OFFICE OF FLEET MANAGEMENT
STATE MOTOR POOL POLICIES & PROCEDURES
Contents
I. STATE MOTOR POOL...... 2
II. VEHICLE RESERVATIONS...... 2
III. VEHICLE PICK UP….…...... 2
IV. VEHICLE CARE...... 3
V. VEHICLE RETURN...... 3
VI. VEHICLE FUELING...... 4
VII. ROADSIDE ASSISTANCE……...... 4
VIII. ACCIDENTS ...... 4
VIIII. RENTAL RATES……………………………………………..……………4
AS OF JUNE 20, 2016
- STATE MOTOR POOL
State Motor Pool (SMP) hours of operation are 7:30a.m. to 5:00p.m., Monday through Friday.
The State Motor Pool building is a smoke-free facility.
No parking is allowed at any time in front of the Motor Pool office or driveways. This includes when you are checking out or returning a vehicle. Parking is not allowed under the deck while you are conducting business in the Motor Pool Office - temporary (15 minute) parking is located right inside the Ripley Street gate on the left, facing the fuel pumps. Parking in front of or in the gas lanes is strictly prohibited at all times. For safety reasons, this area must be clear; the only exception is fueling a vehicle. Should you park your car in the gas lanes without purchasing fuel, you will be instructed to move your car immediately.
For emergencies in the Motor Pool area, there is a telephone on the first floor next to the elevator. Pick up the receiver and you will be connected to the ALEA Communications. An emergency telephone is also located in the elevator. The phone number to the ALEA Communication is 334-242-0700.
- VEHICLE RESERVATIONS
Vehicles may be reserved online using the Vehicle Reservation System at ofm.dot.state.al.us.
When requesting a vehicle, the rental period cannot exceed fourteen (14) consecutive days. If you need a vehicle for more than fourteen days, you must make two travel requests and exchange vehicles after the fourteen (14) day period.
SMP vehicles are on a set maintenance schedule according to their mileage. Vehicles are assigned by the computer in accordance to maintenance schedules; due to scheduling, we cannot accommodate specific vehicle requests.
Non-availability certificates are issued only when no vehicles are available for dispatch.
- VEHICLE PICK UP
Customers using vehicles from the State Motor Pool will be required to present a valid driver license upon checkout. Customers arriving to check out vehicles who are not able to show a valid driver license will not be allowed to rent vehicles.
There is a two hour window to pick up the reserved vehicle. Your request will be automatically canceled if you do not pick your vehicle up within two hours of your requested pick up time. For example: when making a reservation, if you request a vehicle for 8:00 a.m. the request would be canceled at 10:00 a.m., and a new request will have to be made from your office.
If your travel requires departure outside of normal business hours, you may check the vehicle out after 3:00 p.m. the day prior to departure.
Each SMP vehicle has a designated parking space. The Motor Pool customer may park their personal vehicle in the slot of the vehicle that is assigned to them. However, additional passengers must park their personal vehicles on the third level of the parking deck. If someone has parked in the designated place for your rental vehicle, please park the SMP car in the temporary parking area and advise the dispatcher.
The driver picking up the Motor Pool car should take the SMP car up to the third level of the parking deck to load up any additional passengers and luggage.
Inspect your vehicle and report any body damages or dirty vehicles to the dispatcher prior to departing the Motor Pool. Unreported damage or exceptionally dirty vehicles will be charged to your department.
Prior to departing the Motor Pool, make sure the mileage on your vehicle request form agrees with the mileage on the odometer. Corrections must be made prior to departure. Any discrepancies will be charged to your total rental charge.
Check to make sure you have a full tank of fuel prior to leaving the Motor Pool.
The Motor Pool gate is open from 5:30 a.m. to 5:30 p.m. To access the gate after hours, you will need to enter a 5-digit code. The code is * + your provider code + the pound (#) key. For example, if your provider code is 1234, your 5-digit gate code will be *1234#. The gate will automatically open once you enter the code. Wait for the gate to fully open before you drive through. To exit the gate, pull up to the right side of the gate and stop. The gate will automatically open to allow you to exit. Wait for the gate to fully open before you drive through.
- VEHICLE CARE
The State Motor Pool vehicles are smoke-free. The vehicles will be checked after each trip. Any violation of this rule will be reported to the user's supervisor and a minimum $40 service fee will be charged to your department.
Please leave the Motor Pool cars clean and free of trash. If the car is left dirty or with a noticeable amount of trash inside, a minimum $40 service fee will be charged to your department.
Animals should notbe transported in a State Motor Pool vehicle. Doing so will result in a minimum $40 service fee.
Under no circumstances should the seats in the passenger vans be removed or let down. The seats are intended for passengers only, not boxes, equipment, etc.
- VEHICLE RETURN
When returning Motor Pool vehicles during regular office hours park the Motor Pool vehicle in its assigned place and notate the return mileage. Bring the mileage and the keys to the front office so that you can get your receipt. To ensure you are not charged an additional 80 mile minimum (daily charge), please return the vehicle by 8:30 a.m.
While you are in the Motor Pool office, your personal vehicle should be parked in the 15 minute parking area that is across the gas lanes from the Motor Pool office. When returning a Motor Pool vehicle after regular office hours, please place key, current odometer reading and date and time you returned the vehicle in the drop-box located on the 1st floor of the parking deck, near the elevator. The drop box slot is located in the side door.
After unloading your vehicle, be sure to turn the dome light off and lock all doors.
- VEHICLE FUELING
While traveling (in-state or out-of-state), always check to make sure the service station will accept the Wright Express credit card before you pump gas.
Your driver ID to purchase fuel will remain the same. Should you need a driver ID, you must request one from your agency fleet coordinator.
Please turn all gas receipts in to the Motor Pool when returning your vehicle. The tag number of the vehicle should be written on the receipt.
Do not purchase gasoline within a fifty-mile radius of Montgomery. Fuel must be purchased from the State Motor Pool. Should you need gasoline, purchase just enough to get back to the Motor Pool.
Gasoline and ethanol may be purchased with the Wright Express Card at the Motor Pool 24 hours a day, seven days a week. After business hours, enter and exit through the Ripley Street gate to gain access to the pumps.
- ROADSIDE ASSISTANCE
In the event that you experience a vehicle failure, we now provide emergency roadside assistance. There is an informational card in the gas card holder attached to your Motor Pool key. Please call (866) 329-3471 and the operator will assist you. Once you have spoken with the roadside assistance office, please contact Motor Pool Service Manager Jimmy Kinard at 334-353-6340 to inform him of the situation.
If you lock the keys in a Motor Pool vehicle or lose Motor Pool keys, you are responsible for the cost associated with opening the vehicle or replacing the key. Should this happen to you, notify SMP to get the key code so that a dealership can make a duplicate key.
- ACCIDENTS
Should you have an accident in a Motor Pool car, there is a Driver’s Accident Reporting Packet in the glove box of your vehicle. However, if someone is injured, first give aid to the injured. Do not move the injured individuals unless absolutely necessary! Call the police and then call the Motor Pool for additional information at 334-353-6340 (during office hours) or 334-850-7315 (after office hours). You should also call Risk Management at 334-223-6120 (during office hours) or 1-800-241-1172 (after office hours). This number is also on the Driver’s Accident Reporting Packet in the glove box.
In the event of an accident or damage is done to the Motor Pool car you have rented, your agency is responsible for paying the following insurance deductible amount: Comprehensive coverage is a $250.00 deductible per occurrence (example: vandalism, rock hitting any window/mirror, road hazards, etc.) Collision coverage is a $500.00 deductible per occurrence (example: accident, body damage, collision, etc.) If the accident involves a third party, it will be your agency's responsibility to collect payment from the third party. Payment should be made to the Motor Pool for any deductible(s) due.
VIIII.RENTAL RATES
The rental rates are as follows:
Sedans$.54/mile with 80 mile per day minimum
Cargo Van$.77/mile with 80 mile per day minimum
Passenger Van$.77/mile with 80 mile per day minimum
Passenger Van (12-passenger)$.77/mile with 80 mile per day minimum
Ford Explorer$.77/mile with 80 mile per day minimum
Chevrolet Tahoe (4X2)$.77/mile with 80 mile per day minimum
Chevrolet Tahoe (4X4) $.82/mile with 80 mile per day minimum