State Procurement Manual

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State Procurement Manual

Procurement of Motor Vehicles

Authority: Wis. Stats. 16.003(1); 16.04; 16.72(2); 20.915(1)

Scope:

Definition:

I. Motor Vehicle Definition:

"Motor Vehicle" means any automobile, truck, motor bus, or any self-propelled or motor-driven vehicle operated on a public highway [MVD 194.01(01)], and aircraft and inboard motor powered boats.
"Public Highway" means every public street, alley, road, highway or thoroughfare of any kind, except waterways, in this state while open to public travel and use [MVD 194.01(02)].
"General Purpose Vehicle" means an automobile, fuel efficient sedan, used for general travel and passenger transportation.

II. State Standard Vehicle Classifications:

"Pool Vehicle" is a general purpose vehicle assigned to a pool fleet to be used on a request basis as needed.
"Personally Assigned Vehicle" is a general purpose vehicle assigned to an individual state officer or employe for business use.
"Work Vehicle" is any type motor vehicle used to perform a special function, including automobile with special carrying capacity, law enforcement vehicles, trucks, buses, etc.

Content:

I. Statewide Motor Vehicle Standardization Process:

Standard specifications have been developed and are updated each model year from current information received from manufacturers and are reviewed with standards committees for advice on possible revisions.
Standards committees, serving in an advisory capacity to the State Bureau of Procurement, are comprised of state agency representatives who are knowledgeable in the area of motor vehicle specifications and state fleet operations. These committees meet periodically to evaluate current conditions in the industry and make recommendations affecting the acquisition and use of motor vehicles by the state.
Standard specifications for general purpose vehicles must meet fuel economy standards required of automobile manufacturers by the federal government at the time of procurement. Law enforcement vehicles and work vehicles are exempt from the mileage requirement.
After development of the standard specifications, the State Bureau of Procurement will issue requisitioning instructions to the state agencies for acquisition of automobiles and trucks.

II. Motor Vehicle Procurement Processes:

Upon receipt of requisitioning instructions and standard specifications, agencies will prepare the following documents for transmittal to the State Bureau of Procurement:
1. A Request for Purchasing Approval/Authority (RPA) (form DOA-3046);
2. A Vehicle Request (form DOA-3016); and
3. A justification letter with the initials or signature of the agency head, deputy, chancellor or vice chancellor. The following certification must appear at the bottom of the letter:
  This should be signed by the appropriate contracting authority/officer and by the staff person who researched and initiated the request.
  
  RPA revised 5/88 contains the required signature blocks and certification language. By completing this RPA, agencies will meet the above requirements. Appropriate signatures and certification language must appear on the same document.
Each state agency, upon written approval of the State Bureau of Procurement, may purchase necessary motor vehicles for its general use. The State Bureau of Procurement will review all request for vehicle approval documents prior to transmittal to the governor.
Federal Property Vehicle Acquisitions (Used Vehicles):