Office of Fleet and Asset Management - 409

In accordance with Government Code, Section 13332.09, departments may not procure mobile equipment without first securing approval from DGS/Office of Fleet and Asset Management (OFAM). Evidence of OFAM approvals must be documented in the procurement file as well as uploaded into FI$Cal.

Mobile equipment is defined in the OFAM state Fleet Handbook (OFAM Handbook) as:

“Used for passenger and equipment transportation, construction or maintenance work, and is self-powered or easily moved (trailer or skid mounted). This includes sedans, station wagons, Suburbans, carryalls, light utility pickups, vans under ¾ ton, jeeps, trucks, boats, and trailers.”

Fleet Assets Requiring OFAM Approval

The following motor vehicles and general use mobile equipment are subject to OFAM approval:

Mobile Equipment Type	Description
Motor Vehicle	A vehicle is self-propelled and registered by the Department of Motor Vehicles (DMV) for street use.
General use Mobile Equipment	Self-propelled mobile equipment Self-propelled mobile equipment registered by the DMV for off-road use. Vessels registered by the DMV for use on water. Vessels documented by the U.S. Coast Guard.
Surplus Mobile Equipment	Motor vehicles or general use mobile equipment that was previously owned or operated by any entity.

Please refer to DGS/OFAM Management Memo 13-01, State Fleet Asset Oversight for a complete listing of assets that require DGS/OFAM approval.

Excluded from OFAM Oversight

Departments are not required to obtain the OFAM’s approval on the following fleet type assets regardless of registration status by the DMV or not:

• Golf Cart (if rated below 35 mph)
• Mower (self-propelled and 24 hp or less)
• Generator
• Mobile home and/or office (only if permanently parked, if moved see footnote)
• Indoor Forklift
• Pallet jack
• Personnel hoist or lift
• Agriculture or construction equipment pulled by a vehicle
• Other fleet-related equipment as determined by the OFAM
• Trailer (2,999 lbs. GVWR or less)*

Trailer pertains to small trailers only, and not the equipment mounted on trailers, e.g. generators, welders, signs, message boards, kettle pots, outhouses, etc. Assets carried on trailers such as: motorcycles, snowmobiles, ATVs, etc., are considered fleet assets and are referenced separately.

Mobile Equipment Purchases and Repairs

When purchasing mobile equipment, departments must obtain approval from OFAM prior to contract execution (see OFAM Fleet Handbook for instructions).

In accordance with the OFAM Fleet Handbook, tires and batteries for mobile equipment must be purchased using the state's leveraged procurement agreements whenever possible.

Mobile equipment repairs are considered non-IT services and, therefore, may not be purchased under a department's purchasing authority.

Departments may not make modifications to mobile equipment without OFAM approval. Departments may not repair mobile equipment without OFAM approval if the repair exceeds the OFAM-established dollar thresholds. When contracting for mobile equipment repairs, departments must obtain OFAM approval when the transactions are expected to exceed specific dollar thresholds as established by OFAM. In addition to obtaining advance OFAM approval for vehicle modifications and preapproved repairs, departments must also get OFAM post approval once the modifications and repairs have been completed.

Department’s should consult the OFAM Fleet Handbook and the State Contract Management, Vol. 1 regarding these services.