R27-4-4. Vehicle Replacement

  (1) All state fleet motor vehicles shall, subject to budgetary constraints, be replaced when the vehicle meets the first of either the mileage or time component of the established replacement cycle criteria.

  (2) Prior to the purchase of replacement motor vehicles, the division shall provide each agency contact with a list identifying all vehicles that are due for replacement, and the Standard State Fleet Vehicle (SSFV) that will be purchased to take the place of each vehicle on the list.

  (3) All vehicles replacements will default to a SSFV.

  (4) Pursuant to Section 63A-9-401(5)(b)(iv), agencies may request a non-SSFV as long as one or more of the following justifications are cited:

  (a) Passenger space

  (b) Type of items carried

  (c) Hauling or towing capacity

  (d) Police pursuit capacity

  (e) Off-road capacity

  (f) 4x4 capacity

  (g) Emergency service (police, fire, rescue services) capacity

  (h) Attached equipment capacity (snow plows, winches, etc.)

  (i) Other justifications as approved by the director of the division or the director's designee.

  (5) Agencies may petition the executive director of the Department of Administrative Services, or the executive director's designee, for a review in the event that the director of the division or the director's designee denies a request for the replacement of a motor vehicle with an non-SSFV.

  (6) Agencies may request that state fleet motor vehicles in their possession or control that have a history of excessive repairs, but have not reached either the mileage or time component of the applicable replacement cycle, be replaced. The request to replace motor vehicles with a history of excessive repairs is subject to budgetary constraints and the approval of the director of the division or the director's designee.

  (7) Agencies may petition the executive director of the Department of Administrative Services, or the executive director's designee, for a review in the event that the director of the division or the director's designee denies a request for the replacement of motor vehicles with a history of excessive repairs.

  (8) In the event that the replacement vehicle is not delivered to the agency by the vendor, the agency shall have five (5) working days to pick-up the replacement vehicle from the division, after receiving official notification of its availability. If the vehicles involved are not exchanged within the five-day period, a daily storage fee will be assessed and the agency will be charged the monthly lease fee for both vehicles.

  (9) The division is responsible for ensuring that the state motor vehicle fleet complies with United States Department of Energy alternative fuel vehicle (AFV) mandates. The division may require that a certain number of replacement vehicles, regardless of the requesting agency, be alternate fuel vehicles to ensure compliance with said AFV mandates.