2.1 Office of Planning and Budget

Development of policy regarding state fleet vehicle management and use
Developing the Governor’s Annual Operating Budget to include financial plans to support the purchase and operation of vehicles and establishing annual vehicle authorizations for agencies through the budget cycle
Ensuring financial resources of the state are used most efficiently
Establishing a standard anticipated service period for all types of vehicles as recommended by OFM

2.2 Department of Administrative Services

DOAS works with OPB to carry out policy regarding vehicles in the following areas:

Standardized specifications for types of vehicles based on agencies’ needs
Rules and regulations governing the maintenance, repair, service and purchase of fuel for vehicles
Rules and regulations governing acquisition, utilization, preventive maintenance, repair, and replacement of all vehicles

2.2.1 Office of Fleet Management

OFM is charged with the management of fleet policy within the state and aids state agencies in the management of their fleets. The staff monitors the life cycle of a vehicle from initial request to disposal. The official state vehicle inventory count is maintained by this office using the Fleet Management System database.

NOTE: Any vehicle owned or leased by an agency shall be accounted for in this database.

Services provided by OFM also include serving as the liaison between the state and the suppliers for both the fuel card program, which facilitates the purchase of fuel used in all state vehicles and the maintenance management program, which is available to agencies on a fee basis for managing the maintenance and repairs of state vehicles. The alternative fuel vehicle program is also managed in this office.

The OFM staff is responsible for the development and application of best practices for fleet management by state agencies, based on industry standards. Additionally, OFM provides support to state agencies on information technology related activities related to the Fleet Management System.

Staff members analyze historical data to ensure maximum utilization of vehicles and to develop optimal vehicle replacement criteria. In addition, staff will provide analysis of the information and provide periodic reports to state agencies on the operations of their fleet and provide recommendations. Analysis is also performed on the state fuel account and reviews are conducted to determine agency compliance with the fuel policy as set forth in this manual.

In addition, as the need arises, OFM staff review and make recommendations for revisions of fleet policies for approval by OPB and for revisions to the Fleet Management Manual. The staff also monitors necessary compliance reports as may be required by the federal government regarding vehicles.

2.2.2 State Purchasing

The DOAS State Purchasing Division is responsible for providing the following services associated with vehicles:

Statewide contracts for the purchase of vehicles and other vehicle related goods and services
Contracts for leasing vehicles
Contracts for Capitol Hill vehicle rental to all agencies in the Capitol Hill area. Vehicle rental information is available on the DOAS website.
Contracts for the state fuel card program to be used by all agencies for fleet services
Contracts for the vehicle maintenance management (fee based) program that is available to all agencies for fleet services

2.2.3 Surplus Property Division

The DOAS Surplus Property Division is responsible for the redistribution and disposal of state personal property including vehicles.

The Surplus Property Division provides OFM with necessary disposal and transfer information to verify removal of vehicles from the state fleet inventory database.

2.2.4 Risk Management Services

The DOAS Risk Management Services Division (RMS) is responsible for providing liability and auto physical damage (APD) insurance coverage for the fleet and establishing policies and procedures for the handling of claims. Additionally, RMS provides safety training and coverage information through its video library, seminars, and onsite training.

2.3 Department of Revenue

The Department of Revenue Motor Vehicle Division is responsible for providing the following services associated with vehicles:

Titling, registering, and licensing all state vehicles
Authorizing the use of regular Georgia license plates in lieu of state government plates for covert, investigative functions associated with law enforcement, and other functions in compliance with state law
Issuing permits for lighting on all emergency vehicles.

2.4 State Agencies

Agencies determine the need for vehicles in the execution of their statutory duties. Agencies ensure strict compliance with the standards developed by OFM and manage their fleet in a manner that complies with all policies, rules and regulations governing the purchase, operation, use, assignment, maintenance, service, repair, and disposal of automobiles.

It is the responsibility of each agency head to ensure that the provisions of OPB Policy 10 are accurately reflected in agency policies and are strictly enforced in a manner to ensure that state vehicles are operated and managed in an effective, efficient and responsible manner. Agencies shall not adopt policies or procedures that are less restrictive than state fleet policies and procedures but may include additional information associated with the agency’s specific business needs. This manual can serve as a guideline as to what should be included in the departmental policy.

Each agency shall appoint an Agency Fleet Manager (AFM) to serve as the principal point of contact for fleet matters within the agency. Agencies must keep OFM informed of their designated point of contact, including contact information for that individual by sending an email to fms@doas.ga.gov.

Agency Fleet Manager changes must be coordinated with OFM at the time of any change to ensure agencies receive information published by OFM. In addition, agencies are responsible for the following activities associated with the management of their fleet:

Agency Heads and Agency Fleet Managers monitor use and compliance with published vehicle statutes, rules, regulations, policies. and procedures.
Agencies are responsible to ensure that Agency Fleet Managers attend all Fleet Management Workshops or meetings to ensure they receive the latest information regarding news, updates, or changes to fleet management policies and procedures.
Each agency is responsible for developing its own fleet policy. At a minimum, an agency fleet policy should include: the establishment and authority of the Agency Fleet Manager; vehicle selection and acquisition; vehicle operations and utilization; control of vehicle operating costs; accident reports, and insurance coverage; control of accident costs; control of repairs and maintenance; cost control methods; proper and timely disposal of used vehicles; and continuous review and development of improved methods, policies and procedures.

2. Roles and Responsibilities

2. Roles and Responsibilities

2.1 Office of Planning and Budget