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Office of Vehicle Fleet Management
The Office of Vehicle Fleet Management (OVFM) within the Statewide Procurement Division (SPD) is responsible for establishing and managing the state vehicle reporting system, which aids agencies in overseeing their vehicle fleets. This responsibility is outlined in Chapter 2171, Subchapter C of the Government Code regarding Vehicle Fleet Services.
With certain exceptions noted in Government Code Section 2171.101, subsection (d), these directives guide OVFM in creating a reporting system to gather fleet reports from state agencies, including inventory, operating costs, and other relevant data. Furthermore, OVFM ensures that agencies comply with the state's alternative fuel purchasing requirements as per Chapter 2158, Subchapter A of the Government Code, and monitors vehicle utilization in line with Chapter 2203, Section 2203.001 on the Use of State Property.
OVFM serves as the centralized repository for vehicle fleet data in the state. State agencies and institutions of higher education must enter their vehicle data quarterly using the Texas Fleet Management System (TxFS), in accordance with Government Code 2171.101. This data must be submitted no later than 60 days after the end of each quarter.
Agencies are responsible for collecting and entering the necessary data into TxFS, which acts as the official record for state vehicle information. TxFS also enables agencies to track fleet maintenance and other vehicle details without needing a separate system, which is particularly beneficial for those with smaller fleets.
Additionally, OVFM is statutorily required to submit a Biennial Report to the Legislature by January 1 of each odd-numbered year. The report includes the status of each agency's fleet, as well as recommendations for improvements.
Annual Support Fee
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 $15.50 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."
Alternative Fuel Program Information
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:
- B1 Waiver - Agency vehicles will be operating in an area where neither the agency nor a supplier can establish adequate refueling.
- B2 Waiver - Agency is unable to obtain equipment to operate alternative fuel vehicles at no greater cost than the continued use of conventional fuels.
- B3 Waiver - Agency is unable to obtain equipment necessary to operate alternative fuel vehicles.
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.
State Energy Conservation Office (SECO)
SECO offers information on alternative fuels and transportation issues.
U.S. Department of Energy (DOE)
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.