SECTION 260:75-1-2. Vehicle inventory control

(a)   Fleet inventory. The Department shall maintain a current and complete inventory of all state vehicles compiled from the following:

(1)   Each state agency shall maintain a current and complete inventory of the motor vehicles it owns or leases which includes the following information for each vehicle:

(A)   Current agency vehicle number.

(i)   Agencies that do not have a vehicle numbering system shall develop one for the purposes of this Chapter.

(ii)   A state agency shall not change an established vehicle number without prior written authorization of the Fleet Manager.

(iii)   Vehicle numbers shall not be reused.

(B)   Make, model, class and year of all vehicles;

(C)   VIN;

(D)   License tag number;

(i)   State assigned tag;

(ii)   Confidential tag assigned, if applicable;

(E)   Vehicle location; If the operator is authorized to take the vehicle home [Reference 47 O.S., Section 156.1]:

(i)   the unit number of the vehicle, and the city and county where the vehicle is located must be on file; and

(ii)   the operator's legal name, residence street address and telephone number shall be made available to the Department upon request;

(F)   Designation of "owned", "loaned" or "leased" and the legal name and address of the vendor; and,

(G)   Type of fuel used in the vehicle

(i)   Original factory fuel type;

(ii)   Converted fuel type, if applicable.

(2)   State agencies shall also include the following information on the inventory for each motor vehicle it owns:

(A)   Purchase date;

(B)   Odometer reading at time of purchase; and

(C)   Original cost.

(3)   Each state agency shall submit written notice of the acquisition or disposal of a motor vehicle to the Department no later than fifteen (15) days after said transaction takes place. Notice of the acquisition of a vehicle shall include the information required in (1) of this subsection.

(b)   Vehicle acquisition by a state agency. All state agencies with authority to own motor vehicles shall submit to the Department a vehicle acquisition request for approval by the Director, or delegate, not less than thirty (30) calendar days prior to the proposed purchase of any vehicle, whether or not exempt from the Oklahoma Central Purchasing Act.

(1)   Vehicle acquisition request. The request for approval shall include a copy of the purchase order or requisition and state the following:

(A)   The intended use and justification for the vehicle;

(B)   Whether the vehicle is a replacement, addition, etc;

(C)   Whether the purpose of the vehicle has changed since the last replacement;

(D)   Any options selected over the standard equipped vehicle with justification for the options;

(E)   The supplier of the vehicle;

(F)   The agency has sufficient funds to acquire and maintain the vehicle;

(G)   The statutory authority of the agency to acquire a vehicle;

(H)   Attestation of compliance with applicable alternative fuels mandates;

(I)   Attestation of compliance with utilization mandate.

(2)   Director consideration. Within fifteen (15) calendar days of receipt of a state agency request, the Director, or delegate, will review the information and send notice to the agency of the approval or denial of the acquisition.

(3)   Fleet Manager consideration. The Director, or delegate, may request the Fleet Manager to review and verify information provided in a state agency acquisition request.

(4)   Director notification. The Director shall provide the state agency written notice of the approval or denial of the acquisition request in the following manner:

(A)   Issue a notice of approval indicating the proposed purchase is appropriate; or,

(B)   Issue a notice of denial of the proposed purchase; or

(C)   Issue a notice of an alternative acquisition recommendation.

(c)   Low mileage vehicles. Pursuant to 74 O.S. §78, all agencies must maintain written justification for any vehicle that travels less than twelve thousand (12,000) miles annually. Such justification must be provided to the Fleet Manager no later than October 1 of each year.

(d)   Vehicle disposal. A vehicle owned by a state agency may be sold or disposed of in the manner authorized by OAC 260:105 and the Surplus Property Act.

(e)   Vehicle disposal procedure. All agencies shall notify the Fleet Management Department not less than thirty (30) calendar days prior to the proposed disposal of any state-owned vehicle. The notice shall be in writing and include the following:

(1)   Agency vehicle number;

(2)   Reason for selling, (age, mileage, or other);

(3)   Estimated value of vehicle;

(4)   Type of sale (public auction, sealed bid, etc.); and

(5)   Proposed date of sale.

(f)   Notification of final disposition. All agencies shall provide written notice to the Department of the final outcome of sale within fourteen (14) calendar days after disposition, which shall include:

(1)   Agency vehicle number;

(2)   Selling price of vehicle;

(3)   Any changes in the method of disposal;

(4)   A list of any vehicle(s) not disposed of;

(5)   A completed copy of the inventory report information required by (a)(1) of this section; and

(6)   Any other information the Department may request to maintain accurate inventory of state vehicles.

[Source: Added at 31 Ok Reg 1478, eff 9-12-14; Amended at 32 Ok Reg 1772, eff 9-11-15; Amended at 35 Ok Reg 1361, eff 9-14-18]