103 South Main Street
Waterbury, VT 05671-0802
Phone: (802) 241-4500
Fax: (802) 241-4505
Email:  fleet.services@state.vt.us

Frequently Asked Questions

Daily Rental (Motor Pool) Program Questions:

How do I know which option is the most cost effective for the State when travelling. 

Use the trip calculator provided on the Fleet Form and Publications web-page to determine which method of travel is the most cost effective. 

If renting a Fleet vehicle is the most cost effective, how do I request a vehicle?      

Reservation can be made using the form available on the Fleet web-page. Online Reservation Form.   For those without internet access reservations can also be made by phone (241-4500) or fax (241-4505). 

How much notice is needed to reserve a vehicle?

Give us as much advance notice as possible; this will increase the chance that a vehicle is available.  The motor pool is often booked a couple weeks in advance but occasionally customers cancel their requests, so you can submit your request any time and we will try to get back to you within three hours during normal business hours.  

Where are the motor pools located in the state?  What are the hours of operation?

A complete list of location, directions and hours of operations are available on the Fleet web-page (Vehicle Pick Up Sites) 

When can I pick up and drop of the rental? 

Vehicles can be picked up at the motor pool sites during the normal office hours indicated by location at the following link. (Vehicle Pick Up Sites)  [Note:  should link directly to this information.] Vehicles should be picked up as close as possible to the time on the rental confirmation, because the vehicle is held until the customer arrives.Vehicles should be returned by the time indicated on the reservation confirmation.Do not assume that the vehicle is available after the return time indicated on the reservations confirmation.Vehicles must be returned to the same site that they were picked up from.Vehicles can be dropped off after hours; there is a drop box at each location for returning the envelope, receipts, keys, and gas card.   

Am I responsible for cleaning the vehicle before I return it? 

We ask customers to remove all of the items and trash that were generated during your trip. Motor Pool vehicles are thoroughly cleaned each weekend; customers are not responsible for cleaning the vehicle.  However, if the vehicles is returned in a condition that requires detailing, the customer’s department will be charged for this expense (average cost is $125).

What is the protocol for dealing with roadside emergencies?

All FMS vehicles include a 24-hour roadside assistance plan (similar to AAA). Contact information and instructions are provided in a small white binder in each vehicle or is available at http://www.thenac.com

Long-term Lease (assigned vehicles) Program Questions:

How often will these vehicles be replaced? Who will be responsible for determining this and choosing the replacement?

FMS plans on a six-year replacement schedule; FMS will determine the actual replacement time -- based on age, mileage, condition and maintenance/repair costs that are incurred. The FMS Fleet Manager will work with departments to address their vehicle needs and vehicles will be purchased accordingly.

How much notice will be given for scheduled maintenance? Will a replacement vehicle be available and what cost?

FMS expects to schedule appointments 30 days in advance of the service date.  A replacement vehicle will not be available, as the vehicle is expected to be available for maintenance. 

Can the agency, department or division combine several program needs to justify the need for one or more leased vehicles?

Absolutely.  The intent of the program is to maximize use of state owned vehicles and minimize travel by private vehicle and mileage reimbursement.  While vehicles will be assigned to a specific unit and billings will go to that unit, the cost may be spread by the department using the vehicle in any manner the department chooses.

How is the lease rate of FMS vehicles calculated?

Rates are calculated based on the cost of the vehicle, projected mileages to be driven, cost of fuel, maintenance/repairs, insurance and administration.  A rate will be individually calculated for every vehicle leased.

What is the cost of mileage over the 18,000 miles?

The cost will vary by vehicle and will be spelled out in the lease agreement.

Can a vehicle be leased for a partial year?

FMS does not purchase new vehicles for partial-year leases.  However, if FMS has an available vehicle in stock, it could be leased for a partial year.  If you are interested in a lease vehicle, fill out and submit this form.  Online Assigned Vehicle Reservation Form

How do I request a long-tem lease vehicle?

Fill out this form and FMS will contact you with additional information. Online Assigned Vehicle Reservation Form

What is the protocol for dealing with roadside emergencies?

All FMS vehicles include a 24-hour roadside assistance plan (similar to AAA). Contact information and instructions are provided in a small white binder in each vehicle or is available at http://www.thenac.com