STATE OF WEST VIRGINIA
FLEET MANAGEMENT OFFICE

Earl Ray Tomblin
Governor
State of WV

Robert W. Ferguson, Jr.
Cabinet Secretary
Department of
Administration

Clay D. Chandler
Executive Director
Fleet Management Office

Janice Hartman
Manager
Fleet Management Office

Determination of Need
Click here to view the Retirement/Replacement Policy

Between late September and early October, the Fleet Management Office will contact each agency fleet coordinator to recommend vehicles that need to be replaced. After careful evaluation between the agency and the Fleet Management Office a determination will be made of which vehicle will be replaced.

One vehicle must be retired for each new vehicle received. If an agency wishes to add a vehicle to their fleet justification is needed (such as, what the agency is using in place of this vehicle, how many miles a month the vehicle will be driven, describe how the vehicle affects the agency, etc.) and with the approval of the Director of Purchasing a vehicle will be ordered.

Click here to download the Vehicle Request Form

Ordering New Fleet Vehicles
After each agency’s need is assessed, purchase orders are placed with the eligible dealerships.

The vehicle manufacturer then begins to assemble the vehicles by quantity according to the specifications requested on the purchase order. The amount of assembly time varies, therefore, the exact date of completion is unknown.

Upon completion, the vehicles are shipped to the dealership. The dealership then notifies the Fleet Management Office.

Delivery of New Vehicles
Ten days are required to process the paperwork after the vehicles arrive at the dealership. The vehicles are then delivered to the WV State Agency for Surplus Property in Dunbar.

The vehicles are inspected to ensure that the purchase order specifications have been met. At this time, the license plate, along with a packet which includes the gasoline/maintenance credit card and the insurance card are issued for each vehicle.

The Fleet Management Office contacts the agency to schedule a meeting, at which time the operating instructions are reviewed and vehicles that are to be retired are exchanged for the new one.

Vehicle Retirement
Vehicle condition at the end of the lease must be relative to the age/mileage of the vehicle and must be free of any accident damage. Vehicle is to be retired with original equipment (i.e. floor mats, spare tire, etc.). Any necessary repairs or reconditioning above normal guidelines for age and level of service are the responsibility of the lessee.

To go back to the "Guidelines and Procedures" page, click here!

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