Arabic
Issued by Council of Ministers Decision 545.
First
Definitions
The following words and phrases—wherever they appear in these controls—have the meanings assigned to each of them, unless the context requires otherwise:
Controls: The Controls for Purchasing and Renting Vehicles by Government Entities.
Government entities: Ministries and other government agencies.
Maintenance: The maintenance of a vehicle, based on a planned or unplanned procedure or both, to ensure that its condition remains suitable for performing the required tasks throughout its service life.
Maintenance appointments: A unit, either a specified distance in kilometers or a period of time, that a vehicle completes between major repairs or preventive work specified by the vehicle manufacturer.
Vehicle purchase: The ownership by the beneficiary government entity of a vehicle.
Vehicle rental: The operational rental of a vehicle which entails obtaining the vehicle as a service and not as an asset.
Government fleet: A group of vehicles owned or rented by a government entity and provided to its employees for use in the course of performing their duties.
Electronic platform: The unified platform for government fleet management services.
Second
General Provisions
Government entities shall, when there is a need to secure vehicles, take into consideration the following:
1․ Giving priority to vehicles secured through industry localization and knowledge transfer agreements signed with investors to encourage them to transfer industries and knowledge to the Kingdom in exchange for incentives that include a guarantee that government entities must purchase their vehicles, provided that the percentage and duration of the guarantee are agreed upon in accordance with a feasibility study that takes into account investment returns in exchange for a commitment by the government to purchase.
2. Studying capacity and demand to plan the need for vehicles when the draft budget is requested, provided that this study includes determining the purposes of using the vehicles and the technical specifications according to the type of vehicle.
3. The technical terms and specifications of the vehicles must be detailed and clear.
4․ Taking into account the approved standard specifications or international specifications in matters that do not have adopted national specifications, and that they do not include a reference to a specific type or make, specify a particular trademark or trade name, or set specifications that only apply to specific producers or suppliers, without prejudice to the provisions of paragraph 1 of this clause.
5․ Not exaggerating the technical specifications of vehicles, and that they do not exceed the needs and requirements of the government entity and the financial appropriations allocated to it.
6. The requirements and needs of persons with disabilities if there are eligible employees. A government entity may seek the assistance of any expert or specialist whose opinion it deems necessary when setting the technical specifications.
Third
Vehicle Types and Specifications
Government vehicles are classified as follows:
1. Civil vehicles: Vehicles used by government entities to carry out basic tasks and do not contain any special equipment.
2․ Secret security vehicles: Vehicles used by government security and military agencies and other agencies whose work requires secrecy and do not contain special security or military equipment.
The schedules accompanying the controls must explain the purposes for which vehicles are used, the minimum fuel economy rating, and the types of vehicles by category.
Fourth
Vehicle Purchase or Rental
1. Without prejudice to clause Second(1) of the controls, the Government Tenders and Procurement Law and its executive regulation, and the Regulation for Preferring Local Content, Local Small and Medium Enterprises, and Companies Listed on the Financial Market in Works and Procurement and taking into account the agreements for localizing industry and transferring knowledge signed with investors, government entities shall transition from securing vehicles through purchase to securing them through rental, according to the types of vehicles defined in the controls, and the following conditions must be taken into account:
(a) That a rental achieves an interest for the government entity that exceeds the interest achieved from a purchase.
(b) The decision of the need to rent instead of purchase must be based on a technical report prepared by a specialized technical committee and approved by the person authorized to award the contract.
(c) The rented vehicle must be insured by the lessor or under his guarantee for the rental period, while being required in all cases to maintain it during the rental period.
(d) The rental period must be consistent with the cost approved for the contract in the budget, and must also be consistent with the purpose for which the vehicle is rented.
2․ Without prejudice to paragraph 1 of this clause, a government entity may—after the approval of the Government Expenditure and Projects Efficiency Authority—secure vehicles through purchase if it sees that purchasing achieves a greater interest for it than the interest achieved from rental, provided that it prepares a feasibility study and estimated cost for that and presents it to the Government Expenditure and Projects Efficiency Authority according to the parameters referred to in the Government Tenders and Procurement Law and its executive regulation.
3․ A government entity shall bear—when securing its vehicles through purchase—all related operating costs throughout the period of its ownership.
4․ Without prejudice to the orders and decisions issued regarding the reception and transportation of delegations, the government entity may—when needed—secure vehicles for the purpose of receiving and transporting delegations through daily rental according to the duration of the visit or stay of the delegation, and according to the purposes of use indicated in the schedules accompanying the controls.
5․ A government entity shall take into account quality and economic efficiency when it wishes to secure vehicles, and shall take into account developmental aspects and approved strategic plans.
6․ When transitioning to vehicle rental, a government entity shall include the following costs within the rental value: Vehicle rental cost—insurance cost—tire change cost—battery change cost—periodic maintenance cost—replacement vehicle cost in case of breakdown—spare parts cost—accident repairs cost, in addition to the cost of additional vehicle equipment and maintenance—if any—including but not limited to: Installing a vehicle tracking system, government entity logo, and others.
7․ A government entity shall adopt the highest levels of fuel consumption efficiency when purchasing or renting its vehicles for itself, provided that the Saudi Energy Efficiency Center provides those entities with a list of highly efficient vehicles. The center shall review the minimum standard for evaluating fuel economy annually, consider newer models with high fuel efficiency, and issue the necessary circulars in this regard.
8․ The minimum fuel economy evaluation standard for civil vehicles must be according to the purposes of use referred to in the schedules accompanying the controls. Security and military vehicles are exempted from the minimum fuel economy evaluation standard—as needed—due to the diversity of their technical specifications and the diversity of the nature of security and military missions. The categories of large SUVs and 4WD pickups are also exempted from the application of the minimum fuel economy evaluation standard.
Fifth
Vehicle Operation and Maintenance
The transport department in government agencies—or its equivalent—shall carry out the following:
1․ Receiving vehicles according to the established procedures and conducting a technical inspection on them.
2. Keeping all vehicle information in separate files, including the original form or a copy of it in case of rental, classifying it according to the purpose of its use, its periodic maintenance report, copies of maintenance documents and spare parts, and other important information.
3. Regulating the use of vehicles allocated to the entity according to business needs and the tasks assigned to it, utilizing the shared fleet mechanism to allow the vehicle to be used by more than one employee, and adhering to its periodic maintenance appointments in specialized workshops, as well as preserving it and its safety and cleanliness on a permanent and continuous basis.
4. Following up on the maintenance of rented government vehicles in accordance with the contract signed with the counterparty, which must include periodic maintenance and spare parts.
5․ Securing fuel products for vehicles through fuel supply companies with which the Government Expenditure and Projects Efficiency Authority has signed framework agreements to serve government entities in regard to fuel supply.
6. As an exception to paragraph 5 of this clause, government entities may—after the approval of the Government Expenditure and Projects Efficiency Authority—secure fuel by linking the vehicle to modern technology services, including but not limited to: NFC smart card system, RFID chip system, or their equivalent, and reducing the use of traditional methods and cash advances.
7․ Providing the internal audit department at the government entity with vehicle data, the departments using it, and information about its users.
Sixth
Vehicle Delivery Conditions
1․ The vehicle must be delivered to the driver and the field employee in accordance with the receipt and delivery procedures followed in this regard, and the necessary measures must be taken to ensure that the vehicle is returned to the transport department at the end of the working hours of each day, except for those whose urgent work needs require that it continues to remain with him.
2. Linking the vehicle to the name of the employee when it is delivered to him, and implementing the system for monitoring violations of the General Traffic Department, taking into consideration the mechanism for shared use of the vehicle that allows it to be used by more than one employee.
Seventh
Duties of the Employee Using the Vehicle
1. Not transporting or placing prohibited materials in the vehicle of the government entity in his custody. The employee alone shall bear liability for a breach of this condition towards the competent entities.
2․ Following the Traffic Law and other laws while using the vehicle and complying with the number of passengers permitted for the vehicle, while bearing all liabilities in the event that it is used in activities that contravene the instructions.
3․ Not driving the vehicle unless his driving license is valid.
4․ Not handing over the vehicle to any other person.
5․ Reporting to the government entity upon noticing any defect in the vehicle and not continuing to use it until the defect is repaired, while bearing liability for any damage to the vehicle in the event of failure to report or defects resulting from misuse.
6․ Not using the vehicle outside the scope of his designated work inside or outside the city, and not using it for work and tasks other than those designated for it.
7․ Not making any modifications inside or outside the vehicle and not tampering with its devices, unless required by work.
8. Obtaining the necessary approvals from the entity in which he is employed in the event that the vehicle is maintained outside the maintenance centers approved by the government entity.
9․ Complying with the periodic maintenance appointments according to the form approved by the transport department of the government entity, whether in terms of periods or number of kilometers, with the vehicle user being held accountable and legally liable in the event of repeated failure to comply with the periodic maintenance appointments.
Eighth
Combining Allowances
Without prejudice to the relevant laws and regulations and taking into consideration clause Sixth(1) of the controls, a government employee may simultaneously have two allowances (the monthly transportation allowance and the in-kind transportation allowance) when he obtains a government vehicle for work purposes and needs if he returns it to the transport department at the end of the working hours of each day, or when business needs require it to remain with him to carry out security tasks outside official working hours.
Ninth
Accident Procedures Within Cities
An employee shall, in the event of a vehicle traffic accident within a city, contact the unified number of the General Traffic Department or the companies concerned with traffic accidents, and wait for their arrival to plan the accident and receive a copy of the official accident report. The employee does not have the right to waive the rights of the government entity against the other party in the accident under any circumstances.
Tenth
Government Vehicle Insurance
1. Government vehicles must be insured through insurance policies approved by the competent entity.
2․ The driver of a government vehicle (driven by a designated official driver and under his responsibility) shall procure insurance against third parties or comprehensive insurance, and the state shall bear the premiums for third-party insurance on those vehicles when the vehicle license is issued for the first time only.
3․ Insurance for vehicles driven by more than one driver (service and security) must be provided by the state by approving special items for this purpose in the budget of each government entity that owns these vehicles, according to their numbers, to cover the risk against third parties.
4․ Exemption from bearing the costs of repairing damages to government vehicles must be in accordance with the procedures set by the Ministry of Finance.
5․ Insurance for vehicles belonging to any government entity or its renewal must be after a committee consisting of delegates from the Ministries of Interior and Finance carries out the following procedures:
(a) Inventorying all government vehicles, registration numbers, and age.
(b) Establishing precise automated procedures for registering vehicles entering and leaving service, so that insurance is documented directly.
(c) Establishing an appropriate mechanism to prevent manipulation in assigning mistakes to government entities.
(d) Establishing a mechanism to authorize the driver of a government vehicle to receive compensation issued by an insurance company in the event that the driver is involved in a traffic accident, in accordance with the provisions of the unified insurance policy.
6. Government vehicle insurance works must be tendered in accordance with the contracting methods specified in the Government Tenders and Procurement Law, with the possibility of being divisible to allow the largest number of licensed insurance companies the opportunity to submit their bids.
7․ Insurance for rented government vehicles must be comprehensive insurance for the duration of the rental contract. The counterparty shall bear the insurance, and the government entity may bear a percentage of the costs of comprehensive insurance as it deems appropriate, provided that the type of insurance coverage is specified in the contract.
8. Government vehicle insurance does not cover tactical vehicles which are not used on highways or cities and are limited to military areas and training grounds.
Eleventh
Disposal of Vehicles
1․ A vehicle must be technically evaluated after ten years of use. If the technical reports establish the quality of the vehicle, it continues to be in service, provided that the technical evaluation is repeated every year.
2․ A government entity may dispose of vehicles that have been in use for ten years or more, or whose maintenance costs have become high, in accordance with the legal procedures followed in this regard.
3. If the technical reports prove a defect that affects the safety and security of vehicle users, and the cost of repairing it is high compared to the replacement value, the government entity may safely dispose of the vehicle in accordance with the legal procedures.
Twelfth
Electronic Platform
1․ Government entities shall register all data on existing and new vehicles on the electronic platform, provided that the data covers—including but not limited to—the following:
– Government vehicle data, such as year of manufacture, purpose of use, and maintenance.
- Details of the beneficiaries of these vehicles.
- Government fleet management.
- Fuel supply management.
- Maintenance management.
- Relevant periodic reports.
2. The contents of this clause do not include the vehicles of the guests of the Custodian of the Two Holy Mosques, the guests of His Highness the Crown Prince, VIP guests, and secret security vehicles and their drivers, the registration of which on the platform may result in a threat to public safety or public security, loss of life or property, or the disclosure of secret sites or missions, and it is sufficient to register them within the entity concerned with such business.
Thirteenth
Without prejudice to the controls, government entities shall—except for government entities that have secret security vehicles—prepare detailed controls for the use of government vehicles belonging to it, in a manner that ensures the rationalization of their use and preservation, is consistent with the nature of the business of the entity, and does not conflict with the controls, and shall provide the Oversight and Anti-Corruption Authority with these controls and any new amendments to them, and the Oversight and Anti-Corruption Authority shall monitor and follow up on the use in accordance with these controls and the detailed controls prepared by government entities. As for government entities that have secret security vehicles, they shall prepare the controls and implement them within the sector without the need to provide them to the authority.
Fourteenth
The controls must be published in the official gazette, and come into force after 180 days from the date of their publication.
Fifteenth
The controls repeal all provisions that conflict with them.
Schedule 1
Purposes of Using Government Vehicles Subject to the Controls
| Purposes of use |
Vehicle categories for flat paved areas |
Vehicle categories for off-road and mountainous areas |
| Supervision |
Supervision of operation and maintenance contracts |
– Small sedan vehicle
– Small SUV
– Pickup |
– Small 4WD SUV
– 4WD pickup |
| Supervision of construction project contracts |
| Oversight |
Conducting oversight field inspection visits of commercial establishments |
– Small sedan vehicle
– Medium sedan vehicle
– Small SUV
– Medium SUV |
– Small 4WD SUV
– Medium 4WD SUV
– Large 4WD SUV
– 4WD pickup |
| Conducting oversight field inspection visits of government entities |
| Inspection works and response to reports by citizens |
| Passenger transport |
School transport and daily appointments for care homes |
– Passenger van
– Medium bus |
– Medium 4WD SUV
– Passenger van
– Medium bus |
| Employee transport to and from the workplace |
– Small sedan vehicle
– Medium sedan vehicle
– Small SUV
– Medium SUV
– Passenger van
– Medium bus |
– Small 4WD SUV
– Medium 4WD SUV
– Passenger van
– Medium bus |
| Employee transport within the workplace |
– Small sedan vehicle
– Medium sedan vehicle
– Passenger van
– Medium bus |
– Small 4WD SUV
– Medium 4WD SUV
– Passenger van
– Medium bus |
| Passenger transport |
Employee transport from the workplace to external meetings |
– Small sedan vehicle
– Medium sedan vehicle
– Passenger van
– Medium bus |
– Small 4WD SUV
– Medium 4WD SUV
– Passenger van
– Medium bus |
| Reception and transport of delegations |
– Large sedan vehicle
– Medium sedan vehicle
– Medium SUV
– Large SUV
– Passenger van
– Medium bus |
– Medium 4WD SUV
– Large 4WD SUV
– Passenger van
– Medium bus |
| Administrative correspondence |
Correspondence and mail transport |
– Small sedan vehicle
– Small SUV
– Light transport pickup
– Goods transport van |
– Small 4WD SUV
– 4WD pickup
– Goods transport van |
| Equipment and goods transport |
Food and supplies transport |
– Light transport pickup
– Goods transport van |
– 4WD pickup
– Goods transport van |
| – Appliances and furniture transport |
| Secret vehicles |
Vehicles belonging to military and security entities, which are used for administrative purposes and transporting passengers and do not contain special equipment |
– Small sedan vehicle
– Medium sedan vehicle
– Small SUV
– Medium SUV
– Large SUV
– Minibus
– Medium bus
– Large bus
– Minivan
– Medium van
– Passenger van |
– Small 4WD SUV
– Medium 4WD SUV
– Large 4WD SUV |
| Vehicles belonging to military and security entities, which are used for search and investigation purposes and do not contain special equipment |
Schedule 2
Minimum Fuel Economy Rating for Government Vehicles
| Vehicle type |
Vehicle category |
Minimum fuel economy rating |
| Sedan |
Small sedan |
Excellent |
| Medium sedan |
Excellent |
| Large sedan |
Good |
| Small SUV(for city use) |
Very good |
| Medium SUV (for city use) |
Very good |
| Vehicle type |
Vehicle category |
Minimum fuel economy rating |
| SUV |
Large SUV (for city use) |
Very good |
| Small 4WD SUV (for use in off-road and desert areas) |
Very good |
| Medium 4WD SUV (for use in off-road and desert areas) |
Very good |
| Small 4WD SUV (for use in off-road and desert areas) |
None |
| Pickup |
Light transport pickup |
Very good |
| 4WD pickup |
None |
| Van |
Goods transport van |
Very good |
| Passenger van |
| Bus |
Medium bus |
Very good |
Schedule 3
Vehicle Types by Category
| Category |
Examples include but are not limited to |
| Small sedan |
Toyota Corolla—Hyundai Accent—Kia Rio—Kia Cerato—Hyundai Elantra—Toyota Yaris—or their equivalent |
| Medium sedan |
Lucid—Toyota Camry—Hyundai Sonata—Mazda 6—or their equivalent |
| Large sedan |
Lucid Air—Lexus LS—Mercedes S Class–BMW 7 Series–Audi A—Genesis G90—or their equivalent |
| Small SUV |
Toyota RAV4—Hyundai Tucson—Hyundai Creta—Kia Sportage—Mazda CX-3—Mazda CX-5—or their equivalent |
| Medium SUV |
Lucid Gravity—Toyota Fortuner—GMC Acadia—Ford Explorer—Nissan Pathfinder—Toyota Prado—Chevrolet Traverse—Hyundai Santa Fe—
Kia Sorento—or their equivalent |
| Large hybrid SUV |
Lucid Gravity—GMC Yukon—Toyota Land Cruiser—GMC Tahoe—Ford Expedition—Nissan Patrol—or their equivalent |
Published in Umm Al-Qura 5072 issued on 21 February 2025.
