Chapter 3: Fleet Management Plan
3.1 Vehicle Fleet Management Plan
Texas Government Code, Chapter 2171, Subchapter C, Vehicle Fleet Services, mandates the Office of Vehicle Fleet Management (OVFM) of the Office of the Texas Comptroller of Public Accounts (CPA), as directed by the State Council on Competitive Government (CCG), to develop a management plan for the state's fleet. This plan is to provide detailed recommendations for improving administration and operation of the state's vehicle fleet.
The State Vehicle Fleet Management Plan (the plan) addresses state agencies to include institutions of higher education and provides additional direction to implement the provisions of the bill. UTEP will strive to comply with the provisions of HB 3125.
The Office of Vehicle Fleet Management (OVFM) is the program of the Texas Procurement and Support Services Division (TPASS) charged with the establishment and management of the state vehicle reporting system to assist agencies in the management of their vehicle fleets. The requirement to manage the state vehicle reporting system, in addition to the Vehicle Fleet Management Plan, is found in the Texas Government Code, Chapter 2171, Subchapter C. Vehicle Fleet Services.
These directives address the OVFM responsibilities of establishing the vehicle reporting system to collect state agency fleet reports on fleet inventory, operating costs and other fleet related data. Additionally, OVFM monitors agency compliance with the state's alternative fuel program purchasing requirements in accordance with the Texas Government Code, Chapter 2158, Subchapter A and vehicle utilization information in accordance with Texas Government Code, Chapter 2203 Use of State Property, Section 2203.004.
3.2 Vehicle Assignment and Use
Motor vehicles owned by the University will be used solely for official business. Official business is defined as use that supports and provides a direct benefit to this University.
Motor Pool - The University maintains a portion of its fleet in a Motor Pool for use by University faculty/staff on official University business.
Vehicle / Field Assignment - Vehicles purchased with state appropriated funds, may be assigned to field employees providing specific criteria is met. The vehicle must be utilized to serve a mission critical function for an approved activity. Annual utilization must meet the minimum use criteria established by the "The Plan". UTEP does not assign vehicles to individual Administrative or Executive employees.
Vehicle / Departmental Assignment - Vehicles purchased with state funds and assigned to service departments on a permanent basis, must meet mission critical and specific use criteria. Departmental assigned vehicles are generally assigned to provide on campus service needs, i.e. (plant maintenance, grounds, electric, plumbing, carpentry, paint, etc.)
3.3 Vehicle Replacement
The guidelines adapted by the University provide minimum replacement goals for routine vehicle replacement. Attainment of these goals should minimize fleet capital and operating costs. In general, most vehicles should be replaced when they reach 6 years (72 months) of service or 100,000 miles, whichever comes first. However, there may be circumstances in which vehicles may be replaced sooner (such as excessive maintenance or repair costs) or retained longer (such as unusually low maintenance costs). We will utilize the table in HB-3125 that details replacement goals for different types of vehicles and vehicle uses as a guide for vehicle replacement recommendations.
Specialized equipment, such as heavy construction equipment, may not fall under any of the above categories. Such equipment may be considered for replacement according to other criteria, such as hours in service.
3.4 Fleet Fueling Policy
The University utilizes the statewide contract with Voyager for retail fuel dispensing services. Fuel cards are issued to specific vehicles. The Physical Plant maintains two regular unleaded fuel pumps and one diesel fuel pump on campus. Unless specifically prohibited by manufacturer warranty or recommendations, all state vehicles operating on gasoline shall use regular unleaded gasoline.
3.4.1 Use of Alternative Fuels
Vehicles capable of using alternative fuels will use them exclusively except in certain cases specified in Title 1, Texas Administrative Code, Chapter 125, Section 125.69. Exceptions are:
- where and when the alternative fuel is not available;
- the range of the alternative fuel is insufficient to complete a round trip, in which case the alternative fuel shall be used until exhausted, with conventional gasoline or diesel fuel used only to complete the trip or until the alternative fuel is available;
- when the alternative fuel costs more than conventional gasoline or diesel;
- when conversion equipment is not working or is unsafe to operate, in which case timely repairs or inspections shall be made so that the vehicle may continue to operate on the alternative fuel; and
- when operating exclusively on an alternative fuel is contrary to the vehicle manufacturer or alternative fuel conversion equipment vendor recommendations.
3.4.2 Refueling at Self-Service Islands or Central Fueling Facilities Only
University employees will use self-service islands when refueling at retail fueling stations.
3.5 Sale of Excess Vehicles
The Fleet Operations Manager will determine when a vehicle is no longer practicable for use and declare the vehicle as surplus. Utilizing established State guidelines, the Materials Management Department will offer the excess vehicle together with other University surplus for sale to the highest bidder. Proceeds from the sale will be deposited to a designated University account.
3.6 Alternative Vehicle Use Option
Where cost savings are identified and appropriate approvals are secured, employees can utilize personal vehicles and apply for reimbursement through the appropriate channels.
3.7 Data Collection and Agency Reporting
The University of Texas at El Paso currently utilizes the "Texas Fleet Management System (TxFS)" software to provide CPA information about the University's fleet.
