Section 5040.270  Requests for Acquisition of Vehicles

All requests to purchase new or used, lease or acquire surplus (including inter-agency transfer)  general purpose passenger and light duty vehicles other than motor pool rental or rental require written submission over the signature of the head of the requesting agency using the current Agency Fleet Request template and approval by CMS, Manager of the Division of Vehicles (located at https://cms.portal.illinois.gov/DOV/vc/default.aspx). The template consists of the following elements: instructions for completing the Agency Fleet Request template; annual mileage information; estimated useful service life; vehicle purchase price, repair price, residual value, parking and operating costs; financial information; vehicle and agency information; agency vehicle use information; exception request information and review criteria under Section 5040.210 and subsection (c)(1) of this Section and flexible or hybrid fuel requirements.

a)         Agency requests shall be submitted by Vehicle Coordinators using the current CMS Agency Fleet Request template maintained on the Division of Vehicles webpage and distributed to Coordinators at least annually.  If necessary, CMS may request additional information.

b)         All acquisitions requests, whether replacements or additions to fleet, must be justified based on work needs.  The need for the vehicle and the type requested must be documented.

c)         Requests shall be evaluated using the following non-exhaustive criteria:

1)         Whether purchasing a vehicle is the most cost effective solution for the State. The most economical mode of transportation should be used to carry out State business. Cost effective transportation for State employees can be obtained through the use of State-owned vehicles or by paying for miles traveled, such as reimbursement for the use of a personally owned vehicle if operationally feasible. State vehicles should be purchased/owned when that is the lowest cost alternative for the State and when the vehicles will be fully utilized in terms of business mileage.

A)        Factors determining which transportation option is cheaper vary, depending on the cost of fuel and the cost of buying and owning vehicles versus the cost of reimbursement. Additional factors to consider when determining if acquiring a vehicle is efficient are: annual overall miles, annual business miles, percentage of commuting miles (if applicable), cargo, passenger carrying, or other special equipment needs.  CMS may also approve vehicle acquisitions that are in the State's best interests based on criteria in addition to mileage break-even.  For example, developing technologies such as hybrid or electric vehicles have been determined to be beneficial to the State due to reduced harmful emissions.

B)        A break-even mileage reference point will be maintained by CMS, Division of Vehicles for use in determining efficient vehicle purchase decisions. New, used and leased general purpose passenger and light duty vehicles should generally be approved to be acquired when they will be fully utilized at or beyond the current standard set by CMS for economic break-even to ensure the State is providing transportation to employees at the lowest possible cost. Usage less than economic break-even may be approved by the Manager of the Division of Vehicles upon explanation from the agency head of operational needs justifying lesser usage, when there is no alternative available to carry out agency work functions, or when it is in the State's best interests to do so. As available, vehicles obtained from CMS, Surplus Property should be substituted for new vehicles when operationally efficient to reduce the State's cost per mile.

C)        A break-even mileage threshold by vehicle type will be maintained and published on the CMS, Division of Vehicles website and through communications with agency Vehicle Coordinators at least annually for use in making cost effective vehicle and employee transportation decisions.  Break-even information will be one of the factors CMS considers when making a determination on a vehicle acquisition request.

                        D)        The formula used to calculate break-even mileage is:

i)          Formula variables are defined as follows:

ii)          The following is an example of break-even calculations for an intermediate/mid-size vehicle typically utilized in fleet:

In this example, annual break-even mileage is 9,664.

2)         Availability and utilization of other vehicles already in agency control.

3)         Compliance with fuel economy and environmental standards.

d)         Agencies requesting specific surplus (including inter-agency transfer) vehicles shall submit a written request to the Division of Vehicles, utilizing the current Agency Fleet Request template maintained by CMS, Division of Vehicle on its website.  The Division of Property Control will not release nor approve an inter-agency transfer without authorization from the Division of Vehicles.

(Source:  Amended at 36 Ill. Reg. 2089, effective January 24, 2012)