IDOA recognizes the inherent need for the state to secure vehicles and equipment for the performance of assigned duties. At the same time, all fleet administrators are tasked with providing transportation at the lowest possible cost to the state. Agency heads and fleet administrators have three distinct options available to secure a vehicle for state business:
Agency heads and fleet administrators must weigh all of these options when considering how to meet the transportation needs of their agency at the lowest cost to the state.
These guidelines are provided to assist departments when ordering vehicles. To avoid delays and to ensure appropriate vehicles are ordered, it is important to discuss agency need(s) with the agency fleet coordinator. The agency fleet coordinator is knowledgeable about each department's approval/signature process and may answer any other questions regarding vehicle orders.
Agencies shall receive approval for a vehicle purchase from IDOA Fleet Services Division PRIOR to entering a requisition into PeopleSoft. This will help reduce the need for delays and cancellations should there be additional questions or denials. To initiate a vehicle replacement request, an agency should contact the director of vehicle administration with the immediate need and include a six-year replacement plan narrative that explains the agency’s entire fleet plan. Immediate replacement requests should be justified within the vehicle replacement request form. If an agency would like to purchase a vehicle that is not on a QPA, it must submit a request to the contract manager indicating the preferred vehicle for purchase and the justification for doing so. The contract manager must approve the request in writing before the vehicle purchase is made.
It is important to submit vehicle requests as soon as possible to ensure a vehicle will be available when needed and to avoid manufacturer build outs. Build outs occur when the manufacturer no longer accepts orders for the current model year. Estimated build out dates are projected by the manufacturer and may change without notice to IDOA procurement and vehicle administration. Therefore, it is extremely important for requests to be submitted as early as possible. Build out dates can occur as early as April. IDOA procurement will notify departments of vehicle orders received after the build out dates. Departments may then cancel the order or hold and order the next model year.
Vehicle Administration continues to order alternative fuel vehicles. The state of Indiana must comply with the Energy Policy Act (EPACT) of 1992 requiring 75 percent of vehicles with GVW under 8,500 lbs. be alternative fuel vehicles.