To report fraud, waste, abuse, mismanagement, or misconduct within or involving a state agency, call the State Inspector General at 1-855-723-7283 (1-855-SC-Fraud), or visit the State Inspector General's website to file a complaint online.
State Fleet Management
The Office of Vehicle Fleet Management (OVFM) within the Statewide Procurement Division (SPD) is charged with the establishment and management of the state vehicle reporting system to assist agencies in the management of their vehicle fleets. The requirement to manage the state vehicle reporting system, in addition to the Vehicle Fleet Management Plan, is found in Chapter 2171, Subchapter C of the Government Code for Vehicle Fleet Services.
Except as exempted by Government Code Section 2171.101, subsection (d), these directives address the OVFM responsibilities of establishing the vehicle reporting system to collect state agency fleet reports on inventory, operating costs and other related data. Additionally, OVFM monitors agency compliance with the state's alternative fuel program purchasing requirements, in accordance with Chapter 2158, Subchapter A, Government Code, and vehicle utilization information in accordance with Chapter 2203, Use of State Property, Section 2203.001.
The Office of Vehicle Fleet Management (OVFM) maintains the state's centralized repository for vehicle fleet data. State agencies and institutions of higher education are required to enter vehicle data on a quarterly basis using the Texas Fleet Management System (TxFS) in accordance with Government Code 2171.101. Fleet vehicle data should be submitted no later than the 60th day after the date on which the quarter ends.
Agencies are required to collect and enter required data in TxFS. TxFS serves as the state's official record of state vehicle data. It also provides state agencies the capability to monitor their fleet maintenance and other vehicle information without having to maintain a separate system, especially in the case of agencies with relatively small fleets.
The Texas Comptroller of Public Accounts awarded a contract to Agile Assets, Inc. on April 27, 2009, to implement a web-based fleet management system to fulfill the requirement set forth by the General Appropriations Act of 2008-2009.
Except as exempted by Government Code Section 2171.101, subsection (d), State agencies and institutions of higher education shall be assessed an annual system support fee based on fleet size. This is done through an interagency contract (IAC). The rate of $9.25 per vehicle or $25.00 total for entities owning five vehicles or fewer will be assessed to pay for annual system maintenance and provide additional fleet manager system training. The fee will be assessed on both active and inactive vehicles. Agency fleet managers are requested to forward the IACs to their appropriate accounting office and to reply to the email to confirm receipt."
The Texas Vehicle Fleet Management Plan (PDF), is available on the Vehicle Fleet Publications page. It is for use by state agency fleet managers and others in regard to state vehicle fleet operations and reporting, and contains information about reporting in TxFS, active fleet size, waivers, alternative fuel usage and other useful information. Should you have any questions about the plan, please contact OVFM via email or at 512-463-4974.
Government Code, Chapter 2158 requires state agencies, with fleets larger than 15 vehicles, to purchase alternative fuel-capable vehicles and maintain at least 50 percent of its fleet on alternative fuels. OVFM is empowered to grant waivers to these requirements based on the conditions below:
The DOE's website has useful information that allows fleet managers to research vehicles; find alternative fueling stations and truck tops with electrification; improve fuel economy based on fleet needs and much more.
Fleet Management was created to oversee the acquisition, lease, operation, maintenance, repair and disposal of the vehicles needed to conduct the state's business. Fleet's mission also includes a rental fleet available to state agencies and a maintenance facility necessary to repair state agency vehicles. Fleet Management is a competitive enterprise and does not receive any appropriated funds to support its core mission.
Provide economical motor vehicle services to State agencies including policy oversight, leasing, maintenance management, reporting, and educating, training and promoting alternative fuel usage in both the public and private sectors.
Inquiries and/or correspondence from claimants and/or their insurance companies, as well as any medical bills for passengers of state vehicles, should always be directed to OGS Fleet Management for proper handling. If you receive any direct correspondence from claimants and/or their insurance companies, forward to OGS Fleet Management. In order to identify our file, please include the state driver's name and the date of accident on all correspondence.
The Office of Fleet and Travel Management (FTM) is responsible for making vehicles available to state agencies, either on a permanent or short-term basis. FTM is also responsible for facilitating coordination of travel among state agencies via the computerized Journey System. Additionally, FTM personnel offer training and assistance to agencies which use the Equipment Management System (EMS). The Hotel/Motel Guide is another service provided by FTM.
Each state agency has access to the state's computerized Journey System. FTM is available to provide training and ongoing support on the Journey System. The system is designed to automatically assign pool vehicles on per-journey basis. By querying the system, travelers may be assigned to existing trips rather than being scheduled in another vehicle that would be going to the same destination.
If all pool vehicles are in use, the system will advise the travel coordinator that the travelers may use a personal vehicle and be reimbursement at the high mileage rate.
Motor Pools are located across South Dakota, including seven airport locations. Vehicles can be scheduled in any location by use of the Journey System.
An individual with special needs is a person with a disability that makes that person unable temporarily or permantently to operate an unmodified state vehicle but allows the person to operate a personal motor vehicle that is equipped or modified to be operated in spite of the disability.
The Department allocates its overseas fleet, which constitutes 88% of the 2013 inventory, to embassies, consulates, and missions around the world. Six regional offices support embassies in their respective parts of the globe: Africa (AF), the Americas (WHA), East Asia and Pacific (EAP), Europe and Eurasia (EUR), Middle East and North Africa (NEA), and South and Central Asia (SCA).
Each overseas U.S. mission develops an annual Integrated Country Strategy and Mission Resource Request (MRR), which describes the role of motor vehicles in supporting overseas embassies, consulates and posts. This is a multi-year strategic document that features: a Chief of Mission statement, a Foreign Assistance priorities narrative, goal papers, performance indicators, and a request for State Operations and Foreign Assistance resources, including fleet requirements. The annual MRR provides the overarching U.S. Government foreign policy basis for out-year mission activities, a collective understanding of priorities and performance that reveals the actual direction and status of U.S. Foreign Policy in the field, and the strategic context and policy parameters for tactical decisions and operational programming. The MRR is the critical first step in the annual planning process which advises the Senior Review process and culminates in the submission of the President's Budget to Congress.
ICASS managed services sustain the entire post, including personnel transportation and vehicles required for tasks such as emergency response, electricity maintenance, waste haulage, and building maintenance. While some posts also have on-site ICASS supported vehicle maintenance and repair services, traditional fleet maintenance are outsourced when possible.
While overseas fleets are generally used by all mission personnel and are unassigned, there are limited exceptions. The Chief of Mission (COM) and in select cases other senior personnel at post have assigned armored vehicles. Marine Security Guard (MSG) detachments also have dedicated drivers and vehicles. With the exception of the detachment commander, individual Marines are not permitted to have personally owned vehicles (POVs) at post, so assigned vehicles provide transportation between work and lodging. In addition, the security fleet includes vehicles used for roving patrols, surveillance detection units, advance, lead and follow vehicles, and dedicated react vehicles.
Overseas Buildings: The mission of the Bureau of Overseas Buildings Operations (OBO) is to provide safe, secure, and functional facilities that represent the U.S. Government to the host nation and support staff in the achievement of U.S. foreign policy objectives. To achieve this outcome, OBO requires vehicles for specific large overseas construction projects, the number and types of which vary from year to year. For construction in a high-risk location, one or more armored vehicles may be acquired and operated for the life of the project. Although the number of vehicles for OBO purposes is relatively small, their requirements can cause unpredictability in long-term reporting and optimization of overseas fleets.
International Narcotics and Law Enforcement: The Bureau of International Narcotics and Law Enforcement Affairs (INL) is dedicated to strengthening criminal justice systems, countering the flow of illegal narcotics, and minimizing transnational crime. INL plays a key role in leading the development and synchronization of U.S. international drug and crime assistance. By virtue of its mission, INL operates in challenging, remote, and dangerous nations. INL manages a dynamic fleet to support complex and hazardous mission requirements.
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