Daily Rental (Motor Pool) Program Questions
How do I know which option is the most cost effective for the State when traveling?
Use the Trip Calculator 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 following form: Motor Pool Reservation Form. For those without internet access reservations can also be made by phone (828-3821) or fax (828-3886).
How much notice is needed to reserve a vehicle?
Give us as much 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.
How much notice is needed to cancel my reservation, and who do I contact to cancel?
You may cancel your reservation by emailing fleet.services@vermont.gov, or call us at (802)828-3821. There is no penalty when a cancellation is made prior to the scheduled pick-up time. Cancellations made after the scheduled pick-up time will result in a one-day rental charge assessed to your department.
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 can be found at the following link: Motor Pool Sites
When can I pick up and drop off the rental?
Vehicles can be picked up at the motor pool sites during the normal office hours indicated by location at the following link: Motor Pool Sites. 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 personal items and trash that were generated during your trip. Customers are not responsible for cleaning the vehicle, however, if the vehicles is returned in a condition that requires professional detailing, the customer’s department will be charged for this expense (average cost is $150).
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 red binder in each vehicle or by calling the vendor directly at (866) 329-3471 -- the Wright Express fuel card and your Driver ID are required when requesting roadside assistance. During our normal office hours, you are welcome to call us at (802)828-3821 for assistance your roadside needs.
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.
Who is responsible for scheduling vehicle maintenance and repairs? Will a replacement vehicle be available and what cost?
The department is responsible for scheduling service appointments to ensure timely maintenance and repair of the vehicle. FMS will email reminder notices of upcoming maintenance required to the assigned driver. 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 programs 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 annual mileage to be driven, projected vehicle maintenance/repairs, insurance and administration. A rate will be individually calculated for every vehicle leased. Components/equipment added to a vehicle which were not factory installed are not covered by the lease, although the initial purchase cost may be added to the vehicle's capitalized cost. Future expenses related to aftermarket component/equipment repair, maintenance, damages and/or replacement are the responsibility of the assigned department and will be billed back by FMS accordingly.
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: Assigned Vehicle Request Form
How do I request a long-term lease vehicle?
Fill out this form and FMS will contact you with additional information: Assigned Vehicle Request 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 red binder in each vehicle or by calling the vendor directly at (866) 329-3471 -- the Wright Express fuel card and your Driver ID are required when requesting roadside assistance. During our normal office hours, you are welcome to call us at (802)828-3821 for assistance with your roadside needs.