July 2026 – Q3 edition

Greetings!

As part of our ongoing effort to communicate more effectively with customers and key stakeholders, the Capital Assets Management team has updated the format and cadence of several external communications.

The CAM newsletter now has a quarterly schedule and refreshed layout to provide more focused updates and broader insight into the work happening across our division. Deferred maintenance updates have been consolidated into a single monthly communication focused on current and upcoming projects across Capitol Complex office buildings, while building alert bulletins will continue to be sent directly to impacted tenants and building employees as critical information arises.

These changes are designed to make CAM communications more useful, timely and relevant. We encourage you to share your feedback through the CAM customer satisfaction survey, which will help shape this communications approach and provide insights on other CAM services.

In this issue, you’ll find updates on Fleet Management fueling procedures, the IRS mileage reimbursement rate, and Real Estate and Leasing Services administrative rule changes. You’ll also read about CAM team members whose service reflects the care and dedication behind our daily work, including Surplus staff who helped reunite a Tulsa traveler with a meaningful keepsake and Facilities Management staff who assisted an individual who became ill on the Capitol steps.

Fleet vehicle fueling procedures at Level III stations have changed. Drivers are now required to use pay‑at‑the‑pump only – a shift coordinated closely with OMES Central Purchasing to streamline the process and reduce issues at the pump. If difficulties arise, best practices include trying another pump or contacting Comdata directly from the pump for assistance. Find a map of Level III fueling stations on the OMES CAM Fleet Management Driver Resources webpage.

These changes coincide with the State of Oklahoma Fleet Card Policy and Procedures, which took effect July 1. The new policy applies only to agencies that own their own vehicles and manage their own Comdata fleet card accounts. 

Under the updated policy, the agency's internal fleet card administrator is now responsible for:

• Reviewing the policy and submitting the Fleet Card Policy and Procedures Acknowledgment (OMES Form CP147).
• Submitting the agency's updated FY 2027 internal car wash policy to fleet.card@omes.ok.gov.

Review the full announcement to learn more.

Additionally, the IRS reimbursement rate has increased to 76 cents per mile, effective July 1. This adjustment ensures travel reimbursements remain aligned with current cost conditions and provides clearer guidance for agency travel planning.

These updates aim to make fueling more efficient, reinforce compliance with statewide fleet standards and provide clearer guidance for both fleet administrators and drivers.

Senate Bill 44 was approved by the governor and will take effect Nov. 1, 2026. This measure updates Oklahoma’s sales tax laws to extend sales tax exemptions to contractors working on projects for tax‑exempt entities, ensuring contractors can claim the same exemption when purchasing materials or services directly tied to those projects. To qualify, contractors will need to provide documentation verifying their contractual relationship with the tax‑exempt organization.

Oliver Hodge Building electrical shutdown – north side basement.

Real Estate and Leasing Services has updated several components of its administrative rules to improve clarity, streamline processes and better align space planning with agency needs. Key changes include:

• Removal of infrequently used space definitions, such as boat storage, hangar, laboratory, print shop and motor pool.
• Rental rate ceilings are now tied to regional market rates.
• Simplified language and structure throughout the rules, reducing redundancy.
• Establishment of a standard reception area size of 100 net usable square feet.
• Libraries, file cabinets, multipurpose rooms and large copier/reproduction areas removed from standard allocations and now required to be submitted and justified as special space needs.
• The previous four‑year space review cycle replaced with an as-requested space review.
• Updated solicitation process for RFPs, now distributed to all registered parties and further promoted through social media, the REALS website and other digital or printed platforms.
• Added RFP exceptions for emergencies, agency co-locations, locations with existing state infrastructure, emergency space acquisitions, leases under 90 days and government or quasi‑government‑owned properties.
• Inclusion of existing technology and network infrastructure as a factor in evaluating space options.
• Personnel allocations now tied to days worked on‑site rather than full‑time/part‑time status. Field and off‑site staff receive space based on days present at the location.

Agencies should ensure they are using the most current space request form. The form requires the signature of the agency director or commissioner to authorize the acquisition and certify all provided information.

Central Printing is transitioning its online ordering platform from MyOrderDesk to DocketManager, a modernized system designed to offer customers more flexibility and a smoother ordering experience. The new site will expand online ordering options, provide real‑time order tracking and support digital quote approvals, making it easier for agency partners to manage their print needs.

Employees who currently use MyOrderDesk to order business cards will be gradually moved to the new platform as the rollout continues. As part of this transition, Central Printing will be removing access to the old online ordering system by the end of September. Anyone still using the legacy platform – or anyone who has questions about the change – can contact Director of Central Printing Thomas Weems.

As the CAM Facilities Management and Construction and Properties teams continue deferred maintenance work throughout the Capitol Complex, please notify Caleb Cox or Dustin Greenberg if you need access to any areas under construction or have any questions or concerns.

The Surplus team recently helped reunite a Tulsa traveler, Garrett Graf Hughes, with a cherished family keepsake – a Swiss Army knife engraved in honor of his late grandfather. After the item was surrendered at a TSA checkpoint, the family reached out hoping there was a chance it could be recovered.

Despite processing thousands of airport items each year, Surplus employees conducted a meticulous search and located the exact knife, engraved with the traveler’s name. Grant and his family described the moment of its return as astonishing and deeply meaningful.

“Our team does what it can to help when someone reaches out,” said Sean Selby, director of Surplus. “In this case, we were able to find something small with big meaning for this family, and we were really glad to be part of it.”

This story is a reminder that public service often happens behind the scenes and sometimes makes an unforgettable difference.

During a routine drive back from a safety meeting, several Facilities Management team members at the Capitol noticed someone lying on the front steps. Realizing it was an elderly woman in distress, the team acted immediately. They alerted security, retrieved bandages and provided shade with an umbrella to help keep her comfortable until medical support arrived.

Their quick thinking and caring response made a difficult moment less frightening for the woman, who expressed deep gratitude for their kindness. The actions of Jeoffrey Brown, Austin Garner, Thomas Pendleton and Josh Lovell demonstrated the strength of teamwork and the commitment to helping others whenever the need arises.