PROCUREMENT INFORMATION MEMORANDUM
___________________________________________________________________
Date Issued:
April 10, 2002
Effective Dates:
May 1, 2002 through April 30, 2003
Number: 02-053
Subject: MY2003 VEHICLE REQUISITION INSTRUCTIONS: LAW ENFORCEMENT, PASSENGER VANS,
SEDANS AND STATION WAGONS
A. Reference:
B. Scope:
C. Content:
S. 16.70-16.75 and s. 20.915 Wis. Stats. This Procurement Information Memorandum (PIM)
supersedes PIM #01-053 dated April 12, 2001.
All State of Wisconsin agencies and University of Wisconsin System must use "2003 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.
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)
65540-200-10 - Four Door Sedan-6 cylinder
b)
65540-205-10 - Four Door Station Wagon-6 cylinder
c)
65540-207-10 - 7 or 8 Passenger Mini Van
d)
65540-207-12 - 7 or 8 Passenger Mini Van AWD
e)
65540-207-15 - 7 or 8 Passenger Extended Mini Van
d)
65540-207-17 - 7 or 8 Passenger Extended Mini Van AWD
e)
65540-212-10 - 12 Passenger Van
f)
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)
II.
PURCHASE REQUESTS DUE DATE
A.
Law Enforcement
B.
Passenger Van, Sedan and Station Wagons
May 24, 2002
May 24, 2002
ATTACHMENTS: 1. 2003 Model Year 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
David Webb, Manager
State Transportation Procurement
201 S Dickinson Street
Madison, WI 53707-7880
Telephone: (608) 266-8024
Michael Cornell, Director
Department of Administration
Division of State Agency Services
State Bureau of Procurement
Telephone (608) 266-0974
DOA-3187 (R10/91)
Procurement Information Memorandum: 02-053
2003 Vehicle Requisition Instructions: Law Enforcement, Passenger Vans, Sedans, and Station Wagons
Page No. 2 of 14
TABLE OF CONTENTS
I.
Page
VEHICLE COMMODITY CODES…………………………………………………………….. 1
II.
PURCHASE REQUESTS DUE DATE…………………………………………………………. 1
III.
COMPLETION OF VEHICLE REQUEST FORMS…………………………………………. 3
A.
Request for Purchasing Authority
B.
New Vehicle Request
C.
Attachments to Request
D.
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 2001 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…………………………………………………………………...
A.
Disposal of Surplus Vehicles
B.
Cancellation of a Request
C.
Emergency Vehicle Requests
D.
Alternative Fuel Vehicles
7
XIV.
VEHICLE INSPECTION AND ACCEPTANCE…………………………………………….
A.
Agency Responsibility
B.
New Vehicle Check-up and Service
C.
Action for Rejecting a Vehicle
8
XV.
VEHICLE TITLES (Procedure)………………………………………………………………
9
XVI.
2003 MODEL YEAR VEHICLE PURCHASE CHRONOLOGY…………………………...
9
XVII.
SPECIFICATION CLASSES AND TYPICAL VEHICLES……………………………… 10-14
Procurement Information Memorandum: 02-053
2003 Vehicle Requisition Instructions: Law Enforcement, Passenger Vans, Sedans, and Station Wagons
Page No. 3 of 14
IMPORTANT
ALL AGENCIES MUST USE "NEW VEHICLE REQUEST" (FORM DOA-3016, REV. 2/1999) 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 SERVICES 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.
2.
3.
B.
Law Enforcement vehicles;
Passenger vehicles;
Additional vehicle with separate RPA's for law enforcement and passenger.
New Vehicle Request (DOA-3016, Rev. 2/1999): 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.
C.
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 May 1, 2002 mileage.
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.
Procurement Information Memorandum: 02-053
2003 Vehicle Requisition Instructions: Law Enforcement, Passenger Vans, Sedans, and Station Wagons
Page No. 4 of 14
IV.
DONATED VEHICLE
All donated vehicles must be approved in writing. Secretaries, agency heads or chancellors should submit
requests to the Director of the Bureau of Transportation of the Department of Administration, 101 E. Wilson
Street, 6th Floor, Madison, WI 53707. You must receive the Director's written approval prior to accepting
the donated vehicle. If the agency wants the donated vehicle to become a permanent addition to its fleet, then the
vehicle request must follow the State's normal approval procedure.
V.
VI.
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 beneficial? 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?
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.
VII.
CAFE: Based on the above statute, all 2003 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.
VEHICLE REPLACEMENT: All requests for replacement vehicles will be considered general fleet vehicles
(65540-125-10 or 65540-175-10) no matter what the current surplus vehicle is – unless justified (see below)
A.
General Vehicle Replacement Criteria: Passenger carrying vehicles which at the time of replacement will
have accumulated a minimum of 75,000 miles may be replaced with new 2003 model vehicles. To ensure
that the 75,000 mile criteria is met at the time of replacement, the following minimum criteria are provided:
1.
1996 model vehicles need a minimum of 64,000 miles as of May 1, 2002
2.
1997 model vehicles need a minimum of 63,000 miles as of May 1, 2002
Procurement Information Memorandum: 02-053
2003 Vehicle Requisition Instructions: Law Enforcement, Passenger Vans, Sedans, and Station Wagons
Page No. 5 of 14
B.
3.
1998 model vehicles need a minimum of 60,000 miles as of May 1, 2002
4.
1999 model vehicles need a minimum of 56,000 miles as of May 1, 2002
5.
2000 model vehicles need a minimum of 50,000 miles as of May 1, 2002
6.
Any 1994 and earlier model passenger van, sedan, or station wagon 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).
High Mileage 2001 Model Vehicle Replacement Criteria:
1.
This vehicle should be:
a)
b)
2.
C.
VIII.
Rotated within an agency's fleet to a low mileage position.
OR
Sold to another state agency with a lower mileage use requirement (Inter-agency Sale).
This practice balances the miles per vehicle in the overall fleet.
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.
2.
Any vehicle more than six years old which did not meet the mileage disposal criteria will be subject to
replacement with a used vehicle.
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.
1.
A work vehicle is defined as having one of the following commodity codes (specification
numbers):
65540-200-10 65540-205-10 65540-207-10 65540-212-10 65540-215-10 -
2.
Four door sedan, 6 cylinder
Four door station wagon, 6 cylinder
7 or 8 passenger van
12 passenger van
15 passenger van
All requests for an upgraded work vehicle must outline its specific needs to include:
a)
b)
Purpose/use of the work vehicle.
Explanation why you cannot use a General Fleet vehicle.
Procurement Information Memorandum: 02-053
2003 Vehicle Requisition Instructions: Law Enforcement, Passenger Vans, Sedans, and Station Wagons
Page No. 6 of 14
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: All agencies must furnish complete justification for any option requested
which is not on the Standard Equipment lists on pages 10-14. Each option must be specifically requested from and
approved by Transportation Services 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 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 Services 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.
XII.
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) may submit a list of vehicles that it would like to sell and replace with new vehicles to the
Department of Administration, Transportation Procurement Manager by April 23, 2002.
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 may negotiate the sale price for inter-agency sale. The
Department of Administration, Transportation Procurement Manager will assist in establishing a price.
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, Bureau of Transportation, Transportation and Travel Services.
Procurement Information Memorandum: 02-053
2003 Vehicle Requisition Instructions: Law Enforcement, Passenger Vans, Sedans, and Station Wagons
Page No. 7 of 14
XIII.
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 and Travel Services, 201 South Dickinson
Street, Madison, WI 53704. 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,
Transportation and Travel Services 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 five percent (5%) of the vehicle's sale price and the 3% 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 Services Procurement upon its
receipt from the Department of Transportation.
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. All surplused vehicles approved
for replacement with new 2003 models must be made available to Transportation & Travel for surplus
upon receipt and operational readiness of the 2003 model. Any exceptions must be requested in
writing specifically from and approved by State Surplus Property Manager.
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: Emergency vehicle request letters should be sent to the Director of the Bureau
of Transportation, Department of Administration for approval/denial. 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, 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 the 1993 Wisconsin Act 351, “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)
Procurement Information Memorandum: 02-053
2003 Vehicle Requisition Instructions: Law Enforcement, Passenger Vans, Sedans, and Station Wagons
Page No. 8 of 14
XIV.
VEHICLE INSPECTION AND 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 agency representatives
are available to accept delivery of the vehicle.
2.
Deliver all vehicles in accordance with the manufacturer's standard new car "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:
4.
C.
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 gasoline/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 was 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.
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.
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 the vendor to 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.
2.
The agency must notify in writing the Department of Administration, State Transportation
Procurement Manager, by FAX (608-267-6935) or e-mail (David.Webb@doa.state.wi.us)
immediately and before returning the vehicle to the vendor.
Procurement Information Memorandum: 02-053
2003 Vehicle Requisition Instructions: Law Enforcement, Passenger Vans, Sedans, and Station Wagons
Page No. 9 of 14
XV.
VEHICLE TITLES
A.
B.
XVI.
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) 266-9510.
2.
Specify that the Title identify the State of Wisconsin as a part of the name of its state agency. The
vehicle fleet number must appear on the Title.
3.
Forward the original Title to the Department of Administration, Transportation and Travel Services,
201 South Dickinson Street or by mail at P.O. Box 7880, Madison, WI 53707-7880 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.
Custodianship: Department of Administration, Transportation and Travel Services will maintain the State's
vehicle titles which are available to an agency upon request as needed.
2003 MODEL YEAR VEHICLE PURCHASE CHRONOLOGY (See attached “2003 Model Year Vehicle
Purchase Timetable”)
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 bids 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 State Transportation Procurement
Manager for final review and approval. Transportation Procurement will forward purchase orders to the
appropriate vendors.
E.
DELIVERY: Vendors will deliver vehicles to the buying agencies as specified in the bid.
F.
INSPECTION & ACCEPTANCE: Agencies inspect all vehicles upon delivery and notify vendor of any
problems within three workdays.
G.
TITLE: Agencies secure vehicle titles and forwards to Department of Administration, Transportation and
Travel.
H.
SURPLUS VEHICLE: Agencies notify Department of Administration, Transportation and Travel, of the
availability of the replaced (surplused) vehicle as soon as new vehicle is operational.
Procurement Information Memorandum: 02-053
2003 Vehicle Requisition Instructions: Law Enforcement, Passenger Vans and State Sedans, and Station Wagons
Page No. 10 of 14
XVII.
A.
SPECIFICATION CLASSES AND TYPICAL VEHICLES
Standard Fleet Vehicle
GENERAL FLEET
COMMODITY
CODE 65540-
PASSENGER
CAPACITY
EXAMPLE
VEHICLES
ENGINE
TYPE
1. Four Door Sedan
125-10
4
Sunfire
Cavalier
Neon
Focus
Saturn SL1
2.4L
2.4L
2.0L
2.0L
1.9L
2. Four Door Wagon
175-10
4
Focus
Saturn SW2
2.0L
1.9L
VEHICLES LISTED BELOW REQUIRE SPECIFIC WRITTEN JUSTIFICATION,
REGARDLESS OF REPLACEMENT OR ADDITIONAL VEHICLE REQUEST
B.
WORK VEHICLE
3. Four Door Sedan
200-10
5/6
Taurus
Impala
Grand Prix
Intrepid
Saturn L300
3.0L V6
3.4L V6
3.1L V6
2.7L V6
3.0L V6
4. Four Door Wagon
205-10
5
Taurus
Saturn LW300
3.0L V6
3.0:L V6
5. Mini Van
Mini Van AWD
207-10
207-12
7
7
Caravan
Voyager
Windstar
Venture
Montana
3.0L V6
3.0L V6
3.0L V6
3.4L V6
3.4L V6
6. Extended Mini Van
Extended Mini Van AWD
207-15
207-17
7-8
7-8
Grand Caravan
Grand Voyager
Venture Extended
Montana Extended
3.0L V6
3.0L V6
3.4L V6
3.4L V6
7. Van Fleet
212-10
12
Club Wagon
Ram Wagon?
Express
Savana
5.4L V8
5.9L V8
5.7L V8
5.7L V8
8. Van Fleet
215-10
15
Super Wagon
Extended Ram?
Express Extended
Savana Extended
5.4L V8
5.9L V8
5.7L V8
5.7L V8
.
Procurement Information Memorandum: 02-053
2003 Vehicle Requisition Instructions: Law Enforcement, Passenger Vans and State Sedans, and Station Wagons
Page No. 11 of 14
VEHICLES LISTED BELOW REQUIRE SPECIFIC WRITTEN JUSTIFICATION,
REGARDLESS OF REPLACEMENT OR ADDITIONAL VEHICLE REQUEST
C.
LAW ENFORCEMENT
9. Sedan
FWD Sedan
Sport Utility Intermediate
300-10
325-10
350-10
Sport Utility Full Size
375-10
5
5
5
5
5
5
Crown Victoria
Impala
Explorer
Blazer
Durango
Tahoe/Yukon
Suburban/Yukon LX
Expedition
Excursion
4.6L V8
3.8L V6
4.0L V8
4.3L V6
4.7L V8
4.8L V8
5.3L V8
5.4L V8
5.4L V8
STANDARD CLASSIFICATION DESCRIPTION:
1.
Spec. 65540-125-10 - Four (4) Door Fleet Sedan; 102 inch wheelbase or more
Vehicles in this group, with 4 cylinder engines, are General Fleet cars. Passenger capacity: 1-4 including driver.
Typical Vehicles:
Standard Equipment
Automatic Transmission
Power Steering
Power Brakes
Cruise Control
Air Conditioning
AM/FM Stereo
Tilt Steering Wheel
2.
Pontiac Sunfire, Chevrolet Cavalier, Ford Focus, Chrysler Neon, Saturn SL-1
Dual Mirrors - Manual
Intermittent Wipers
Rear Window Defroster
Full Wheel Cover
Body Side Moulding
Floor Mats, Front and Rear
Antilock Brake System (4 wheel)
Spec. 65540-175-10 - Four (4) Door Station Wagon
Vehicles in this group, with 4 cylinder engines, are General Fleet cars. Passenger capacity: 1-4 including driver.
Typical Vehicles:
Standard Equipment
Automatic Transmission
Power Steering
Power Brakes
Cruise Control
Air Conditioning
AM/FM Stereo
Tilt Steering Wheel
Ford Focus, Saturn SL-1
Dual Mirrors - Manual
Intermittent Wipers
Rear Window Defroster
Full Wheel Cover
Body Side Moulding
Floor Mats, Front and Rear
Antilock Brake System (4 wheel)
Procurement Information Memorandum: 02-053
2003 Vehicle Requisition Instructions: Law Enforcement, Passenger Vans and State Sedans, and Station Wagons
Page No. 12 of 14
3.
Spec. 65540-200-10 - Four (4) Door Sedan
Vehicles in this group are intended for long distance inter-city travel. Their primary use is pool duty for a total of five or
six persons including the driver. Proper justification is required or the request for this specification will be changed
automatically to Spec. 65540-125. The engine will be a 2.7L V6 minimum.
Typical Vehicles:
Ford Taurus, Chevrolet Impala, Pontiac Grand Prix, Dodge Intrepid, Saturn W300
Standard Equipment
Automatic Transmission
Power Steering
Power Brakes
Cruise Control
Air Conditioning
AM/FM Stereo
Tilt Steering Wheel
4.
Dual Mirrors - Manual
Intermittent Wipers
Rear Window Defroster
Full Wheel Cover
Body Side Moulding
Floor Mats, Front and Rear
Antilock Brake System (4 wheel)
Spec. 65540-205-10 - Four (4) Door Station Wagon
Vehicles in this group have a six passenger maximum carrying capacity including the driver plus a cargo area. The
engine will be 3.0L V6 minimum.
Typical Vehicles:
Ford Taurus, Saturn LW300
Standard Equipment
Automatic Transmission
Power Steering
Power Brakes
Cruise Control
Air Conditioning
AM/FM Stereo
Tilt Steering Wheel
Dual Mirrors - Manual
Intermittent Wipers
Rear Window Defroster
Full Wheel Cover
Body Side Moulding
Floor Mats, Front and Rear
Antilock Brake System (4 wheel)
Note: Available is a third 2 passenger seat.
5.
Spec. 65540-207-10 – 7 Passenger Van or Spec 6550-207-12 - 7 Passenger Van AWD
Vehicles in this group are intended for transporting a total of 7 or 8 passengers including the driver. The engine will be
a minimum 3.0L, V6 engine.
Typical Vehicles:
Standard Equipment
Automatic Transmission
Power Steering
Power Brakes
Cruise Control
Air Conditioning
AM/FM Stereo
Tilt Steering Wheel
Dodge Caravan, Plymouth Voyager, Ford Windstar, Chevrolet Ventura, Pontiac Montana.
Dual Mirrors – Manual
Intermittent Wipers
Rear Window Defroster
Full Wheel Cover
Body Side Moulding
Floor Mats, Front and Rear
Antilock Brake System (4 wheel)
Procurement Information Memorandum: 02-053
2003 Vehicle Requisition Instructions: Law Enforcement, Passenger Vans and State Sedans, and Station Wagons
Page No. 13 of 14
6.
Spec. 65540-207-15 – 7 or 8 Passenger Van Extended (Minimum floor length = 99”)
Spec. 65540-207-15 – 7 or 8 Passenger Van Extended AWD (Minimum floor length = 99”)
Vehicles in this group are intended for transporting a total of 7 or 8 passengers including the driver. The engine will be
a minimum 3.0L, V6 engine.
Typical Vehicles:
Dodge Grand Caravan, Plymouth Grand Voyager, Chevrolet Ventura Extended, Pontiac
Montana Extended.
Standard Equipment
Automatic Transmission
Power Steering
Power Brakes
Cruise Control
Air Conditioning
AM/FM Stereo
Tilt Steering Wheel
7.
Dual Mirrors – Manual
Intermittent Wipers
Rear Window Defroster
Full Wheel Cover
Body Side Moulding
Floor Mats, Front and Rear
Antilock Brake System (4 wheel)
Spec. 65540-212-10 – 12 Passenger Van
Vehicles in this group are intended for transporting a total of 12 passengers including the driver. The engine will be a
5.4L fuel injected V8 minimum, and the van will include hinged side doors, and 2 hinged rear doors.
Typical Vehicles:
Dodge Ram Wagon, Ford Club Wagon, Chevrolet Express, GMC Savana
Standard Equipment
Automatic Transmission
Power Steering
Power Brakes
Cruise Control
Air Conditioning/Heat, Front & Rear
AM/FM Stereo
Tilt Steering Wheel
Intermittent Wipers
8.
Dual Mirrors – Manual
Full Wheel Covers
Body Side Moulding
Insulation Package – Factory Installed
Floor Mats, all Seat Positions
Vented Glass, rt. Side & rear doors
Antilock Brake System (4 wheel)
Spec. 65540-215-10 – 15 Passenger Van
Vehicles in this group are intended for transporting a total of 15 passengers including the driver. The engine will be a
5.4L fuel injected V8, minimum, and the van will include hinged side doors and 2 hinged rear doors.
Typical Vehicles:
Dodge Ram Extended, Ford Super Wagon, Chevrolet Express Extended, GMC Savana
Extended
Standard Equipment
Automatic Transmission
Power Steering
Power Brakes
Cruise Control
Air Conditioning/Heat, Front & Rear
AM/FM Stereo
Tilt Steering Wheel
Intermittent Wipers
Dual Mirrors – Manual
Full Wheel Covers
Body Side Moulding
Insulation Package – Factory Installed
Floor Mats, all Seat Positions
Vented Glass, rt. Side & rear doors
Antilock Brake System (4 wheel)
Procurement Information Memorandum: 02-053
2003 Vehicle Requisition Instructions: Law Enforcement, Passenger Vans and State Sedans, and Station Wagons
Page No. 14 of 14
FACTORY INSTALLED OPTIONAL EQUIPMENT:
In specifying requirements, use the commodity code numbers and option description below. Requesting any of these options
requires written justification when submitting a request for a vehicle. If the vehicle surplused against a request for a
replacement vehicle has the same option provide that information also.
Option
Description
Limited Slip Rear Axle
Rear drive vehicles only
Third 2 Passenger Seat
Spec. 65540-205
Sliding Door, Driver Side
Spec. 65540-207
Sliding Door, Passenger Side
Spec. 65540-212, 215
Sunscreen Glass (Privacy)
Spec. 65540-207, 212, 215
Engine Block Heater
Spec: 65540-125, 175, 200, 205, 207, 212, 215
Trailer Towing Package
Spec. 65540-207, 212, 215
Power Driver Seat
Spec. 65540-300
FLEET MANAGERS' 2002/2003 EVENT TIMELINE
TRANSPORTATION & TRAVEL 2002/2003 EVENT TIMELINE
DUE
DATE
2/08/02
2/08/02
3/20/02
3/15/02
3/23/02
4/10/02
4/12/02
4/13/02
4/15/02
4/19/02
4/26/02
5/11/02
5/24/02
5/29/02
6/15/02
6/21/02
6/24/02
6/24/02
7/01/02
7/1/02
7/1/02
7/05/02
7/12/02
7/15/02
7/18/02
7/18/02
7/25/02
8/1/02
8/10/02
8/14/02
8/15/02
8/16/02
8/22/02
8/22/02
8/22/02
9/6/02
9/12/02
9/14/02
9/19/02
9/20/02
9/24/02
9/28/02
9/30/02
10/4/02
10/11/02
DUE
DATE
ACTIVITY/EVENT
RESPONSIBILITY
Agencies submit list of vehicles to be auctioned for March through June 2002, to Bert Buri
Annual Surplused Vehicle Reconciliation Report for 2001 Submitted to T&T Section Chief
T&T Submits its Annual Report of Model Year 2002 Vehicle Purchases to Jeff Knight
Vehicle Procurement Training - 1 day session
Vehicle Auction - Arlington
Fleet Meeting - T&T distributes PIM, Requisitioning Instructions
Vehicle Lease Bids Open
Vehicle Auction - Waukesha
Agencies submit list of vehicles no longer meeting its needs to Bert Buri
Quarterly Surplused Vehicle Reconciliation Report for 1/1/02 - 3/31/02 submitted to T&T
Section Chief
T&T distributes list of vehicles no longer needed by owning agencies
Fleet Managers
Bert Buri
Dave Webb
Dave Webb
Bert Buri
Dave Webb/Fleet Mgrs.
Dave Webb
Bert Buri
Fleet Managers
Bert Buri
Vehicle Auction - Monroe
Agencies submit requests to Dave Webb for 2003 model year vehicles using 5/1/02 mileage
reports
T&T Invoices Agencies for Procurement Fees for Model Year 2002 Vehicles
Vehicle Auction - Arlington
T&T notifies Fleet Managers of vehicle denials/approvals
Rental Car Contract(s) Awarded - All Bulletins Distributed
Tire Contract Awarded - All Bulletins Distributed
Agencies submit list to Bert Buri of vehicles to be auctioned for August through December
2002.
Quarterly Surplused Vehicle Reconciliation Report for 4/1/02 -6/30/02 Submitted to T&T
Section Chief
T&T distributes 2003 Surplus Vehicle List to Fleet Managers to facilitate inter-agency used
vehicle sales in calendar year 2003
State agencies appeals, if any, submitted to Dave Webb
T&T forwards its recommendations for 2003 vehicle replacements and additions to Jeff
Knight
Law Enforcement Vehicles - Vendor Meeting as Necessary
Light Duty Trucks - Vendor Meeting
Medium Duty Trucks - Vendor Meeting
Law Enforcement - RFB Released
Light Duty Truck RFB Released
Vehicle Auction - Arlington
Statewide Towing Contract(s) Awarded - All Bulletins Distributed
Law Enforcement Bid Opening
Law Enforcement - Intent to Award
Light Duty Truck Bid Opening
Medium Duty Truck RFB Released
Law Enforcement - All Bulletins Distributed
Light Duty Truck - Intent to Award
Medium Duty Truck - Bid Opening
Vehicle Auction - Arlington
Medium Duty Truck - Intent to Award
Light Duty Truck - All Bulletins Distributed
Medium Duty Truck - All Bulletins Distributed
Vehicle Auction - Racine
Passenger Car - Vendor Meeting
Quarterly Surplused Vehicle Reconciliation Report for 7/1/02 -9/30/02 Submitted to T&T
Section Chief
Passenger Car - RFB Released
Bert Buri
Fleet Managers
ACTIVITY/EVENT
Bert Buri
Dave Webb
Bert Buri
Dave Webb
Dave Webb
Dave Webb
Fleet Managers
Bert Buri
Bert Buri
Fleet Managers
Dave Webb
Dave Webb
Dave Webb
Dave Webb
Dave Webb
Dave Webb
Bert Buri
Dave Webb
Dave Webb
Dave Webb
Dave Webb
Dave Webb
Dave Webb
Dave Webb
Dave Webb
Bert Buri
Dave Webb
Dave Webb
Dave Webb
Bert Buri
Dave Webb
Bert Buri
Dave Webb
RESPONSIBILITY
10/12/02
10/15/02
10/30/02
11/2/02
11/06/02
11/15/02
11/16/02
12/14/02
12/23/02
12/31/02
1/31/03
2/10/03
2/28/03
3/07/03
Vehicle Auction - Stevens Point
T&T Collects Life-Cycle Data
Passenger Car - Bid Opening
Vehicle Auction - Arlington
Passenger Car - Intent to Award
Passenger Car - All Bulletins Distributed
Vehicle Auction - Arlington
Vehicle Auction - Arlington
Quarterly Surplused Vehicle Reconciliation Report for 10/1/02 -12/31/02 Submitted to
T&T Section Chief
Statewide Maintenance Contract Awarded - All Bulletins Distributed
Annual Surplused Vehicle Reconciliation Report for 2002 Submitted to T&T Section Chief
Used Vehicles - RFB Released as Required
Used Vehicles - Bid Opening
Used Vehicles - All Bulletins Distributed
Vendor Meeting
Vehicle Type
Law Enforcement
Light Duty Truck
Medium Duty
Truck
Passenger Vehicle
Used Vehicles
Bert Buri
Dave Webb
Dave Webb
Bert Buri
Dave Webb
Dave Webb
Bert Buri
Bert Buri
Bert Buri
Dave Webb
Bert Buri
Dave Webb
Dave Webb
Dave Webb
As Required
7/18/02
7/18/02
RFB Released
7/25/02
8/1/02
8/22/02
Bid Opening
8/15/02
8/22/02
9/12/02
Intents to Award
8/16/02
9/06/02
9/19/02
All Bulletins
Distibuted
8/22/02
9/20/02
9/24/02
9/30/02
N/A
10/11/02
2/10/03
10/30/02
2/28/03
11/06/02
N/A
11/15/02
3/07/03
1) These dates assume no delays for protests.
2) Transportation & Travel completion dates do not include time for events outside its control. These include, but are not limited to, such unanticipated
events as changes in administrative direction, additional and/or higher priority assignments, and the unavailability of required information from agencies and
vendors. NOTE: Duration is measured in workdays.
ALTERNATIVE FUEL VEHICLE FORM: ENERGY POLICY ACT (EPACT) & CLEAN AIR ACT (CAA)
(ATTACHMENT TO “NEW VEHICLE REQUEST” FORM DOA 3016)
NOTE: This form is required – unless your agency attaches proof of separate compliance with the laws.
IDENTIFICATION: Attach this form to the “New Vehicle Request” Form DOA 3016. In the table below, fill in your agency, your name and
number, and the vehicle commodity code found on the related Form DOA 3016.
AGENCY
AGENCY CONTACT
(Name & Phone)
COMMODITY CODE
(8 Digits)
BACKGROUND: The purpose of this form is to gather information to determine your agency’s requirements, compliance, and credits, under
the Federal Energy Policy Act of 1992 (EPACT), and under the 1990 Clean Air Act (CAA) EPACT requires that a specified percentage of state
government fleet new acquisitions of “light duty”, non-“excluded” vehicles used primarily within specified “MSA’s” (Metropolitan Statistical
Areas) and “CMSA’s” (Consolidated Metropolitan Statistical Areas) be “alternative fueled vehicles”. The CAA requires that a specified
percentage of new acquisitions of “light duty”, and “medium duty” non-“excluded” vehicles used primarily within specified MSA’s and CMSA’s
be certified to meet CAA standards. Call Transportation and Travel at 608-266-1558 for further details.
DEFINITIONS:
“Light duty” – vehicles with a gross vehicle weight (GVW) rating of 8,500 pounds or less. (Covered by EPACT & CAA)
“Medium duty” – vehicles with a GVW rating of between 8,500 pounds and 26,000 pounds. (Only covered by CAA)
“Excluded Vehicles” - 1) Law enforcement vehicle. 2) Emergency motor vehicle. 3) Non-road vehicle. 4) Vehicles which, under normal
operations are parked at personal residences when not in use. 5) Vehicles used for motor vehicle manufacturer product evaluations or tests. 6)
Motor vehicles exempt for national security reasons. 7) Vehicles held for sale, lease, or rental. 8) Vehicles used at industrial, commercial,
marine, rail, or airport facilities.
“Alternative Fueled Vehicle” – Alternative fuel includes dual-fuel, bi-fuel, and flexible-fuel vehicles designed to be operated on a least one of
the following fuels: 100% methanol, denatured ethanol, and other alcohols; mixtures containing 85% or more by volume of methanol,
denatured ethanol, and other alcohols with gasoline or other fuels; natural gas (compressed or liquefied); liquefied petroleum gas (propane);
electricity (including solar energy); hydrogen; coal-derived liquid fuels; and fuels (other than alcohol) derived from biological materials
including “neat” (100%) biodiesel. Since EPACT is aimed at energy independence, gasoline/diesel-powered vehicles do NOT satisfy the
requirements of the law – only alternative fueled vehicles. Since CAA is aimed at clean fuel fleets, alternative fueled vehicles and clean-burning
gasoline/diesel vehicles can satisfy the law.
“CAA-Clean Fuel Fleets Certified Vehicles” – These are vehicles that have been certified to meet the CAA Clean Fuel Fleet standards. They
include Low-Emission Vehicles (LEV), Inherently Low-Emission Vehicles (ILEV), Ultra Low-Emission Vehicles (ULEV), and Zero-Emission
Vehicles (ZEV).
PART – A INSTRUCTIONS (This is needed to determine your agency’s requirements under the EPACT and CAA.)
1.
Will the requested vehicle be primarily used in any of the following counties? Douglas, St. Croix, Pierce, Outagamie, Winnebago, Calumet,
Dane, Washington, Ozaukee, Waukesha, Milwaukee, Racine, or Kenosha? Circle One: Yes No If yes, go on to the next line. If no, go
on to Part B of this form.
2.
Does the requested vehicle(s) qualify as “excluded” under the laws? (See above definition) Circle One: Yes No
If yes, go on to Part B. If no, go on to the next question.
3.
Is the requested vehicle(s) less than 8,500 pounds gross vehicle weight? Circle One: Yes No If yes, list the fleet number(s) here or on
an attachment, and go on to Part B. If no, go on to the next question.
4.
Is the requested vehicle(s) between 8,500 and 26,000 pounds gross vehicle weight? Circle One: Yes No
number(s) here or on an attachment, and go on to Part B. If no, go on to Part B.
If yes, list the fleet
PART – B INSTRUCTIONS (This is needed to ensure compliance with the EPACT and CAA, and to calculate credits.)
1.
Is the requested vehicle alternatively fueled? Circle One: Yes No If yes, list their fleet number(s) here or on an attached sheet, and
provide a description of the type of alt fuel vehicle. If no, go on to the next question.
2.
Is the requested vehicle a CAA-Clean Fuel Fleets Certified Vehicle as defined above? Circle One: Yes No
If yes, list their fleet
number(s) here or on an attached sheet, and provide a description of the type of certified vehicle. If no, no further information is needed.
Year 2002
Alternative Fuel Vehicle List – For EPACT Compliance (Alt Fuel)
Alternative and Gasoline Fuel Vehicle List – For CAA Compliance (Clean Air Act)
Passenger Vehicles
FUEL TYPE
COM CODE
CNG Bi-Fuel
65545-125
CNG Bi-Fuel
CNG Bi-Fuel
65545-215
65545-215
CNG Dedicated
65545-212
MANUF
GM
Chev
Ford
GM
MODELS
Cavalier 4 Door Sedan
ENG
2.2L
CAA
Yes
EPACT
Yes
E350 Super Club Wagon
3500 Express & Savana Wagon
5.4L
5.4L
Yes
Yes
Yes
Yes
B2500 8 Passenger Van
5.2L
Yes
Yes
B3500 12 Passenger Maxivan
8,700 # GVWR (127” WB, no rr air/heat or
rr bumpers)
E350 Super Club Wagon
Crown Victoria Full-Size 4 Door Sedan
Taurus 4 Door Sedan
Windstar
E350 Super Club Wagon
E350 Super Club Wagon
G30 Express Ext. Wagon
5.4L
4.6L
3.0L
3.0L
5.4L
5.4L
5.7L
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
No
No
No
No
No
G30 Express Ext. Wagon
5.7L
Yes
No
Taurus 4 Door Sedan
3.0L
Yes
Yes
Caravans & Grand Caravans SE
Voyager & Grand Voyager SE
E350 Super Club Wagon
3.3L
No
Yes
5.4L
Yes
Yes
Chev/GMC
CNG Dedicated
CNG Dedicated
LEV Gasoline
LEV Gasoline
LEV Gasoline
LEV Gasoline
LEV Gasoline
65545-215
65545-300
65540-200
65540-207
65540-212
65540-215
65540-212
LEV Gasoline
65540-215
DaimChry
Dodge
Ford
Ford
Ford
Ford
Ford
Ford
GM
7,700 # GVWR (127” WB, no rr air/heat or rr
bumpers)
Chev/GMC
GM
Chev/GMC
E85 Flex-Fuel
(Ethanol)
E85 Flex-Fuel
(Ethanol)
65545-200
Ford
65545-207
Propane Bi-Fuel
65545-215
DaimChry
Chrys/Dod
Ford
The above chart lists what alternative fuels are currently available and tentatively projected to be available
for 2003. The specifications and availability are subject to change.
ATTACHMENT TO “WISCONSIN CERTIFICATE OF TITLE FOR A VEHICLE”
SUPPLEMENTAL TITLE INFORMATION
PURPOSE OF THIS FORM:
The purpose of this form is to document information that is not available on the “Wisconsin Certificate of Title for a Vehicle”
(vehicle title) Form.
WHEN TO USE THIS FORM: Use this form whenever a vehicle title is forwarded to the Department of Administration,
Transportation Services Procurement, 201 South Dickinson Street, Interdepartmental Mail or P.O. Box 7880, Madison WI
53707-7880.
REQUIRED INFORMATION: (Fill in below information as it relates to the attached vehicle title.)
Purchase Order Number: ________________________
Fleet Number: ________________________________
Make: _______________________________________
Model: _______________________________________
Body Style (sedan, wagon, minivan, etc.) _______________________________________
Transmission (Circle one.):
Automatic
Manual
Engine (Fill in):
Number of Cylinders:
______________
Size in Liters:
______________
CONTACT: For questions or comments on this form, contact State Transportation Procurement at (608) 266-3620.
PIM REQUIREMENT CHECKLIST
Be sure the RPA and DOA–3016 forms have all of the required signatures (including Agency Head) or the paperwork will be returned.
Do You Have or Did You Do?
COMPLETION OF VEHICLE REQUESTS FORMS:
A. Request For Purchasing Authority (RPA) enclosed?
B. Fully completed New Vehicle Request Form and the county of the vehicle location checked (DOA-3016)?
C. Do all attachments have Commodity Code, Agency Name and Fleet Number information?
D. Alternative fuel form enclosed with Commodity Code and Fleet Number information?
E. Email Excel spreadsheet to linda.gladem@doa.state.wi.us
and attach hard copies to requests
DONATED VEHICLE:
If so, be sure to include documentation to include the name of the donating party and the
reasons for making the donation.
ADDITIONAL VEHICLE:
If yes; did you include properly formatted attachments answering the five-(5) questions listed
below?
A.
Would an internal reallocation of vehicles be beneficial? If not, why not?
B.
What level of staffing does the agency have now in comparison to prior years?
C.
Has legislation been pasted which expands the scope of the agency, thereby necessitating
additional vehicles? If yes, how? (Please attach copy of the legislation.)
D.
What is the total mileage, as well as annual mileage for the 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?
ARE YOU REQUESTING TO UPGRADE FROM A GENERAL FLEET
VEHICLE TO THE LARGER, WORK VEHICLE (from 100 to 200 series)?
If yes; did you include properly formatted and neatly written attachments outlining specific
needs to include those listed below?
A.
Purpose/use of the work vehicle.
B.
Explanation as to why not using a General Fleet vehicle.
Explanation for not allocating another vehicle from the agency fleet when a work vehicle is
requested that replaces a General Fleet vehicle.
JUSTIFICATION OF ANY OPTIONS:
Enclosed neatly written justifications for any options checked on the DOA-3016 form?
REQUEST FOR A LARGER VEHICLE OR 4x4 FROM CURRENT
ONE?
If yes; did you include properly formatted and neatly written attachments outlining
specific needs to include those listed below?
A.
Purpose/use of the larger vehicle.
B.
Explanation as to what has changed and why larger vehicle is needed.
C.
Explanation for not allocating another vehicle from the agency fleet when a larger vehicle
is requested.
N/A
YES
Instructions for completing and submitting the Vehicle Request Detail Excel Worksheet (11x17 Tabloid).
Excel Spreadsheet. The Excel spreadsheet sent to you is to be filled in by the Fleet Managers and returned to
Linda Gladem (linda.gladem@doa.state.wi.us) via email. This sheet should contain all of the vehicle requests from
the 3016s and reflect the information from that form. The Procurement Manager will then indicate the decision
made for those vehicles and will send the sheet back to the manager with the approvals/denials marked on it.
This sheet system improves the communication of the decisions. Individual meetings with the fleet managers
will still be recommended but the reports to the Governor's Office will be greatly expedited.
Secretaries/Chancellors do not need to sign the spreadsheets.
After all of the form 3016 requests are collected and thoroughly reviewed by the Fleet Manager, the vehicles and
their respective fleet numbers and requested equipment options are to be entered into the Vehicle Request Detail
Excel Worksheet by the Fleet Manager and emailed to Transportation and Travel. The Fleet Manager is
responsible for completing and submitting one (1) worksheet for each vehicle category.
1. Fill out top section.
2. Submit one (1) worksheet for each vehicle category (Passenger, Lt. Duty, etc.) and separate the
replacement vehicles from the additional vehicles for each category (Passenger Replacement,
Additional, etc.).
3. Enter Agency or institution abbreviation in first column.
4. Enter surplus fleet number & new fleet number in the correct column(s).
5. Enter commodity code of surplused vehicle(s).
6. Enter commodity code of new vehicle request with the two-digit suffix (a complete list of commodity codes
is located on the second, COMMODITY CODE tab of the Excel Worksheet).
7. Put an "X" in the appropriate column for the equipment that was requested.
8. Completed worksheets are to be sent via Email to Linda Gladem (linda.gladem@doa.state.wi.us). Hard copies of
the spreadsheets (11x17 tabloid size) are to be turned in to Transportation & Travel with the Vehicle
Request paperwork for each type of Vehicle Category (Lt. Duty, Passenger, etc.).
9. Transportation & Travel Procurement Manager will review the requests.
10. Procurement Manager and Fleet Managers will discuss the requests.
11. Procurement Manager reviews and enters dates of approval/denials and inserts changes in the
spreadsheet. Worksheet is to be emailed to Fleet Managers.
12. Fleet Managers consider DOA recommendations and will discuss with Procurement Manager.
13. Fleet Managers develop appeals where deemed necessary, and submit them to the Procurement Manager.
14. Procurement Manager considers appeals. A final determination is sent to Fleet Managers via email.
15. Final recommendations (with reconsideration letters attached) in hard copy form, are sent to the DOA
bureau management for final review.
NOTE:
Be sure to put all equipment upgrade requests on the front page of the Form 3016. DOA will not "research" requested equipment
by searching through any attached justifications. DOA will not be responsible for omitting any option that it isn't on the front of
the Form 3016
Worksheet Examples:
Vehicle Request Detail Worksheet Model Year 2003
FLEET MANAGERS are to fill out and submit one worksheet for each vehicle category group (Passenger, Lt. Duty, etc) and for each group of replacements/additionals
in that category.
AGENCY ______________________________________
Submit Date____/____/____ 1st Denial Date____/____/____ Appeal Date____/____/____ Final Appr Date____/____/____
Check:
Agency
DOA
Additional_______ Replacement_______
Old
Fleet #
5555
4623
6667
Old
Commodity
New Commodity
(Must incl suffix,
i.e. -15, -20)
100-10
650-15
750-20
150-15
650-15
650-20
Law_______ Lt Truck_______ Med Truck_______
New Fleet # BH CC TW DEC
AD025335
AD025336
AD025337
NO X
X
X NO NO
X
X
X
EM
EC
4
Pass_________
BH
CC
TW
DEC
EM
EC
GA
GR
GRS
LS
PL
BLOCK HEATER
CRUISE CONTROL
TILT STEERING WHEEL
DECALS (TROOPER)
EXTENDED WB MINIVAN
EXTENDED CAB (PU)
GLASS ALL AROUND
GLASS REAR DOOR
GLASS RIGHT SIDE & REAR DR
LIMITED SLIP REAR AXLE
POWER LOCKS
PW POWER WINDOWS
RA/H REAR AIR/HEAT
SRW SINGLE REAR WHEEL
SD SLIDING DOOR
SL SPOT LIGHT (TROOPER)
SP SNOWPLOW PKG W/PLOW SIZE
SG SUNSCREEN GLASS
TS THIRD SEAT (SW)
TP TOWING PACKAGE
VS VINYL SEAT
GA GR GRS LS PL PW RA/H SRW SD SL SP SG
NO
TS
TP VS Denial Approve
Date
Date
X
7/20
7/20
4
X
X
X
A complete list of commodity codes is located on the second, COMMODITY CODE tab of the Excel Worksheet
X
X
8/3
Stanadard Optional Equipment.
Vehicle Type
125-10 Base Vehicle: 4 Door 4cyl Sedan
(air, auto, tilt, cruise, AM/FM, rear dfg, power
steering & brakes)
Cost
10,900
Blk Htrs Rear Dfg
Wiper
Tilt
Cruise
Ltd Slip
Dark
Glass
Premium Equipment
HD
Tow
Plow
35
Class III
Hitch
Rear
Air/Heat
Extra
Pass
Seat
NA
Aniti-Lock
Brakes
Bucket
Seats
Power
Drivers
Seat
450
Std
NA
Power
Windows
Power
Locks
Deluxe
Interior
Inc Deluxe Interior
2,000
Work Vehicles Listed Below: Vehicles that are justified for upgrade based on nature of work, need to transport 4 or more people and / or unusual weight or load reqiurements.
Cars (air, auto, tilt, cruise, AM/FM, rear dfg, power steering & brakes)
175-10
4 Door 4cyl Wagon
14,400
35
NA
356
Std
NA
200-10
4 Door 6cyl Sedan
14,900
35
NA
450
Std
601
300
1,000
205-10
4 Door 6cyl Wagon
16,500
35
207-10
7 Passenger Minivan
18,000
35
207-15
7 Passenger Minivan
NA
400
876
275
Inc Deluxe Interior
2,000
STD
Std
1300
300
1,000
NA
1,000
600
Std
700
693
2,000
19,000
35
400
396
NA
409
600
Std
700
600
2,000
212-10 12 Passenger Fullsize Van
24,900
35
250
400
Incl
250
Incl
400
Std
350
Inc
Inc
215-10 15 Passenger Fullsize Van
25,700
35
250
400
Incl
250
Incl
400
Std
350
Inc
Inc
Lt. Duty Trucks (air, auto, AM/FM, power steering & brakes)
65360-100 Mini Pickup Truck
14,500
35
300
250
105
100
185
2,000
255
305
NA
500
500
65360-150 4x4 Mini Pickup Truck
16,800
35
300
250
105
100
185
2,000
255
305
NA
500
500
65360-200 9ft. Full Size Cargo Van
16,000
35
NA
350
250
250
325
200
300
1,200
400
Std
NA
600
200
65360-207 Mini cargo Van
17,600
35
NC
300
217
325
100
200
NA
NA
Std
Std
NA
300
NA
65360-300 10ft Full Size Cargo Van
22,922
35
NA
350
250
250
325
200
300
1,000
400
Std
NA
600
200
65360-310 10ft Step Van
30,000
35
350
250
NA
NA
NA
400
Std
NA
NA
NA
65360-314 14ft Step Van
34,800
35
350
250
NA
NA
NA
400
Std
NA
NA
NA
350-85 Commercial Cutaway
25,000
35
350
250
NA
NA
NA
400
Std
NA
600
1,000
400-65 2 Door Small Sport Utility
17,299
35
280
350
250
250
280
180
500
Std
1000
450
1,000
65360-450 4x4 Small Utility Vehicle
22,000
35
280
350
250
250
280
180
500
Std
1000
450
6,000
65360-475 4x4 Large Utility Vehicle
26,514
35
Inc
Inc
250
250
350
Inc
In Deluxe
Inc
Std
Inc
Inc Deluxe Interior
6,000
65360-500 4 Door 6 Pass Suburban
28,500
35
240
350
265
265
150
185
280
1,000
Inc
350
200
Inc Deluxe Interior
6,000
65360-525 4x4 4 Door 6 Pass Suburban
29,800
35
240
350
265
265
150
185
280
1,000
Inc
350
200
Inc Deluxe Interior
6,000
65360-550 4 Door 6 Pass HD Suburban
31,000
35
240
350
265
265
150
185
280
1,000
Inc
350
200
Inc Deluxe Interior
6,000
65360-575 4x4 4 Door 6 Pass HD Suburban
29,789
35
240
350
265
265
150
185
280
1,000
Inc
350
200
Inc Deluxe Interior
6,000
65360-600 Standard 1/2 Ton Pickup
23,200
35
350
250
200
300
Inc
2,000
350
800
500
Inc Deluxe Interior
3,000
65360-650 4x4 Standard 1/2 Ton Pickup
25,147
35
350
250
200
300
Inc
2,000
421
800
500
Inc Deluxe Interior
3,000
65360-700 HD 3/4 Ton Pickup
19,637
35
350
250
200
300
Inc
2,000
350
800
500
Inc Deluxe Interior
3,000
65360-750 4x4 HD 3/4 Ton Pickup
24,000
35
350
250
200
300
Inc
2,000
350
800
500
Inc Deluxe Interior
3,000
65360-800 HD 1 Ton Pickup
24,900
35
350
250
200
300
Inc
2,000
350
800
500
Inc Deluxe Interior
3,000
65360-850 4x4 HD 1 Ton Pickup
26,500
35
332
250
200
300
Inc
2,000
350
800
500
Inc Deluxe Interior
3,000
65360-900 15,000 lb GVW Chassis
28,000
35
350
250
200
300
NA
2,000
350
800
500
Inc Deluxe Interior
3,000
65360-950 15,000 lb GVW Chassis
29,000
35
350
250
200
300
NA
2,000
350
800
500
Inc Deluxe Interior
3,000
NA
NA