Is your Agency in need of a hard-to-find item? Are you looking for a heavy duty truck or snow removal equipment? With the recent budget constraints, the Federal Surplus Property Program may be your best option! Since 1949, many State departments, municipalities, and pre-approved nonprofit organizations have benefited from the Federal Surplus Property Program.

When the federal General Services Administration (GSA) determines that federal property is surplus, it is made available to all fifty states. By participating in the Federal Surplus Property Program, you will have access to thousands of items eligible to be transferred by the federal government to your Agency. Items declared surplus by the GSA are free to qualifying Agencies. The only costs are for transportation to retrieve the items, and a nominal administration fee paid to the State Surplus Property Office (SSPO).

 

Throughout the years, the SSPO has transferred a large assortment of items through the Federal Surplus Property Program - from tools to trucks to tractors, backhoes to boats to barges, helicopters to Humvees! Interested Agencies should contact the SSPO for access to the federal website. Take a look to see if there is something you need!

Return to top of message

Some State vehicles still are not compliant with the required sticker policy. As a reminder, all OVM-managed Commonwealth vehicles, except law enforcement and undercover vehicles (e.g. vehicles with confidential or conventional plates), must display two stickers:

To comply with Policy, stickers must be affixed in the appropriate locations and be whole and visible, as shown below. To secure stickers, clean and dry all surfaces before applying.  Be sure not to cover any sensors when applying the stickers. Failure to comply with Policy may result in immediate loss of State vehicle privileges by the Agency or the suspension or termination of State vehicle usage and/or disciplinary action. 

If you require additional stickers to ensure compliance with policy, please contact  Alex Giannantonio at OVM.  For additional information, please refer to the OVM policies and procedures on the  OVM homepage .

Because OVM (through the Executive Office of Administration and Finance) is the registered owner of State vehicles, our office receives recall notices from manufacturers. We identify the Agency where the vehicle has been assigned and forward the notices accordingly.  This typically is done via email with PDF attachments.  Following is the language provided in this email to Agencies:

 

 

Recall notices often are issued for safety reasons and it is imperative that repairs be completed as soon as possible. If you have questions on this process, please contact OVM. For assistance in locating a dealership that can complete the recall, please contact Fleet Response at 1-800-338-0619.

Return to top of message

Download OVM's seasonal recommended maintenance checklists .

 

It is important to schedule preventive maintenance (PM) for all vehicles. Certain services, such as oil changes and tire rotations, must be completed at regular mileage or time intervals to keep the vehicle running well. 

Executive Branch Agencies whose light duty vehicles are under the oversight of OVM must utilize the Fleet Response network of vendors to complete PM services.   A copy of the schedule of services and their mileage intervals may be found here.

A similar schedule of services also should be adhered to for all vehicles that fall outside of OVM's purview. If you have questions or need assistance with maintenance coordination, please contact OVM .

Return to top of message

James Guerrier has changed positions within the State and no longer manages maintenance for OVM. Please direct all maintenance correspondence to Cheryl Cushman, via email or at 617-720-3109.

 

Fleet-Related Statewide Contract Handbook Now Available

Need to find all of the information about vehicle-related Statewide Contracts?  

Vehicle Order Reminders

Due to fiscal year constraints (e.g. taking delivery of vehicles by June 30), purchasers should be aware of the lead time expected for new vehicles when placing factory orders.

Due to the recent publication of the Fuel Efficiency Standard for the State Fleet (FES), an updated Vehicle Request Spreadsheet with FES Calculator has been created in collaboration with DOER to be used by Agencies wishing to purchase or lease vehicles from VEH98.

How to Avoid Toll Violations

MassDOT changed to All Electronic Tolling (AET) as of October 28, 2016. State vehicles that drive on toll roads should have a Massachusetts E-ZPass transponder installed. When renting a vehicle through OVM09, please refer to the All Electronic Tolling guidelines.

 

To ensure your drivers aren't incurring toll violations, please refer to the January 2016 OVM Quarterly article on Transponder use. Additionally, please review the list of most common issues below:

Accurate Odometer Entries at Fill-Up

Accurate odometer readings are an essential and critical data point for managing a vehicle. It is mandatory to correctly enter the current vehicle odometer reading during each fuel purchase (do not include tenths of miles).  Failure to enter accurate odometer readings will affect various vehicle reporting and tracking stats and possibly jeopardize the future eligibility for a replacement vehicle.  Please be sure to enter the actual vehicle odometer reading each time you purchase gas.

Return to top of message

Contract User Guide	Description	MBPO (must log into COMMBUYS)
VEH84A	Vehicle Maintenance Management and Accident Subrogation Services	VEH84A MBPO
VEH93	Heavy Duty Vehicles	All Vendor MBPO
VEH95	Sodium Chloride (Road Salt)
VEH96	Light, Medium, and Heavy Duty OEM and Non-OEM Motorized Vehicle Parts, Refined Motor Oil, Lubricants
VEH97	Tires, Tubes, and Services	Michelin MBPO Bridgestone MBPO Goodyear MBPO
VEH98	Light Duty Vehicles - Passenger Cars, SUVs, Trucks, Vans, SSVs, and PPVs, with upfit options	All Vendor MBPO
VEH99	Fleet Information Management System	VEH99 MBPO
VEH100	Fuel Card and Fuel Management Services	VEH100 MPBO
VEH102	Advanced Vehicle Technology Equipment, Supplies, and Services	Category 1 MBPO Category 2 MPBO Category 3 MBPO
VEH103	Windshield and Glass Replacement	JN Phillips MPBO Safelite MBPO
	Indirect Fleet-Related Contracts
ENE40	Diesel Fuels: Ultra Low Sulfur Diesel (ULSD) and Biodiesel
ENE41	Gasoline
FAC88	Lawn and Grounds Equipment, Parts, and Services	All Vendor MBPO
FAC97	Equipment Rental	FAC97 MBPO
HLS05	Homeland Security, Public Safety, and Traffic Safety Supplies	HLS05 MBPO (not the PunchOut)
FAC82	Hazardous/Universal, Medical, and Electronic Waste Disposal and Emergency Response	FAC82 MBPO
SSP1601	Scrap Metal	SSP1601 MBPO

Lisa Westgate Strategic Sourcing Lead VEH96, VEH99, VEH100, VEH101 lisa.westgate@state.ma.us 617-720-3112	Lana Gunaratne Strategic Sourcing Lead VEH93, VEH97, VEH98, VEH102, VEH103 lalana.gunaratne@state.ma.us 617-720-3315
Steve Lyons Deputy Strategic Sourcing Lead VEH95, HLS05, FAC97 steve.lyons@state.ma.us 617-720-3373	Sara Urato Strategic Sourcing Lead ENE40, ENE41 sara.urato@state.ma.us 617-720-3319
Katherine Morse Deputy Strategic Sourcing Lead FAC88 katherine.morse@state.ma.us 617-720-3153	Jodi Paris Anastos Strategic Sourcing Lead FAC82 jodi.parisanastos@state.ma.us 617-720-3169
Sejal Shah MassDEP Transportation Management Programs (Grants) sejal.shah@state.ma.us 617-556-1015	Ted Bunnell OVM - Business Specialist SSP1601 theodore.bunnell@state.ma.us 617-720-3170

Return to top of message

Director of Fleet Policy & Administration Alex Giannantonio 617-720-3171 alex.giannantonio@state.ma.us	Fleet Response Packets / Violations & Mileage  Raphaela Miller 617-720-3136 raphaela.miller@state.ma.us
Registration / Surplus Property Ted Bunnell 617-720-3170 theodore.bunnell@state.ma.us	Fuel Card (WEX) / Owned Vehicle / Maintenance Cheryl Cushman 617-720-3109 cheryl.cushman@state.ma.us
Lease Process / Vehicle Requests Karen Rasnick 617-720-3196 karen.rasnick@state.ma.us	Surplus Property / Turn-in Vehicle (Westboro Vehicle Lot) Tim Morrissey 617-835-3216 timothy.morrissey2@state.ma.us
Surplus Property / Turn-in Vehicle (Auction Coordination) Paul Guerino 617-720-3146 paul.guerino@state.ma.us	Vehicle Management Auditing Michael Duplan 617-720-3177 michael.s.duplan@state.ma.us

 

OVM is your liaison to the following vendors; however, should you need to speak with one of them directly:

 

Fleet Response (Maintenance & Accident Management)

1-800-338-0619

 

WEX (Wright Express Fuel Card Management)

1-866-544-1716

Return to top of message