Purchasing and Business Services Manual (PUR)

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PUR 401–07 Table

The departmental representative makes an appointment with the fleet manager (480/965–6489) to establish a Vehicle Specification Work Sheet.

The fleet manager provides the necessary documents to begin the procurement process and, if requested, provides manufacturers’ brochures and other vehicle specification information.

The departmental representative and fleet manager establish the vehicle specification. The fleet manager compares the needed specification work sheet with the Arizona state contract. If the state contract contains a vehicle that meets departmental needs, the fleet manager provides the requesting department a purchase price and contacts the appropriate contractor (dealer) for cost additives (e.g., cruise control, special lighting or seating) of options not stated in the state contract.

The requesting department establishes an approved RX online in Advantage for purchase of the vehicle and provides the fleet manager with a screen print, or makes arrangements with the Purchasing Card administrator to use a Purchasing Card for the purchase.

The fleet manager forwards a copy of the specification work sheet, the matching state contract specification, and the approved RX document to Purchasing and Business Services for the formal purchasing process.

Note: Requesting departments can expect a 120- to 180-day delivery on vehicles that must be ordered from the state contract. Alternative-fueled vehicles may take longer for delivery. There is a short window each year in which to purchase vehicles from the state contract, so departments need to plan and request in advance.

If the requesting department has a vehicle need that is not on the state contract, the fleet manager forwards the specifications work sheet to the procurement specialist. The procurement specialist prepares a bid request using the specifications work sheet and forwards the bid request to contractors or suppliers capable of meeting the needs of the requesting department.

At the close of the bid request, Purchasing and Business Services holds a formal bid opening and review and invites the fleet manager and representatives of the requesting department to attend.

Fleet dealers deliver all vehicles to Fleet Service for licensing, marketing, and processing. The fleet manager provides an estimate for all processing costs. Fleet Service provides departments with budget planning information on short- and long-term maintenance and operating costs for new vehicle procurements.

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