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IS-1418 Fleet Vehicle Management (Policy)

Operations

Release Date: 10/15/08

Policy

Introduction

Central New Mexico Community College (CNM) maintains a vehicle fleet for daily campus operations and instructional programs. CNM Parking & Transportation Services coordinates the acquisition, transfer and disposal of CNM vehicles. New vehicles are purchased using the vehicle acquisition process. All vehicle donations are coordinated through the Development Office.

1. Fleet Vehicle Administration

1.1 All acquisition, transfer or disposal of CNM vehicles must be approved and coordinated through the Parking & Transportation Services Manager or designee, who notifies property control of an intended acquisition, sale, trade-in, or other transfer of CNM vehicles. Donated vehicles are processed through the CNM Development Office and are inventoried through Property Control, if over $1,000.00.

1.2  Instructional vehicles are designated for educational purposes and cannot be used as fleet vehicles.

1.3  Parking & Transportation Services registers and licenses all CNM vehicles with the New Mexico Department of Motor Vehicles. The exception is title transfer only for instructional vehicles.

1.4  Parking & Transportation Services processes disposal of CNM-owned vehicles unless otherwise specified in a contract.

1.5  Fleet Coordinator notifies the motor pool and departments of :

Emissions test requirements for motor pool/department vehicles

Routine maintenance for motor pool/department vehicles

Emergency repairs are handled through Parking & Transportation Services if outside of normal business hours or they happen during out-of-town travel

Inspection and delivery of new vehicles

2. Vehicle Allocation 

2.1 The vehicle allocation/replacement program is designed to provide maximum use and return on investment regarding the CNM vehicle fleet.    

2.1.1  Allocations are assigned based upon such things as vehicle age, minimum mileage, maintenance costs, area need and student support as determined by the vehicle allocation committee.

2.1.2  Vehicles should not be held past the maximum age criteria unless justified, however, the deciding factors are the vehicle's overall condition and the needs of CNM. Parking & Transportation Services notifies departments when vehicles have exceeded the maximum age criteria.

2.1.3  The users of CNM Fleet vehicles are required to monitor the condition and mileage of the vehicles under their control. The Fleet Coordinator assists the Parking Manager in determining when or if, the vehicle should be salvaged based on the condition of the vehicle, College needs and maintenance costs.  

2.2  The users of CNM Fleet vehicles request vehicles by submitting an Acquisition Request and a Request for Fleet Replacement or a Replacement Vehicle Workbook form. The decision regarding a replacement vehicle is affected by budget considerations and the metrics developed which support the mission of CNM and student support.

2.3  The Fleet Coordinator compiles an annual list of suggested vehicle replacements. This list is given to Parking & Transportation Services in July to review and formulate vehicle acquisitions, which is then submitted by November to the Physical Plant Director in the form of a recommendation for fleet replacement and new acquisition funding.   

2.4  The approved list is used to procure new vehicles in compliance with the State of New Mexico procurement requirements and the Alternate Fuels program.

3. Vehicle Acquisition

Fleet vehicles can be acquired by purchase, lease or donation. CNM vehicles can be purchased or leased through Parking & Transportation Services. Donated fleet vehicles are processed through CNM's Development Office and assigned by Parking & Transportation Services.

3.1  Purchased and Leased Vehicles  

 3.1.1  Parking & Transportation Services oversees the request for and purchase of vehicles for CNM. All acquisitions, and motor pool donations, for CNM vehicles are approved and authorized through Parking & Transportation Services. All recommendations for vehicle acquisitions are reviewed and approved by the Parking & Transportation Services Director. Donations are processed through the Development office. Parking & Transportation Services manages the vehicle, if a donated vehicle becomes a part of the CNM Fleet. If the vehicle is donated for Instructional purposes only, it is managed by the instructional area assigned the vehicle donation. All contract requirements are monitored by Parking & Transportation Services, the Development Office and the area assigned the vehicle to ensure compliance.

3.1.2  The request for vehicle acquisition is started by submitting a Vehicle Acquisition Request form or a Request for Fleet Replacement form to the Parking & Transportation Services. The Parking Services Manager evaluates the requests based upon the metrics and need in consultation with the Fleet Coordinator.     

Vehicle Description

Age in Years

Maximum Mileage

Cost to maintain

Full size Sedans

10

100,000

50% of cost of vehicle

Mid-Sedans

8

100,000

50% of cost of vehicle

Security Vehicles

5

100,000

50% of cost of vehicle

Vans, Passenger

10

100,000

50% of cost of vehicle

Vans, Cargo

10

100,000

50% of cost of vehicle

Bus

12

120,000

60% of cost of vehicle

Trucks, Light Duty (Less than ton)

10

100,000

50% of cost of vehicle

Trucks, Heavy Duty (1 ton and above)

10

120,000

50% of cost of vehicle

Parking & Transportation Services Vehicles

5

100,000

50% of cost of vehicle

Utility Carts

8

2,500 hours

50% of cost of vehicle


3.1.3  The Leasing must be authorized by the appropriate supervisor. Monthly lease payments are the responsibility of the area leasing the vehicle.  All arrangements for the lease of vehicles must be reviewed and approved by the appropriate vice president.        

3.1.4  Parking and Transportation Services processes the purchase requisitions for new vehicles through the CNM purchasing process. Vehicle purchases are based on budgetary restrictions.

3.2 Donated Vehicles  

3.2.1  After contact by a potential donor, the CNM Fleet Coordinator obtains the appropriate vehicle information to determine if the donation fits the needs of the College. Transportation instructors are consulted to help determine if a vehicle intended for instructional use meets program needs. The Parking & Transportation Services Manager is consulted for vehicles that are potential CNM Fleet vehicles to determine if they meet CNM fleet vehicle needs.  The potential donated vehicle is screened by the Fleet Coordinator for:

  • Age (maximum age 10 years)
  • Condition of vehicle
  • Training needs if applicable (engine, transmission, fuel systems, power options for example)

3.2.2  All donated vehicles accepted by CNM are processed through the CNM Development Office and Property Control. The paperwork involved with vehicle donations is strictly controlled and monitored. The table below indicates the required documentation for donated vehicles.  Vehicle donations are coordinated by the CNM Development Office but the paperwork for donations offered directly to a Department/Office is processed from that Department/Office through the Development Office.    

Department/Office

Receipt of
Donation Letter

In Kind
Gift Report

Vehicle Title/
Certificate of Origin

Bill of
Sale

Transfer/
Disposal/
Missing Doc.

Development Office

Copy

Copy

 

 

 

Internal Auditor

Copy

Copy

Copy

Copy

 

Fleet Coordinator

Copy

Copy

Copy

Copy

 

Property Control

Copy

Copy

*Copy

*Copy

White Copy

Parking Services

Original

Original

Original

Original

Yellow Copy

Originating Dept.

Copy

Original

Copy

Copy

Pink Copy


* After review by Property Control these originals are sent to Parking & Transportation Services

3.2.3  The original vehicle title/certificate of origin and bill of sale are sent to Property Control. Property Control confirms the inventory requirement (a value of $1,000 or more). If confirmed, the vehicle becomes a part of CNM's inventory listing. The vehicle title/certificate of origin and the bill of sale are sent to Parking & Transportation Services which, unless prohibited by the donation agreement, transfers the title from the donor to CNM in accordance with state law. Fleet vehicles must also be registered with the Motor Vehicle Department for street operation in accordance with state law. Parking & Transportation Services and Fleet Maintenance track the requirements and ensure compliance with donor requests. 

4. Processing Vehicles

4.1 Inspection and Licensing
All new or donated vehicles are inspected by the Fleet Coordinator before they are accepted into the CNM inventory. Parking & Transportation Services is responsible for the title, registration and licensing process involved with new or donated vehicles. 

4.1.1 Parking & Transportation Services is responsible for the registration and licensing of vehicles with the Motor Vehicle Department.

Vehicles used for instructional purposes are not licensed and require only a title transfer.

4.1.2 Parking & Transportation Services maintains a master list and files regarding all CNM-owned vehicles,  titles and insurances. The Fleet Coordinator maintains a master list and files of all maintenance and warranties for fleet and instructional vehicles.  

5. Fleet Maintenance

5.1 The Fleet Coordinator maintains administrative and vehicle maintenance files for all CNM fleet and donated vehicles, these files include:  Fleet Vehicle List, Cost Avoidance, Workload Control, Fleet Emission Test Due Dates, Blanket Purchase Orders, Preventive Maintenance Status Report, and Fleet Vehicle Mileage and Fuel Key Assignment.

All scheduled maintenance and emission test requirements of fleet vehicles are tracked and performed by the Fleet Coordinator or an outside vendor if necessary.

The Fleet Coordinator notifies Parking Services of routine maintenance requirements for the CNM fleet vehicles.  The Fleet Coordinator consults with Parking & Transportation Services on repair and disposal issues.

Emergency repairs are completed by the Fleet Coordinator if the breakdown occurs within a reasonable distance to enable retrieval of the vehicle.

6.Disposal and Salvage of Vehicles

6.1  CNM Fleet and instructional vehicles can be offered at auction, salvaged or donated to another public school. CNM's governing authority can dispose of obsolete, worn-out or unusable tangible property belonging to the College and then delete that item from its public inventory, in accordance with the appropriate procedural steps.  CNM disposes of tangible personal property (movable chattels) in accordance with Governing Board procedures and revised New Mexico State Statute (13-6-1 NMSA 1978)

Any request to dispose of a vehicle will be coordinated through Property Control, Parking & Transportation Services and the Fleet Coordinator. The department/office requesting disposal must complete the Equipment Disposal Information section of the Transfer/Disposal/Missing Document form and obtain the required departmental signatures.  Final disposition is handled by Property Control.  Property Control sends final disposition documents to Parking & Transportation Services as final notification of the vehicle disposition.

6.2  Approved forms are routed through Property Control.  Property Control completes a Transfer/Disposal/Missing Document form. Vehicles valued at $1000 or more on College Inventory may not be disposed of until approved by the CNM Governing Board.

6.3  Parking & Transportation Services notifies the College's insurance carrier and the Department of Motor Vehicles when a vehicle is removed from fleet use.  Parking & Transportation Services signs off on title for disposition of vehicles.

6.4  All vehicle sales are completed through the designated auction company with any revenues returning to the College.

6.5  The Fleet Coordinator arranges pickup and delivery for disposal.  Parking & Transportation Services ensures that the vehicle title is forwarded to the final destination (auction, crusher, donation recipient). 

 



Forms:

Support Materials:

Receipt of Donation Letter
In-Kind Gift Report
Vehicle Title/Certificate of Origin
Bill of Sale

Reference Materials: