HomeMy WebLinkAbout054 - Equipment Rental Replacement Procedure {
ADMINISTRATIVE ORDER NO . 54
March 2 , 1987
TO : All Departments
FROM : Gary Crutchfiel , C ' y Manager
SUBJECT : EQUIPMENT RENTAL EPLACEMENT PROCEDURE
10 PURPOSE : This order is necessary to establish uniform
procedures to be followed in the replacement of all
equipment included within the Equipment Rental Replacement
Fund .
II . PROCESS : To replace equipment covered under the
Equipment Rental Replacement Fund caused by the expiration
of the equipment ' s useful life cycle , the following steps
shall be followed :
11 Department Head requesting equipment replacement
shall have existing equipment inspected by the Public
Works Shop Mechanic , and obtain a report assessing the
condition , and an estimate of the remaining life , if
any , of the equipment to be replaced .
2 . If the report indicates that the equipment should
be replaced , the using Department Head shall complete
an Equipment Replacement Requisition form that clearly
identifies the equipment to be purchased relating to
size , color , make , year , model , when needed - signs it
and sends to the Purchasing Officer .
31 Purchasing Officer audits the request by
coordinating with the Finance Director , or his
designee , to substantiate that a ) funds are available
in the Equipment Rental Fund and , b ) the proposed
purchase/replacement is authorized in the Department ' s
budget . The Finance Director , or his designee , shall
verify the availability of funds by his signature in
the appropriate section of the form .
4 . After the above requirements have been met , the
Purchasing Officer shall submit the Equipment
Replacement Requisition to the City Manager for his
• approval . Following the City Manager ' s approval , the
Purchasing Officer shall prepare a Council Agenda
Report , requesting council authorization for staff to
purchase the required equipment , either by the
competitive bid method or purchase from the Washington
,
State Contract , if available , or whichever would be in
the best interest of the City . If the purchase is to
be by :
A . State Contract : The Purchasing Officer and
Department Head will review the State Contract
specifications for meeting City requirements and
costs and submit their recommendation to the City
Manager for his approval .
B . Competitive Bid : The Purchasing Officer and
Department Head will prepare the required
specifications and cost estimates , and submit their
recommendation to the City Manager for his approval .
Following approval by the City Manager , the
Purchasing Officer sends bid packages to all known
vendors . An ad will also be placed in the Tri City
Herald newspaper .
5 . The Public Works Director will : 1 ) Notify the
Purchasing officer when the newly purchased equipment ,
including instructions and/or manuals have been
received and certified as being in good condition ; 2 )
• submit invoices to the Purchasing Officer who will
submit them to the Finance Director for payment to the
vendors ; 3 ) upon completion of servicing the
equipment , notify the Finance Director of its release
to the using Department so it can be placed on the
Equipment Rental roll .
6 . Where key operated equipment is involved , three ( 3 )
sets of keys will be maintained and distributed as
follows : 1 set placed in vault in the Finance
Department ; 1 set at the Public Works Shop Office ; and
1 set to the using Department .
R-OUEST FOR VEHICLE REPLACEMENT
(TYPE OR PRINT CLEARLY
Requesting Department: Division:
Early Replacement 8 Deferred Replacement
Scheduled Replacement
Vehicle to be replaced:
Number Description
Reason for Requested Replacement:
Specifications attached: BYES
O
Options requested:
Requested by:
Department Head's Signature Date
P.W. - SHOP (date received 1
Vehicle Mileage/Hours
Vehicle Inspection:
Body Condition Poor Fair Good
Suspension Poor Fair Good
Transmission Poor Fair Good
Electrical Poor Fair Good
Tires Poor Fair Good
Engine: Overall Poor Fair Good
Engine: Compression Npoor HFaIr HGood
Additional
Estimated cost to upgrade above components to -GOOD- Useful Life
Other possible problem areas:
Mechanic Date
PURCHASING (date received I
Purchase Price (including applicable sales tax)
State Contract
Competitive Bid
Quotas
Approximate delivery date: Terms:
Purchasing Officer Date
FINANCE (date received )
Original Purchase Date:
Original Estimated Life-
Paid-in Replacement as of: Totals
Surplus of
Deficiency of
Year vehicle scheduled for replacement:
Director of Finance Date
CITY MANAGER (dam received 1
Replacement approved
Replacement denied Reason for denial:
For Council approval on Workshop
Regular
City Manager Date
PURCHASING (date received I
Council approved on
Date ordered
Purchasing Officer Date