KEY DUE DATES AND TIMEFRAMES - 4127

(New: 02/2016)

Fleet Acquisition Plan (FAP) Due Dates:

Electronic copies of the FAP [and all required applicable documents, as detailed in State Administrative Manual (SAM) Section 4120] must be submitted to OFAM (email to FARSInfo@dgs.ca.gov) on or after the first day of the fiscal year (July 1^st) for which the FAP is being submitted and no later than:

• First business day of February for one-time-buy acquisitions (Purchase Estimate Form STD. 66 and STD. 66A);
• First business day of April for master vehicle contract acquisitions, donations, and long-term rental/lease acquisitions.

 

FAP Due Dates Timeline:

A thorough understanding of OFAM’s FAP submission due dates is imperative to ensure that FAPs are submitted and processed in a timely manner. Please refer to the following table for a detailed timeline summarizing OFAM’s FAP submission due dates:

Timeframe	Description	Important Dates and Deadlines
July - September	Final grace period for ZEV purchase orders to be submitted from prior year’s FAP.	July 1st - Fiscal year start: OFAM begins accepting FAPs for the fiscal year.
October - March	OFAM’s normal processing period for FAPs.	First business day in February -Submission deadline for FAPs with one-time-buy acquisitions. To ensure DGS Procurement is able to process purchase requests in the same fiscal year, early submission of FAPs is encouraged.
April - June	End of fiscal year processing period.	First business day of April -Submission deadline for FAPs with master vehicle contract acquisitions, donations, and/or long-term rental/lease acquisitions. To ensure processing of FAPs and approval of Purchase Orders occurs prior to fiscal year end, early submission of FAPs is encouraged. July 1st – Fiscal year end.

Fleet Asset Approval Expirations:

The FAP, including any approved addendums, is valid for the fiscal year in which the plan was approved plus one additional fiscal year.

• Approved assets on a FAP requiring a STD. 66 and STD. 66A shall remain in effect for the fiscal year in which the plan was approved plus two additional years.

Upon the expiration of an approved FAP for which approved assets were not purchased, departments are required to re-justify the need to acquire these asset(s) through submission of a new FAP and required documents.