ACQUISITION OF FLEET ASSETS - 4120
Legal Authority
Government Code section 13332.09
Executive Order B-2-11
Definitions
Fleet Acquisition Plan (FAP):
A standardized approval request that state agencies (Agencies) must submit to the Department of General Services (DGS), Office of Fleet and Asset Management (OFAM), prior to acquiring fleet assets.
One-Time Acquisition (OTA):
Procurements conducted by DGS Procurement Division (PD) on behalf of state departments for purchases that exceed a department’s delegated purchasing authority. Refer to PD’s website for additional information.
State Fleet Asset:
Defined in SAM 4100.
Policy
The Department of General Services (DGS), Office of Fleet and Asset Management (OFAM), approves the acquisition of state fleet assets. Agencies shall submit a Fleet Asset Plan (FAP) for approval prior for:
- Acquisition of new fleet assets
- Replacement of existing assets
- Entering into a temporary long-term lease (TLTL) exceeding 12 months.
Agencies shall not issue a purchase order (PO) for a state fleet asset without prior approval from OFAM.
I. Submission and Approval Process
A. FAP
Starting July 1 and no later than the first business day of February, agencies may submit complete FAPs directly to FAMSSupport@dgs.ca.gov. Agencies must submit a complete FAP packet to ensure prompt processing. Refer to the OFAM website for the list of required documents.
B. Addendums
Addendums to an approved FAP may be accepted during the fiscal year due to extraordinary circumstances. Justification for extraordinary circumstances may include:
- An unexpected loss of an asset, requiring replacement
- Leasing or renting equipment for more than 12 months
- Emergency fleet acquisition needs.
C. POs
Agencies may begin issuing POs once OFAM approves the FAP. FAP approvals for acquisitions with a PO are valid for the fiscal year approved, plus one additional fiscal year.
D. One-Time Acquisitions (OTA)
Agencies can submit OTA requests to the DGS Procurement Division (PD) once the FAP is approved by OFAM. FAP approvals for acquisitions requiring a DGS PD OTA approval are valid for the fiscal year approved, plus two additional fiscal years.
II. Extensions
Requests for extensions must include a written justification as to why the asset(s) were not purchased during the approved period and indicate the operational need. FAP extension requests are granted on a case-by-case basis.
III. Key Deadlines
Responsibilities
OFAM:
- Process FAP package to ensure compliance.
- Approve purchasing documents for fleet assets following FAP approval.
- Reviews and approves extensions, if appropriate.
Agency
- Submit completed FAP by key deadlines.
Resources
Resource Links:
FAP Required Documents
OTA Guidelines
Fleet Policy Questions:
FleetPolicy@dgs.ca.gov
FAP Questions, Submissions, or to Request FAP Forms Packet:
FAMSSupport@dgs.ca.gov