W. Va. Code R. § 148-3-12 - Vehicle management programs provided by the Fleet Management Office

12.1. The Fleet Management Division will offer to spending units vehicle management programs including, but not limited to fuel purchasing, repairs and maintenance management, towing, and short-term vehicle rentals. If the Fleet Management Division provides a fuel or maintenance management program, agencies with state-owned vehicles must utilize the program provided. Agencies may request in writing an exemption from the management program with justification for the exemption. The Fleet Management Division will evaluate the request for exemption and recommend approval or denial of the request to the Secretary of the Department of Administration, who will make the final decision on approval or denial of the request for exemption.

12.2. Fuel purchases.

12.2.a. Fuel purchases made outside the fuel program provided by the Fleet Management Division must be reported to the Fleet Management Division on a per-vehicle basis. The mechanism to purchase fuel outside the program provided by the Fleet Management Division must be approved by the Fleet Management Division.

12.2.b. Vehicles enrolled in the fuel program provided by the Fleet Management Division must purchase all third-party fuel through the provided program.

12.2.c. All fuel purchases must be for regular unleaded or diesel, unless a higher grade or other type of fuel is required by the manufacturer. Any exception must be requested in writing by the spending unit and approved by the Fleet Management Division.

12.3. Repairs and maintenance.

12.3.a. All repairs and maintenance events must be reported and approved by the Fleet Management Division, regardless of whether the vehicle is enrolled in a maintenance management program provided by the Fleet Management Division.

12.3.b. The cost of repairs or replacement as a result of the vehicle not being maintained on a regular and routine basis are the responsibility of the spending unit to which the vehicle is assigned. It is the discretion of the head of the spending unit to take appropriate action with the vehicle operator.

12.4. Short-term rental pool.

12.4.a. The Fleet Management Division may maintain a pool of vehicles for short-term use by any agency that wishes to use a state vehicle when ownership of a vehicle may not be justifiable.

12.4.b. The Fleet Management Division is authorized to charge rental fees to agencies for use of the short-term rental pool vehicle.

12.5. The Fleet Management Division may collect an administrative fee from spending units for each vehicle assigned to the spending unit to offset the cost of vehicle management programs provided by the Fleet Management Division.

12.5.a. The administrative fee must be approved by the Secretary of the Department of Administration.

12.5.b. The Fleet Management Division may suspend any vehicle management services provided for any spending unit that becomes delinquent more than 90 days in administrative fees due, or for vehicles subject to a financing arrangement, the Fleet Management Division may require the return of the vehicle.

Notes

W. Va. Code R. § 148-3-12