Current through Vol. 42, No. 7, December 16, 2024
(a)
Fleet inventory. The Department shall maintain a current and
complete inventory of all state vehicles compiled from the following:
(1) Each state agency shall maintain a
current and complete inventory of the motor vehicles it owns or leases which
includes the following information for each vehicle:
(A) Current agency vehicle number.
(i) Agencies that do not have a vehicle
numbering system shall develop one for the purposes of this Chapter.
(ii) A state agency shall not change an
established vehicle number without prior written authorization of the Fleet
Manager.
(iii) Vehicle numbers
shall not be reused.
(B)
Make, model, class and year of all vehicles;
(D) License tag number;
(ii) Confidential tag assigned, if
applicable;
(E) Vehicle
location; If the operator is authorized to take the vehicle home [Reference 47
O.S., Section 156.1]:
(i) the unit number of
the vehicle, and the city and county where the vehicle is located must be on
file; and
(ii) the operator's legal
name, residence street address and telephone number shall be made available to
the Department upon request;
(F) Designation of "owned", "loaned" or
"leased" and the legal name and address of the vendor; and,
(G) Type of fuel used in the vehicle
(i) Original factory fuel type;
(ii) Converted fuel type, if
applicable.
(2)
State agencies shall also include the following information on the inventory
for each motor vehicle it owns:
(B) Odometer reading at time
of purchase; and
(3) Each state
agency shall submit written notice of the acquisition or disposal of a motor
vehicle to the Department no later than fifteen (15) days after said
transaction takes place. Notice of the acquisition of a vehicle shall include
the information required in (1) of this subsection.
(b)
Vehicle acquisition by a state
agency. All state agencies with authority to own motor vehicles shall
submit to the Department a vehicle acquisition request for approval by the
Director, or delegate, not less than thirty (30) calendar days prior to the
proposed purchase of any vehicle, whether or not exempt from the Oklahoma
Central Purchasing Act.
(1)
Vehicle
acquisition request. The request for approval shall include a copy of
the purchase order or requisition and state the following:
(A) The intended use and justification for
the vehicle;
(B) Whether the
vehicle is a replacement, addition, etc;
(C) Whether the purpose of the vehicle has
changed since the last replacement;
(D) Any options selected over the standard
equipped vehicle with justification for the options;
(E) The supplier of the vehicle;
(F) The agency has sufficient funds to
acquire and maintain the vehicle;
(G) The statutory authority of the agency to
acquire a vehicle;
(H) Attestation
of compliance with applicable alternative fuels mandates;
(I) Attestation of compliance with
utilization mandate.
(2)
Director consideration. Within fifteen (15) calendar days of
receipt of a state agency request, the Director, or delegate, will review the
information and send notice to the agency of the approval or denial of the
acquisition.
(3)
Fleet
Manager consideration. The Director, or delegate, may request the Fleet
Manager to review and verify information provided in a state agency acquisition
request.
(4)
Director
notification. The Director shall provide the state agency written notice
of the approval or denial of the acquisition request in the following manner:
(A) Issue a notice of approval indicating the
proposed purchase is appropriate; or,
(B) Issue a notice of denial of the proposed
purchase; or
(C) Issue a notice of
an alternative acquisition recommendation.
(c)
Low mileage vehicles.
Pursuant to 74 O.S. §
78,
all agencies must maintain written justification for any vehicle that travels
less than twelve thousand (12,000) miles annually. Such justification must be
provided to the Fleet Manager no later than October 1 of each year.
(d)
Vehicle disposal. A vehicle
owned by a state agency may be sold or disposed of in the manner authorized by
OAC 260:105 and the Surplus Property Act.
(e)
Vehicle disposal procedure.
All agencies shall notify the Fleet Management Department not less than thirty
(30) calendar days prior to the proposed disposal of any state-owned vehicle.
The notice shall be in writing and include the following:
(1) Agency vehicle number;
(2) Reason for selling, (age, mileage, or
other);
(3) Estimated value of
vehicle;
(4) Type of sale (public
auction, sealed bid, etc.); and
(5)
Proposed date of sale.
(f)
Notification of final
disposition. All agencies shall provide written notice to the Department
of the final outcome of sale within fourteen (14) calendar days after
disposition, which shall include:
(1) Agency
vehicle number;
(2) Selling price
of vehicle;
(3) Any changes in the
method of disposal;
(4) A list of
any vehicle(s) not disposed of;
(5)
A completed copy of the inventory report information required by (a)(1) of this
section; and
(6) Any other
information the Department may request to maintain accurate inventory of state
vehicles.