/SAM+Management
+Memos.htm
TravelMandatesandPolicies / Source / Link
CommercialCarRentalContractsTravelAgencyAgreementDiscountAirfaresforOfficialState
Business
StateTravel / ManagementMemos:
06-02
06-09
06-11
TravelPortal /
Line+Publications/SAM+Management
+Memos.htm
OFAMapprovedrepairvendorpolicy / DGSGloveBoxDirectory /
ved_Auto_Rpr_Fac/
APPENDIXII-REPORTS
BelowisalistofannualreportsrequiredbyOFAMfromstateagenciesandadescriptionofthereportingrequirements:
AnnualMobileEquipmentInventoryReport(OFA53)
•Self-propelledandoperator-riddenmobileequipment,i.e.,passengervehicles,pickups,trucks,forklifts,tractors,operator-riddenlawnmowersover20horsepower,andgolfcartsinadditiontoboatsandtrailers.ReportmobileequipmentwhetheritisregisteredornotwiththeDepartmentofMotorVehicles.
•InformationfromthisreportisusedbyOFAMandtheOfficeofRiskandInsurance
Management.
Reportingtimeframe:July1,Annually
FederalEnergyPolicyActReport(OFA53A)
TheEnergyPolicyActof1992(EPAct)waspassedbyCongresstoreduceournation'sdependenceonimportedpetroleumbyrequiringstatefleetstoacquirealternativefuelvehicles,whicharecapableofoperatingonnon-petroleumfuels. TheEPActrequiresstategovernmentfleetstosubmitTheAlternativeFuelVehicleCreditReportandtheEIA886ReportannuallytotheDepartmentofEnergy.TheOfficeofFleetandAssetManagementgatherstherelativedata
fromstateagenciesandpreparesthereportsonbehalfofthestate.Thestate’suniversitysystemreportsseparately.
TheAlternativeFuelVehicleCredit Report,commonlycalledtheEPActReport(OFA
53A),shouldincludealistingbymanufacturer,fuelandvehicletype,purchasesofalternativefuelvehicles(AFVs)duringthemodelyear(anexampleis2006modelyearrunsfromSept1,
2005throughAugust31,2006.
Reportingtimeframe:December31,Annually
EIA886Report
TheEIA886Reportdetailstheamountofalternativefuelusedbyfueltype,milesdriven,primaryuse,thequantityandtypesofalternativefuelvehiclesinthestatefleet,andAFVssoldforthepreviouscalendaryear.
Reportingtimeframe:May1,Annually
PassengerVehicleUsageReport(STD.276A)
•Thelicensenumber,make,model,mileage,usage,andactiontakenonpassengermobileequipmentnotmeetingtheminimumutilizationcriteria.DonotincludevehiclesleasedfromDGS/OFAM.
Exemptionswillbereviewedonacasebycasebasis.
Reportingtimeframe:February15andAugust15,Annually
HomeStoragePermitReport
TheannualHomeStoragePermitreportincludesthetotalnumberofhomestoragepermitsissuedbyeachstateagencyandapointofcontactforinquiries.
Reportingtimeframe:June30,Annually
SB552Report
Eachstateagencymustreportthefollowinginformationabouttheirstate-ownedorleasedvehicles:
•Thenumberofpassenger-typemotorvehiclespurchasedorleasedduringtheyear,andthenumberownedorleasedasofDecember31ofeachyear;
•Thenumberofalternativelyfueledvehiclesandhybridvehiclespurchasedorleasedduringtheyear,andthetotalnumberownedorleasedasofDecember31ofeachyear;
•Thenumberofsportutilityvehiclesandfour-wheeldrivetruckspurchasedorleasedduringtheyear,andthenumberownedorleasedasofDecember31ofeachyear;
•Thenumberofsportutilityvehiclesandfour-wheeldrivetruckspurchasedorleasedduringtheyear,andthenumberownedorleasedbyDecember31ofeachyearthatarealternativefuelorhybridvehicles;
•Thejustificationforallsportutilityvehiclesandfour-wheeldrivetruckspurchasedorleasedduringtheyear;
•Thenumberofnon-essentialsportutilityvehiclesandfour-wheeldrivetrucksdisposedunder
PublicResourcescodeSection25722.5(b);
•Thetotaldollaramountspentonpassenger-typevehiclepurchasesandleases,categorizedbysportutilityvehicle,andwithineachofthosecategories,byalternativefuel,hybridandother.
Reportingtimeframe:January1,Annually
Belowisalistofreportsstateagenciesmustsubmitonanasneededbasis:
PropertySurveyReports(STD.152)
Thisreportisusedwhenstatepropertyisbeingsurveyed.
PropertyTransferReports(STD.158)
Thisreportisusedwhentransferringsurplusstateproperty.
DMVReconciliationReport
Thisreportreconciledallstate-ownedvehiclesandmobileequipmentassetswithDepartmentof
MotorVehicle(DMV)registrationrecords.
AdHocReports
ThoseinquiriesaboutthestatefleetthatareusuallyinitiatedbytheadministrationorlegislaturethatresultinOFAMrequestinginformationfromstateagencies.