New/Replacement Vehicle Purchase Process
Assigned vehicles are provided to a department for their full-time use within the parameters of the Fleet Management Services (FMS) policies and procedures. Assignments are reviewed biennially through the lease review to ensure fleet vehicles are meeting the minimum utilization threshold.
The online webform to request the purchase of a new or replacement fleet vehicle is now available in a Microsoft Word or Adobe PDF format. Please email the completed form to email@example.com. For questions, please call us at (802)828-3821.
New or Replacement Vehicle Order Request Form
Assigned Vehicle Request Instructions
Rates are calculated individually based on vehicle and department-requested equipment costs, projected vehicle maintenance and repair costs, insurance and program administrative costs. An annual mileage allotment will be established and, at the biennial lease review, any miles which exceed the allotment will be billed to the department.
A trip log is recommended for all travel in state vehicles. For your convenience, you may print a copy of the trip log: Vehicle Usage Log
State-Owned License Plates
State vehicles are registered with State-designated license plates. If a department requires a vehicle without the “State” designation on the license plate, the department must report that requirement on a Exemption from 'State” License Plate Designation Form. The requesting agency head must sign this form before it can be processed.
Taking A State Vehicle Home
FMS vehicles may be home based with prior approval. If a job requires an employee to regularly take a FMS vehicle to his/her home for any reason, the employee must obtain approval. The approval to take a vehicle home 12 or more times per year must be requested by (1) completing the Employee Request to Take State Vehicle Home Form, and (2) having this form signed by the employee’s agency head.
Keeping Leased Vehicles Clean
The leasing department is responsible to keep vehicles clean – both the interior and exterior. The leasing department is responsible for any associated cost of cleaning – for professional detailing or the supplies for employees to maintain the vehicles. If vehicles are returned unclean at the end of the lease, the cost for professional detailing will be billed back to the leasing department.
All vehicle maintenance will follow the manufacturer's recommended schedule. FMS tracks all maintenance and repairs and alerts the agency and department when scheduled maintenance is due. Maintenance alerts are triggered by the odometer entered at the fuel pump, so it is CRITICAL for drivers to enter the odometer accurately when fueling FMS vehicles. Fleet vehicles operate using synthetic motor oil unless FMS informs the department otherwise, such as for low- or special-use vehicles.
Fleet vehicles shall use full synthetic oil and be changed at 10,000 miles increments or every six months, whichever comes first. Deviations from the requirement to use synthetic oil will be decided by FMS and the department informed accordingly, such as for heavy or special use vehicles.
Drivers are required to report all vehicle issues, including check engine lights, noises, or other signs of potential mechanical malfunctions, to FMS immediately by calling (802)828-3821 or directly contacting the assigned FMS Service Technician.
All repairs must be approved by FMS prior to commencement of work. Unauthorized vehicle repairs may be billed back to the department.
What is covered in the lease:
Routine maintenance: oil changes, tire rotations, etc.
Wear and tear items from normal use: Brakes, tires (winter rated), belts, etc.
Repairs that would normally be covered under the manufacturer's original bumper-to-bumper warranty.
What is not covered in the lease:
Mechanical failures or damages not caused by normal use, such as off-road use or travel on an unmaintained road/driveway.
Repair, maintenance, or replacement of aftermarket components/equipment or any item that was not factory-installed.
Misuse, abuse, or negligence
Towing services unrelated to a mechanical failure/breakdown covered in the lease, such as off-road use or travel on an unmaintained roadway, lockout, or running out of fuel/EV charge.
Consumable items such as windshield washer fluid, wipers, cleaning products, floor mats, etc.
FMS will pay service vendors directly for all fleet related purchases; for expenses not covered by the lease, FMS will bill back the department accordingly. FMS does not accept financial responsibility for any charges made by drivers on a vendor house account or other unauthorized purchases.
Special Equipment Requests
Permanently installed special equipment -- such as child safety seats, portable car phones, two-way radios, emergency light bars, first aid kits, fire extinguishers, etc. -- or state decals may be installed at the leasing department’s expense. Aftermarket equipment installed at the time of purchase may be added to the lease, however maintenance/repair and replacement is the responsibility of the department.
Cancelling A Long-Term Vehicle Assignment Contract
When a department finds they no longer have a need for the assigned vehicle or it is under-utilized, please contact the FMS Manager who will seek alternative placement for the vehicle.