(A) The department of administrative
services shall manage the fleet of a state agency, including the day-to-day
operations of the state agency's fleet, unless the department delegates
that management to the state agency. If the department manages a state
agency's fleet, whether full or partial, requiring the department to
provide services other than those provided to the agency as part of the
department's annual fleet administration rate, the department shall
determine an additional reasonable fee to provide such additional management
services, and the state agency shall timely reimburse the department that
fee.
(B) The department of administrative
services may fully delegate the management of a state agency's fleet to
that agency if the agency does all of the following:
(1) Employs a fleet
manager, certified pursuant to rule 123:6-1-06 of the Administrative Code, to
manage the state agency fleet.
(2) Demonstrates, to the
satisfaction of the department, the ability to use the fleet management
information system, required under division (C) of section 125.832 of the
Revised Code, and to generate comprehensive reports from fleet management
information system on a timely basis.
(3) Demonstrates, to the
satisfaction of the department, the ability to use the fleet credit card
system, pursuant to rule 123:6-1-08 of the Administrative Code, and to generate
reports from the fleet credit card system on a timely basis.
(4) Demonstrates, to the
satisfaction of the department, the ability to enter bulk-fueling data required
pursuant to rule 123:6-1-08 of the Administrative Code into the fleet
management information system on a timely basis.
(5) Demonstrates, to the
satisfaction of the department, the ability to analyze regularly motor vehicle
cost per mile and miles per gallon data requested by the department, and
properly apply that information to manage the agency's fleet.
(6) Demonstrates, to the
satisfaction of the department, the ability to analyze regularly motor vehicle
mileage reimbursements requested by the department.
(7) Demonstrates, to the
satisfaction of the department, the ability to develop and submit an approved
comprehensive fleet plan and to provide the comprehensive plan on a timely
basis.
(8) Demonstrates, to the
satisfaction of the department, adequate processes and procedures to ensure
fleet management reporting and fiscal integrity for the administration of an
on-site maintenance facility, if applicable.
(9) Demonstrates, to the
satisfaction of the department, that the agency has an individual that can
assume, and keep current, the duties of the agency's certified fleet
manager in case of a temporary absence of the fleet manager.
(C) If the department of administrative
services determines that a state agency demonstrated compliance with the
requirements set forth in paragraph (B) of this rule, and decides to delegate
the department authority to manage that agency's fleet to that agency, the
department shall provide the state agency with a written delegation of
authority. The department's delegation shall be for a period of not more
than three years unless the department determines that the agency should lose
such delegation pursuant to rule 123:6-1-05 of the Administrative
Code.
(D) If the department of administrative
services determines that a state agency has not demonstrated compliance with
all of the requirements set forth in paragraph (B) of this rule, the department
may grant a partial delegation of the department's authority to manage the
state agency's fleet to that agency, or decide to manage fully the state
agency's fleet, the department shall do the following:
(1) Ensure that the state
agency has either a fleet manager certified pursuant to rule 123:-6-1-05 of the
Administrative Code, or has a fleet manager provisionally certified pursuant to
rule 123:-6-1-05 of the Administrative Code.
(2) Inform the state
agency of the requirements set forth in paragraph (B) of this rule, in which
the agency was deficient, and require the agency to provide a work plan
detailing specific goals, tasks and time lines that will allow the state agency
to receive full delegation of authority from the department.
(3) Determine a
reasonable fee, if any, for any management functions provided by the department
in managing the agency's fleet, as provided in paragraph (A) of this
rule.
(E) If the department determines to
manage fully the state agency's fleet, the department shall do the
following:
(1) Inform the state
agency, in writing, of those requirements set forth in paragraph (B) of this
rule, in which the agency was deficient, and require the agency to provide a
work plan detailing specific goals, tasks and time lines that will allow the
state agency to receive a delegation of authority from the
department.
(2) Determine a
reasonable fee, if any, for the management functions provided by the department
in managing the agency's fleet.
