R27-4-12. Inter-agency Vehicle Reassignment or Reallocation Guidelines

  (1) The division is responsible for state motor vehicle fleet management, and in the discharge of that responsibility, one of the division's duties is to ensure that the state is able to obtain full utilization of, and the greatest residual value possible for, state vehicles.

  (2) The division shall, on a quarterly basis, conduct a review of state fleet motor vehicle utilization to determine whether the vehicles are being utilized in accordance with the mileage requirements contained in the applicable replacement cycles.

  (3) The division shall provide the results of the motor vehicle utilization review to each agency for use in agency efforts to ensure full utilization of all state fleet vehicles in its possession or control.

  (4) In conducting the review, the division shall collect the following information on each state fleet vehicle:

  (a) year, make and model;

  (b) vehicle identification number (VIN);

  (c) actual miles traveled per month;

  (d) as applicable, driver and/or program each vehicle is assigned to;

  (e) location of the vehicle; and

  (f) class code and replacement cycle.

  (4) Agencies shall be responsible for verifying the information gathered by the division.

  (5) Actual vehicle utilization shall be compared to the scheduled mileage requirements contained in the applicable replacement cycle and used to identify vehicles that may be candidates for reassignment or reallocation, reclassification, or elimination.

  (6) In the event that intra-agency reassignment or reallocation of vehicles fails to bring vehicles into compliance with applicable replacement cycle mileage schedules within a replacement cycle, or a cost-benefit analysis on the time the vehicle is used does not warrant the vehicle to remain within the agency, the division may, in the exercise of its state motor vehicle fleet management responsibilities, reassign, reallocate or eliminate the replacement of vehicles for vehicles that are chronically out of compliance with applicable utilization standards.

  (7) Agencies required to relinquish vehicles due to a reassignment or reallocation may petition the executive director of the Governor's Office of Management and Budget, or the executive director's designee, for a review of the reallocation or reassignment made by the division. Vehicles that are the subject matter of petitions for review shall remain with the agency until such time as the executive director of the Governor's Office of Management and Budget or the executive director's designee renders a decision on the matter.