R27-4-6. Vehicle Feature and Miscellaneous Equipment Upgrade

  (1) Additional vehicle features or miscellaneous equipment to be added to the standard replacement vehicle in a given class, as established by the division, that results in an increase in vehicle cost shall be deemed a vehicle feature and miscellaneous equipment upgrade. A feature or miscellaneous equipment upgrade occurs when an agency requests:

  (a) That a replacement vehicle contains a non-standard feature. For example, when an agency requests that an otherwise standard replacement vehicle have a diesel rather than a gasoline engine, or that a vehicle contain childproof locks.

  (b) The installation of additional miscellaneous equipment not installed by the vehicle manufacturer. For example, when an agency requests that light bars or water tanks be installed on an otherwise standard replacement vehicle.

  (2) Requests for vehicle feature and miscellaneous equipment upgrades shall be made in writing and:

  (a) Present reasons why the upgrades are necessary in order to meet the agency's needs, and

  (b) Shall be signed by the requesting agency's director or the appropriate budget or accounting officer.

  (3) All requests for vehicle feature and/or miscellaneous equipment upgrades shall be subject to review and approval by the director of the division or the director's designee. Vehicle feature and/or miscellaneous equipment upgrades shall be approved when in the judgment of the director of the division or the director's designee, the requested feature and/or miscellaneous equipment upgrades are necessary and appropriate for meeting the agency's needs.

  (4) 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 a feature and/or miscellaneous equipment upgrade.

  (5) Agencies obtaining approval for feature and/or miscellaneous equipment upgrades shall, prior to the purchase of the vehicle, pay in full to director of the division, a feature and/or miscellaneous equipment upgrade rate designed to recover the total cost associated with providing the additional feature(s) and/or miscellaneous equipment, unless the requesting agency otherwise negotiates an agreement with director of the division for payments to be made in installments, and provided that the terms of the installment agreement do not delay the payment of the general fund debt.

  (6) In the event that an agreement providing for the payment of a feature and/or miscellaneous equipment upgrade in installments is reached, the agency shall indemnify and make director of the division whole for any losses incurred resulting from damage to, loss or return of the vehicle and/or equipment prior to the receipt of all payment installments by director of the division.