R27-4-7. Agency Installation of Miscellaneous Equipment

  (1) The director of the division, with the approval of the executive director of the Department of Administrative Services, may enter into Memoranda of Understanding allowing customer agencies to install miscellaneous equipment on or in state vehicles if:

  (a) the agency or institution has the necessary resources and skills to perform the installations; and

  (b) the agency or institution has received approval for said miscellaneous equipment as required by R27-4-6.

  (2) Each memorandum of understanding for the installation of miscellaneous equipment shall, at a minimum, contain the following:

  (a) a provision that monthly lease fees shall be charged to the agency from the date of the agency's receipt of the replacement vehicle as required under R27-4-9(7)(b);

  (b) a provision that said agency shall indemnify and hold the division harmless for any claims made by a third party that are related to the installation of miscellaneous equipment in or on state vehicles in the agency's possession and/or control;

  (c) a provision that said agency shall indemnify the division for any damage to state vehicles resulting from installation or de-installation of miscellaneous equipment; and

  (d) a provision that agencies with permission to install miscellaneous equipment shall enter into the the division's fleet information system the following information regarding the miscellaneous equipment procured for installation in or on state vehicles, whether the item is held in inventory, currently installed on a vehicle, or sent to surplus:

  (i) item description or nomenclature;

  (ii) manufacturer of item;

  (iii) item identification information for ordering purposes;

  (iv) procurement source;

  (v) purchase price of item;

  expected life of item in years;

  (vi) warranty period;

  (vii) serial number;

  (viii) initial installation date;

  (ix) current location of item (warehouse, vehicle number);

  (x) anticipated replacement date of item;

  (xi) actual replacement date of item;

  (xii) date item sent to surplus; and

  (xiii) SP-1 number.

  (e) a provision requiring the agency or institution with permission to install miscellaneous equipment to obtain insurance from the Division of Risk Management in amounts sufficient to protect the agency from damage to, or loss of, miscellaneous equipment installed on state vehicles. Agencies or institutions with permission to install miscellaneous equipment shall hold the division harmless for any damage to, or loss of, miscellaneous equipment installed in state vehicles.

  (f) a provision that the division shall provide training and support services for the fleet information system and charge agencies with permission to install miscellaneous equipment a Management Information System (MIS) fee to recover these costs; and

  (g) a date on which the agreement shall terminate if the agreement has not been previously terminated or renewed.

  (3) Agreements permitting agencies or institutions to install miscellaneous equipment in or on state vehicles may be terminated if there is a lack of compliance with the terms of the agreement by the state agency or institution.