reglab/statecodes huggingface dataset:
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 5020 - FEDERAL SURPLUS PROPERTY: ILLINOIS STATE PLAN, STATE AGENCY FOR FEDERAL SURPLUS PROPERTY › Subpart A - GENERAL › Section 5020.120 - Applicability

Current through Register Vol. 48, No. 28, July 12, 2024
a) This Part applies to
				any activity of the Department of Central Management Services pertaining to the
				acquisition, accountability, control, and distribution of all tangible personal
				property acquired by the State of Illinois through the Federal Donation Program
				( 41 CFR 101-44, February 1980).
b)
				This Part applies to all Eligible Recipients. For the purposes of these rules,
				the term "Eligible Recipients" means and includes the following:
1) Public Agencies
A) States, their departments, divisions, and
				other instrumentalities.
B)
				Political sub-divisions of States, including cities, counties, and other local
				governmental units and economic-development districts.
C) Instrumentalities created by compact or
				agreements between States or political sub-divisions.
D) Indian tribes, bands, groups, pueblos, or
				communities located on State reservations.
E) Volunteer fire districts and/or
				departments.
F) Programs for the
				elderly.
G) Food banks.
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 5020 - FEDERAL SURPLUS PROPERTY: ILLINOIS STATE PLAN, STATE AGENCY FOR FEDERAL SURPLUS PROPERTY › Subpart B - ELIGIBILITY AND RESPONSIBILITY › Section 5020.200 - Determination of Eligible Recipients

Current through Register Vol. 48, No. 28, July 12, 2024
a) The following organizations shall be
				eligible to become recipients of Federal Surplus property:
1) State Agencies, Officers and Executive
				Code Departments.
2) Municipalities
				and Other Units of Local Government.
3) Private, Non-Profit, Tax Exempt
				Organizations.
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 5020 - FEDERAL SURPLUS PROPERTY: ILLINOIS STATE PLAN, STATE AGENCY FOR FEDERAL SURPLUS PROPERTY › Subpart B - ELIGIBILITY AND RESPONSIBILITY › Section 5020.210 - Authorized Representative File

Current through Register Vol. 48, No. 28, July 12, 2024
Recipients without an authorization letter on file shall
				  receive authorization when they provide a letter of official
				  authorization.
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 5020 - FEDERAL SURPLUS PROPERTY: ILLINOIS STATE PLAN, STATE AGENCY FOR FEDERAL SURPLUS PROPERTY › Subpart B - ELIGIBILITY AND RESPONSIBILITY › Section 5020.220 - Notice to the Public of SASP Activities

Current through Register Vol. 48, No. 28, July 12, 2024
a) The SASP shall meet periodically with both
				public and private non-profit recipients to discuss the SASP'S policy,
				procedure and programs.
b) The SASP
				shall also publish a bulletin or newsletter at regular intervals, publicizing
				the SASP offerings and programs, for distribution to recipients.
c) The SASP shall actively seek opportunities
				to contact prospective recipients and encourage them to participate in the
				surplus property program.
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 5020 - FEDERAL SURPLUS PROPERTY: ILLINOIS STATE PLAN, STATE AGENCY FOR FEDERAL SURPLUS PROPERTY › Subpart B - ELIGIBILITY AND RESPONSIBILITY › Section 5020.230 - Cooperative Agreements

Current through Register Vol. 48, No. 28, July 12, 2024
When the SASP feels that it is advantageous to do so the SASP
				  shall enter into cooperative agreements with recipients, other State
				  governments and Federal agencies, when such cooperative agreements will
				  increase the fair and equitable distribution of Federal
				  property.
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 5020 - FEDERAL SURPLUS PROPERTY: ILLINOIS STATE PLAN, STATE AGENCY FOR FEDERAL SURPLUS PROPERTY › Subpart C - DISTRIBUTION OF FEDERAL SURPLUS PROPERTY › Section 5020.300 - Distribution of Surplus Property

Current through Register Vol. 48, No. 28, July 12, 2024
a) The SASP shall make property available to
				eligible recipients on a fair and equitable basis.
b) The following factors shall be considered
				in distributing property:
1) Relative
				needs.
2) Relative
				resources.
3) Ability to utilize
				the property.
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 5020 - FEDERAL SURPLUS PROPERTY: ILLINOIS STATE PLAN, STATE AGENCY FOR FEDERAL SURPLUS PROPERTY › Subpart C - DISTRIBUTION OF FEDERAL SURPLUS PROPERTY › Section 5020.310 - Distribution of Major Items

Current through Register Vol. 48, No. 28, July 12, 2024
a) To insure that recipients located some
				distance away from the Surplus Distribution Center receive their fair share of
				the major items of surplus distributed, such recipients may submit a "want
				list" to the SASP.
b) Items which
				may be requested on such lists include, but are not limited to:
1) Vehicles.
2) Materials handling equipment.
3) Machine tools.
4) Generators.
5) Air compressors.
6) Business machines.
7) Boats.
8) Aircraft.
9) Items of electronic or scientific
				equipment.
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 5020 - FEDERAL SURPLUS PROPERTY: ILLINOIS STATE PLAN, STATE AGENCY FOR FEDERAL SURPLUS PROPERTY › Subpart C - DISTRIBUTION OF FEDERAL SURPLUS PROPERTY › Section 5020.320 - Distribution of Small Items

Current through Register Vol. 48, No. 28, July 12, 2024
a) Small miscellaneous items such as nuts,
				bolts and washers shall be available to recipients to select and pick up at the
				SASP warehouse or other designated sites.
b) The quantity distributed to any one donee
				may be limited depending on the total quantity on hand.
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 5020 - FEDERAL SURPLUS PROPERTY: ILLINOIS STATE PLAN, STATE AGENCY FOR FEDERAL SURPLUS PROPERTY › Subpart C - DISTRIBUTION OF FEDERAL SURPLUS PROPERTY › Section 5020.330 - Preference Given to Disaster Victims

Current through Register Vol. 48, No. 28, July 12, 2024
a) Recipients who experience a local disaster
				or loss of property due to fire, floods, tornadoes or other causes shall be
				given temporary priority during the emergency conditions for all requested
				surplus property.
b) The SASP shall
				make a special effort to locate and distribute surplus property to such
				recipients.
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 5020 - FEDERAL SURPLUS PROPERTY: ILLINOIS STATE PLAN, STATE AGENCY FOR FEDERAL SURPLUS PROPERTY › Subpart C - DISTRIBUTION OF FEDERAL SURPLUS PROPERTY › Section 5020.340 - Competing Requests For Surplus Property

Current through Register Vol. 48, No. 28, July 12, 2024
a) When one or more potential recipients
				requests the same item of surplus property, the SASP shall award the item after
				considering each recipient's need, resources and ability to utilize.
b) The decision of the SASP in such awards
				shall be final.
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 5020 - FEDERAL SURPLUS PROPERTY: ILLINOIS STATE PLAN, STATE AGENCY FOR FEDERAL SURPLUS PROPERTY › Subpart D - TRANSFERABLE PROPERTY › Section 5020.400 - Conditions Placed on the Transfer of Surplus Property

Current through Register Vol. 48, No. 28, July 12, 2024
a) The SASP shall require as a condition of
				transfer:
1) That all items donated with an
				acquisition cost of $3000 or less must be placed into use within one year of
				donation.
2) That all items donated
				with an acquisition cost of $3000 or less must be used for one year after being
				placed in use or otherwise returned to the SASP.
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 5020 - FEDERAL SURPLUS PROPERTY: ILLINOIS STATE PLAN, STATE AGENCY FOR FEDERAL SURPLUS PROPERTY › Subpart D - TRANSFERABLE PROPERTY › Section 5020.410 - Special Conditions on Transfer of Motor Vehicles

Current through Register Vol. 48, No. 28, July 12, 2024
a) All passenger motor vehicles donated shall
				be placed into use within one year of donation.
b) All passenger motor vehicles donated must
				be used for eighteen months after being placed in use or otherwise returned to
				the SASP.
c) Combat Type Aircraft:
1) All combat type aircraft are subject to
				permanent restrictions imposed by the Federal Government Pursuant to 41 CFR 101
				- 44.108 - 2(b) (February 1980).
2)
				Combat type aircraft are also subject to all terms and restrictions contained
				in the "Conditional Transfer Document" form ( 41 CFR 101 - 44.108 - 2, February
				1980).
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 5020 - FEDERAL SURPLUS PROPERTY: ILLINOIS STATE PLAN, STATE AGENCY FOR FEDERAL SURPLUS PROPERTY › Subpart D - TRANSFERABLE PROPERTY › Section 5020.420 - Restrictions on Surplus Property Other Than Motor Vehicles

Current through Register Vol. 48, No. 28, July 12, 2024
Surplus property, other than motor vehicles, having an
				  acquisition cost of $3,000 or more is subject to restrictions on its use,
				  transfer and disposal for eighteen months from the date the property is placed
				  in service ( 41 CFR 101 - 44.202(c)(6), February 1980).
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 5020 - FEDERAL SURPLUS PROPERTY: ILLINOIS STATE PLAN, STATE AGENCY FOR FEDERAL SURPLUS PROPERTY › Subpart D - TRANSFERABLE PROPERTY › Section 5020.430 - Waiver of Conditions or Restrictions

Current through Register Vol. 48, No. 28, July 12, 2024
a) The SASP shall amend, modify or grant
				release of any term, condition, reservation or restriction the SASP has imposed
				on the transfer, use or disposal of surplus property when:
1) The conditions which make the waiver
				necessary include but are not limited to the type of equipment, the condition
				of equipment, that which is in the best interest of the public welfare, health
				and safety of the donee organization; and
2) the conditions which make the waiver
				necessary have been reduced to writing; and
3) the conditions which make the waiver
				necessary have received Federal General Services' Administration's
				approval.
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 5020 - FEDERAL SURPLUS PROPERTY: ILLINOIS STATE PLAN, STATE AGENCY FOR FEDERAL SURPLUS PROPERTY › Subpart D - TRANSFERABLE PROPERTY › Section 5020.440 - Issue Document

Current through Register Vol. 48, No. 28, July 12, 2024
a) A
				recipient shall not be issued any surplus property until an invoice and receipt
				for the property has been signed by an authorized representative, as noted in
				the authorized representative file, of the recipient.
b) A copy of each invoice and receipt shall
				be filed in the recipients' file by the SASP.
Recipients' files shall contain copies of invoices and
				  receipts for all property issued to that recipient.
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 5020 - FEDERAL SURPLUS PROPERTY: ILLINOIS STATE PLAN, STATE AGENCY FOR FEDERAL SURPLUS PROPERTY › Subpart E - IMPLEMENTATION OF SERVICE CHARGES › Section 5020.500 - Service Charges

Current through Register Vol. 48, No. 28, July 12, 2024
a)
				The SASP shall be financed through the assessment of a service charge on all
				surplus property distributed.
b)
1) The service charge shall be assessed at a
				rate to cover all costs involved in acquiring and distributing surplus
				property. In determining what is fair and equitable charge, the SASP shall
				consider the criteria set forth in Section
				5.10 of these
				rules.
2) The service charges shall
				be fair and equitable in relation to the service performed. Emphasis shall be
				placed on keeping the service charge to a minimum while providing optimum
				service and maintaining the SASP activity on a sound financial basis.
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 5020 - FEDERAL SURPLUS PROPERTY: ILLINOIS STATE PLAN, STATE AGENCY FOR FEDERAL SURPLUS PROPERTY › Subpart E - IMPLEMENTATION OF SERVICE CHARGES › Section 5020.510 - Criteria Used to Set Service Charges

Current through Register Vol. 48, No. 28, July 12, 2024
a) Total service charges collected shall be
				based on the pro rated expenses incurred annually by the SASP. Such costs
				include, but are not limited to charges for:
1) Personnel,
2) Transportation,
3) Utilities,
4) Fuels,
5) Telephone service,
6) Warehousing and storage,
7) Insurance,
8) Printing,
9) Office supplies,
10) Travel expenses,
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 5020 - FEDERAL SURPLUS PROPERTY: ILLINOIS STATE PLAN, STATE AGENCY FOR FEDERAL SURPLUS PROPERTY › Subpart E - IMPLEMENTATION OF SERVICE CHARGES › Section 5020.520 - Reduction of Service Charge

Current through Register Vol. 48, No. 28, July 12, 2024
At any point when audits reveal a surplus of working capital,
				  the SASP shall reduce service charges until a balance between costs and income
				  is achieved.
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 5020 - FEDERAL SURPLUS PROPERTY: ILLINOIS STATE PLAN, STATE AGENCY FOR FEDERAL SURPLUS PROPERTY › Subpart F - AUDITING AND COMPLIANCE REQUIREMENTS › Section 5020.600 - Compliance Inspection

Current through Register Vol. 48, No. 28, July 12, 2024
a)
				The SASP shall conduct a regular program of inspection to insure that
				recipients are utilizing Federal property in the correct manner and are used in
				compliance with applicable Federal standards, guidelines or restrictions
				pursuant to 41 CFR 110 - 44.202(c)(10) (February 1980). Inspections shall be
				conducted on a random basis.
b)
				Such inspections shall survey a minimum of 10% of all property subject to 18
				month restrictions distributed during the preceding year which are subject to
				18 month restrictions pursuant to 41 CFR 110 - 44.202(c)(10) (February
				1980).
c) A report shall be
				prepared by the SASP summarizing the results of these investigations,
				including:
1) The names of all recipients
				visited.
2) A list of property
				inspected.
3) Any violations
				discovered.
4) Any corrective
				actions taken.
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 5020 - FEDERAL SURPLUS PROPERTY: ILLINOIS STATE PLAN, STATE AGENCY FOR FEDERAL SURPLUS PROPERTY › Subpart F - AUDITING AND COMPLIANCE REQUIREMENTS › Section 5020.610 - Return of Donated Property

Current through Register Vol. 48, No. 28, July 12, 2024
a) In the event that the SASP determines that
				a recipient has not put an item of surplus property into use within one year of
				the receipt of the property or has not used the property in accordance with any
				special restrictions that might pertain to that surplus property, the SASP
				shall instruct the recipient to:
1) Return
				the surplus property to the SASP warehouse at the recipient's
				expense.
2) Retransfer the property
				to another recipient, SASP, or to a Federal agency.
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 5020 - FEDERAL SURPLUS PROPERTY: ILLINOIS STATE PLAN, STATE AGENCY FOR FEDERAL SURPLUS PROPERTY › Subpart F - AUDITING AND COMPLIANCE REQUIREMENTS › Section 5020.620 - Non-Utilized Surplus Property

Current through Register Vol. 48, No. 28, July 12, 2024
a) All property which has been in the
				possession of the SASP for 18 months which has not been distributed to eligible
				recipients shall be reported to the Federal General Services
				Adminstration.
b) Upon receiving
				authorization from the Federal General Services Administration, the SASP shall
				proceed to dispose of the property as directed by the Federal General Services
				Administration, by:
1) Transferring the
				property to another SASP or a Federal agency.
2) Disposing of the property at public
				sale.
3) Abandoning or destroying
				the property.
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 5020 - FEDERAL SURPLUS PROPERTY: ILLINOIS STATE PLAN, STATE AGENCY FOR FEDERAL SURPLUS PROPERTY › Subpart F - AUDITING AND COMPLIANCE REQUIREMENTS › Section 5020.630 - Report of Fraud or Misuse of Surplus Property

Current through Register Vol. 48, No. 28, July 12, 2024
Where the SASP uncovers evidence that there has been fraud in
				  acquiring surplus property or misuse of surplus property, the SASP shall
				  conduct a preliminary investigation to determine if a formal investigation is
				  necessary. A formal investigation shall be requested if the preliminary
				  investigation fails to resolve questions on the use of the property or
				  indicates a possible criminal violation. Where there is need for formal
				  investigation the SASP shall notify and cooperate with the Illinois Department
				  of Law Enforcement, the FBI and the Federal General Services
				  Adminstration.
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 5030 - PERSONAL USE OF STATE TELEPHONES › Section 5030.100 - Authority

Current through Register Vol. 48, No. 28, July 12, 2024
This Part is promulgated in accordance with Illinois Revised
				Statutes 1981, ch. 127, pars. 16, 63b13.18 and 63b13.22.
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 5030 - PERSONAL USE OF STATE TELEPHONES › Section 5030.110 - Provision of Telephone Service

Current through Register Vol. 48, No. 28, July 12, 2024
The State shall provide and pay for telephone service adequate
				to conduct State business, consistent with the telephone usage policy contained
				in Section
				5030.130.
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 5030 - PERSONAL USE OF STATE TELEPHONES › Section 5030.120 - Applicability

Current through Register Vol. 48, No. 28, July 12, 2024
This Part applies to all departments, officers, commissions,
				boards, institutions and bodies politic and corporate of the State except the
				General Assembly, legislative service agencies and all officers of the General
				Assembly. The telephone usage policy set forth in Section
				5030.130
				applies to all departments, officers, commissions and boards under the
				Governor's jurisdiction. Other State officers may adopt the policy or may
				implement their own policy if they choose to do so.
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 5030 - PERSONAL USE OF STATE TELEPHONES › Section 5030.130 - Telephone Usage Policy

Current through Register Vol. 48, No. 28, July 12, 2024
a)
			 The intent of this policy is to permit State employees to make reasonable, as
			 defined in subsection (b) and (c) of this Section, use of State telephone
			 systems and, at the same time, to guard against telephone abuse.
b) The use of State telephone services is
			 limited to official business. Official business calls include emergency calls
			 and calls that are in the best interest of the State. A call shall be
			 considered as authorized in the best interest of the State if it meets the
			 following criteria:
1) It does not adversely
			 affect the performance of official duties by the employee or the employee's
			 organization,
2) It is of
			 reasonable duration and frequency, in accordance with subsection (c) of this
			 Section, and
3) It could not have
			 reasonably, in accordance with subsection (c) of this Section, been made during
			 non-work hours.
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 5030 - PERSONAL USE OF STATE TELEPHONES › Section 5030.140 - Discipline

Current through Register Vol. 48, No. 28, July 12, 2024
Employees are put on notice that payment of toll and other
				charges does not prevent an agency from instituting appropriate disciplinary
				action.
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 5040 - STATE VEHICLES AND GARAGE › Subpart A - GENERAL › Section 5040.100 - Authority

Current through Register Vol. 48, No. 28, July 12, 2024
This Part is promulgated under the authority of Sections
				  405-215, 405-280 and 405-285 of the Department of Central Management Services
				  Law [20 ILCS 405/405-215, 405 -280 and 405-285] and Sections 1 and 2 of the
				  State Vehicle Identification Act [30 ILCS 610/1 and 2 ].
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 5040 - STATE VEHICLES AND GARAGE › Subpart A - GENERAL › Section 5040.110 - Policy

Current through Register Vol. 48, No. 28, July 12, 2024
The Department of Central Management Services (CMS) shall be
				  responsible for the proper operation of the State garages and for ensuring that
				  vehicles necessary for the operation of State government are acquired,
				  maintained and used in the most efficient and least costly manner that comports
				  with the State's needs. State vehicles shall only be used for the performance
				  of State duties and purposes incident to the performance of those duties. As
				  set forth in further detail in this Part, each State agency, with the
				  assistance of the vehicle use officer, shall draft a vehicle use policy that is
				  at least as stringent as this Part.
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 5040 - STATE VEHICLES AND GARAGE › Subpart A - GENERAL › Section 5040.120 - Applicability

Current through Register Vol. 48, No. 28, July 12, 2024
a) This Part applies to
				all State entities in the executive branch of State government.
b) Section
				5040.210
				(Fuel Economy Standards) applies to all State entities.
c) State colleges and universities may
				administer their own garages and are not required to abide by this Part, except
				for Section 5040.210.
d) Vehicle
				Services Offered by CMS
1) Management of State
				Fleet and Vehicle Acquisitions
2)
				Usage/Maintenance Programs
3)
				Maintenance and Repair
4) CMS Fleet
				Credit Card and Fuel/Vendor Fleet Car Services
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 5040 - STATE VEHICLES AND GARAGE › Subpart A - GENERAL › Section 5040.130 - Definitions

Current through Register Vol. 48, No. 28, July 12, 2024
"Agency Head" - The top appointed or elected person within a
				  State entity or the person authorized to act in his or her behalf.
"Agency Vehicle Coordinator/Vehicle Use Officer" - The
				  individual designated by each State agency utilizing CMS, Division of Vehicles
				  services to act as the agency's liaison with DOV.
"CMS" - The Illinois Department of Central Management
				  Services.
"CMS Fleet Card" - A card issued by CMS as a means of
				  identifying a particular piece of equipment used to purchase fuel, maintenance
				  and repair goods and services.
"DOV" - The CMS Division of Vehicles.
"Equipment" - Any motorized implement or vehicle used to
				  perform official State business.
"Executive Department" - All departments, boards, commissions
				  and agencies of the State of Illinois subject to the Governor.
"General Purpose Passenger and Light Duty Vehicles" - Cars,
				  minivans, sport utility vehicles, crossovers or other vehicles with not more
				  than a 10 passenger capacity, and/or vans, pickups or trucks with 8,000 lbs. or
				  less gross vehicle weight rating.
"Law" - The Department of Central Management Services Law [20
				  ILCS 405 ].
"State Employee" - Any person who is paid on a State warrant
				  or providing a service to the State and who has permission from the "agency
				  head" may use a State vehicle.
"Vehicle" - Any automobile, truck or other conveyance capable
				  of independent locomotion on the roads and highways of the State other than
				  special mobile equipment as defined in Section 1-100 of the Illinois Vehicle
				  Code [625 ILCS 5/1-100
				  ].
"Vendor Fleet Card" - A card issued by a private vendor,
				  under contract with CMS, as a means of identifying a particular piece of
				  equipment and used to purchase fuel and maintenance and repair goods and
				  services.
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 5040 - STATE VEHICLES AND GARAGE › Subpart B - ACQUISITION › Section 5040.200 - Acquisition of Vehicles

Current through Register Vol. 48, No. 28, July 12, 2024
CMS shall acquire or make contracts for the acquisition of
				  all passenger cars necessary for the operations of the executive branch of
				  State government. In certain exceptional circumstances, CMS may acquire
				  passenger vans designed for carrying up to 15 persons. Vehicles will be
				  acquired in accordance with Section 405-280 of the Law and this
				  Part.
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 5040 - STATE VEHICLES AND GARAGE › Subpart B - ACQUISITION › Section 5040.210 - Fuel Economy Standards

Current through Register Vol. 48, No. 28, July 12, 2024
All new passenger automobiles purchased or leased by any
				  State entity or used passenger automobiles obtained from Property Control
				  (including inter-agency transfer) must be rated by the U.S. Environmental
				  Protection Agency as meeting the minimum average fuel economy for the model
				  year of the automobile, in miles per gallon, imposed upon manufacturers of
				  vehicles pursuant to Title V of the Motor Vehicle Information and Cost Savings
				  Act ( 15 USC 2001 et seq.) as amended.
a) Exceptions: Exceptions to the mileage
				standards set forth in the Motor Vehicle Information and Cost Savings Act may
				be authorized by CMS to be submitted to the State Purchasing Officer for final
				approval. Acquisition of any statutorily excepted vehicles is allowable, but a
				statement must accompany the acquisition request indicating why a more
				economical vehicle cannot fulfill the operational needs of the
				agency.
b) Requests for Exceptions:
				Requests for exceptions must be made on the Vehicle Acquisition Request form
				provided by CMS and be signed by the executive head of the requesting agency.
				Requests must fully describe the circumstances necessitating a non-compliant
				vehicle.
c) Evaluation of Exception
				Request: CMS will review each exception request and, if CMS believes an
				exception is warranted, CMS will submit the exception request to the State
				Purchasing Officer for final approval. No exception request will be submitted
				to the State Purchasing Officer for final approval unless it is clear from the
				agency request that a non-compliant vehicle is necessary in order to carry out
				the functions of the requesting agency.
d) In response to an exception request, CMS
				may suggest a more economical alternative to the agency head. If the agency
				head can demonstrate that the alternate vehicle will not allow the agency to
				carry out its statutory functions, and that no other vehicles meeting the
				standards are available or could similarly carry out the agency's functions,
				CMS will recommend to the State Purchasing Officer that the requested exception
				be granted.
e) Rental Vehicles:
				Agency personnel renting vehicles from private firms are to utilize the most
				fuel efficient vehicle available from the rental firm that meets agency
				needs.
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 5040 - STATE VEHICLES AND GARAGE › Subpart B - ACQUISITION › Section 5040.220 - Availability of Vehicles

Current through Register Vol. 48, No. 28, July 12, 2024
Vehicles will be made available to State agencies under one
				  or more of the following plans:
a)
				Agency Purchase
b) Surplus
				Acquisition
c) Motor Pool Lease or
				Rental
d) Private Firm Lease or
				Rental
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 5040 - STATE VEHICLES AND GARAGE › Subpart B - ACQUISITION › Section 5040.230 - Agency Purchase

Current through Register Vol. 48, No. 28, July 12, 2024
With the prior approval of CMS, an agency with sufficient
				  appropriation may purchase vehicles under a CMS contract or, if approved,
				  through a bid let or awarded in accordance with Section
				  5040.270.
				  The vehicle will be assigned to the using agency as long as the use and
				  condition of the vehicle meet standards set forth in this Part. DOV will make
				  purchases of passenger vehicles for agencies under the Governor, excluding
				  Illinois State Police and the Illinois Department of Transportation, and
				  provide them to agencies through its Vehicle Usage Program. Agencies may be
				  delegated authority to purchase vehicles from other sources when in the best
				  interests of the State.
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 5040 - STATE VEHICLES AND GARAGE › Subpart B - ACQUISITION › Section 5040.250 - Private Firm Lease or Rental

Current through Register Vol. 48, No. 28, July 12, 2024
CMS will determine when it is in the State's best interests
				  to establish contracts for use by executive agencies for vehicle purchase,
				  sharing, rental or lease. Executive agencies will utilize contracts established
				  by CMS for these purposes. Approval of vehicle purchase or lease for more than
				  30 days is subject to compliance with the requirement of Section
				  5040.270.
				  For purposes of this Part, "rental" refers to a term of 30 days or
				  less.
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 5040 - STATE VEHICLES AND GARAGE › Subpart B - ACQUISITION › Section 5040.260 - Use of Personal Vehicles on State Business

Current through Register Vol. 48, No. 28, July 12, 2024
a) In specific instances for specific travel
				requirements where a state-owned vehicle is not available or where it is
				otherwise in the best interest of the State, the agency head or his/her
				designate may authorize an employee to use the employee's personal vehicle on
				State business.
b) Any compensation
				to an employee for use of a personal vehicle on State business shall be in
				accordance with the Travel Regulations promulgated by the appropriate Travel
				Control Board.
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 5040 - STATE VEHICLES AND GARAGE › Subpart C - USE OF VEHICLES › Section 5040.300 - Use of Vehicles

Current through Register Vol. 48, No. 28, July 12, 2024
a)
				Vehicles shall be used in accordance with the policies and conditions set forth
				in this Section.
b) Each State
				agency, with the assistance of the Vehicle Use Officer, shall draft a vehicle
				use policy. All vehicle use policies, other than those drafted by a
				constitutional officer, shall be submitted to DOV and shall be made publicly
				available on CMS' website. A State agency's vehicle use policy must be at least
				as stringent as this Part and shall include the following:
1) requirements and procedures concerning
				take-home vehicles, including requirements for emergency use of take-home
				vehicles and restrictions on the use of these vehicles solely for commuting;
				and
2) requirements and procedures
				concerning daily vehicle use logs and mileage recording. [30 ILCS
				617/10 ]
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 5040 - STATE VEHICLES AND GARAGE › Subpart C - USE OF VEHICLES › Section 5040.310 - Title and Registration

Current through Register Vol. 48, No. 28, July 12, 2024
All vehicles purchased under this Part or donated to the
				  State shall be titled to CMS and registered to the using agency. Vehicles
				  purchased exclusively from federal funds will be titled to CMS unless federal
				  regulations require other title arrangements. Vehicles that are confiscated by
				  law shall be titled to CMS, except that, when an executive department obtains
				  confiscated vehicles through forfeiture proceedings, the vehicles may be titled
				  to the executive department if authorized in writing by the Director of CMS.
				  Vehicles that are confiscated by law shall be used and disposed of in
				  accordance with applicable law. CMS authorization may be granted if the
				  executive department:
a) has statutory
				authority to use the confiscated vehicle in its operations;
b) agrees to report to CMS identification
				information concerning each confiscated vehicle to be utilized in its
				operations; and
c) agrees to
				maintain, process and account for all titles.
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 5040 - STATE VEHICLES AND GARAGE › Subpart C - USE OF VEHICLES › Section 5040.320 - License Plates

Current through Register Vol. 48, No. 28, July 12, 2024
a)
				Each vehicle, except as otherwise provided in this Section, shall display valid
				Illinois license plates that are distinct from plates issued to the general
				public.
b) Conventional plates will
				be issued as allowed by law (see the State Vehicle Identification Act [30 ILCS
				610 ]) and when necessary to meet operational needs.
c) All requests for conventional plates must
				be justified by the requesting agency head and approved by CMS. Requests will
				be granted upon a showing of the following:
1)
				The agency head details why the conventional plate is necessary for the
				operations of the agency and how it complies with the referenced
				statute.
2) The agency head must
				certify that the vehicle bearing the conventional plate will be used
				substantially full-time in functions requiring the conventional plate.
				Occasional needs should be satisfied by private vehicle rental.
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 5040 - STATE VEHICLES AND GARAGE › Subpart C - USE OF VEHICLES › Section 5040.330 - Identification of Vehicles

Current through Register Vol. 48, No. 28, July 12, 2024
All State-owned or controlled vehicles shall be assigned
				  unique equipment numbers by CMS. CMS may use numbering schemes in effect at
				  selected agencies. Agencies requesting further identification beyond State
				  license plates (e.g., decal markings) must submit a uniform identification plan
				  established by the requesting department.
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 5040 - STATE VEHICLES AND GARAGE › Subpart C - USE OF VEHICLES › Section 5040.340 - Assignment to Individuals

Current through Register Vol. 48, No. 28, July 12, 2024
Vehicles may be assigned to specific individuals if
				  authorized in writing by the head of the agency to which the vehicle is
				  assigned. Agencies will be required to report to CMS annually and when changes
				  occur, including the name of each employee assigned a vehicle, the equipment
				  number and license plate number of the assigned vehicle, employee's
				  headquarters and residence, and any additional information requested by CMS.
				  Authorization is to be granted only if one or more of the following conditions
				  are met:
a) The vehicle is specially
				equipped to perform law enforcement services and the law enforcement employee
				is on call 24 hours a day.
b) The
				employee's work assignment requires traveling to numerous locations over a
				considerable territory with infrequent stops at the employee's headquarters as
				defined in the regulations concerning State employee travel.
c) When the employee is a State official
				confirmed by the State Senate or acting in the capacity of such a State
				official; however, in the case of such State officials who are employed by
				agencies under the Governor, including heads of agencies, the employee must
				provide written justification to CMS as to why the exclusive assignment of a
				State vehicle to that employee is in the best interests of the State.
d) The employee is regularly subject to
				special or emergency calls from his or her residence during non-duty
				hours.
e) Vehicles usage will be in
				accordance with the provisions of Section
				5040.350.
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 5040 - STATE VEHICLES AND GARAGE › Subpart C - USE OF VEHICLES › Section 5040.350 - Authorized Use

Current through Register Vol. 48, No. 28, July 12, 2024
a) State-owned
				vehicles shall only be used for public purposes and in the best interests of
				the State. When performing official duties on behalf of the State, authorized
				uses include:
1) travel between places of
				State business, places of temporary lodging, places to obtain meals, and/or
				other locations necessary to perform official duties;
2) travel to/from places to obtain emergency
				medical assistance or supplies;
3)
				transport of:
A) other State officers or
				employees who are on official State business;
B) consultants or contractors working on
				behalf of the State;
C) commercial
				firm representatives working with the State;
D) wards of the State;
E) residents of State facilities or
				institutions; and
F) others as
				authorized in writing by an agency head;
4) transport of materials, equipment,
				supplies, tools, parcels, luggage, or other items necessary or required to
				perform official duties;
5)
				operation of a State vehicle by a State contractor when required to meet the
				needs of a State contract and when authorized in writing by an agency
				head;
6) operation of a State
				vehicle when on a travel-related assignment (including, but not limited to,
				pick-up and return of a vehicle and necessary commuting);
7) commuting in an assigned vehicle when one
				of the conditions set forth in Section
				5040.340
				of this Part is met and the employee has complied with:
A) the certification requirements of Section
				7-601 of the Illinois Vehicle Code [625 ILCS
				5/7-601 ]; and
B) all applicable reporting requirements of
				the Office of the Comptroller;
8) operation of a specially equipped vehicle
				where a State official or employee is required to have constant access to the
				equipment in the vehicle (for purposes of this Section, "specially equipped
				vehicle" means a vehicle equipped with communications equipment regularly used
				to transmit over a network of the Emergency Management Agency); and
9) any other use when for public purposes and
				in the best interests of the State, and authorized in writing by an agency
				head.
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 5040 - STATE VEHICLES AND GARAGE › Subpart C - USE OF VEHICLES › Section 5040.360 - Use and Condition Review

Current through Register Vol. 48, No. 28, July 12, 2024
a) CMS reserves the right to periodically
				audit use and condition of State vehicles (e.g., for suspected abuse or
				improper use). Any vehicle that is being used improperly or inefficiently, is
				not being maintained, is in poor condition, or is not in compliance with this
				Part will be brought to the attention of the Agency Vehicle Coordinator/Vehicle
				Use Officer. The notice will be communicated to the agency in writing,
				detailing the problems, suggesting action by the using agency, and informing
				the agency of the penalty for non-compliance.
b) It shall then be the responsibility of the
				agency head to remedy the deficiencies or justify non-compliance. Failure to do
				so may result in repairs at CMS discretion, replacement of the vehicle with a
				more suitable vehicle, or recall of the vehicle, as the situation warrants. No
				such action will be taken without full opportunity for affected agency
				input.
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 5040 - STATE VEHICLES AND GARAGE › Subpart C - USE OF VEHICLES › Section 5040.370 - Exceptions to Use Rules

Current through Register Vol. 48, No. 28, July 12, 2024
Vehicles operated by sworn enforcement personnel engaged in
				  duties of an enforcement nature are exempt from the reporting requirements of
				  Sections
				  5040.320 and
				  5040.340
				  of this Subpart, Use of Vehicles.
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 5040 - STATE VEHICLES AND GARAGE › Subpart D - MAINTENANCE › Section 5040.400 - Maintenance of Vehicles

Current through Register Vol. 48, No. 28, July 12, 2024
All state-owned (including federally funded vehicles) or
				  leased vehicles which fall under this Part shall undergo regular service and/or
				  repair in order to maintain the vehicles in road worthy, safe, operating
				  condition and appropriate cosmetic condition. Driver should check oil, coolant,
				  and battery water levels (if possible) regularly, such as at each
				  refueling.
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 5040 - STATE VEHICLES AND GARAGE › Subpart D - MAINTENANCE › Section 5040.410 - Scheduled Inspection and Maintenance

Current through Register Vol. 48, No. 28, July 12, 2024
a) Agencies shall have vehicles inspected by
				CMS or an authorized vendor at least once per year or as required by law and
				shall maintain vehicles in accordance with the schedules provided by CMS or
				with other schedules acceptable to CMS that provide for proper care and
				maintenance of special use vehicles.
b) Odometer: Each agency is responsible for
				the immediate repair and/or replacement of a malfunctioning odometer. In the
				event a new odometer is required, one of the following conditions must be met:
1) If a new odometer is installed and the
				current vehicle mileage is shown on the odometer, no further action is
				necessary.
2) If a new odometer is
				installed and the mileage is left at zero, the DOV Manager must be notified
				immediately, in writing, so that the appropriate information can be entered on
				the vehicle's title and replacement odometer.
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 5040 - STATE VEHICLES AND GARAGE › Subpart D - MAINTENANCE › Section 5040.420 - CMS Garages

Current through Register Vol. 48, No. 28, July 12, 2024
a)
				All maintenance and repairs to State vehicles shall be performed at CMS garages
				with the exceptions allowed in subsection (b).
b) Exceptions: CMS may authorize repairs by
				private vendors in the following situations:
1) CMS garage is unable to perform the needed
				services.
2) CMS garage is remote
				from the vehicle requiring repairs, and it is inefficient to obtain repairs at
				the State garage.
3) Repairs are
				needed in an emergency situation.
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 5040 - STATE VEHICLES AND GARAGE › Subpart D - MAINTENANCE › Section 5040.430 - Warranty Work

Current through Register Vol. 48, No. 28, July 12, 2024
Warranty work shall be performed by a CMS garage or in a
				  manufacturer's authorized service center as directed by CMS. In determining
				  whether the work should be done in-house, DOV shall consider the effect on the
				  State garage, State garage capabilities, location of the vehicle and other such
				  factors.
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 5040 - STATE VEHICLES AND GARAGE › Subpart E - MISCELLANEOUS › Section 5040.500 - Driver Requirements

Current through Register Vol. 48, No. 28, July 12, 2024
All drivers of state-owned or leased vehicles must possess a
				  valid driver's license appropriate for the vehicle being
				  driven.
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 5040 - STATE VEHICLES AND GARAGE › Subpart E - MISCELLANEOUS › Section 5040.510 - Insurance

Current through Register Vol. 48, No. 28, July 12, 2024
The State of Illinois self-insured motor vehicle liability
				  plan ("Plan") provides coverage to vehicles driven by State employees in the
				  scope or course of their employment. Agencies with questions regarding the
				  Plan, or regarding insurance coverage for vehicles driven by employees, may
				  contact the CMS Auto Liability Supervisor at 217-782-0202.
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 5040 - STATE VEHICLES AND GARAGE › Subpart E - MISCELLANEOUS › Section 5040.520 - Accidents Report Procedures

Current through Register Vol. 48, No. 28, July 12, 2024
a) The driver of any vehicle that is involved
				in an accident of any type while he or she is within the scope or course of his
				or her employment shall report the accident to the appropriate law enforcement
				agency, the CMS Auto Liability Unit, and, if a State agency owns the vehicle,
				to that agency by completing the "Motorist's Report of Illinois Motor Vehicle
				Accident" form (SR-1, available at
http://www.state.il.us/cms/download/pdfs/emp_almtrrep.pdf
).
b) Form SR-1 is to be used for all automobile
				accidents. These forms will be available from the Unit or as follows:
1) Furnished by a State trooper, if one
				investigates the accident. In this event, the Trooper's form should be
				used.
2) From the agency insurance
				representative.