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REPAIRS AT COMMERCIAL/STATE FACILITIES

Chapter: 4100

Section: 4115

(Renumbered from 4161, 4162 and 4166, and Revised 6/96) Repairs to state-owned mobile equipment, including replacement of auto glass, at a commercial/state facility exceeding the delegated amount require prior approval from an OFA Inspector of Automotive Equipment (IAE). See OFA State Fleet Handbook ...

https://www.dgs.ca.gov/Resources/SAM/TOC/4100/4115
DISPOSITION

Chapter: 4100

Section: 4111

(Renumbered from 4172 and Revised 6/96) Disposal of mobile equipment shall be by public auction or sealed bid. The method of disposal is subject to approval by OFA. See Government Code Section 13332.09 and OFA State Fleet Handbook.

https://www.dgs.ca.gov/Resources/SAM/TOC/4100/4111
COMMERCIAL CAR RENTALS

Chapter: 4100

Section: 4117.2

Legal Authority Government Code section 8314(c) – (Violation) Definitions Internal Combustion Engine Vehicles powered by gasoline or diesel fuel. Large/Oversize Vehicle Vehicles classified to be larger than intermediate sized vehicles. Long-Term Rental Vehicles rented for 30 conse ...

https://www.dgs.ca.gov/Resources/SAM/TOC/4100/4117-2
INTRODUCTION TO YEAR-END FINANCIAL REPORTS

Chapter: 7900

Section: 7950

Agencies/departments must follow the instructions in the State Administrative Manual (SAM) to prepare and submit accurate year-end reports to the SCO. In addition, Finance provides annual year-end trainings, eLearning, and other useful resources on its website. Agencies/departments should refer to t ...

https://www.dgs.ca.gov/Resources/SAM/TOC/7900/7950
ZEV & HYBRID FIRST PURCHASING MANDATE FOR MEDIUM- AND HEAVY-DUTY VEHICLES

Chapter: 4100

Section: 4121.9

ZEV & Hybrid-Electric Alternative Fuel Vehicle First Purchasing Mandate for Medium- and Heavy-Duty Vehicles As of July 1, 2020, state agencies are required to prioritize purchasing of Zero Emission Vehicles (ZEVs) (including Battery Electric, Fuel Cell, and Plug-In Hybrid) and Hybrid-Electric ...

https://www.dgs.ca.gov/Resources/SAM/TOC/4100/4121-9
KEY DUE DATES AND TIMEFRAMES

Chapter: 4100

Section: 4127

Fleet Acquisition Plan (FAP) Due Dates: Electronic copies of the FAP [and all required applicable documents, as detailed in State Administrative Manual (SAM) Section 4120] must be submitted to OFAM (email to FARSInfo@dgs.ca.gov) on or after the first day of the fiscal year (July 1st) for which the ...

https://www.dgs.ca.gov/Resources/SAM/TOC/4100/4127
REUTILIZATION OR TRANSFER

Chapter: 4100

Section: 4112

(Renumbered from 4173 and Revised 6/96) Mobile equipment no longer needed by an agency/department shall be made available to other state agencies/departments or government entities. Requests for reutilization or transfer of state-owned mobile equipment shall be submitted to OFA. See OFA State ...

https://www.dgs.ca.gov/Resources/SAM/TOC/4100/4112
TRAVEL LOGS

Chapter: 4100

Section: 4107

(Renumbered from 4143 and Revised 6/96) Agencies/departments will maintain a Monthly Travel Log form, STD. 273, on all state- owned passenger mobile equipment except for motorcycles, trucks over 3/4 ton, and heavy equipment. See DPA Section 599.807 and OFA State Fleet Handbook.

https://www.dgs.ca.gov/Resources/SAM/TOC/4100/4107
LEASES/RENTALS

Chapter: 4100

Section: 4120.5

Vehicles rented or leased for over 30 consecutive calendar days or more than (4) consecutive work weeks (excluding weekends and holidays) are required to be approved through a department’s FAP prior to renting or leasing the vehicle. Continually re-renting fleet assets week to week or with a ...

https://www.dgs.ca.gov/Resources/SAM/TOC/4100/4120-5
VEHICLE INSPECTIONS

Chapter: 4100

Section: 4123

All vehicles shall be inspected for acceptance at the delivering dealer's place of business prior to delivery to the purchasing State agency. See SAM Section 4112. This inspection determines that all specifications are met and that the dealer has performed properly the pre-delivery inspection and se ...

https://www.dgs.ca.gov/Resources/SAM/TOC/4100/4123
TRAVEL PAYMENT SERVICES AND VIRTUAL PAYMENTS

Chapter: 4100

Section: 4117.5

The Statewide Travel Program (STP) administers the contract to provide Travel Payment Services (TPS) and associated account and reconciliation reports. State agencies are required to pay for employee travel using the TPS. This contract also includes common carrier insurance when bookings are ...

https://www.dgs.ca.gov/Resources/SAM/TOC/4100/4117-5
SUBSTITUTIONS

Chapter: 4100

Section: 4120.7

Upon approval from the Department of General Services (DGS), Office of Fleet and Asset Management (OFAM), state agencies may substitute a fleet asset approved for replacement or purchase on their Fleet Acquisition Plan (FAP). Substitutions must be requested only under limited circumstances in ...

https://www.dgs.ca.gov/Resources/SAM/TOC/4100/4120-7
FUEL CARD MANAGEMENT

Chapter: 4100

Section: 4108

(Renumbered from 4151 and Revised 11/2019) The State Fleet Fuel Card can only be used by state employees conducting official state business. Additionally, state departments may authorize other individuals (such as retired annuitants, volunteers, etc.) who are on official state business and whose tra ...

https://www.dgs.ca.gov/Resources/SAM/TOC/4100/4108
ANNUAL INVENTORY OF MOBILE EQUIPMENT

Chapter: 4100

Section: 4114

(Renumbered from 4102 and Revised 6/96) The Annual Inventory of Mobile Equipment form, OFA 53, is required for the self- insurance and Inspection Services Program cost allocation. Agencies/departments will submit OFA 53 to OFA by July 10. See OFA State Fleet Handbook.

https://www.dgs.ca.gov/Resources/SAM/TOC/4100/4114
PURCHASE ORDER STD. 65, 65A AND PURCHASE ESTIMATE STD. 66, 66A

Chapter: 4100

Section: 4120.2

Upon approval by OFAM of a department’s FAP, the department may begin the purchasing process to acquire one or more of their approved fleet assets by submitting the appropriate purchasing documentation to OFAM. A department shall submit the Purchasing Authority Purchase Order Form (STD. 6 ...

https://www.dgs.ca.gov/Resources/SAM/TOC/4100/4120-2
FLEET ASSET REPORTING

Chapter: 4100

Section: 4120.1

State departments are required to comply with fleet reporting requirements pursuant to Public Resource Code Section 25722.5. Executive Order B-2-11 requires state departments to update their fleet asset information on a monthly basis, including fuel and utilization data. The fleet data is necessary ...

https://www.dgs.ca.gov/Resources/SAM/TOC/4100/4120-1
MODIFICATIONS

Chapter: 4100

Section: 4103

(Renumbered from 4160 and Revised 6/96) Any modification to original factory equipped mobile equipment requires prior approval from the OFA. See OFA State Fleet Handbook.

https://www.dgs.ca.gov/Resources/SAM/TOC/4100/4103
FLEET ASSET APPROVAL EXPIRATION

Chapter: 4100

Section: 4120.3

The FAP, including any approved addendums, is valid for the fiscal year in which the plan was approved plus one additional fiscal year. Approved assets on a FAP requiring a STD. 66 and STD. 66A shall remain in effect for the fiscal year in which the plan was approved plus two additional years. Upon ...

https://www.dgs.ca.gov/Resources/SAM/TOC/4100/4120-3
ZEV & HYBRID FIRST PURCHASING MANDATE

Chapter: 4100

Section: 4121.1

ZEV & Hybrid-Electric Alternative Fuel Vehicle First Purchasing Mandate Beginning in fiscal year (FY) 2017/2018, state agencies are required to prioritize purchasing of ZEVs (including Battery Electric, Fuel Cell, and Plug-In Hybrid) and Hybrid-Electric Alternative Fuel Vehicles (Hybrid AFVs), i ...

https://www.dgs.ca.gov/Resources/SAM/TOC/4100/4121-1
LODGING

Chapter: 4100

Section: 4117.3

Legal Authority Government Code section 4475 Government Code section 8314(c) – (Violation) Definitions Short-Term Rental Residential property that is rented to a visitor for fewer than thirty (30) days through a centralized online platform whereby the rental is advertised and paym ...

https://www.dgs.ca.gov/Resources/SAM/TOC/4100/4117-3