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)
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)
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)
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)
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)
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).
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(Res. 04-12 (§ 16.6), 1-16-12)
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)
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)