3.3 Vehicle Request Process

All vehicle requests must be submitted to OFM using the Vehicle Request Form housed within the Fleet Information Management System, which automatically routes to the appropriate personnel for approval. Once the approved request is returned to the agency, the purchase order can be prepared. This purchase order must be submitted to OFM for approval. No vehicle can be purchased or leased until this purchase order has been approved. State contract vendors will not accept a purchase order without OFM approval.

Upon receipt of a new vehicle, OFM requires vehicle information to ensure the vehicle asset is properly recorded in the Fleet Information System. Agencies are required to complete the Vehicle Asset Creation Form that contains the information needed to create the vehicle asset in the state Fleet Information Management System. Vehicle orders must be submitted by May 15^th of the fiscal year. Any orders received after May 15^th will be deferred to the following fiscal year. Emergency requirements, which justify orders after the cutoff date (e.g., replacement of a totaled vehicle) or changes in the vendor(s) awarded the statewide contract, may be considered on a case-by-case basis. Vehicles shall not be purchased outside of the statewide contract from dealer stock without the written approval of DOAS State Purchasing Division.