Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 5040 - STATE VEHICLES AND GARAGE › Subpart B - ACQUISITION › Section 5040.270 - Requests for Acquisition of Vehicles

Current through Register Vol. 48, No. 28, July 12, 2024
All requests to purchase new or used, lease or acquire
				  surplus (including inter-agency transfer) general purpose passenger and light
				  duty vehicles other than rental require written submission including the
				  signature of the requesting agency head using the current Agency Fleet Request
				  template and approval by the DOV Manager (located at
				  https://cms.portal.illinois.gov/DOV/vc/default.aspx). The template consists of
				  the following elements: instructions for completing the Agency Fleet Request;
				  annual mileage information; estimated useful service life; vehicle purchase
				  price, repair price, residual value, parking and operating costs; financial
				  information; vehicle and agency information; agency vehicle use information;
				  exception request information and review criteria under Section 5040.210 and
				  subsection (c)(1) of this Section, and flexible or hybrid fuel requirements.
				  DOV will be responsible for passenger vehicle acquisitions for agencies under
				  the Governor, excluding Illinois State Police and the Illinois Department of
				  Transportation. Costs associated with these acquisitions shall be paid by the
				  acquiring agencies pursuant to the applicable quarterly rate schedule for the
				  CMS Vehicle Usage Program.
a) Agency
				requests shall be submitted by Agency Vehicle Coordinators/Vehicle Use Officers
				using the current CMS Agency Fleet Request maintained on the DOV website and
				distributed to Coordinators at least annually. If necessary, CMS may request
				additional information.
b) All
				acquisition requests, whether replacements or additions to fleet, must be
				justified based on work needs. The need for the vehicle and the type requested
				must be documented.
c) Requests
				shall be evaluated using the following non-exhaustive criteria:
1) Whether purchasing a vehicle is the most
				cost effective solution for the State. The most economical mode of
				transportation should be used to carry out State business. Cost effective
				transportation for State employees can be obtained through the use of
				State-owned vehicles or by paying for miles traveled, including reimbursement
				for the use of a personally owned vehicle if operationally feasible. State
				vehicles should be purchased/owned when that is the lowest cost alternative for
				the State and when the vehicles will be fully utilized in terms of business
				mileage.
A) Factors determining which
				transportation option is cheaper vary, depending on the cost of fuel and the
				cost of buying and owning vehicles versus the cost of reimbursement. Additional
				factors to consider when determining if acquiring a vehicle is efficient are:
				annual overall miles, annual business miles, percentage of commuting miles (if
				applicable), cargo, passenger carrying, or other special equipment needs. CMS
				may also approve vehicle acquisitions that are in the State's best interests
				based on criteria in addition to mileage break-even. For example, developing
				technologies, including hybrid or electric vehicles, have been determined to be
				beneficial to the State due to reduced harmful emissions.
B) A break-even mileage reference point will
				be maintained by DOV for use in determining efficient vehicle purchase
				decisions. New, used and leased general purpose passenger and light duty
				vehicles should generally be approved to be acquired when they will be fully
				utilized at or beyond the current standard set by CMS for economic break-even
				to ensure the State is providing transportation to employees at the lowest
				possible cost. Usage less than economic break-even may be approved by the DOV
				Manager upon explanation from the agency head of operational needs justifying
				lesser usage, when there is no alternative available to carry out agency work
				functions, or when it is in the State's best interests to do so. As available,
				vehicles obtained from CMS, Surplus Property should be substituted for new
				vehicles when operationally efficient to reduce the State's cost per
				mile.
C) A break-even mileage
				threshold by vehicle type will be maintained and published on the DOV website
				and through communications with Agency Vehicle Coordinators/Vehicle Use
				Officers at least annually for use in making cost effective vehicle and
				employee transportation decisions. Break-even information will be one of the
				factors CMS considers when making a determination on a vehicle acquisition
				request.
D) The formula used to
				calculate break-even mileage is:
Click
				  here to view image.
When:
BE
=
Break-even - Accumulated miles required to offset the
							 cost of owning a vehicle when it becomes cheaper than paying an employee for
							 the reimbursement of mileage utilizing a personal vehicle for State business
							 use.
FC
=
Fixed cost - The cost of a vehicle divided by its
							 estimated useful life, plus the cost of insurance.
RR
=
Reimbursement rate - The rate paid to State employees
							 for use of a personal vehicle for State business as established by the Travel
							 Control Board (80 Ill. Adm. Code 2800) and CMS policy.
OC
=
Operating or variable cost - Maintenance, repairs and
							 fuel.