Section 5040.420  CMS Garages

a)         All maintenance and repairs to State vehicles shall be performed at CMS garages with the exceptions allowed in subsection (b).

b)         Exceptions:  CMS may authorize repairs by private vendors in the following situations:

1)         CMS garage is unable to perform the needed services.

2)         CMS garage is remote from the vehicle requiring repairs, and it is inefficient to obtain repairs at the State garage.

3)         Repairs are needed in an emergency situation.

c)         Authorization:  Authorization except in an emergency must precede any repairs.  No automotive repair work will be authorized for direct payment unless prior authorization has been obtained from CMS.  Authorization may be obtained by calling the 24 hour phone number listed in the CMS Vehicle Operator's Instructions found in each vehicle or on the reverse side of the credit card.  Reports of emergency repair work must be made in writing and sent to DOV within 5 working days after the repairs are completed.  A copy of the repair invoice must accompany the emergency repair report.

d)         CMS establishes contracts for passenger and other vehicle repair vendors. Executive agencies should contact the nearest State garage for approval to obtain vendor repairs.

e)         To address unsatisfactory repairs or service, the operator of the vehicle or other agency personnel, as appropriate, should return to the DOV State garage and review the problem with the CMS supervisor.  If the problem is unresolved after this action is taken, the Shop Supervisor will refer the issue to DOV management who will discuss and resolve it with the Agency Vehicle Coordinator/Vehicle Use Officer.

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