Library: Policy

OKDHS:2-21-206. Vehicle acquisitions, replacements, repositioning, and disposal

Issued 3-1-16

Oklahoma Department of Human Services (DHS) vehicles are purchased based on a vehicle replacement schedule and high need areas.Passenger vehicles, such as a car, van, or sport utility vehicle in the DHS-owned fleet are replaced based on mileage, repairs, and maintenance costs.Vehicles are purchased with the understanding that any vehicle may be repurposed to another area in the future depending upon funding restrictions.

(1) Acquisition.In collaboration with Financial Services, the fleet manager continuously evaluates vehicle locations and determines where new vehicle acquisitions are placed.

(A) The fleet manager provides notice to the Support Services director and local administrator of the intent to acquire new vehicles or replace existing vehicles.

(B) Based upon an identified need, the services area director submits a written request for an acquisition of a vehicle within his or her area.The request for approval includes an explanation and justification for:

(i) a blind tag, if needed;

(ii) anticipated annual mileage;

(iii) any options selected over the standard vehicle model;

(iv) the intended use and need for the vehicle;

(v) the purpose of the vehicle, when the purpose changed since the last replacement;

(vi) if the vehicle is a replacement or addition;

(vii) why a compressed natural gas (CNG) vehicle will not meet the location's needs; and

(viii) why a compact car will not meet the location's needs.

(C) Upon receipt of the vehicle acquisition request, the fleet manager reviews the information provided and notifies the services area director by issuing a:

(i) notice of an alternative acquisition recommendation;

(ii) notice of approval indicating the proposed acquisition is appropriate;

(iii) notice of denial of the proposed acquisition; or

(iv) request for additional information.

(2) Repositioning.In collaboration with Financial Services, the fleet manager, reevaluates vehicle location and determines where to reposition current vehicles to provide maximize utilization.

(A) The fleet manager reviews the vehicle's total mileage annually to determine how much the vehicle is used.

(B) The local administrator or services area director provides justification for keeping a vehicle with low mileage usage.

(C) When the fleet manager determines a vehicle needs to be repositioned, a notice of vehicle repositioning is issued to the services area director and local administrator.

(3) Disposal.DHS-owned vehicles are disposed of in the manner authorized by the Office of Management and Enterprise Services (OMES), Division of Capital and Assets Management (DCAM) rule, per Oklahoma Administrative Code 260:105,the Surplus Property Act, and upon approval of the DHS fleet manager.Vehicles may be disposed of if:

(A) at least 24-months have elapsed since the day the claim was approved for payment;

(B) OMES-DCAM Fleet Management provides written authorization to dispose of the vehicle;

(C) the vehicle has been in use for 60,000 miles; or

(D) the vehicle has damage of $2,500 or more.