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Colorado State Fleet Organization Overview

Provided below is a web version of the Fleet Coordinator Handbook to view other State Fleet Management Documents please visit this page.

Colorado State Fleet Organization Overview

State Fleet Management (SFM) is part of the Division of Capital Assets within the Department of Personnel and Administration (DPA). SFM staff work closely with agencies for vehicle maintenance from cradle to grave.

SFM Teams and Services

State Fleet Management is internally organized as follows:

Fleet Manager

The Fleet Manager is responsible for managing the short term operational goals of the vehicle fleet program, as well as, helping to establish strategic direction for the state fleet. The Fleet Manager’s position is as valuable as the individuals who manage the daily fleet operations as a resource to interface with the state agencies, special coalitions, and the Legislature. Additionally, the Fleet Manager is a key point of contact for the many private sector service providers and the public at large.

Vehicle Allocation Team (VAT)

The VAT is responsible for all of the vehicles enrolled in the program. This is where vehicles are identified and accounted for. Establishing loans, ordering vehicles and attachments, developing specifications and issuing bids, arranging for license plates, vehicle turn in, conducting auctions, billing for vehicles to an agency, finding used vehicles, etc. This is an important portion of fleet operations upon which all customers depend on information for capture and reporting. 

Technical Services Team

Sometimes referred to as the Call Center, these dedicated employees use the CARS system to provide guidance on options for vehicle service to both drivers and service vendors, authorizing only the necessary services to each fleet vehicle. Additional core duties identified as vehicle damage, including review of the incident, approving or denying repairs, seeking reimbursement for damages when the state is not at fault, and other issues related to vehicle damage are managed by this team.

The Call Center takes care of vehicle needs whether the vehicle is within the boundaries of Colorado or outside. They are typically available 7:00 a.m. to 5:00 p.m. M-F 303-866-5556. The driver should take care of minor emergencies and contact the Call Center when open. If you have an after hour emergency be sure to contact the National Auto Club (NAC) at 866-328-7272. The Vehicle Operator's Manual explains more on this subject. 

Colorado State Motor Pool

SFM manages a motor pool in the Capitol Complex downtown area where 35+ vehicles are maintained for daily and weekly use by state employees. These vehicles are available 24-7 year round, with business hours open from 7:30 AM to 4:30 PM M-F. On site assistance is available, the motor pool assistant is present for the office hours on Monday, Wednesday, Thursday, and Friday from 7:30 AM-4:30 PM. Outside of these hours be sure to call 303-866-3030 for further assistance. Vehicles are provided to state employees who have the need for occasional use while conducting state business. All mileage, fuel, insurance, etc. is included in the daily rental rate. Rates, Guidelines, and Reservation Instructions can be found on SFM’s Motor Pool Rental webpage.

Accounting Team

SFM accounting helps efficiently and securely carry out common functions in the areas of accounts payable and accounts receivable. Provides customer service to state agencies and private vendors, and reviews vendor data. The SFM accounting also acts as a liaison between state agencies and Central Accounting and Vendor Operations (CAVO) in listing new vendors and updating information in CORE. The accounting team is responsible for agency billing, coding reviews, and processing reimbursement requests for emergency maintenance and out of pocket fuel expenses on state fleet vehicles. It provides a service to reconcile and synchronize Trust payments with agency lease payments and research other financial related issues. Additionally, SFM accounting helps ensure that all transactions with SFM are properly recorded in CARS and then interfaced with the CORE system keeping both applications reconciled.

Fleet Applications Support & Training Team (Fast)

Troubleshooting system access issues, assisting with system navigation, and identifying system processes are examples of the types of support the FAST team provides to both external and internal users of Fleet Applications. This team maintains a comprehensive level of understanding of data captured by Fleet Applications, which allows them to suggest appropriate reports to meet the end user’s needs. In addition, FAST team members consistently evaluate system and data integrity to provide timely and accurate custom reports as needed.

This team is committed to providing valuable training opportunities for users in a variety of roles for Fleet Applications, such as CARS, Geotab Telematics, and ChargePoint. Members of this team are also responsible for updating SFM Resources. SFM resources include the SFM Website which houses FAQs, policies, forms and documents, and a wealth of other fleet related information. Training opportunities and additional fleet related information can be found on the SFM Help Desk/Knowledge Base where users can also Submit a Ticket for system support.

Fleet Information System

The Fleet program is dependent upon data to support both legislative and agency information needs. With nearly 7000 active fleet vehicles and many fleet processes, the fleet’s system of record is the Colorado Automotive Reporting System, commonly known as CARS. CARS is designed around the lifecycle of a vehicle starting with the need to acquire and enroll the vehicle, through its entirety of operation, ending with the identification for replacement, and final disposal. To improve fleet efficiency, including fleet electrification, SFM has implemented the Geotab telematics system. 

Agency Coordinators

Various employees at each agency may be involved in the procurement and operation of vehicles (accounting, risk management, property managers, etc.). However, SFM staff primarily work with designated employees at each agency to streamline communication.

Fleet Coordinators

The Fleet Coordinator¹ is the Agency's delegated (C.R.S. 24-30-1104(2)m) Subject Matter Expert (SME) on the agency operated fleet vehicles. As the delegate, the Fleet Coordinator is the connection to the agency leadership to identify and manage the strategic fleet needs of the agency and coordinate execution within all applicable State Policies. The Fleet Coordinator has the responsibility of a deeper level of knowledge about the agency’s use of vehicles and how to represent the agency on these needs. Fleet Coordinators represent the agency at the monthly Motor Vehicle Advisory Council (MVAC) meeting and speak on behalf of the agency. As the primary point of contact for SFM, Fleet Coordinators are responsible for representing the agency’s logistical understanding of fleet operations and disseminating fleet information internally.

Vehicle Coordinator

The Vehicle Coordinator¹ is a support agent for the Fleet Coordinator and acts to relay the fleet strategy to the operational level of each division and is the main point of contact for the operators. Operational needs of the agency funnel through this Vehicle Coordinator position back to the Fleet Coordinator who utilizes the tools and resources provided by State Fleet Management.

¹Fleet Coordinator vs Vehicle Coordinator: These roles will be separated and outlined accordingly throughout the handbook.

Vehicle Operators

Vehicle Operators communicate operational needs to the Vehicle Coordinator. Vehicle Operators may also be responsible for or involved with vehicle maintenance, repair, registration renewal, and annual physical inventory. Additionally, operators play a key role in data accuracy in regard to odometer reporting, whether through the fueling process or the monthly odometer review.

SFM Contacts

Main Operations

State Fleet Management

  • 1001 E 62nd Ave., A-18, Denver, CO 80216
  • Toll Free: 800-723-8023
  • Metro Denver: 303-866-5222
  • Business Hours of Operation: 8:00 a.m. - 5:00 p.m. M-F

Fuel Card Management

Authorizations

Colorado State Patrol 

  • Toll Free: 888-737-9423
  • Denver Metro: 303-273-1672

Accidents - Collision Repair

Risk Management - Accident Insurance

  • Toll Free: 800-268-8092
  • Metro Denver: 303-866-3848

For a more comprehensive list of Contacts, please visit the SFM Contacts Webpage.

Common References

Colorado Department of Revenue

Motor Vehicle Registration Division

State Office of Risk Management

WEX Fuel Cards

Auctions

State Information

Additional resources can be found on the State Fleet Management Website.

Fleet Coordinator Handbook