PROCUREMENT INFORMATION MEMORANDUM
______
Date Issued:May 16, 2003Number: 03-053
Effective Dates:May 16, 2003 through April 30, 2004
Subject:MY2004 VEHICLE REQUISITION INSTRUCTIONS: LAW ENFORCEMENT, PASSENGER VANS,
SEDANS AND STATION WAGONS
A. Reference:Wis. Stats. 14.06, 16.70-16.75 and, 20.915. This Procurement Information Memorandum (PIM) supersedes PIM #02-053 dated April 10, 2002.
B. Scope:All State of Wisconsin agencies and University of Wisconsin System must use "MY2004 Vehicle Requisition Instructions" to request law enforcement, passenger vans, sedans, or station wagons. These instructions apply to all vehicles requested/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 specification.
NOTE: In response to the Governor's 10% Reduction Initiative, many agencies identified vehicle(s)which did not meet surplus criteria. Agencies requesting replacement or additional passenger sedans and station wagons may be offered these vehicles rather than a new MY2004 vehicle. If the agency declines the offer, their request for a MY2004 vehicle will be eliminated from further consideration.
C. Content:I.VEHICLE COMMODITY CODES
A.General Fleet Vehicles (Small Cars) (27.5 mpg)
a)65540-125-10 - Four Door Sedan - 4 cylinder
b)65540-175-10 - Four Door Station Wagon - 4 cylinder
B.Passenger Work Vehicles(Upgrade Justification Required)
a) 65540-195-10 - Small Four Door Sedan - 6 cylinder
b) 65540-200-10 - Four Door Sedan - 6 cylinder
c)65540-205-10 - Four Door Station Wagon - 6 cylinder
d) 65540-207-10 - 7 or 8 Passenger Mini Van
e) 65540-207-12 - 7 or 8 Passenger Mini Van AWD
f) 65540-207-15 - 7 or 8 Passenger Extended Mini Van
g)65540-207-17 - 7 or 8 Passenger Extended Mini Van AWD
h)65540-212-10 - 12 Passenger Van
i)65540-215-10 - 15 Passenger Van
C.Law Enforcement Vehicles
a)65550-300-10 - Rear Wheel Drive (RWD) Law Enforcement Sedan
b)65550-325-10 - Front Wheel Drive (FWD) Law Enforcement-Sedan
c)65550-350-10 - Sport Utility Intermediate (Extensive Justification Required)
d)65550-375-10 - Sport Utility Full Size (Extensive Justification Required)
e)65550-750-10 - DNR Warden Truck
II.PURCHASE REQUESTS DUE DATE
A.Law EnforcementJune 13, 2003
B.Passenger Van, Sedan and Station WagonsJune 13, 2003
ATTACHMENTS: 1. MY2004 Vehicle Purchase Timetable
2. Alternative Fuel Vehicle Form - For Energy Policy Act (EPACT) & Clean Air Act (CAA)
3. Alternative Fuel Vehicle List - For EPACT Compliance and CAA Compliance
4. Supplemental Title Information
5. PIM Requirement Checklist
6. Vehicle Worksheet and Instructions
7. Vehicle Cost Estimate Chart
Procurement Information Memorandum: 03-053
MY2004 Vehicle Requisition Instructions: Law Enforcement, Passenger Vans, Sedans, and Station Wagons
Page No. 1 of 15
TABLE OF CONTENTS
Page
I.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………………………………………………………………………….3
V.ADDITIONAL VEHICLE JUSTIFICATION (Answer 5 Questions)………………………..4
VI.CAFÉ – CORPORATE AVERAGE FUEL ECONOMY……………………………………...4
A. Legislative Requirement – Fuel Economy
B. CAFÉ
VII.VEHICLE REPLACEMENT CRITERIA……………………………………………………...4
A. General Vehicle Replacement Criteria
B. High Mileage Newer Model Vehicle Replacement Criteria
C. Vehicle Age and Condition Replacement Criteria
VIII.JUSTIFICATION FOR UPGRADED WORK VEHICLE (From General Fleet Vehicle)…5
IX.JUSTIFICATION OF ANY OPTION…………………………………………………………..6
X.JUSTIFICATION OF A LARGER VEHICLE (Upgrade From Current Vehicle)…………6
XI.OBSOLETE/UNWANTED VEHICLES……………………………………………………….6
XII.INTER-AGENCY VEHICLE SALE REPORT……………………………………….………6
XIII.OTHER RELATED ISSUES…………………………………………………………………...7
- Disposal of Surplus Vehicles
- Cancellation of a Request
- Emergency Vehicle Requests
- Alternative Fuel Vehicles
XIV.VEHICLE INSPECTION AND ACCEPTANCE…………………………………………….8
- Agency Responsibility
- New Vehicle Check-up and Service
- Action for Rejecting a Vehicle
XV.VEHICLE TITLES (Procedure)………………………………………………………………9
XVI.2004 MODEL YEAR VEHICLE PURCHASE CHRONOLOGY…………………………...9
XVII.SPECIFICATION CLASSES AND TYPICAL VEHICLES………………………………10-15
IMPORTANT
ALL AGENCIES MUST Use "NEW Vehicle REQUEST" (Form DOA-3016, Rev. 5/2003) 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 FREE THROUGH THE DEPARTMENT OF ADMINISTRATION, Transportation Procurement office at 608-266-3620.
The overall procurement procedures are the same as last year. The Excel spreadsheet streamlined last year's approval/denial/appeal process. We will electronically send the Excel spreadsheet again this year. (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.Replacement Law Enforcement vehicles;
2.Replacement Passenger vehicles;
- Additional Law Enforcement vehicles;
- Additional Passenger vehicles
B.New Vehicle Request (DOA-3016, Rev. 5/2003): This form is submitted along with the RPA. Two submittal methods are available:
1.Identify one vehicle on each "New Vehicle Request." Each request must identify the fleet number for the new replacement vehicle and the specific vehicle surplused for a new one. Each vehicle other than a General Fleet vehicle must be justified in writing.
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 and mileage.
C.Attachments to Request: All "New Vehicle Request" attachments must identify the requested vehicle. This identification must include the Commodity Code (specification number), fleet number of the new vehicle, agency name and date of request.
NOTE: 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 may result in the delay or denial of vehicle requests.
IV.DONATED VEHICLE
In accordance with Wisconsin Statutes 14.06 and 20.915, the governor must approve all donated vehicles in writing. Secretaries, agency heads or chancellors should submit requests to the Director of the State Bureau of Procurement of the Department of Administration, 101 E. Wilson Street, 6th Floor, Madison, WI 53702-0032 or P.O. Box 7867, Madison, WI 53707-7867. The Department of Administration will prepare a case letter on your behalf seeking the governor's written approval prior to accepting the donated vehicle. 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. A donated vehicle may also become permanent part of your fleet if you surplus a vehicle.
V.ADDITIONAL VEHICLE JUSTIFICATION: If an agency requests an additional fleet vehicle(s), the agency must answer the following questions. Note: Any request for an additional vehicle(s) without answers to these five questions will be denied.
A.Would an internal reallocation of vehicles be possible and practical? If not, why not?
B.What level of staffing does the agency have now in comparison to prior years?
C.Has legislation been passed which expands the scope of the agency, thereby necessitating additional vehicles? 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.CAFE - CORPORATE AVERAGE FUEL ECONOMY
A.Legislative Requirement - Fuel Economy: State agencies have a legislative obligation to promote energy conservation in the State of Wisconsin's vehicle fleets. The legislation reads as follows:
"S. 20.915. State motor vehicles and aircraft. (1) PURCHASE. Each state agency, upon written approval of the governor, may purchase necessary aircraft, trucks and automobiles for its general use. All aircraft, trucks and automobiles shall be purchased through the department of administration under ss. 16.70 to 16.82. The department of administration shall ensure that each general fleet passenger automobile at the time of procurement has a fuel economy rating of no less miles per gallon than the fleet average miles per gallon required of automobile manufacturers by the federal government at that time. Law enforcement vehicles and work vehicles for heavy passenger or equipment loads are exempt from the mileage requirement."
B.CAFE: Based on the above statute, all 2004 model year General Fleet sedans must have a combined unadjusted mileage rating of no less than 27.5 miles per gallon (MPG) as established by the U.S. Environmental Protection Agency.
VII.VEHICLE REPLACEMENT: All requests for replacement vehicles will be considered general fleet vehicles (65540-125-10, 175-10) no matter what the current surplus vehicle is – unless justified (see below)
A.General Vehicle Replacement Criteria: Passenger vehicles with 85,000 miles may be replaced with a new MY2004 vehicle. To ensure the 85,000 mileage criteria is met at the time of replacement, your vehicle must have at least 80,000 miles when the DOA-3016 is signed. See VII.D. Reallocation of Governor's 10% Reduction Vehicle.
1.Any vehicle(s) 7 or more model years old that does not meet the above mileage disposal criteria may or may not be replaced after considering mileage and condition. The Department of Administration, Transportation Procurement Manager will evaluate each vehicle on a case-by-case basis. (See "Vehicle Age and Condition Replacement Criteria" below).
B.High Mileage Newer Vehicle(s) - 2 Model Years or Less Replacement Criteria:
1.This vehicle should be:
a)Rotated within an agency's fleet to a low mileage position.
OR
b)Sold to another state agency with a lower mileage use requirement (Inter-agency Sale).
2.This practice balances the miles per vehicle in the overall fleet.
C.Vehicle Age and Condition Replacement Criteria:
1.The Department of Administration, Transportation Procurement Manager will consider replacing any vehicle justified as unsafe and/or uneconomical, e.g., rust perforated fenders, floors and/or doors or poor mechanical condition, if the cost of repair exceeds 50% of the current value of the vehicle. The Department of Administration will use the National Auto Research Black Book Value Guide, auction results, and the agency's two written cost estimates from repair/body shops to evaluate a request to replace such a vehicle. While not required, photographs of the vehicle will help to evaluate the vehicle's condition.
- Any vehicle more than seven model years old which did not meet the mileage disposal criteria will be subject to replacement with a used vehicle.
D. Reallocation of Governor's 10% Reduction Vehicles:In response to the Governor's 10% Reduction Initiative, many agencies identified vehicle(s) which did not meet surplus mileage criteria. Agencies requesting replacement or additional passenger sedans and station wagons may be offered these vehicles rather than a new vehicle. If the agency declines the offer, their request for a vehicle will be eliminated from further consideration.
VIII.Justification for UPGRADED Work Vehicle (From small car): All agencies are required to furnish complete justification (Wis. Stats., see Page 1, Section A) when requesting any vehicle (replacement or additional) larger than a General Fleet sedan, i.e., Commodity Codes (specification numbers): 65540-125-10, 4-door sedan, 4 cylinder and 65540-175-10, 4-door station wagon, 4 cylinder or the vehicle will be denied and reclassified as a general fleet vehicle.
- A work vehicle is defined as having one of the following commodity codes (specification numbers):
65540-195-xx - Small four door sedan, 6 cylinder
65540-200-10 - Four door sedan, 6 cylinder
65540-205-10 - Four door station wagon, 6 cylinder
65540-207-10 - 7 or 8 passenger van
65540-212-10 - 12 passenger van
65540-215-10 - 15 passenger van
2.All requests for an upgraded work vehicle must outline its specific needs to include:
a)Purpose/use of the work vehicle.
b)Explanation why you cannot use a General Fleet vehicle.
c)Explanation why you cannot reallocate another vehicle from within the agency fleet when a work vehicle is requested that replaces a General Fleet vehicle.
If a request for an updated work vehicle is not justified, Department of Administration, Transportation Procurement will reclassify the vehicle to meet the legislative criteria.
IX.JUSTIFICATION OF ANY OPTION: Agencies must furnish complete justification for any option(s) requested not listed on the Standard Equipment pages 10-14. 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.
X.JUSTIFICATION OF A LARGER VEHICLE (Upgrade from currently approved vehicle): An agency must furnish complete justification requests for new vehicles 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. UPGRADES TO LAW ENFORCEMENT SPORT UTILITY VEHICLES REQUIRES EXTENSIVE JUSTIFICATION.
NOTE: THE "NEW VEHICLE REQUEST" 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.
XI.OBSOLETE/UNWANTED VEHICLES
A.Definition: Vehicles that do not meet the mileage disposal criteria, are obsolete, are not suitable for their intended use or are unneeded may be disposed.
B.Procedure:
1.Agency(s) will submit a list of vehicles it would like to sell and replace with new vehicles to the Department of Administration, Transportation Procurement Manager by April 23, 2003.
2.Department of Administration, Transportation Procurement Manager 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 April 26, 2002.
3.The buying and selling agencies/campuses will negotiate the sale price for inter-agency sale. The Department of Administration, State Surplus Property Manager, 608-266-1719, will assist in establishing a price.
XII.Inter-Agency Vehicle Sale Report
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 comparable (size, type) 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. The 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 , 101 E. Wilson Street, 6th Floor, Madison, WI 53702-0032. The "Inter-Agency Used Vehicle Sale Report" form and the "Used Vehicle Condition Report" (DOA 3081 Rev 3/1994) forms are available from the Department of Administration, State Bureau of Procurement 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 (5%) Inter-Agency sales fee.
E.For further details on Inter-Agency Used Vehicle Sales refer to State Procurement Manual PRO-F-1, Rev. 8/96.
F.The buying agency must forward the Certificate of Title to Transportation Procurement upon its receipt from the Department of Transportation.
XIII.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 #02-045. 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 any request to purchase a vehicle.
C.Emergency Vehicle Requests: Secretaries, chancellors or agency heads must send letters requesting emergency replacement or additional vehicle requests to the Director of the State Bureau of Procurement of the Department of Administration, 101 E. Wilson, 6th Floor, Madison, WI 53702-0032 for approval/denial. If fully justified and approved, DOA will prepare a case letter on your behalf seeking the governor's authorization. Any new replacement or additional 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, an agency may be instructed to hold back a surplus vehicle or reallocate from within its fleet and then submit a request for the needed vehicle in the next procurement cycle.
D.Alternative Fuel Vehicles: In compliance with the Energy Policy Act of 1992 (EPACT), with the 1990 Clean Air Act (CAA), and with Wisc. Stat. 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)