Submit Fleet Acquisition Plan

How to Submit an FAP

1. Ensure Fleet Data Reporting Compliance

   Agencies must remain in compliance with the following state fleet reporting and telematics requirements to be eligible for FAP approval:

   • Minimum 97% Asset Reporting Rate.
   • Minimum 95% Usage Reporting Rate.
   • Minimum 97% Telematics Installation Rate.
   • Enrolled in the Telematics API through the DGS Fleet Asset Management System (FAMS Portal)

   OFAM sends a monthly Reporting Rate Report to each agency’s fleet coordinator. If you are not currently receiving this report, please contact FleetPolicy@dgs.ca.gov to be added to the distribution list.

2. Check Your Utilization Status

   Agencies must have a current Utilization Analysis (UA) that has been fully approved by OFAM. Additionally, agencies are required to redirect underutilized fleet assets before submitting requests for new vehicles within the same or comparable asset classes.

3. Complete Required Documents

   A complete FAP packet must include all of the following documents:

   • OFAM 161C - Fleet Acquisition Plan Submission Checklist
   • OFAM 161N - Fleet Acquisition Plan Narrative
   • OFAM 161S - Fleet Acquisition Plan Spreadsheet
   • Supporting Documentation such as BCPs, Grants, Executive Orders, Emergency Proclamations, etc. 

   In addition, the following documents are required as applicable:

   • OFAM 161Z - Zero-Emission Vehicle (ZEV) and Hybrid First Purchasing Mandate Exemption Request
   • OS 1 - EVSE Readiness Assessment Form
   • Fire Truck Questionnaire

   Please contact FAMSSupport@dgs.ca.gov to request a complete FAP forms packet.

4. Submit Your FAP 

   Once you have completed all required forms accurately, submit your FAP packet to FAMSSupport@dgs.ca.gov.

   OFAM accepts FAPs from July 1 until February 1. Submissions received after February 1 may not be processed by the end of the fiscal year. If your agency has an internal purchasing deadline prior to June 30, please submit your FAP at least 120 days in advance of that deadline.

5. FAP Evaluation at OFAM

   The Fleet Asset Management Services (FAMS) unit within OFAM is responsible for reviewing and processing FAPs submitted by all state fleet-owning agencies. Once an agency submits its FAP packet, FAMS conducts an initial review and schedules a FAP Intake Meeting to discuss the submission. During this meeting, FAMS may request additional quantitative or qualitative data if the original information is incomplete or unclear. After the asset list is finalized in collaboration with the department, FAMS issues the OFAM 161 – Fleet Acquisition Plan Certification for signature by the Agency Secretary or Department Director. The completed FAP packet is then routed to the DGS Executive Office for approval.

   In certain cases, the FAP must also be reviewed by the Government Operations Agency. This additional level of review is triggered when the FAP includes any of the following:

   • A total estimated acquisition cost exceeding $10 million.
   • Aircraft.
   • High-cost assets with a per-unit acquisition cost over $1 million.
   • Military vehicles or equipment, such as armored vehicles.

   The FAP review process may involve multiple meetings or written communications between FAMS and the requesting agency. Multi-level reviews, including those involving the requesting agency’s executive leadership, DGS Executive, and the Government Operations Agency, can extend the overall processing time. On average, FAP processing takes between 90 to 120 days, depending on the size and complexity of the FAP, as well as the quality and completeness of the information submitted.