NC Department of Public Instruction
Transportation Services
Vehicle Inventory / Surplus Property
TD 10
Transportation Director and
Supervisor Refresher Course
March 31 – April 1, 2014
Randolph Community College
Capital Outlay Purchases

An LEA may purchase vehicles and increase
the size of the fleet that provides school
transportation. The need for this action is
generally
the
result
of
growth,
opening/closing of schools or re-districting.
An LEA is given this authority under Statute
115C-249(a) and the written request for such
additions are reviewed by Transportation
Services.
School Bus
•
When needs exceed resources, a local board may
request that a school bus be added to the state
replacement schedule. The state will pay for the
operation of a temporary bus (Status E2LC, loaner) as
long as the local board commits to the purchase of a
new bus by submitting a letter requesting such use and
drafting a purchase order within eighteen months to
purchase a new bus. The new bus will be added to the
state replacement schedule upon delivery to the local
board. Under certain circumstances, an LEA may
purchase a used bus from another LEA for the purpose
of capital outlay. As long as the model year of the used
bus is within 8 years of the current model year, the
used bus will be placed on the replacement schedule
upon request. The model years will coincide with fiscal
years (i.e. 2000 -2001 equates with 2001 model year).
School Buses
In keeping with this charge, school buses are
classified in one of several categories as indicated
below:


Status E2R* - a bus titled to the LEA, authorized for
use as a regular route bus, subject to replacement
by the state as the need arises and as funds are
available. Note *( E2RB, E2RC, E2RR)
Status ESS - a bus titled to the LEA, having already
been replaced by the state with a new bus,
authorized for use as a spare bus when a regular
route bus is not available due to mechanical failure
or maintenance.
School Buses


Status ESP - a bus titled to the LEA and was once
authorized for use as a regular route bus, but
because of current demands is not being utilized on
a daily basis. At such time that the fleet is reviewed
for bus replacements, these status ESP "parked"
buses will not be included in the replacement pool.
Status E1 – Buses that have been designated by
DPI as reserve buses in the event funds are not
available for the purchase of replacement school
buses state wide. These buses are under 2 options
selected by the LEA thru the E1 Use Agreement
Form signed by the Transportation Director. Option
1 buses will not have maintenance plans and are
not allowed to be operated but are to be cranked
and transmissions cycled monthly. Option 2 buses
will require PMs and 30 day inspections and will
count as additional spares beyond your normal
10%.
Parked Buses
ESP STATUS



From time to time, changes in an LEA's transportation
pattern may enable that LEA to use fewer buses on a
daily basis than its number of authorized (Status E2R*)
buses. As this continues, an LEA may have one or
more buses which are retired from regular use, but are
a part of its authorized (Status E2R*) inventory. These
buses will be designated as Status ESP
"Parked" buses. These buses, having been retired from
regular service, will not be part of the eligible pool of
buses to be replaced by the state - that pool consisting
solely of (Status E2R*) buses.
Upon designating a given vehicle as a Status ESP
(parked) bus, the LEA has several options available to
it with regard to that vehicle.
Activity Bus Conversion

Simply by notifying Transportation Services, an LEA
may convert a parked bus to an activity bus by making
appropriate mechanical adjustments to the vehicle.
This includes paint and the removal of lettering referring
to “school bus” and North Carolina Public Schools. In
this instance, the LEA relinquishes its right for another
bus in its place in the future as the parked bus is
removed from the State inventory. As long as the
model year of a replacement bus is in excess of 8 years
of the model year currently being replaced, the bus can
be considered for conversion. E2RC buses may be
converted at any time. (E2RC) = Capital Outlay buses
purchased with local funds.
Turn in to State

By mutual agreement the LEA would surrender the bus
to the state for disposition.
DPI Transportation
Services may opt to sell the vehicle or use it in another
capacity in North Carolina. In return, Transportation
Services would issue a “credit” to the LEA for a bus in
the future, should a need arise for additional vehicles.
Note that it would not necessarily entitle the LEA to a
new vehicle immediately, but it would guarantee a
vehicle once a need is demonstrated.
Any bus
requested to be returned to Status E2RB must have
operated 91 days or more in a given academic year.
No bus that has been designated as Status ESP for
more than 8 years, or is older than the current model
year being replaced, will be accepted by the State for
credit purposes.
Sale of Vehicle

The vehicle may be sold outright and the
proceeds would be returned to the LEA for use in
any capacity, just as with the sale of other
surplus LEA property. In this instance, the LEA
relinquishes its right for another bus in its place in
the future as the parked bus is removed from the
State inventory. As long as the model year of a
replacement bus is in excess of 8 years of the
model year currently being replaced the bus can
be considered for sale by the LEA.
No Action


An LEA may opt to retain a parked bus as a yellow
school bus to be used as a spare vehicle. It may be
reinstated to status E2RB subject to approval by
Transportation Services to guarantee an appropriate
operating condition and age. If not reinstated, the
LEA permanently relinquishes the right to have that
bus replaced in the future.
Each year, each LEA will be asked to report statistics
on its fleet during March on the TD-10 Form. As part
of this reporting, LEAs will designate additional
specific buses which have been designated as parked
since the last reporting period.
Surplus Equipment
Surplus Vehicles

The Transportation Services Section is charged with
designating the old buses and service vehicles that
are to be removed from active service and replaced
with a new vehicle. The number of School Buses
removed and replaced annually depends on the
annual appropriation from the General Assembly.
Funds received from the disposal of old vehicles
reverts to the state vehicle replacement fund.
Service Vehicle replacement depends on the sale of
surplus buses and trucks so every effort to assist in
the sale is very important. There are no
appropriations from the General assembly for the
replacement of Service Trucks, Fuel Trucks and
Wreckers.
Surplus Vehicles


School Bus Buses that have been replaced by the state are
sold through DPI Transportation Services. The bus lettering
will be removed per instructions in the Preventive
Maintenance Manual. Proceeds from the sale of surplus buses
are returned to the state vehicle replacement fund.
Service Truck A local board may purchase service trucks that
have been replaced by the state and status would change to
E8 and new inventory number issued. The local board agrees
to pay the price that is set by DPI Transportation Services.
The price is determined by Kelly Blue Book, private party sale
in good condition. Service trucks are not subject to discount
pricing. If the local board does not wish to purchase the truck,
it will be placed for sale on the school bus safety web site.
The local board is responsible for removing the lettering and
repaint yellow only where lettering was removed. DPI
Transportation Services will determine which trucks are
retained as spares. Proceeds from the sale of surplus trucks
are returned to the state vehicle replacement fund.
Sale of Obsolete Vehicles


Prior to being priced, all buses shall have the lettering
removed and the bus appearance altered in the following
manner. The front and rear panel which formerly had
"School Bus" indicated shall be painted from the flashing
light on the left to the flashing light on the right, a color
other than school bus yellow. Also, the area of the body
which formerly indicated "NC Public Schools" shall be
painted a color other than school bus yellow. The painted
area is to be the full length of the bus.
Buses which are obsolete will be priced for sale or bid on a
TD-13 Discarded Equipment Form by your regional area
transportation consultant. Buses shall not be sold unless
priced in writing on the proper form prior to sale or verbal
permission is given by phone by the area transportation
consultant.
Surplus Vehicles



Service vehicles, fuel trucks, tire trucks and wreckers shall
have all lettering removed prior to being placed for sale
(unless sold to another school system).
These vehicles are listed on the School Bus Safety website
and we need your assistance in promoting them for sale and
by cranking occasionally to retain their ability to be sold.
Please place these trucks when possible in areas where they
can be seen and label them For Sale. The sale of these
vehicles Is necessary to insure funds are available to replace
trucks which have met replacement criteria.
www.ncbussafety.org/documents/usedservicetrucksforsale.pdf
Sale of Other Surplus Items
Obsolete Parts and Scrap Metal
Obsolete parts (those that cannot be returned to the vendor) and
scrap metal may be sold through State Surplus Property or
locally. Following are three options related to this activity.
1.
Contact your DPI field consultant to write up a group/lot of
surplus parts or scrap metal for sale through state surplus.
Revenue goes into the service truck replacement fund.
2.
Include these surplus items in a local sale conducted by the school
system. Revenue generated must return to DPI and shall be
placed in the Vehicle replacement fund. A detailed list including
inventory numbers and quantities must be generated in order to
remove the inventory from BSIP and report on TD-1. Other
documentation must be mailed or emailed to DPI Transportation
Services.
3.
If you have access to a scrap metal dealer, scrap metal may be
sold directly. Notify your DPI field consultant of this activity. The
check must be made out from the dealer to the Department of
Public Instruction and should be accompanied by a weigh ticket.
Revenue goes into the service truck replacement fund.
Sale of Other Surplus Items


TD-13 DISCARDED EQUIPMENT, SUPPLIES &
MATERIALS - The area transportation consultant
shall complete this form identifying vehicles or other
items for sale or bid and this TD-13 form should be
filed in the Transportation Office under form
retention policy.
DISCARDED EQUIPMENT, SUPPLIES & MATERIALS
FILE - A file folder is required to hold authorizations
of discarded equipment for future reference. Keep
in office until of no further administrative value.
Process for Bidding Materials and
Equipment
1.
Most items with a salvage value, purchased with state
dollars must be disposed of by state surplus. This
disposal is coordinated through NCDPI for all school
bus garages in North Carolina.
2.
Contact area transportation consultant and provide a
list of scrap metal, parts, etc you want to place on
sale.. (E-mail works really good for this part and is
preferred).
3.
Consultant will complete form TD-13 listing the
material for bidding. A copy will be sent to the LEA
and NCDPI for processing.
Process for Bidding Materials and
Equipment
4.
State Surplus will solicit bids for the materials,
scrap, etc. They will send the LEA a copy of the
BID SHEET that has their materials,etc on it. LEA’s
are encouraged to provide information to
prospective buyers on the equipment listed for
sale.
5.
Upon awarding the bid a pink (bid-award) sheet
will be sent to the LEA indicating who won the bid.
The buyer will also be sent a pink (bid-award)
sheet. The material should not be released until a
pink sheet is received or the buyer has pink sheet
in-hand (make a copy if you haven’t received one
yet) when they come to pick up the materials, etc.
We do not accept any payment for property that
was on bid. This is collected by State Surplus and
the buyer is given the pink sheet upon payment.
It is OK to release the material when you have a
copy of the pink sheet.
Process for Selling Priced Buses
1.
Contact Area Transportation Consultant and provide a list of the
buses you want to place on sale.(E-mail works really good for this
part and is preferred.)
2.
Consultant will complete form TD-13 listing the buses for sale and
the price of each bus, a copy will be returned to the LEA and
another copy sent to Transportation Services for listing on the
School Bus Safety web page @
http://ncschoolbussales.dpi.state.nc.us/.
2.
Prices are firm unless the bus has remained on the yard for 1 year
or longer or the buyer is planning on purchasing more than one bus.
Contact Craig Warren or your field consultant for any reductions in
price. Be sure to let the prospective buyers know that this is an asis sale. The following quantities are required for multiple bus
purchase price reduction on buses priced less than $4000.00, 2 +
buses 25% discount only to buses within the same county.
Buses priced at $4000.00 and higher, the only discount is 25% for
quantities of 10 or more buses. This discount applies to buses
from one or more counties.
3.
4.
Purchases by Public Schools are reduced by $500.00 per bus.
Process for Selling Priced Buses
4.
Upon agreement of the sale, the buyer must pay for the bus
with a certified check or money order payable to NCDPI –
Transportation Services. It is best not to start any paperwork
until you have this check in hand. The LEA will provide the
buyer with a bill of sale. (this can be created with any word
processing software, etc.) The title will be signed over to the
buyer at this time. If your LEA secures the titles for buses or
trucks at a location other than your Transportation office
please have a plan in place to retrieve the titles for fast
access. The bus sales are sometimes under time constraints
requiring fast access.
5.
The LEA will forward the Certified Check or Money Order along
with the TD-6B Bus For Sale form to NCDPI Transportation
Services to the attention of Wanda Simmons. This form can be
downloaded @
http://www.ncbussafety.org/download/TD6BBUSALEFORM.doc
Process for Disposing of tires
1.
2.
3.
4.
5.
The scrap school bus tire contract has been awarded
to. Killy’s Tires Clayton NC for the Western Region
which consists of Rockingham, Guilford, Randolph,
Montgomery, Richmond and all counties to the west.
Snider Fleet Solutions for the Eastern Region which
consists of Caswell, Alamance, Chatham, Moore,
Hoke, Scotland and all counties to the east.
You may call vendor to schedule pick however an email is recommended to confirm request has been
made.
Please read the information below as it defines what a
scrap tire is and explains how awarded vendor will
pick up the scrap tires at your location.
Scrap tires are defined as those tire casings that are
no longer suitable for capping.
Process for Disposing of tires
5




The scrap tire must meet one or more of the
following criteria and only those tires deemed
by the transportation director or designee as
"ready to discard" are to be considered as
scrap:
All casings with obvious visual damage
(check warranty if applicable).
All casings previously capped two or more
times (check DOT recap stamp).
All casings Six years or older (check DOT
serial number).
All casings for which no bids were received.
Process for Disposing of tires
6
7
Contractor will be responsible for picking up tires
within twenty (20) working days after notification
from the school bus garages. The contractor must
report to the transportation director or school bus
garage supervisor and/or staff upon arrival at the
garage. The garage personnel will supervise the
dispersing of the scrap tires. If several "lots" of tires
are on hand (i.e., virgin, surplus, or scrap), the
contractor must be told which tires to load. Upon
pickup of tires, the contractor must complete a Scrap
Tire Pick Up form provided at each site.
The Scrap Tire Pick Up Form is attached and also
on DPI's website at
http://www.ncbussafety.org/reports.html
Process for Disposing of tires
8
9
10
11
Look under the heading Reports and
Forms, School Bus Maintenance Forms.
If you have any questions, please contact
Transportation Services for assistance.
All complaints on scrap tire vendor should
be listed on Scrap Tire Pick Up Form in
the comments or concerns section and
faxed to Transportation Services @ 919807-3578
Craig Warren - Transportation Consultant
919-807-3574 or
craig.warren@dpi.nc.gov
State Surplus Property Contact
Stanley Black 919-854-2168
Recycling Manager
stanley.black@doa.nc.gov
www.ncstatesurplus.com
Surplus Tire’s
Waste Oil
Waste oil filter (New)No Cost to LEA
Waste Antifreeze
Recycled Batteries
TD-10
TD-10





Annually in March LEA’s are required to fill out the TD10 form that will be mailed to your LEA with preloaded
data based on the previous years fleet activity.
Instructions for filling out the form will be included with
the form explaining all fields on the form and contact
information if questions arise.
The data on the form confirmed the previous year’s
activity and the director signed the form confirming its
correctness.
The preloaded data should not be changed by the LEA
however any questions should be asked prior to
completing the form.
The data entered on the form by the lea is confirmed
by our office and any questions that arise during the
audit will be directed to the Transportation Director for
explanation.
TD-10


The data on the TD-10 should be crossed checked with
two other reports the LEA is required to submit during
the year for accuracy. The data pertaining to buses
operated on regular routes over 91 days should agree
with forms TD-Tims and TD-1 annual report submitted
to Steve Beachum in August. The failure of the data to
match will be followed up by a call from DPI
Transportation Services for an explanation or
clarification from the Transportation Director.
Craig Warren Transportation Consultant
DPI Transportation Services 919-807-3574
craig.warren@dpi.nc.gov