The Office of Vehicle Fleet Management (OVFM) within the Statewide Procurement Division (SPD) is 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 Chapter 2171, Subchapter C of the Government Code for Vehicle Fleet Services.
Except as exempted by Government Code Section 2171.101, subsection (d), these directives address the OVFM responsibilities of establishing the vehicle reporting system to collect state agency fleet reports on inventory, operating costs and other related data. Additionally, OVFM monitors agency compliance with the state's alternative fuel program purchasing requirements, in accordance with Chapter 2158, Subchapter A, Government Code, and vehicle utilization information in accordance with Chapter 2203, Use of State Property, Section 2203.001.
The Office of Vehicle Fleet Management (OVFM) maintains the state's centralized repository for vehicle fleet data. State agencies and institutions of higher education are required to enter vehicle data on a quarterly basis using the Texas Fleet Management System (TxFS) in accordance with Government Code 2171.101. Fleet vehicle data should be submitted no later than the 60th day after the date on which the quarter ends.
Agencies are required to collect and enter required data in TxFS. TxFS serves as the state's official record of state vehicle data. It also provides state agencies the capability to monitor their fleet maintenance and other vehicle information without having to maintain a separate system, especially in the case of agencies with relatively small fleets.
OVFM reports to the Legislature on the vehicle information submitted by state agencies and provides a list of state agencies that fail to report complete vehicle information.
The Texas Comptroller of Public Accounts awarded a contract to Agile Assets, Inc. on April 27, 2009, to implement a web-based fleet management system to fulfill the requirement set forth by the General Appropriations Act of 2008-2009.
Except as exempted by Government Code Section 2171.101, subsection (d), State agencies and institutions of higher education shall be assessed an annual system support fee based on fleet size. This is done through an interagency contract (IAC). The rate of $9.25 per vehicle or $25.00 total for entities owning five vehicles or fewer will be assessed to pay for annual system maintenance and provide additional fleet manager system training. The fee will be assessed on both active and inactive vehicles. Agency fleet managers are requested to forward the IACs to their appropriate accounting office and to reply to the email to confirm receipt."
The Texas Vehicle Fleet Management Plan (PDF), is available on the Vehicle Fleet Publications page. It is for use by state agency fleet managers and others in regard to state vehicle fleet operations and reporting, and contains information about reporting in TxFS, active fleet size, waivers, alternative fuel usage and other useful information. Should you have any questions about the plan, please contact OVFM via email or at 512-463-4974.
Government Code, Chapter 2158 requires state agencies, with fleets larger than 15 vehicles, to purchase alternative fuel-capable vehicles and maintain at least 50 percent of its fleet on alternative fuels. OVFM is empowered to grant waivers to these requirements based on the conditions below:
To apply for an alternative fuel waiver complete the appropriate form (XLS) and return a signed copy, by mail or email, to OVFM. The forms open in Excel spreadsheets; spreadsheet fields shaded yellow are required, while fields in green should be completed as applicable to the specific request. Additional supporting documentation can be provided with the forms. Please contact OVFM with any questions about this process.
The DOE's website has useful information that allows fleet managers to research vehicles; find alternative fueling stations and truck tops with electrification; improve fuel economy based on fleet needs and much more.