Fleet Rules

TITLE 2. ADMINISTRATION

CHAPTER 15. DEPARTMENT OF ADMINISTRATION
GENERAL SERVICES DIVISION

       

ARTICLE 2. FLEET MANAGEMENT

(Authority: A.R.S. § 41-803(B))

        Former Article 2, consisting of Sections R2-15-201 through R2-15-209, transferred from Title 2, Chapter 1, Article 2, Sections R2-1-201 through R2-1-209 (Supp. 91-3).

Section

R2-15-201.   Definitions

R2-15-202.   Vehicles, Operators, and Uses

R2-15-203.   Operator Responsibilities

R2-15-204.   Repealed

R2-15-205.   Vehicle Request Procedures

R2-15-206.   Special Equipment

R2-15-207.   Billing Rates

R2-15-208.   Repealed

R2-15-209.   Repealed

ARTICLE 2. FLEET MANAGEMENT

R2-15-201.   Definitions

The following terms apply to this Article:

        “Accident reporting packet” means the automobile loss report form and witness information cards in the glove compartment of each Fleet Management vehicle.

        “ADOA” means the Arizona Department of Administration.

        “Approved fueling facility” means a location managed by ADOA or the Arizona Department of Transportation to dispense fuel to Fleet Management vehicles.

        “Capitol area” means that area within a ten-mile radius of the State Capitol Complex.

        “Director” means the Director of ADOA.

        “Domicile-to-duty travel” means travel between an operator’s residence and worksite as prescribed under A.R.S. § 38-622.

        “Extended dispatch vehicle” means a Fleet Management vehicle that is dispatched full-time to a using agency that has continuing requirements for official state business travel.

        “Fleet administrator” means the person designated by the Director to administer the Fleet Management program.

        “Fleet Management” means the section of the ADOA that administers all state-owned vehicles, except those specified in A.R.S. § 41-803(E).

        “Fleet Management facility” means the dispatch center, alternative fuel depot, and car wash facility located at 1501 W. Madison, Phoenix, Arizona 85007.

        “Fleet Management vehicle” means any state vehicle owned and managed by Fleet Management.

        “Maintenance provider” means a person contracting with Fleet Management to provide vehicle maintenance.

        “Operator” means a driver of a Fleet Management vehicle.

        “Recall” means a demand to return an extended dispatch vehicle because of failure to comply with this Article.

        “Taxi” means a general purpose passenger vehicle on a temporary, short-term dispatch assignment.

        “Using agency” means any agency to which a Fleet Management vehicle is dispatched.

        “Vehicle rotation” means the periodic reassignment of vehicles dispatched to using agencies to equalize use.

Historical Note

Adopted effective July 27, 1983 (Supp. 83-4). Section repealed, new Section adopted effective February 7, 1990 (Supp. 90-1). Transferred from R2-1-201 (Supp. 91-3). Amended by final rulemaking at 6 A.A.R. 4265, effective October 20, 2000 (Supp. 00-4).

R2-15-202.   Vehicles, Operators, and Uses

A.    Any state employee holding a valid Arizona driver’s license may be an operator if authorized by the employee’s agency.

B.    An operator shall use a Fleet Management vehicle only for state government activities as prescribed under A.R.S. § 38-538.02. Prohibited uses include the following:

1.     Domicile-to-duty transportation of a state employee, unless specifically authorized by the employee’s agency director and approved by the ADOA Director;

2.     Personal convenience; or

3.     Transportation of family members or friends, or any person not essential to accomplishing the purpose for which the vehicle is dispatched.

C.    Fleet Management shall ensure that a Fleet Management vehicle:

1.     Bears a current state license plate in accordance with A.R.S. §§ 28-2351 and 28-2416,

2.     Bears designations in accordance with A.R.S. § 38-538,

3.     Is registered with the Arizona Department of Transportation Motor Vehicle Division, and

4.     Complies with state emissions laws.

Historical Note

Adopted effective July 27, 1983 (Supp. 83-4). Repealed effective February 7, 1990 (Supp. 90-1). Transferred from R2-1-202 (Supp. 91-3). New Section adopted by final rulemaking at 6 A.A.R. 4265, effective October 20, 2000 (Supp. 00-4). Amended by final rulemaking at 18 A.A.R. 1261, effective July 6, 2012 (Supp. 12-2).

R2-15-203.   Operator Responsibilities

A.    Fueling facilities.

1.     An operator shall use an approved fueling facility whenever available. If an approved fueling facility is not available, an operator shall use a fueling facility that accepts the Fleet Management-issued credit card, if possible.

2.     An operator assigned an alternative fuel vehicle shall use alternative fuel whenever available.

3.     An operator shall use fuel from regular unleaded self-service pumps.

4.     Except in the case of emergency, operators within the Capitol area shall use the ADOA Fleet Management facility to refuel Fleet Management vehicles.

B.    Purchases and repairs.

1.     An operator shall use the Fleet Management-issued credit card for purchases and repairs only on Fleet Management vehicles.

2.     An operator shall obtain authorization from the maintenance provider before making a purchase or repair for a Fleet Management vehicle that costs more than $50.00.

C.    Accident reporting.

1.     An operator shall report a fleet management vehicle accident to the police and shall make a written report to Fleet Management within 24 hours after the accident using the automobile loss report form contained in the accident reporting packet. If the operator is incapacitated, the operator’s supervisor shall make the report.

2.     The operator and the operator’s supervisor shall sign the automobile loss report and give it to Fleet Management within 24 hours after the accident.

3.     If another driver is involved, the operator shall request that the other driver fill out the witness information card located in the accident reporting packet. The operator shall obtain the name and telephone number of any witness.

4.     The operator shall submit the police report regarding the accident to Fleet Management within 10 calendar days after the accident.

D.    Traffic citations.

1.     An operator is personally responsible for the prompt payment of any fine for a moving or non-moving traffic citation, other than for mechanical failure, received while driving a Fleet Management vehicle.

2.     If a citation is received for mechanical failure, the operator shall, as soon as possible, deliver the vehicle, with the citation, to Fleet Management for repair.

3.     An operator who receives a traffic citation while driving a Fleet Management vehicle and fails to resolve the matter within 90 calendar days of the citation shall lose the privilege of operating a Fleet Management vehicle. The operator’s privilege shall be reinstated when the operator provides Fleet Management with verification that the operator paid the fine, successfully contested the traffic citation, or attended traffic school and possesses a valid driver’s license.

E.    Vehicle operation.

1.     The operator and all passengers shall wear seat belts while the vehicle is in motion.

2.     An operator is responsible for the safe and careful operation of a Fleet Management vehicle and for observing all directives issued by the Governor.

F.    Care of vehicles. An operator shall ensure that:

1.     A Fleet Management vehicle is properly warmed as prescribed in the vehicle operation manual before operation;

2.     A Fleet Management vehicle is kept clean and free of litter;

3.     Any defect or malfunction is promptly reported to Fleet Management. If the Fleet administrator determines that the operator is negligent and fails to safeguard the Fleet Management vehicle, the cost of any resulting damage shall be billed to the using agency;

4.     The vehicle maintenance schedule is followed. Fleet Management vehicles not brought in for scheduled service are subject to recall; and

5.     Smoking does not occur in a Fleet Management vehicle.

a.     If Fleet Management determines that smoking occurred in a Fleet Management vehicle, the operator’s agency shall be billed for the cleaning expense.

b.     A subsequent incident of smoking in a Fleet Management vehicle shall result in the operator losing the privilege to operate a Fleet Management vehicle.

G.    Taxi return. An operator shall return a taxi to Fleet Management on the return date specified, unless an extension of the return date is approved by the Fleet Administrator.

H.    Loaning vehicles to other state employees. An operator to whom a Fleet Management vehicle is dispatched is responsible for proper use of the vehicle. Before allowing another state employee to drive the vehicle, the operator to whom the vehicle is dispatched shall verify that the other state employee is properly licensed and instructed in the proper use of Fleet Management vehicles.

Historical Note

Adopted effective July 27, 1983 (Supp. 83-4). Section repealed, new Section adopted effective February 7, 1990 (Supp. 90-1). Transferred from R2-1-203 (Supp. 91-3). Amended by final rulemaking at 6 A.A.R. 4265, effective October 20, 2000 (Supp. 00-4).

R2-15-204.   Repealed

Historical Note

Adopted effective July 27, 1983 (Supp. 83-4). Section repealed, new Section adopted effective February 7, 1990 (Supp. 90-1). Transferred from R2-1-204 and paragraph labeling corrected (Supp. 91-3). Section repealed by final rulemaking at 6 A.A.R. 4265, effective October 20, 2000 (Supp. 00-4).

R2-15-205.   Vehicle Request Procedures

A.    Using agencies may request either taxis or extended dispatch vehicles.

B.    Taxis

1.     Fleet Management shall fill reservations for a taxi on a first-come, first-serve basis. Vehicles shall be reserved in person, by telephone, in writing, or by electronic means.

2.     Fleet Management shall hold a reserved taxi for one hour beyond the stipulated time of dispatch. If, by that time, the requesting agency does not pick up the taxi, the request shall be canceled and the taxi shall be dispatched to the next requestor.

3.     If a requesting agency fails to pick up a taxi, Fleet Management shall bill the agency for one day’s use.

C.    Extended dispatch vehicles

1.     An extended dispatch vehicle request shall be approved by the head of the requesting agency, or the agency head’s designee, and forwarded to the Fleet Administrator.

2.     If the extended dispatch vehicle request cannot be satisfied with existing resources, the requesting agency may request appropriated funds for purchase of a vehicle in the next budget cycle, coordinating the request with the Fleet Administrator and the Office of Strategic Planning and Budgeting.

3.     If funds are available, the requesting agency shall purchase the vehicle through Fleet Management and assign the vehicle to the Fleet Management maintenance and replacement program.

4.     The requesting agency shall transfer the appropriate funding to Fleet Management before the vehicle is ordered.

Historical Note

Adopted effective July 27, 1983 (Supp. 83-4). Section repealed, new Section adopted effective February 7, 1990 (Supp. 90-1). Transferred from R2-1-205 (Supp. 91-3). Amended by final rulemaking at 6 A.A.R. 4265, effective October 20, 2000 (Supp. 00-4).

R2-15-206.   Special Equipment

An agency requesting specially installed equipment such as two-way radios, sirens, cages, or tanks shall submit the request in writing to the Fleet Administrator. The using agency shall pay for the equipment, for installation of the equipment, and for restoration expenses or diminution in value caused by modifications made to install special equipment.

Historical Note

Adopted effective July 27, 1983 (Supp. 83-4). Editorial correction, subsection (B), paragraph (3) (Supp. 84-2). Section repealed, new Section adopted effective February 7, 1990 (Supp. 90-1). Transferred from R2-1-206 (Supp. 91-3). Amended by final rulemaking at 6 A.A.R. 4265, effective October 20, 2000 (Supp. 00-4).

 

R2-15-207.   Billing Rates

A.    Charges for extended dispatch vehicles are determined by a rate methodology that consists of a cost-per-month charge, a cost-per-mile charge, and a charge for fuel use.

B.    Charges for taxi vehicles are determined by a rate methodology that consists of a cost-per-day charge and a charge for fuel use.

C.    Fleet Management rates may vary from fiscal year to fiscal year depending upon the size of the fleet and the cost of new vehicles, maintenance, repairs, overhead, and insurance costs.

Historical Note

Adopted effective July 27, 1983 (Supp. 83-4). Section repealed, new Section adopted effective February 7, 1990 (Supp. 90-1). Transferred from R2-1-207 (Supp. 91-3). Amended by final rulemaking at 6 A.A.R. 4265, effective October 20, 2000 (Supp. 00-4).

R2-15-208.   Repealed

Historical Note

Adopted effective July 27, 1983 (Supp. 83-4). Repealed effective February 7, 1990 (Supp. 90-1). Transferred from R2-1-208 (Supp. 91-3).

R2-15-209.   Repealed

Historical Note

Adopted effective July 27, 1983 (Supp. 83-4). Section repealed, new Section adopted effective February 7, 1990 (Supp. 90-1). Transferred from R2-1-209 (Supp. 91-3). Section repealed by final rulemaking at 6 A.A.R. 4265, effective October 20, 2000 (Supp. 00-4).