Chapter 41.64
FLEET PURCHASES
Sections:
41.64.010 Authority of the Fleet/Facility Manager.
41.64.040 Vehicle and equipment specifications.
41.64.060 Vehicle and equipment standards.
41.64.070 Vehicle identification.
41.64.080 Equipment transfer and turn-in.
41.64.010 Authority of the Fleet/Facility Manager.
The City’s Financial Operations Manager or his designated representative must review all purchase requests for vehicles and industrial equipment.
Any purchase request submitted directly to Purchasing shall be returned to the requesting department without further processing.
(Res. 04-12 (§ 16.1), 1-16-12)
41.64.020 General guidelines.
It is the policy of the Fleet Services Division (FSD) to provide the latest in vehicle and equipment technology to the City of Grand Junction service divisions in the most cost effective fashion possible. It is also the FSD’s responsibility to plan for replacement of City of Grand Junction vehicle and equipment assets in the most practical and economical time frame.
All vehicles and industrial equipment with a purchase value of $5,000 and above or vehicles and equipment that require registration and licensing to operate on public roads and highways shall be included in the fleet replacement accrual fund and under the direction of the FSD.
(Res. 04-12 (§ 16.2), 1-16-12)
41.64.030 Overview.
The economic life cycle of vehicles and equipment in today’s industry is considerably longer than in the past. The ability of computerized fleet maintenance management systems and other technology such as oil analysis, engine analyzers, and on-board computer systems has had a positive impact on the length of service life. The change is demonstrated by the higher mileage warranties that are offered on some vehicles in fleet environments.
The most advantageous replacement frequency is not a preset, inflexible interval in usage, years, or maintenance cost, as has occurred in past years for some fleets. The most economical replacement opportunity will occur within a specified time frame or replacement window.
(Res. 04-12 (§ 16.3), 1-16-12)
41.64.040 Vehicle and equipment specifications.
Specifications are developed by the Fleet Supervisor or a delegated representative and reviewed by the Purchasing Division for programmed replacements and approved additions to the fleet for which FSD will inherently have asset management responsibility, in consultation with the using agency. Specifications are developed/updated on an as-needed basis as early in the fiscal year as possible (subject to known/projected needs, availability of spec information, etc.). Specifications consider the using department’s needs to the maximum extent possible, while also providing for standardization of similar fleet units to promote unit assignment flexibility. Specifications attempt to maximize supplier source options, while providing for using agency and City needs for satisfactory equipment and supplier performance.
Note: It is the responsibility of the user department to request early replacement, replacement upgrades and new vehicle or equipment additions to the fleet. During the budget process by the appropriate level the annual rental rate will be included in the requesting department’s operating budget by the Accounting Division. FSD will continue to use the Equipment Replacement Committee to evaluate and approve projected vehicles and equipment for replacement as established by the replacement fund.
(Res. 04-12 (§ 16.4), 1-16-12)
41.64.050 Bid evaluation.
The FSD and the Purchasing Division with the cooperation of the user department will evaluate bids for those fleet units for which they have asset management responsibility. Bid evaluations will consider the extent to which bids meet or exceed the minimum requirements. Bid evaluations may be based on one or more established grading scales. When deemed necessary, equipment demonstrations may be conducted to assist in the evaluation process (equipment pre-qualification process).
(Res. 04-12 (§ 16.5), 1-16-12)
41.64.060 Vehicle and equipment standards.
It is the policy of FSD to apply vehicle standards to all vehicle and equipment acquisition. The standards will enable the FSD to standardize specifications, repairs, parts acquisition and training to both technicians and operators. This minimizes costs and enhances efficiency. Standards will clearly define the need for specific features to perform job duties of a specific type and definition.
Replacement units shall be equivalent to the unit being replaced, unless a more economical downgrade is appropriate. Example: downgrade a full size pickup for a compact sedan or hybrid.
The goal is to meet the using department needs while providing the lowest practical ownership costs with the least environmental impact.
To standardize fleet units, options and equipment packages whenever possible and practical, downsizing is encouraged. The following criteria will be used for the selection of appropriate vehicles:
(a) Administrative sedans will be mid-size or smaller.
(b) Public safety units subject to pursuit or emergency calls may be full-size sedans.
(c) All unmarked public safety units will be mid-size.
(d) All units will be of the smallest practical size.
(e) All units will be two or front wheel drive unless off-road or all wheel drive can be justified.
(f) K-9 units shall be full-size wagon or SUV.
Alternative fuel will be considered on all units where an alternative fuel is available. Types of alternative fuels include, but are not limited to, E85, electric, electric/gas (hybrid) and compressed natural gas (CNG).
(Res. 04-12 (§ 16.6), 1-16-12)
41.64.070 Vehicle identification.
Fleet units operated by the City of Grand Junction shall comply with all local and State laws, regulations, and ordinances, which prescribe the identification of City fleet units. Those fleet units for which the FSD has asset management responsibility shall be marked by the FSD.
(Res. 04-12 (§ 16.7), 1-16-12)
41.64.080 Equipment transfer and turn-in.
The FSD shall manage the departmental assignment of all units for which it has asset management responsibility.
Transfer requests and/or new equipment requests shall be made to the FSD by the agency to receive the fleet unit. Fleet units, which are no longer needed by an agency, may be returned to the FSD at any time with written notice to the FSD requesting termination of the unit assignment.
(Res. 04-12 (§ 16.8), 1-16-12)