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.