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 visit "Submit a Fleet Acquisition Plan" page.

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.

DGS OFAM’s Fleet Operations (Fleet Ops) Program provides vehicle leasing services on a long-term (more than 30 days) basis to state agencies for their employees to use while conducting official state business. DGS leased vehicles are available to all state agencies and are a cost-effective alternative to commercially rented vehicles. To lease a vehicle from Fleet Ops, state agencies need to obtain prior approval through the annual FAP process.

To lease a DGS vehicle, contact OFAM Fleet Ops at FleetServices@dgs.ca.gov or submit a lease request through the OFAM Fleet Operations Portal. 

Leasing from Fleet Ops helps state agencies take advantage of several fleet management services that provide the following benefits:

1. Maintenance and Repair Cost Savings – Fleet Ops is responsible for the repair and routine maintenance costs of its leased vehicles. In addition, Fleet Ops manages the payment processing and dispute resolution process for all leased vehicle maintenance and repair invoices.
2. Insurance Cost Savings – Fleet Ops pays the annual insurance assessment fees for its leased vehicles. Attorney General fees which are directly associated with litigation related to accidents are billed back to leasing agencies annually by calendar year, in arrears.
3. Predictable Fleet Costs – Fleet Ops’ monthly lease charges help state agencies easily plan their fleet operations budget.
4. Statewide Fleet Card Auditing – Fleet Ops continuously monitors and regularly audits state fleet card transactions to minimize misuse and fraud for state agencies.
5. SMOG Management – Fleet Ops tracks all leased vehicles for required SMOG testing and works with its customer agencies’ fleet coordinators to ensure timely SMOG inspections. In addition, Fleet Ops installs telematics devices on all new leased vehicles which may eliminate the need to physically bring the vehicle to an approved vendor for the SMOG inspection.
6. Vehicle Life Cycle Management – Fleet Ops identifies leased vehicles that meet the state’s vehicle replacement thresholds and automatically adds those vehicles to its annual FAP. Fleet Ops works with its customer agencies’ fleet coordinators to identify replacement vehicles available on statewide vehicle contracts, guides them through the FAP process and the state fleet acquisition policies and mandates such as ZEV acquisition requirements, emergency vehicle and four-wheel drive justifications, and ensures its leased vehicles meet the customer agencies’ operational needs.
7. Vehicle Recall Notifications – Fleet Ops notifies customer agencies’ fleet coordinators and drivers of current Original Equipment Manufacturer (OEM) recalls on its leased vehicles to ensure any identified issues are addressed promptly and all leased vehicles are safe to operate.
8. Department of Motor Vehicles Liaison – Fleet Ops processes license plates and registration renewals and acts as the liaison with the California Department of Motor Vehicles (DMV) to resolve any licensing or registration issues for DGS leased vehicles.
9. Vehicle Data Tracking and Reporting – Fleet Ops tracks the usage data of its leased vehicles and reports the data into the FAMS database to ensure compliance with the state fleet data reporting requirements. Also, Fleet Ops provides various vehicle data reports to its customer agencies’ fleet coordinators so that agencies can leverage Fleet Ops’ data reporting capabilities for tracking, fulfilling Public Records Act requests, or data requests for investigative purposes.
10. Telematics – Fleet Ops coordinates the installation of telematics devices in its leased vehicles to ensure compliance with SAM Section 4122, and provides training and support for telematics issues.
11. Driver Support – Fleet Ops provides ongoing customer support to its customer agencies and the drivers of its leased vehicles with the following issues:

• Resources for approved vehicle services and the nearest repair vendors to the driver’s location.
• Resources for emergency roadside service or towing services.
• Temporary replacements for surveyed (identified for disposal/replacement) vehicles.
• Managing all parking violations, toll fees and administrative citations received on its leased vehicles.

Fleet Services Call Center operates Monday to Friday from 8 a.m. to 5 p.m. and can be reached at (855) 611- OFAM or FleetServices@dgs.ca.gov.

For emergency roadside service contact the National Automobile Club at (866) 329-3471.  

OFAM has four locations for deployments and returns:

Northern California:

OFAM Headquarters - (deployments and returns)
1700 National Drive Sacramento, CA 95834

Bar None Auction Yard (surveyed returns only)
4751 Power Inn Rd. Sacramento, CA 95826

Southern California:
Bar None Auction Yard - (deployments and returns)
0375 Beech Ave, Fontana, CA 92337

Central California:
Bar None Auction Yard (surveyed returns only)
3414 West Nielsen Ave. Fresno, CA 93706

Vehicle Deployments:

• Vehicle deployments are conducted by appointment only. 24-hour notice is required when canceling or rescheduling your appointment.
• Vehicles are deployed with a minimum of two sets of keys, a state fleet card and an EV charging card, if applicable, and any equipment needed to operate the vehicle.
• An OFAM 507 must be completed prior to vehicle pick up.

Vehicle Returns:

• Vehicle returns are conducted by appointment only.
• Vehicles identified for re-utilization must be returned with a minimum of two sets of keys and all agency added equipment removed.
• Agencies that return vehicles with damage that exceeds normal wear and tear may be billed back for any required repairs. All damage to the vehicle must be reported to Fleet Ops and repaired at the time it occurs. (see section - Accidents and Damages).
• Vehicles identified for survey must be delivered to an OFAM auction location. Agencies must use a DGS approved vendor to transport/tow inoperable vehicles. All transport/tow fees associated with an operable vehicle will be the responsibility of the leasing agency. The state fleet card is to be used for emergency roadside service only.

1. Mechanical Repairs

All designated services and mechanical inspections must be performed by a DGS-approved repair vendor, where available. State agencies and drivers can find DGS-approved repair vendors in their area using the Approved Auto Repair Facilities Locator.

If you have a DGS leased vehicle in need of mechanical repairs, follow the guidelines below:

       1. Contact the IAE for your region per the Directory of Local Inspectors of Automotive Equipment. The IAE will                    assist you in locating a DGS-approved repair vendor in your area. For additional assistance contact the                            Fleet Services Call Center at (855) 611-OFAM.

       2. For repairs exceeding $750 at a DGS-approved vendor or $350 at a non-approved vendor, approval must be                    obtained from an IAE prior to the repairs being completed.

Splitting an invoice to avoid the state’s cost limit and approval process is prohibited. Doing so may be grounds for disciplinary action and may jeopardize future business with the vendor. 

      3. If there are changes to a previously IAE approved estimate, obtaining a revised approval from an IAE is                             required before the work is performed.

      4. Notify the vendor that the repairs are for a DGS leased vehicle and should be invoiced to the Department of                   General Services and submitted to the OFAM Fleet Operations service payment portal at                                                           OFAM Fleet Operations service portal. 

      5. For Tesla vehicles, all repairs should be scheduled through the Tesla app. Contact your agency fleet                                   coordinator for additional information regarding scheduling Tesla services. 

Maintenance and repairs are not to be charged to the state fleet card, except in emergencies. All purchases will be reviewed and unauthorized purchases will be billed back to the agency.

 2. Modifications

When a state agency needs to make permanent modifications to a leased vehicle to meet operational needs, follow the guidelines below:

1. Work with your local IAE to complete and submit an OFAM 155B Post-Purchase Equipment Modification Request form. 
2. The IAE will assist you in locating DGS-approved repair vendors in your area. If there is no DGS-approved vendor(s) in your area, the IAE will help you find appropriate non-approved vendors.
3. Collect and submit a minimum of two vendor quotes and supporting documentation (e.g., diagrams, photographs, etc.) to the IAE. The IAE will review the submitted quotes and approve the best option.
4. With the IAE’s authorization, the modification work can begin.
5. All modifications made to a DGS lease vehicle will either be paid by the leasing agency when the work is completed, or Fleet Ops will process the vendor invoice submitted via the OFAM Fleet Operations service portal and bill back the leasing agency.
6. A state agency also can request pre-purchase modifications using an OFAM 155A Pre-Purchase Equipment Modification Request form when requesting to lease a brand-new DGS leased vehicle. Contact Fleet Ops at FleetServices@dgs.ca.gov for more information.

The following services are not considered modifications and do not require prior approval from an IAE (leasing agencies will be billed back, and cost limits still apply):

1. Window tinting (Please see CVC Section 26708/26708.7 requirements)
2. Spray bed liner
3. Clamp-type toolboxes
4. Bolt-on running boards that require no drilling
5. Bolt-on bed covers that require no drilling or electrical wiring such as Tonneau covers

3. Maintenance

It is the fleet coordinator and assigned driver’s responsibility to ensure regular maintenance and oil changes, if required, are completed timely. Fleet Ops sends emails to its customer agencies’ fleet coordinators and/or drivers to notify them when regular maintenance, oil changes, and SMOG checks are due. All designated services and mechanical inspections should be performed by a DGS-approved vendor where available.

All maintenance and repair performed must be logged on a STD 271 Automobile Maintenance Record. The state fleet card should not be used for regular maintenance and repair.

SMOG Inspections

It is the fleet coordinator and assigned driver’s responsibility to ensure the vehicle receives its biennial SMOG inspection, if required. DGS is enrolled in the Department of Consumer Affairs (DCA), Bureau of Automotive Repair (BAR) Continuous Testing Program (CTP) which utilizes telematics engine data. If applicable, BAR grants vehicles enrolled in CTP with a pass on a SMOG check without the need to send a vehicle in for a physical SMOG inspection. Should a physical SMOG inspection be required, Fleet Ops will send an email to its customer agencies’ fleet coordinator requesting the service be performed.

BAR file number, GB 910061, must be provided to the SMOG vendor at the time the service is performed.

4. Accidents and Damages

Accidents and incidents are defined per SAM section 2430. Drivers of a DGS leased vehicle involved in an accident or incident must the procedures outlined below and must notify the Fleet Services Call Center at (855) 611-OFAM or FleetServices@dgs.ca.gov regarding the extent of the damage and status of the vehicle within 24 hours. If the accident occurs on a weekend, Fleet Services must be notified the next business day. Failure to contact Fleet Ops timely will result in the leasing agency being charged for any incurred storage/impound fees and/or vehicle replacement costs if the vehicle is sold through a lien sale.

All damage to DGS leased vehicles beyond routine wear and tear must be repaired at the leasing agency’s expense unless an exemption is authorized by DGS Fleet Operations.

 At the Scene of the Accident:

1. Do not admit fault.
2. Contact the local California Highway Patrol (CHP) and advise them you were involved in an accident while driving a state-owned vehicle. CHP should come to the scene and complete a report or advise on the procedure.
3. Obtain the other party’s information (i.e., name, contact information, license plate number, driver's license number, insurance carrier name, and policy number).
4. Complete a STD 269 Accident Identification form the and provide it to the other party.

After Accident:

1. Should the accident result in bodily injury to anyone other than the state employee, the accident must immediately be reported to the DGS Office of Risk and Insurance Management (ORIM) by telephone or by emailing a copy of STD 270 Vehicle Accident Report. On weekends, call (916) 376-5300, to leave a voicemail.
2. Report the accident to the DGS OFAM and Office of Risk and Insurance Management (ORIM) within two (2) business days on an STD 270 Vehicle Accident Report along with a STD 274 State Driver Accident Review. For more information, visit the ORIM website.  

*STD 270 and STD 274 must be submitted to ORIM and OFAM via email at claims@dgs.ca.gov                                        and FleetServices@dgs.ca.gov. 

       3. Fill out SR-1 form with DMV, if applicable. California law requires traffic accidents on a California                                          street/highway or private property to be reported or to DMV within 10 days if there is an injury, death, or                          property damage that exceeds 1,000.

Accident Repair:

6. DGS Leased Vehicle Driver’s Responsibilities

It is the sole responsibility of the vendor to generate and submit invoices for DGS leased vehicles. Invoices must be submitted to the OFAM Fleet Operations Service Portal. To avoid duplicate invoice submission, leasing agencies should not submit invoices through the portal.

1. Required Information

For an invoice to be processed, it must contain the following:

• Complete invoice with all pages made out to The Department of General Services, 1700 National Drive, Sacramento, CA 95834
• Invoice number and date
• Vendor’s contact information
• Remittance address
• Vehicle information: Vehicle Identification Number (VIN), license plate number, odometer, and fleet equipment number (800XXXXX)
• Description and itemization of the goods the vendor supplied, quantity, unit of measure, price per unit, and total amount for individual items (include part numbers, stock numbers, etc.)
• Brief description of work and amount for individual services, hours worked, and rate per hour
• Subtotal amount of all individual items with a breakdown of the tax amount and the complete invoice total IAE approval thresholds apply
• Driver’s contact information

2. Invoices With Incorrect or Missing Information

Any invoices with incorrect or missing information that has not been resolved in the Fleet Operations Service Portal timely, will be returned to the vendor with a dispute notice that explains why the invoice(s) cannot be processed. 

3. Invoice Payment

The California Prompt Payment Act ensures timely payments for services rendered to state agencies, requiring payments be made within 45 days of receiving properly submitted invoices. The OFAM Invoicing team may have incomplete payment status information if vendors contact Fleet Ops prior to the 45-day processing allotment from the receipt of a non-disputed invoice.

• The payment date is the date that the State Controller’s Office (SCO) prints the payment warrant. SCO mails the warrant on the same or next business day. Be sure to allow sufficient time for payment to be received.
• For invoice payment inquiries and accounts payable questions, contact OFAM via the OFAM Fleet Operations Service Portal or at (916) 928-4640.
• For vendor inquiries regarding an invoice marked as complete in the Fleet Operations Service portal, use the “Ask a Question” feature to inquire about status. Questions will be routed directly to the OFAM Invoicing team.
• Vendors must monitor the portal for status updates and requests for additional information.

When the invoice process is completed in the Fleet Operations Service portal, the vendor will need to contact Program Support and Accounting System (PSAS) for further invoice status updates at OFSPSASPaymentInquiries@dgs.ca.gov or (866) 767-5956.

The state fleet card must be used solely for state business purposes.

   1. Purchase of regular unleaded gasoline, alternative fuel (e.g., renewable diesel, E85, CNG, propane, hydrogen                and electricity), fluids, and lubricants at 95% of US fuel stations and over 45,000 service locations.

When purchasing gasoline: 
Drivers are only authorized to purchase regular unleaded gasoline, unless a different fuel grade is                          specifically required by the vehicle manufacturer.

Drivers should purchase unbranded fuel, whenever feasible.

   2. If accepted by an electronic vehicle charging network, the fleet card may be used to pay for the electricity                      charging of a state-owned vehicle. It may be used at the point of transaction
        or programmed into the user's account as a standard form of payment.

   3. Emergency purchases such as wiper blades, fan belts, or a single tire, etc. are allowed in urgent situations                      only and in accordance with SAM section 4108. Emergency purchases must
        be defined and approved by each agency.

   4. 24-hour emergency roadside service is available through the National Automobile Club at (866) 329-3471.

   5. Two basic (low-cost) car washes per month, not to exceed $25. DGS Leased Vehicles Only: Costs incurred                    above the $25 limit will be billed back to the leasing agency. 

1. Unless specifically required by the vehicle manufacturer, the purchase of midgrade or premium-grade unleaded gasoline is strictly prohibited.

2. The state fleet card cannot be used for the purchase of items such as food or sundries (personal items).
3. The state fleet card cannot be used for short-term commercial rental vehicles unless an emergency arises, and the user has their agency’s prior approval to use the state fleet card in such circumstances.
4. The state fleet card cannot be used for personal vehicles.   
5. Routine maintenance and repair charges should not be charged to the state fleet card.

All state agencies that utilize the state fleet card must implement oversight procedures as specified in SAM Section 4108. Each agency will designate an employee to act as the fleet card coordinator to manage the agency’s use of each state fleet card.

• Each agency that utilizes the state fleet card must submit a DGS OFAM 3 State Fleet Card Annual Certification indicating that the department has executed the required procedures as well as certify that it has assigned a fleet card coordinator to manage its fleet card usage. This certification must be submitted to OFAM annually by June 30.
• Each agency must ensure that all individuals authorized to use the state fleet card sign a DGS OFAM 1 State Fleet Card User Agreement. All active fleet card user agreements must be kept on file by the agency.

1. Report lost or stolen cards immediately. Agencies should submit an OFAM 002 via the OFAM Service Portal. General questions can be submitted in the portal Ask a Question section or directed to OFAMWEXCard@dgs.ca.gov.
2. Unauthorized charges on fleet cards belonging to DGS leased vehicles will be charged back to the applicable agency. It is the agency’s responsibility to recover prohibited charges from the driver.
3. Drivers are allowed two basic, low-cost car washes per month, not to exceed $25, which may be charged on the fleet card (not including interior detail). Instances of more than two basic car washes as well as interior and detail that fall outside of the two basic low-cost category will be billed back to the leasing agency.
4. The state fleet card should only be used for the vehicle to which it is assigned.
5. State fleet cards should be returned with vehicle to Fleet Ops.

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.