12-03 Used Vehicle and Equipment Procurement Policy_2006/
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USED VEHICLE AND EQUIPMENT PROCUREMENT POLICY
FS003
OBJECTIVE
1. This procurement policy outlines the procedures to be followed in order to
help achieve the best value for time and money when purchasing used
equipment for the Town of Tillson burg
2. The guiding principal is that the procurement decisions will be made using a
competitive process that is objective, open, transparent and equitable
3. This procurement policy will promote and maintain the integrity of the
purchasing process and protect Council, vendors and staff involved in the
process by providing clear direction and accountabilities
PROCEEDURES
1. Used vehicles and equipment will be rotated from within the existing fleet first
2. A Call for Pre-qualification shall be used, and precede a Call for Quotations or
Proposals in order to identify and pre-select bidders that will be most likely
participate in the bid process.
> Due to the fact that used equipment is pre-built, the RFP process may be used
where the equipment design needs are outlined but detailed vehicles
specifications are omitted to allow vendors to provide solutions
> An informal Call for Quotations, conducted by means of telephone, fax, e-mail or
other similar methods to a minimum of 3 bidders, where possible, may be used
to obtain low dollar value (estimated to be less than $25,000), procurement of
goods, expeditiously and cost effectively.
> Used equipment evaluation decisions will be based on "best value" and the
optimal balance of performance and cost will be determined in accordance with a
pre-defined evaluation plan
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Memorandum
Oct 2,2006
Used Vehicle Purchasing Policy
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Used Vehicle & Equipment Evaluation Plan
Factor
Age
Kilometers/Hours
Type of Service
Reliability
(Where maintenance records are available)
If no records are available -best judgment
Maintenance & Repair Costs
(Where maintenance records are available)
If no records are available -best judgment
3
Points
One point for each year of
chronological age, based on
manufacture date.
One point for each 10,000 km or
250hrs of use.
1, 3, or 5 points are assigned based
on the type of service that vehicle
receives. For instance, a fire chiefs
car would be given a 5 because it is
in severe duty service. In contrast, an
administrative van would be given a
1.
Points are assigned as 1 ,3, or 5
depending on the frequency that a
vehicle is in the shop for repair. A five
would be assigned to a vehicle that is
in the shop two or more times per
month on average, while a 1 be
assigned to a vehicle in the shop an
average of once every three months
or less.
1 to 5 points are assigned based on
total life M&R costs (not including
repair of accident damage). A 5 is
assigned to a vehicle with life M&R
costs equal or greater to the vehicle's
original purchase price, while a 1 is
given to a vehicle with life M&R costs
equal to 20% or less of its original
purchase cost.