Vehicle Obligations

The primary concerns of all vehicle operators should be the safe operation and use of vehicles. All vehicles used in the performance of transportation under any agreements with DHS must meet the requirements listed below as appropriate for each vehicle. Administrative Vehicle Requirements differ from vehicles used for consumer transportation. Information on Administrative Vehicles is in Section F below. Any vehicle failing to meet all the listed requirements, at any time, can and will be removed from service until the repairs or replacements are made to allow the vehicle to operate in compliance with the safety standards listed below.

Prior to implementation of services under Coordinated Transportation contracts, Transportation Providers (TPs) must provide certification that vehicles have been inspected and meet the DHS requirements. An up-to-date certification must be provided annually for each renewal contract. Refer to Vehicle Monitoring and Inspections section located in this chapter for additional information on certifications.

General Requirements

Vehicle Requirements

All vehicles utilized in the performance of transportation under any agreements with DHS must meet the requirements listed below.

  1. Passenger occupancy will not exceed vehicle manufacturer’s approved seating capacity.

  2. Each vehicle must have a valid tag.

  3. Each vehicle operated in Cherokee, Clayton, Cobb, Coweta, DeKalb, Douglas, Fayette, Forsyth, Fulton, Gwinnett, Henry, Paulding, and Rockdale counties must have emissions testing or emissions exemption verification. Visit www.cleanairforce.com/motorists/emissions-testing/ for more information regarding emissions testing requirements.

  4. Each vehicle must not be greater than 15 years old (Difference between vehicle model year and current calendar year) and must have an operational speedometer, odometer, horn, windshield wipers, windows, headlights, front and back turn signals, parking lights, brake lights, reverse lights, and emergency flashers.

  5. Each vehicle’s windows must be free from cracks and/or damage.

  6. Each vehicle must have at least two exterior mirrors (one on each side of the vehicle) and a rearview mirror free from cracks and/or damage for monitoring the passenger compartment.

  7. Each vehicle must be free of excessive body damage or body damage that interferes with the operation of doors and/or windows. The vehicles' exterior should be clean and free of excessive grime, rust, chipped paint or major dents, which detracts from the overall appearance of the vehicle.

  8. Each vehicle must have adequate tires for the vehicle based on manufactures specifications. The tires should have proper tread depth and be free from excessive wear, exposed wire, and/or damage.

  9. Each vehicle must have a spare tire and jack for emergency situations. If the vehicle is not manufactured with a spare tire and jack, the driver must explain the process for obtaining assistance in the event of a tire emergency.

  10. Each vehicle must include a step, or a safe-step stool to aid in passenger boarding. The step stool shall be used to minimize ground-to-first-step height, should have four (4) legs with anti-skid tips, sturdy metal with non-skid tread, with a height of 8.25”, a width of 15”, and a depth of 14” or an equally suitable replacement. (Under no circumstances will a milk crate, plastic stool or similar substitute be considered a viable alternative for a step stool. Milk crates, plastic stools or similar substitutes shall not be permitted on any vehicle.) Step stools must be secured away from aisles and doorways while the vehicle is in motion in order to avoid obstructing the paths of passengers in the event of an emergency evacuation.

  11. Each vehicle must have functioning, clean, and accessible seat belts for each passenger seat position and each shall be stored off the floor when not in use.

  12. Each vehicle shall have access to a seat belt cutter for use in emergency situations.

  13. Each vehicle must have a standard first aid kit including, but not limited to:

    • Box of adhesive bandages

    • Antiseptic cleansing wipes

    • Dressing Pads

    • Oval eye pad

    • Conforming gauze bandage

    • Triangular bandage

    • Triple antibiotic ointment

    • Sanitizing hand wipes

    • Cold Pack

    • Cotton-tip applicator

    • Latex gloves

    • Scissors and tweezers

    • Sterile eyewash

    • Insect sting relief pads

    • Aspirin

    For a complete list of a well-stocked first aid kit, refer to the Red Cross website at www.redcross.org, or once on the site’s homepage, search for Make a first aid kit.

  14. Each vehicle must have a “spill kit” or “biohazard kit” including but not limited to:

    • Instructions

    • Spill absorbent

    • Pair of large vinyl gloves

    • Face mask with eye shield

    • Scoop/scraper card

    • Hazardous waste disposal bag

    • Scrub brush

    • Bio-hand cleaner

    • Packet of solidifier solution

    • Germicidal wipes

    • Antimicrobial wipes

  15. Each vehicle must have on board 3 portable triangular reflectors mounted on stands.

Use of flares is prohibited and may not be carried onboard. . Each vehicle shall have at least 2 seat belt extensions available. This requirement may be waived for non-passenger vehicles.

  1. Each vehicle’s interior must be clean and free from torn upholstery or floor covering, damaged or broken seats, protruding sharp edges, free of dirt, oil, grease, or litter. The vehicle must have adequate sidewall padding and ceiling covering.

  2. Each vehicle door must be functioning and free from obstructions.

  3. Each vehicle must have a functioning interior light within the passenger compartment.

  4. Each vehicle must be equipped with adequate heating and air conditioning for drivers and passengers.

  5. Each vehicles floor must be covered with commercial anti-skid, ribbed rubber flooring, or carpeting. Ribbing in vehicles equipped to transport wheelchair passengers shall not interfere with wheelchair movement between the lift and the wheelchair positions.

  6. Each vehicle must be equipped with a multipurpose dry chemical fire extinguisher for use on Class A, B, and C fires, in accordance with the standards of the National Fire Protection Association’s “NFPA 10” standard for portable fire extinguishers. Portable extinguishers that comply with this standard must meet or exceed the either the Fire Test Standard-ANSI/UL 711, Standard for Rating and Fire Testing of Extinguishers, or the Fire Performance Standard-ANSI/UL 299, Standard for Dry Chemical Fire Extinguishers. Except for sedans, the fire extinguisher must be mounted securely within reach of the driver and visible to passengers for use in emergencies when the driver is incapacitated. In sedans, the extinguisher may be mounted securely in a rear compartment if there is no space for mounting it in the interior of the vehicle.

  7. Each vehicle must be clearly identified on the exterior in accordance with the Vehicle Identification / Markings section in this chapter.

  8. Each vehicle must have the following signs posted in the interior, easily visible from the passenger compartment:

    • “No Smoking, Eating or Drinking”

    • “All Passengers Must Use Seat Belts”

    • LEP Title VI Poster (contractors only)

  9. All vehicles must include an information packet. At a minimum, this packet will include:

    • Vehicle registration, if applicable

    • Insurance identification cards

    • Language/I Speak Card

    • DHS LEP Client ID Number

      1. For OFSS, the telephone number is 1-800-444-6627. The OFSS PIN is 2713-7874.

  10. Unless exempt as defined in O.C.G.A. 40-8-76, each vehicle must utilize child safety restraints when transporting children. Child Safety seats must be properly secured according to manufacturer’s instructions. In sedans, child seats must be secured in the back seats of the vehicles and used in compliance with the manufacturer’s instructions. It is the responsibility of the parent or guardian to provide the appropriate safety seat.

  11. Any items carried and or stored on the vehicle must be properly secured away from passenger pathways. Fire extinguishers, jacks, spare tires, walkers, client’s bags, etc. must be properly mounted/secured to avoid movement while the vehicle is in motion.

  12. Each vehicle and all components must comply with or exceed the manufacturers, state and federal, safety and mechanical operating and maintenance standards for the particular vehicle and model.

  13. Each vehicle that transports DHS consumers must have two-way communications capabilities.

  14. Each vehicle must comply with all applicable state and federal laws and requirements including, but not limited to:

Wheelchair Accessible Vehicle Requirements

Vehicles use in the DHS Coordinated Transportation System to transport consumers with wheelchairs and other mobility aids must be compliant with the Americans with Disabilities Act (ADA compliant). The United States Department of Transportation (DoT), Federal Transit Administration issues minimum guidelines. The Federal Transit Administration offers some accessibility specifications for transportation vehicles in Title 49, Subtitle A, Part 38 – Accessibility Specifications for Transportation Vehicles. (see ADA Regulations | FTA (dot.gov)

DHS contractors, sub-contractors, and other vehicle operators are responsible for ensuring compliance with the applicable minimum guidelines. Vehicle Owners/Operators must refer to Title 49; Subtitle A, Part 38 to ensure their vehicles meet the minimum specifications prior to vehicle use. Additionally, drivers must receive the appropriate training on the securement of mobility devices. Verification of this driver training must be maintained in the driver’s qualification folder.

At a minimum, the following items will be a general requirement for Wheelchair Accessible Vehicles:

  • Raised roof with 56” clearance

  • Functioning hydraulic/electric lift

  • Handrails

  • Inside/outside control access

  • Shoulder restraint and lap belt

  • Reflector tape on lift platform

  • Four functioning floor straps free from damage and wear

  • Emergency manual lift option

Required State Registrations

Non-state entities that operate vehicles to transport consumers for the state must be properly registered with the appropriate agencies, based on operator type and the service provided.

State-owned and operated vehicles operated by a non-state entity must be registered (this includes third-party operators of county transportation programs).

Governmental entities (state agencies, county government, Community Service Boards, etc.) AND vehicles titled to governments are exempt, no matter the size or type of vehicle.

A motor carrier cannot operate until a certificate is received from the Georgia Department of Public Safety; to do otherwise is a violation of Georgia Law.

  • Non-governmental entities (DHS non-governmental Transportation Providers) operating vehicles within Georgia only, that are 10,001+ in gross vehicle weight, and/or have 10 passenger capacity (including the driver) are required to register with the Georgia Department of Public Safety’s Georgia Intrastate Motor Carrier (GIMC) registration process.

  • Non-governmental entities (DHS non-governmental Transportation Providers) operating vehicles that cross state lines, that are 10,001+ in gross vehicle weight, and/or have 10 passenger capacity (including the driver) are required to register with the federal Unified Carrier Registration (UCR) process.

    • To register or renew through the UCR process: www.ucr.gov

For more information regarding registration requirements for the GIMC or UCR process, visit the Georgia Department of Public Safety website at dps.georgia.gov/motor-carrier-compliance and navigate to the UCR GIMC section.

Vehicle Identification / Markings

Identification for DHS Vehicles in The Coordinated Transportation System

Once vehicles are delivered and accepted, they must be properly identified with the state seals, state assigned vehicle numbers, Report My Driving sticker and inspection decals and stickers. This must be completed prior to the vehicles being placed into service. All vehicles must be properly identified as publicly owned vehicles, except those determined to be exempt by the Governor’s Office of Planning and Budget. Refer to Exhibit 22 – Vehicle Identification/Markings for detailed information.

Identification for Non-DHS/DBHDD Vehicles in The Coordinated Transportation System

All non-DHS vehicles that are operated to transport consumers in the Coordinated Transportation System are required to have visible markings on the exterior of the vehicle that clearly identify the transportation provider operating the vehicle.

State-Owned and State-Leased Vehicle Control and Use

Organizations that are assigned DHS and/or DBHDD vehicles (also referred to as state-owned or state-leased vehicles where applicable) are responsible for ensuring vehicles are properly used, maintained (including repairs), and properly disposed. This section provides guidelines to help assure state-owned or state-leased vehicles are used in a cost effective and efficient manner and that all vehicles used to transport consumers are operated and maintained for maximum safety. The following covers: operating principles; assignment; authorized and unauthorized use; maintenance; disposal; and record keeping.

Operating Principles

Certain basic management principles must be followed when operating State owned or State leased vehicles. These include:

  • Acquire the most economical vehicles needed to provide services.

  • Restrict use to tasks or functions that require the use of vehicles.

  • Locate vehicles as close to the work-site as use, personnel, service and security will permit.

  • Pool vehicles whenever possible to maximize use.

  • Establish rigid controls over vehicle use using these guidelines and include in Appendix 10 – DHS Administrative Vehicle Log (log book for administrative vehicles only)

  • Restrict assignment of vehicles for exclusive individual use whenever possible.

  • Monitor and maintain close control over each vehicle’s operation, repair costs, preventive maintenance program, and deadline time.

  • Drivers are to be made aware of their responsibilities, including the authorized and unauthorized use of vehicles, driver training, and accident reporting procedures.

  • Unsafe vehicles are not to be used and should be disposed of per the appropriate procedures.

  • To assure that vehicles titled to the state are used efficiently, effectively, and fully support state operated programs, the following guidelines will be used as a minimum requirement for the use of vehicles for passenger transportation:

    Provide, at a minimum, 500 one-way passenger trips per month in support of consumer transportation,

    or

    Use a vehicle, at a minimum, 1,000 miles per month,

    or

    Use a vehicle, at a minimum, 80 hours per month.

Operational Assignment

Historically, organizations ineligible for general assignment of a vehicle may receive an operational assignment from DHS and/or DBHDD or from an organization that has general assignment of a vehicle. Operational assignments are mostly used by contractors that subcontract transportation services to a direct provider. Operational assignment makes the operating organization responsible for vehicle maintenance, operation and insurance coverage.

Effective July 1, 2017, operational assignments are no longer permitted by TSS.

*Minimum usage requirements also apply to operational assignments.

Individual/Personal Assignment

Assignment means that an employee has exclusive control over or is the only employee who routinely drives the vehicle. State agencies are required to officially assign a vehicle to an employee when certain conditions exist, and it is not practical to share the use of the vehicle. The following requirements must be met before an individual is authorized exclusive use of a state-owned vehicle:

  • The annual miles driven must be a minimum of 14,000. If an employee fails to drive 14,000 miles in one year and 3,500 miles the following quarter, vehicle assignment will be revoked. This minimum mileage refers only to miles driven exclusively for conducting state business.

    *Miles driven between workstations and home are not state business miles.

  • The justification for each vehicle assignment must be documented and approved by the Governor’s Office of Planning and Budget (OPB) using the online Exhibit 16 – GA DOR Motor Vehicle Tag/Title Application (MV-1 Form) in the fleet management database. Each MV-1 form must be electronically signed by the agency head. Justification for an employee to drive a vehicle home on a routine basis must also be documented on this form. It is the responsibility of each agency to keep these records current (within 30 days of a change). MV-1 forms must be updated at each new and reassignment of a vehicle to an employee.

Authorized and Unauthorized Use

DHS and DBHDD vehicles are authorized for use in the performance of all travel and transportation duties associated with providing services. These vehicles are not authorized for personal trips not related to the tasks for which they were assigned. When in doubt, the deciding factor should be whether the use is in the best interest of the state rather than of the driver, and if the use is defensible in the event of public criticism, questions from higher authority, or from a state or DHS auditor.

Authorized Use

  • Travel between place of dispatch and place of performance of official business.

  • When on official travel status, between the place of official business and the place of temporary lodging, dining, or emergency care.

  • Transport of officers, employees or guests of the State when they are on official state business.

  • Transport of consultants, contractors or commercial firm representatives when such transport is in the direct interest of the State.

  • Transport of materials, supplies, parcels, luggage or other items belonging to or serving the interests of the State.

  • Transport of any person or item in an emergency.

  • Travel between the place of dispatch and place of performance of state business to your personal residence when specifically authorized by the proper authority.

  • Transport of consumers on planned or supervised trips.

Unauthorized Use

Unauthorized use of DHS and DBHDD vehicles should result in immediate disciplinary action. State employees are not covered by liability insurance when engaging in unauthorized use of state vehicles. The following uses of state-owned vehicles are prohibited:

  • Any use for personal purposes, other than preauthorized commuting.

  • Transport of families, friends, associates or other persons who are not employees of the State or serving the interest of the State.

  • Transport of cargo that is unrelated to the performance of official state business.

  • Transport of acids, explosives, weapons, ammunition or highly flammable material except by specific authorization or in an emergency.

  • Transport of any item or equipment projecting from the side, front or rear of the vehicles in a way that constitutes an obstruction to safe driving or a hazard to pedestrians or other vehicles.

  • Attending sporting events, including hunting and fishing, that is unrelated to state business.

  • Extending the length of time a vehicle is in your possession beyond that which is required to complete the official purpose of the trip.

  • Volunteers, contracted employees, or employees who work for employment agencies are not authorized to operate DHS and DBHDD vehicles.

Vehicle Maintenance and Repair

All vehicles must be properly maintained to provide safe and dependable service. Timely and thorough maintenance reduce interruptions in service, decrease downtime, and help minimize operating costs. Vehicle maintenance is monitored on all vehicles used for transporting consumers (refer to the Vehicle Monitoring and Inspections section in this chapter).

Types of Maintenance

There are two types of maintenance programs. One is scheduled or preventive maintenance, and the other is unscheduled, also known as repair on demand service. DHS and/or DBHDD require a combination of these.

Scheduled maintenance allows an organization to operate safer and more dependable vehicles. With this program, all vehicles are checked at regular intervals. The maintenance schedule will depend upon the type of vehicles used, the accrual rate of miles, and the driving conditions under which they operate.

Unscheduled maintenance requires drivers that are conscientious and sufficiently technically proficient to identify, report, or repair all problems. Unscheduled maintenance involves greater risks than the preventive maintenance program, which includes regular driver inspections and regular maintenance checkups.

Two forms are included to assist in keeping vehicles well maintained. These forms must be used by your organization to assist in managing vehicle maintenance. These forms may be supplemented with items to be checked. However, the forms list the minimum areas to be checked on your vehicles periodically, whether it is on a daily or an annual basis. The forms are:

  • The first, Appendix 18 – Daily Vehicle Inspection Sheet must be completed by the driver.

  • The second, Appendix 19 – Annual Safety Inspection Report, must be completed by a certified mechanic. A certified mechanic for the purposes of the DHS Transportation Manual is the following:

    • Current Automotive Service Excellence (ASE) certified mechanic,

    • HOLMAN Insights certified vendor mechanic (guidance on vendor location can be found in HOLMAN Insights user guides), or

    • a mechanic certified through a technical school or college, and

    • The inspection is valid for one calendar year.

Warranty Services

All new passenger or utility vehicles should be issued some type of warranty or limitation document at time of delivery. This is provided as a resource for repair service without charge within a given time frame or mileage limitation. The minimum warranty is usually for 12,000 miles or 12 months and may have some specific limitations.

Vehicle operators must follow the manufacturer’s warranty service as described on the agreement. Drivers should be aware of and report any defects, malfunctions or unusual noises. Once a deficiency is noted, a determination should be made as to whether the defect is covered under the basic warranty.

If repairs are covered under the warranty agreement, the authorized service center should be contacted immediately to avoid future costly repairs. Not reporting a small defect may develop into a costly repair bill later. Most warranties are categorized as: basic warranty; battery warranty; tire warranty; warranty period for items not covered; and a list of items not covered by warranty.

If there are any questions concerning warranties, contact a dealership or an authorized service center. Making full use of warranties can result in significant savings for your organization.

DOAS Contract Maintenance Program

Department of Administrative Services' Office of Fleet Management (OFM) contracts with Automotive Resources International (ARI) for use of a call center, emergency roadside assistance and vehicle maintenance services for state owned or leased vehicles. For additional information, please visit the DOAS website at www.doas.ga.gov. To receive an estimate on the cost to place vehicles on this program, contact OFM by phone at 404-656-6295 or by email at Michael.Marsh@doas.ga.gov.

Per Policy 10 Section 4.3: In order to facilitate the gathering of maintenance data and ensure proper maintenance of older motor vehicles, all light duty (under 9,000 lbs. gross vehicle weight rating) passenger motor vehicles must be enrolled in the maintenance program overseen by OFM unless the motor vehicles are being maintained at an on-site repair facility. However, all state motor vehicles, regardless of their participation in the OFM maintenance program, must be populated in the OFM database for proper record-keeping and documentation purposes. All new vehicles must be enrolled in the ARI maintenance program, in addition to any state vehicle that is greater than 10 years of age or older as well as state vehicles with over 135,000 miles must also be enrolled in the program.

Toll Fees and Driving Violations Payments

The State of Georgia is not exempt from tolls charged on highways. Each individual driver is responsible for paying all tolls and filing for reimbursement with his/her individual agency as a part of the driver’s travel expenses, if on official state business.

Fines for traffic violations incurred by individual drivers of state vehicles are the responsibility of the driver and will be paid by the driver. Additional penalties may be imposed on drivers for non-payment of fines incurred while operating a state vehicle.