UNIVERSITY OF HOUSTON SYSTEM
ADMINISTRATIVE MEMORANDUM
SECTION:
Administration
AREA:
Fleet Management
SUBJECT:
Fleet Management Plan
1.
NUMBER: 03.E.07
PURPOSE
Each component university of the University of Houston System is required to comply
with Texas Government Code, Section 2171, which mandates that agencies and
institutions develop comprehensive management plans to cover its their vehicular fleet.
Each component university will respond and report directly to the Texas Building and
Procurement CommissionComptroller of Public Accounts (TBPCPA) who will act on
direction from the State Council on Competitive Government.
2.
DEFINITION
The TBPCPA requires each component university to submit a formal vehicle
management plan for consideration. The plan must include detailed recommendations for
improving administration and operation of its vehicle fleet.
3.
ADMINISTRATION
3.1.
Appointment of Manager
The President of each component university will appoint an individual who shall
have overall responsibility for the planning, coordination, implementation and
enforcement of the plan and may develop rules and guidelines necessary for its
implementation, including the integration of the plan into the purchasing and
procurement processes of each component university.
3.2.
Fleet Management
Each component university shall have a Fleet Management function that will
serve as a central communication and control point for all fleet management
responsibilities.
3.3.
Responsibilities of the Fleet Manager must include:
a.
Acting as the central point of contact with the state Office of Vehicle Fleet
Management (OVFM) the Fleet Manager is responsible for reporting
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AM No. 03.E.07
vehicle use data, responding to queries about the agency’s fleet, preparing
waiver requests, and conducting any other business with OVFM;
4.
Making fleet management decisions within OVFM guidelines including,
but not limited to: vehicle purchasing and replacement, maintenance and
repair, vehicle assignments and utilization, and disposal decisions;
c.
Reviewing reported inappropriate use of state vehicles; and
d.
Reviewing the auto insurance program and distributinge auto insurance
cards; and.
de.
Working closely with any assigned Department Vehicle Managers,
Purchasing, and the Vehicle Maintenance Shop.
APPLICABILITY
4.1.
5.
b.
At a minimum each component university plan shall consist of guidelines
addressing the following:
a.
Number and type of vehicle and their purposes;
b.
Formation of motor pools consisting of all vehicles not assigned to field
employees;
c.
Specific replacement and mileage criteria for vehicles purchased with
appropriated funds;
d.
Mandatory use of state retail fuel contracts, in-house auto shops or other
methods to reduce maintenance costs, and use of alternative fuels;
e.
Adoption of “Best Practices” to increase use and efficiency and to reduce
maintenance and operation costs; and
f.
Determinations by the Fleet Manager to retain, transfer, or dispose of an
individual vehicle on a case-by-case basis.
ASSESSMENT
Each component university shall confirm, on an annual basis with the Executive Vice
Chancellor for Administration & Finance, that all reporting requirements and deadlines
have been met to the satisfaction of the TBPCPA.
6.
REVIEW AND RESPONSIBILITY
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AM No. 03.E.07
Responsible Party: Associate Vice Chancellor for Plant OperationsExecutive Director
of Facilities Management
Review:
7.
Every three years, on or before SeptemberMay 1st
APPROVAL
Approved:
John Rudley
Executive Vice Chancellor for Administration and Finance
Jay Gogue
Chancellor
Date:
8.
June 16, 2004
INDEXING TERMS
Vehicle Fleet Management Plan
Fleet Management
REVISION LOG
Revision
Number
Approval
Date
Description of Changes
1
09/01/1995
Initial version
2
10/25/1996
Added Section 2.2 on alternative fuel information. Removed
exception information from Section 5.2. Reformatted vehicle
maintenance record information in Section 6.3.b. Added Section
7.0 on alternative fuel. Added three index terms
3
09/13/2001
Applied revised SAM template. Added the word “Plan” to title of
SAM 03.E.07. Updated documentation to reflect current
operating practices. Changed review period from even numbered
years on or before December 1st to every three years on or before
May 1st
4
06/16/2004
Applied revised SAM template. Document was revised to match
the updated provisions of the Texas Building and Procurement
Commission’s (TBPC) fleet management plan (replacing the
General Services Commission) and provide more definition of the
fleet manager’s responsibilities based on these updates. Changed
responsible party to AVC for Plant Operations
Revision
Number
Approval
Date
Description of Changes
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AM No. 03.E.07
5
TBD
Applied revised SAM template and added new revision log.
Texas Building and Procurement Commission (TBPC) to
Comptroller of Public Accounts (CPA) throughout the procedure.
Added Section 3.3.d on reviewing the auto insurance program
and distributing insurance cards. Changed responsible party to
the Executive Director of Facilities Management. Changed
review date from every three years on or before May 1st to every
three years on or before September 1st. Removed Section 8.0,
Index terms
September 1, 1995; Revised November 30, 2010May 6, 2011
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