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 rental require written submission including the signature of the requesting agency head using the current Agency Fleet Request template and approval by the DOV Manager (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; 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. DOV will be responsible for passenger vehicle acquisitions for agencies under the Governor, excluding Illinois State Police and the Illinois Department of Transportation. Costs associated with these acquisitions shall be paid by the acquiring agencies pursuant to the applicable quarterly rate schedule for the CMS Vehicle Usage Program.

a)         Agency requests shall be submitted by Agency Vehicle Coordinators/Vehicle Use Officers using the current CMS Agency Fleet Request maintained on the DOV website and distributed to Coordinators at least annually.  If necessary, CMS may request additional information.

b)         All acquisition 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, including 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, including 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 DOV 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 DOV Manager  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 DOV website and through communications with Agency Vehicle Coordinators/Vehicle Use Officers 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:

When:

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 DOV, utilizing the current Agency Fleet Request maintained by DOV on its website.  The Division of Property Control will not release nor approve an inter-agency transfer without prior authorization from DOV. No State agency may obtain a surplus vehicle unless the vehicle is:

1)         inspected and, if applicable, repaired at a State garage to ensure that the vehicle is road worthy and safe to drive; and

2)         assigned an equipment number and credit card.

(Source:  Amended at 38 Ill. Reg. 16839, effective July 25, 2014)