Vehicle Ordering Information
These Fleet Management Services (FMS) guidelines are provided to assist departments when ordering vehicles. In addition to the FMS information, departments may have guidelines on vehicle ordering. To avoid delays and to ensure appropriate vehicles are ordered, it is important for you to discuss your vehicle need(s) with your business manager. Your business manager will inform you of your department's approval/signature process as well as answer any other questions you may have regarding vehicle orders.
Vehicle Order Form
To request a vehicle, complete the assigned vehicle request form. All requests must include justification, necessary approvals, and review by the department business manager.
Passenger Cars, Vans, and Light Duty Trucks Orders
Each year in late June/early July, FMS sends to each department a list of cars assigned to its employees that are projected to reach 100,000 miles prior to June of the following year. These vehicles are ordered in August/September or when the state vehicle contacts are completed delivery dates vary based on the manufacturer so it is important that vehicle orders be placed as quickly as possible. There are occasions when the estimated date for the vehicle to reach 100,000 miles has passed or will pass prior to the vehicle being ordered or delivered. In such cases, vehicles are delivered as soon as the manufacturer builds the car. To initiate an order the assigned vehicle request form must be completed. FMS provides an instruction memo and due date with the projection spreadsheets. Vehicles on this list must be replaced or returned to FMS, or justification for keeping the vehicle must be submitted and approved by FMS. All cars will be replaced with a similar size car unless indicated otherwise on the request. If a mid size vehicle is to be replaced with a large size vehicle, justification for the change must accompany the request.
An assigned vehicle request must be completed for each new assignment and submitted to FMS justification must be included in all requests. Vehicles returned to FMS as no longer needed by the assigned department become stock vehicles. New assignment requests for cars are filled with stock vehicles if available. When requesting new assignments, it is important to realize only the request is new, the vehicle may be from stock. Requests for new assignments should be submitted as soon as the agency becomes aware a vehicle is needed. If a vehicle is not available from stock, vehicle delivery takes approximately 18 weeks from the date FMS places the order.
A seasonal assignment is made when a department requests a vehicle for longer than one month but less than one year. Seasonal requests are filled with vehicles from stock and are dependent on the types of vehicles in stock. Therefore, requests for seasonal assignments should be submitted as soon as the agency becomes aware a vehicle is needed on a seasonal basis. Vehicles for seasonal assignment may not always be available.
Manufacturer Build Out Dates
It is important to submit vehicle requests as soon as possible to ensure a vehicle will be available when needed and to avoid manufacturer build outs. Build outs occur when the manufacturer no longer accepts orders for the current model year. Estimated build out dates are projected by the manufacturer and change without notice to FMS. Therefore, it is extremely important for requests to be submitted as early as possible. Build out dates can occur as early as January. FMS will notify departments of vehicle orders received after the build out dates as well as those returned by the manufacturer as unable to build. Departments can then decide whether to cancel the order or hold and order the next model year.
Not Replacing Vehicles
If you choose not to replace the Fleet Vehicles that FMS has recommended for replacement and if vehicle has 75,000 or more miles on it; is 6 years old or older; or is considered in fair to poor condition, Fleet Management Services reserves the right to only complete preventative maintenance on the vehicle. If the vehicle needs repair, FMS may remove the vehicle from service.
Please Note: FMS does not typically have extra vehicles that can be used as a temporary replacement if your vehicle is taken out of service.