OFAM Services Handbook

OFAM's Fleet Asset Management Service (FAMS) program evaluates and approves annual Fleet Acquisition Plans (FAPs) submitted by state agencies and departments under the oversight of DGS.

State agencies and departments must obtain FAP approval prior to issuing any purchase documents for fleet assets. Once OFAM approves an agency’s FAP, the agency may proceed with the acquisition process.

OFAM accepts FAP submissions annually from July 1 through February 1. For detailed submission requirements and procedures, please refer to State Administrative Manual (SAM) Section 4120.

FAMS will publish more detailed instructions for FAP submissions in the coming weeks. Please check back later for updates.

OFAM's Inspectors of Automotive Equipment (IAEs) are responsible for inspecting newly acquired vehicles and evaluating the modification, repair, maintenance, and disposition of state fleet assets.

State agencies and departments must obtain prior approval from an IAE for all non-delegated repair and maintenance work.

For repairs or maintenance estimated to exceed $750 at a DGS-approved repair vendor, prior IAE approval is required.
For repairs or maintenance estimated to exceed $350 at a non-DGS-approved vendor, prior IAE approval is also required.

Important: Non-delegated repair or maintenance work may not begin until an IAE issues an authorization number. OFAM is unable to approve vendor invoices for any unauthorized work.

Inspection Services will publish more detailed guidelines in the coming weeks. Please check back for updates.

1. Send photos of the asset to a local IAE asking for approval to scrap. The photos should include the front, left front, and right rear showing the license plate. If the asset doesn’t have a license place, include a photo of the property tag and/or VIN.
2. Along with the photos, submit the estimated cost of repair and/or transport as well as the expected sale price.
3. An IAE may choose to physically inspect the vehicle before they return an approved OFAM 6 Vehicle Inspection Report.
4. Upon receipt of an approved OFAM 6 from an IAE, the agency must contact at least two scrap/recycle vendors to obtain the best price.
5. Once the fleet asset has been disposed of by the chosen vendor, the agency must complete the applicable DMV process.
6. Submit a copy of the certification of disposal as well as DMV-approved documents to OFAM as applicable.

OFAM's Fleet Operations (Fleet Ops) provides long-term vehicle leasing services (for periods longer than 30 days) to state employees conducting official state business. These DGS-leased vehicles are available to all state agencies and departments and offer a cost-effective alternative to commercial vehicle rentals.

To begin the leasing process, please contact OFAM Fleet Ops at FleetServices@dgs.ca.gov.

Fleet Ops will publish more detailed information about leasing services in the coming weeks. Please check back for updates.

When the use of a commercial rental vehicle is essential for conducting state business, short-term rental reservations must be made through the Statewide Travel Program’s (STP) contracted travel agency. The contracted travel agency’s online booking tool is the preferred method for booking a short-term rental reservation, though reservations may also be booked over the phone with a travel agent. To set up a state traveler’s profile, contact your agency’s travel coordinator. If you already have a travel profile, visit the contracted travel agency’s website to access the online booking tool, as well as contact information for phone reservations.

A rental duration of 1-29 days is considered short-term. Refer to SAM Section 4117.2 for further information regarding the short-term rental process.