PROCUREMENT INFORMATION MEMORANDUM
______
Date Issued:September 2, 2005Number: 05-048
Effective Dates:September 2, 2005 to June 30, 2006
Subject:MY2006 VEHICLE REQUISITION INSTRUCTIONS: MEDIUM DUTY TRUCKS AND BUSES
A. Reference:Wisc. Stats. 14.06, 16.70-16.75 and 20.915 Wis. Stats. This Procurement Information Memorandum (PIM) supercedes PIM #04-047 dated May 16, 2004.
B. Scope:Use of these "MY2006 Vehicle Requisition Instructions" are mandatory. All State of Wisconsin agencies and University of Wisconsin System, must follow these instructions when requesting any light duty truck, cargo van, medium duty truck or bus. These requisitioning instructions apply to all vehicles purchased regardless of fund source, including those purchased with federal, donated or grant funds. Amendments to this PIM will be issued as needed to reflect changes in new model year specifications.
C. Content:I.VEHICLE COMMODITY CODES
MEDIUM TRUCK
a)65370-925- Class 5 and larger
b)65380-100- Buses
II.PURCHASE REQUESTS DUE DATES
A.Medium Duty Truck and BussesTBD
ATTACHMENTS: 1. MY2006 Vehicle Purchase Timetable
2. Alternative Fuel Vehicle Form - For Energy Policy Act (EPACT) & Clean Air Act (CAA)
3. Supplemental Title Information
4. PIM Requirement Checklist
5. Vehicle Worksheet and Instructions
6. Vehicle Cost Estimate Chart
Procurement Information Memorandum: 05-048
MY2006 Vehicle Requisition Instructions: Medium Duty Trucks and Buses
Page No. 1 of 39
TABLE OF CONTENTS
Page
- VEHICLE COMMODITY CODES……………………………………………………………1
II.PURCHASE REQUESTS DUE DATE………………………………………………………...1
III.COMPLETION OF VEHICLE REQUEST FORMS…………………………………………3
- Request for Purchasing Authority
- New Vehicle Request
- Attachments to Request
- Alternative Fuel Form
IV.DONATED VEHICLES………………………………………………………………………….4
V.ADDITIONAL VEHICLE JUSTIFICATION (Answer 5 Questions)……………………….4
VI.VEHICLE REPLACEMENT CRITERIA……………………………………………………...4
A. Medium Duty Trucks and Bus Replacement Criteria
VII.JUSTIFICATION OF ANY OPTION…………………….…………………………………….5
VIII.JUSTIFICATION OF A LARGER VEHICLE (Upgrade From Current Vehicle)………...5
IX.OBSOLETE/UNWANTED VEHICLES…………………………………….………………….6
X.INTER-AGENCY VEHICLE SALE REPORT…………………………….………….………6
XI.OTHER RELATED ISSUES……………………………………………….…………………...7
A. Disposal of Surplus Vehicles
B. Cancellation of a Request
C. Emergency Vehicle Requests
D. Alternative Fuel Vehicles
XII.VEHICLE INSPECTION AND ACCEPTANCE………………………………….…………7
A. Agency Responsibility
B. New Vehicle Check-up and Service
C. Action for Rejecting a Vehicle
XIII.VEHICLE TITLES (Procedure)…………………………………………………….…….…..8
XIV.MY2006 VEHICLE PURCHASE CHRONOLOGY………………….………………..…….8
XV.SPECIFICATIONS ………………………………………….………………………………10-39
IMPORTANT
AN AGENCY MUST Use "New Vehicle Request Explanation" (Form DOA-3016, REV. 2/2005) TO REQUISITION ANY NEW model year VEHICLE.
IF THE CURRENT "NEW VEHICLE REQUEST" IS NOT submitted COMPLETELY AND ACCURATELY, THE REQUEST WILL BE DENIED. COPIES OF THE REQUEST form ARE NOT ACCEPTABLE.
THIS "NEW VEHICLE REQUEST" MAY BE OBTAINED THROUGH THE DEPARTMENT OF ADMINISTRATION, Transportation procurement offce at 608-266-3620.
The overall procurement procedure is the same as last year, however, in an effort to streamline the process of approvals for this year's vehicle procurement, a new worksheet will be used. The approval/denial/appeal process will now be done electronically by using an Excel spreadsheet (see attached spreadsheet and instructions). As in previous years, the Agency Head /Chancellor or Secretary approval is only required on the RPA and Form 3016. Follow the PIM and use the checklist at the back.
III.COMPLETION OF VEHICLE REQUEST FORMS
A.Request for Purchasing Authority (RPA): An agency must use one RPA for each of the following vehicle categories:
1.Any replacement medium duty truck;
3.Any replacement bus; or
4.Request for an additional medium duty truck or bus.
B.Vehicle Request (DOA-3016, Rev. 2/2005): This form is submitted along with the RPA. Two submittal methods are available for explanation:
1.Identify one vehicle on each "Vehicle Request." Each DOA-3016 must identify the specific vehicle surplused for the new replacement vehicle requested and the fleet number for the new replacement vehicle.
OR
2.Identify two or more vehicles of the same commodity code (specification number) on one "New Vehicle Request" only if a data sheet is attached that identifies:
a)A fleet number for each new replacement vehicle requested; and
b)A vehicle surplused, for each new replacement vehicle requested. Data should include fleet #, year, make, model, mileage, GVW, engine size and description of equipment on the vehicle.
C.Attachments to Request: Any attachments to a "Vehicle Request" must be identified on each page as to which vehicle it is related. Please use Commodity Code (specification number) and the fleet number of the new vehicle as well as agency name and date of request. ALL MEDIUM TRUCK SPECIFICATIONS MUST BE NEATLY WRITTEN AND SUBMITTED ON MEDIUM DUTY/BUS DESCRIPTION OR THEY WILL BE RETURNED FOR RESUBMITTAL.
NOTE: The Vehicle Request Explanation must identify the fleet number(s) for each requisitioned new replacement and additional vehicle. Therefore, an agency must provide both the fleet number of the new vehicle requested for purchase and the fleet number of the vehicle proposed for surplus.
D.Alternative Fuel Form: Carefully review the supplemental form at the end of this PIM entitled “ALTERNATIVE FUEL FORM”. This form must be completed and attached to the “New Vehicle Request” Form. Failure to complete this form when it is required may result in the delay or denial of vehicle requests.
IV.DONATED VEHICLES
In accordance with Wisconsin Statutes 14.06 and 20.915, the governor must approve all donated vehicles in writing. Secretaries, agency heads or chancellors must submit requests to the Administrator of Enterprise Operations of the Department of Administration, 101 E. Wilson Street, 6th Floor, Madison, WI53702. The Department of Administration will prepare a case letter on your behalf seeking the governor's written approval. Donated vehicles do not automatically become a permanent part of your fleet. If your agency wants the donated vehicle to become a permanent addition to its fleet, the vehicle request must follow the State's normal approval procedure per Paragraph V. Additional Vehicle Justification. The donated vehicle may also become a replacement to your fleet if you surplus a vehicle.
V.ADDITIONAL VEHICLE JUSTIFICATION: If an agency requests an addition to its fleet, the agency must provide the answers to the following questions. NOTE: Any request for an additional vehicle without answers to these five questions will be denied.
A.Would an internal reallocation of similar vehicles be possible and practical? If not, why not?
B.What level of staffing does the agency have now in comparison to prior years who use these vehicles?
C.Has legislation been passed which expands the scope of the agency, thereby necessitating additional vehicles of the type requested? If yes, how? (Please attach a copy of the legislation.)
D.What is the total mileage, as well as annual mileage for the prior fiscal or calendar year, for each vehicle in the agency's fleet? (Please provide miles for each vehicle by its assigned fleet number, distinguishing between business and any personal miles, and identify the make, model and year of each vehicle as well as its assigned location and function; Provide the month and year of delivery for each vehicle.)
E.What other information supports the need for an additional vehicle.
VI.VEHICLE REPLACEMENT CRITERIA: ALL REQUESTS FOR REPLACEMENT VEHICLES MUST BE REPLACED WITH LIKE TYPE VEHICLE – UNLESS JUSTIFIED (See below)
A.Medium Duty Trucks and Bus Replacement Criteria:
1.Having attained 110,000 miles
2.There is no specific age replacement criteria. Each requested replacementvehicle will be evaluated by
Transportation Procurement and/or an objective third party to determine the vehicle’s condition. Based on this inspection, and/or other supporting pictures and data, Transportation Procurement will make the repair or replacement decision.
- JUSTIFICATION OF ANY OPTION: An agency is required to furnish complete justification for any option requested which would be in addition to the approved options listed on page 11-22. Each option must be specifically requested from and approved by Transportation Procurement. An explanation of the need must be attached to the DOA-3016. A vehicle request from an agency may be returned without consideration if this information is not provided.
VIII.JUSTIFICATION OF A LARGER VEHICLE (Upgrade from currently approved vehicle): An agency is required to furnish complete justification requests for new vehicles, which will be larger than the proposed surplus vehicles. Each upgrade must be requested specifically from and approved by Transportation Procurement. An explanation of the need must be attached to the DOA-3016 or the upgrade will be denied.
IX.OBSOLETE/UNWANTED VEHICLES
A.Definition: Vehicles which do not meet the mileage disposal criteria but which also no longer fit their intended purpose may be disposed.
B.Procedure:
1.Agencies should submit a list of vehicles that it would like to sell and replace with new vehicles to the Department of Administration, Transportation Procurement by September 26, 2005.
2.Department of Administration, Transportation Procurement will:
a)Review the vehicles and compile a list of those approved for interagency sale; and
b)Distribute the list to all agencies for review and purchase consideration on September 27, 2005.
3.The buying and selling agencies/campuses may negotiate the sale price for inter-agency sale, or the Department of Administration, Transportation Procurement will assist in establishing a price.
X.INTER-AGENCY VEHICLE SALES REQUEST
A.Definition: An agency may replace, at anytime, a vehicle which will not meet replacement criteria due to age or mileage. This vehicle may be replaced with a surplus vehicle from another agency/university by using the following procedure.
B.The selling agency initiates the "Inter-Agency Used Vehicle Sale Report" and forwards it to the buying agency along with completed Odometer Statement, Certificate of Title and Used Vehicle Condition Report when delivering the vehicle to the buying agency. Selling Agency will obtain the Certificate of Title from the Department of Administration, State Bureau of Procurement.
C.The buying agency/campus must complete and submit an "Inter-Agency Used Vehicle Sale Report," along with a "Used Vehicle Condition Report" (DOA 3081), within fifteen (15) work days of accepting delivery of the vehicle, to the Department of Administration, Transportation Procurement, 101E. Wilson Street, 6th Floor, Madison, WI 53702 or P.O. Box 7867, Madison, WI 53707-7867. The "Inter-Agency Used Vehicle Sale Report" form and the "Used Vehicle Condition Report" (DOA 3081 Rev 8/2004) form are available from the Department of Administration, Transportation without charge upon request (608) 266-3620.
D.Failure by the buying agency/campus to submit these Reports on time will result in an assessment of a late fee of seven percent (7%) of the vehicle's sale price in addition to the usual five percent (5%) Inter-Agency sales fee.
E.For further details on Inter-Agency Used Vehicle Sales refer to State Procurement Manual PRO-F-1, Rev. 3/2004.
F.The buying agency must forward the Certificate of Title to Transportation Procurement upon its receipt from the Department of Transportation.
XI.OTHER RELATED ISSUES
A.Disposal of Surplused Vehicles: Please refer to State Procurement Manual PRO-F-1, State Surplus Property Disposal: Vehicles, and Procurement Information Memorandum. Fleet Managers must select and advise SSPP, within 60 days after receipt of each new vehicle, the auction date that each vehicle will be sold. Written requests for summer use/temporary programs should be sent to SSPP no later than May 1st of each year. Your written request should specify the using agency, vehicle use, start date, end date, current mileage and estimated mileage at end date.
B.Cancellation of a Request: Department of Administration, Transportation Procurement must receive written notification from an agency canceling its request to purchase a vehicle.
C.Emergency Vehicle Requests: Secretaries, agency heads or chancellors must send emergency replacement and additional vehicle request letters to the Administrator of Enterprise Operations of the Department of Administration, 101 E. Wilson Street, 6th Floor, Madison, WI53702 for approval/denial. If fully justified and approved, DOA will prepare a case letter on your behalf seeking the governor's written authorization. Any new replacement vehicle request submitted after the initial vehicle request due date must provide complete justification and description of the situation to warrant consideration. Usually, the only emergency situation approved for replacing a vehicle occurs when:
1.A vehicle is damaged beyond economical repair, or;
2.An unanticipated, major initiative or development of a new program occurs.
If the need occurs late in the procurement process, agencies will be instructed to hold back a surplus vehicle or relocate from within the fleet and submit the needed vehicle in the next cycle.
D.Alternative Fuel Vehicles: In compliance with the Energy Policy Act of 1992 (EPACT), with the 1990 Clean Air Act (CAA), and Wisc. S. 16.045(4), “The department shall require all state employees to utilize gasohol or alternative fuel for the operation of all state-owned or state-leased motor vehicles whenever such utilization is feasible”. Agencies are encouraged to request authorization to purchase alternative fueled vehicles. However, an agency may not acquire or convert vehicles to operate on alternative fuels unless specifically authorized by the Department of Administration. (See attached form)
XII.VEHICLE INSPECTION & ACCEPTANCE
A.Agency Responsibility: Each agency is responsible for accepting or rejecting a vehicle at the time of delivery.
B.New Vehicle Check-up and Service: The Request for Bid requirements obligate the successful vendor to:
1.Notify the buying agency of the anticipated delivery date for each vehicle so that an agency representative is available to inspect the vehicle upon delivery.
2.Deliver any vehicle in accordance with the manufacturer's standard new truck "Make Ready" recommendations.
3.Supply, with the vehicle at time of delivery, a check-off sheet noting the service checks made on the vehicle during preparation for delivery including:
a)Crankcase, differential, transmission and transfer case, if applicable, must be filled to capacity as recommended by the manufacturer.
b)Vehicle must contain 1/4 tank of motor fuel when delivered.
c)Vehicles must be clean with all stickers removed from the glass prior to delivery with the exception of any sticker required by law (Manufacturer's Suggested Retail Price Label).
d)Vehicle must have been hoisted on a lift rack at the dealership and the underside inspected completely prior to delivery. The vendor must note that this inspection has been performed on the pre-delivery check-off sheet.
e)Dealer nameplates, decals, etc. denoting the selling dealer may not be affixed in any manner whatsoever to any vehicle delivered.
4.The buying agency is responsible for completing its inspection of a new vehicle within three (3) work days of its delivery. If the buying agency does not inform the vendor of any problem with the vehicle within three (3) working days, the vendor may conclude that the vehicle was acceptable as delivered.
C.Action for Rejecting a Vehicle: When a vehicle is delivered that does not satisfy the Purchase Order or delivery requirements:
1.The agency should not accept the vehicle and should require that the vendor properly remedy the discrepancy. If the location of the vendor who initially serviced the vehicle makes it impractical to perform subsequent check-up service, it remains the responsibility of the vendor to arrange for any corrective action.
- The agency must notify the Transportation Procurement Manager, Department of Administration, by FAX (608-267-0600) or e-mail () immediately and before returning the vehicle to the vendor.
XIII.VEHICLE TITLES
A.Procedure: Each agency must:
1.Title its own vehicle(s) by forwarding the motor vehicle registration information to
Department of Transportation, Motor Vehicles, 4802 Sheboygan Avenue, Room 201A,
Madison, WI 53705 or Interdepartmental Mail; (608) 266-7135.
2.Specify that the title identifies the State of Wisconsin as a part of the name of its State agency. Vehicle fleet number must appear on the Title.
3.Forward the original Title and window sticker (original or copy) to the Department of Administration, Transportation Procurement, 101 E. Wilson Street, 6th Floor, Madison, WI 53702-0032; Interdepartmental Mail or P.O. Box 7867, Madison, WI 53707-7867 immediately upon receipt of the Title from the Department of Transportation. A complete submittal of Supplemental Title Information Form must accompany all titles. A copy of this form can be found at the end of this PIM.
B.Custodianship: Department of Administration, Transportation Procurement will maintain the State's vehicle titles. Titles are available to an agency upon request as needed.
XIV.MY2006 VEHICLE PURCHASE CHRONOLOGY
A.REVIEW & APPROVALS: Transportation Procurement will review all RPA's and notify agencies of changes or deletions. Agencies will have the opportunity to appeal any changes or deletions. After final decisions have been made, Transportation Procurement will seek the Governor’s approval per Wis. Stats. 20.915.
B.BIDS: Transportation Procurement will conduct bid procedures and make awards to vendors.
C.BULLETINS: After resolution of any appeal, Transportation Procurement will issue State Procurement Purchasing Bulletins to State agencies with detailed instructions for submittal of vehicle purchase orders.
D.PURCHASE ORDERS: Each agency submits its purchase order(s) to the Transportation Procurement Manager for final review and approval. Transportation Procurement will forward purchase orders to the appropriate vendors. Agencies will not submit POs directly to vendors.
E.DELIVERY: Vendors will deliver vehicles to the buying agencies.
F.INSPECTION & ACCEPTANCE: Agencies inspect all vehicles upon delivery and notify vendor of any problems within three work days.
G.TITLE: Agencies secure vehicle titles and forwards to Department of Administration, Transportation Procurement along with the original or a copy of the window sticker.
H.SURPLUS VEHICLE: Agencies notify Department of Administration, Transportation Procurement, of the availability of the replaced (surplused) vehicle within 60 days of the new vehicle delivery.
Procurement Information Memorandum: 05-048
MY2006 Vehicle Requisition Instructions: Medium Duty Trucks and Busses
Page No. 1 of 39
XV.SPECIFICATIONS
SCHEDULE I
PREPARATION OF NEW VEHICLE REQUEST (FORM DOA 3016 REV. 2/2005)
Explanation
1.The specifications attached describe the standard line of State fleet trucks. ScheduleI (Preparation of Request) explains the request process, describes terminology and describes typical vehicles. Schedule II (Truck Body Specifications) describes the standard bodies available. Schedule II is applied primarily to medium trucks. These basic specifications will provide the State agencies with new trucks fully equipped. Schedule III (Options) describes the options, factory installed, that are available.