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PROCUREMENT INFORMATION MEMORANDUM

Date Issued: April 10, 2002 Number: 02-053

Effective Dates: May 1, 2002 through April 30, 2003

Subject: MY2003 VEHICLE REQUISITION INSTRUCTIONS: LAW ENFORCEMENT, PASSENGER VANS,

SEDANS AND STATION WAGONS

A. Reference: S. 16.70-16.75 and s. 20.915 Wis. Stats. This Procurement Information Memorandum (PIM) supersedes PIM #01-053 dated April 12, 2001.

B. Scope: All State of Wisconsin agencies and University of Wisconsin System must use "2003 Vehicle Requisition Instructions" to request law enforcement, passenger vans, sedans, or station wagons. These instructions apply to all vehicles requested/purchased regardless of fund source, including those purchased with federal, donated or grant funds. Amendments to this PIM will be issued as needed to reflect changes in new model year specification.

C. Content: I. VEHICLE COMMODITY CODES

A. General Fleet Vehicles (Small Cars) (27.5 mpg)

a) 65540-125-10 - Four Door Sedan-4 cylinder

b) 65540-175-10 - Four Door Station Wagon-4 cylinder

B. Passenger Work Vehicles (Upgrade Justification Required)

a) 65540-200-10 - Four Door Sedan-6 cylinder

b) 65540-205-10 - Four Door Station Wagon-6 cylinder

c) 65540-207-10 - 7 or 8 Passenger Mini Van

d) 65540-207-12 - 7 or 8 Passenger Mini Van AWD

e) 65540-207-15 - 7 or 8 Passenger Extended Mini Van

d) 65540-207-17 - 7 or 8 Passenger Extended Mini Van AWD

e) 65540-212-10 - 12 Passenger Van

f) 65540-215-10 - 15 Passenger Van

C. Law Enforcement Vehicles

a) 65550-300-10 - Rear Wheel Drive (RWD) Law Enforcement Sedan

b) 65550-325-10 - Front Wheel Drive (FWD) Law Enforcement-Sedan

c) 65550-350-10 – Sport Utility Intermediate (Extensive Justification Required)

d) 65550-375-10 – Sport Utility Full Size (Extensive Justification Required)

II. PURCHASE REQUESTS DUE DATE

A. Law Enforcement May 24, 2002

B. Passenger Van, Sedan and Station Wagons May 24, 2002

ATTACHMENTS: 1. 2003 Model Year Vehicle Purchase Timetable

2. Alternative Fuel Vehicle Form - For Energy Policy Act (EPACT) & Clean Air Act (CAA)

3. Alternative Fuel Vehicle List - For EPACT Compliance and CAA Compliance

4. Supplemental Title Information

5. PIM Requirement Checklist

6. Vehicle Worksheet and Instructions

7. Vehicle Cost Estimate Chart

TABLE OF CONTENTS

Page

I. VEHICLE COMMODITY CODES…………………………………………………………….. 1

II. PURCHASE REQUESTS DUE DATE…………………………………………………………. 1

III. COMPLETION OF VEHICLE REQUEST FORMS…………………………………………. 3

A. Request for Purchasing Authority

B. New Vehicle Request

A. Attachments to Request

B. Alternative Fuel Form

IV. DONATED VEHICLES…………………………………………………………………………. 3

V. ADDITIONAL VEHICLE JUSTIFICATION (Answer 5 Questions)……………………….. 4

VI. CAFÉ – CORPORATE AVERAGE FUEL ECONOMY……………………………………... 4

A. Legislative Requirement – Fuel Economy

B. CAFÉ

VII. VEHICLE REPLACEMENT CRITERIA……………………………………………………... 4

A. General Vehicle Replacement Criteria

B. High Mileage 2001 Model Vehicle Replacement Criteria

C. Vehicle Age and Condition Replacement Criteria

VIII. JUSTIFICATION FOR UPGRADED WORK VEHICLE (From General Fleet Vehicle)… 5

IX. JUSTIFICATION OF ANY OPTION………………………………………………………….. 6

X. JUSTIFICATION OF A LARGER VEHICLE (Upgrade From Current Vehicle)………… 6

XI. OBSOLETE/UNWANTED VEHICLES………………………………………………………. 6

XII. INTER-AGENCY VEHICLE SALE REPORT……………………………………….……… 6

XIII. OTHER RELATED ISSUES…………………………………………………………………... 7

A. Disposal of Surplus Vehicles

B. Cancellation of a Request

C. Emergency Vehicle Requests

D. Alternative Fuel Vehicles

XIV. VEHICLE INSPECTION AND ACCEPTANCE……………………………………………. 8

A. Agency Responsibility

B. New Vehicle Check-up and Service

C. Action for Rejecting a Vehicle

XV. VEHICLE TITLES (Procedure)……………………………………………………………… 9

XVI. 2003 MODEL YEAR VEHICLE PURCHASE CHRONOLOGY…………………………... 9

XVII. SPECIFICATION CLASSES AND TYPICAL VEHICLES……………………………… 10-14

IMPORTANT

ALL AGENCIES MUST Use "NEW Vehicle REQUEST" (Form DOA-3016, Rev. 2/1999) TO REQUISITION ANY NEW model year VEHICLE.

IF THE CURRENT "NEW VEHICLE REQUEST" IS NOT submitted COMPLETELY AND ACCURATELY, THE REQUEST WILL BE DENIED. COPIES OF THE REQUEST form ARE NOT ACCEPTABLE.

THIS "NEW VEHICLE REQUEST" MAY BE OBTAINED FREE THROUGH THE DEPARTMENT OF ADMINISTRATION, Transportation Services Procurement office at 608-266-3620.

The overall procurement procedures are the same as last year. The Excel spreadsheet streamlined last year's approval/denial/appeal process. We will electronically send the Excel spreadsheet again this year. (see attached spreadsheet and instructions). As in previous years, the Agency Head /Chancellor or Secretary approval is only required on the RPA and Form 3016. Follow the PIM and use the checklist at the back.

III. COMPLETION OF VEHICLE REQUEST FORMS

A. Request for Purchasing Authority (RPA): An agency must use one RPA for each of the following vehicle categories:

1. Law Enforcement vehicles;

2. Passenger vehicles;

3. Additional vehicle with separate RPA's for law enforcement and passenger.

B. New Vehicle Request (DOA-3016, Rev. 2/1999): This form is submitted along with the RPA. Two submittal methods are available:

1. Identify one vehicle on each "New Vehicle Request." Each request must identify the fleet number for the new replacement vehicle and the specific vehicle surplused for a new one. Each vehicle other than a General Fleet vehicle must be justified in writing.

OR

2. Identify two or more vehicles of the same commodity code (specification number) on one "New Vehicle Request" only if a data sheet is attached that identifies:

a) A fleet number for each new replacement vehicle requested; and

b) A vehicle surplused, for each new replacement vehicle requested. Data should include fleet #, year, make, model and May 1, 2002 mileage.

C. Attachments to Request: All "New Vehicle Request" attachments must identify the requested vehicle. This identification must include the Commodity Code (specification number), fleet number of the new vehicle, agency name and date of request.

NOTE: Carefully review the supplemental form at the end of this PIM entitled “ALTERNATIVE FUEL FORM”. This form must be completed and attached to the “New Vehicle Request” Form. Failure to complete this form may result in the delay or denial of vehicle requests.

IV. DONATED VEHICLE

All donated vehicles must be approved in writing. Secretaries, agency heads or chancellors should submit requests to the Director of the Bureau of Transportation of the Department of Administration, 101 E. Wilson Street, 6th Floor, Madison, WI 53707. You must receive the Director's written approval prior to accepting the donated vehicle. If the agency wants the donated vehicle to become a permanent addition to its fleet, then the vehicle request must follow the State's normal approval procedure.

V. ADDITIONAL VEHICLE JUSTIFICATION: If an agency requests an additional fleet vehicle(s), the agency must answer the following questions. Note: Any request for an additional vehicle(s) without answers to these five questions will be denied.

A. Would an internal reallocation of vehicles be beneficial? If not, why not?

B. What level of staffing does the agency have now in comparison to prior years?

C. Has legislation been passed which expands the scope of the agency, thereby necessitating additional vehicles? If yes, how? (Please attach a copy of the legislation.)

D. What is the total mileage, as well as annual mileage for the prior fiscal or calendar year, for each vehicle in the agency's fleet ? (Please provide miles for each vehicle by its assigned fleet number, distinguishing between business and any personal miles, and identify the make, model and year of each vehicle as well as its assigned location and function; Provide the month and year of delivery for each vehicle.)

E. What other information supports the need for an additional vehicle?

VI. CAFE - CORPORATE AVERAGE FUEL ECONOMY

A. Legislative Requirement - Fuel Economy: State agencies have a legislative obligation to promote energy conservation in the State of Wisconsin's vehicle fleets. The legislation reads as follows:

"S. 20.915. State motor vehicles and aircraft. (1) PURCHASE. Each state agency, upon written approval of the governor, may purchase necessary aircraft, trucks and automobiles for its general use. All aircraft, trucks and automobiles shall be purchased through the department of administration under ss. 16.70 to 16.82. The department of administration shall ensure that each general fleet passenger automobile at the time of procurement has a fuel economy rating of no less miles per gallon than the fleet average miles per gallon required of automobile manufacturers by the federal government at that time. Law enforcement vehicles and work vehicles for heavy passenger or equipment loads are exempt from the mileage requirement."

B. CAFE: Based on the above statute, all 2003 model year General Fleet sedans must have a combined unadjusted mileage rating of no less than 27.5 miles per gallon (MPG) as established by the U.S. Environmental Protection Agency.

VII. VEHICLE REPLACEMENT: All requests for replacement vehicles will be considered general fleet vehicles (65540-125-10 or 65540-175-10) no matter what the current surplus vehicle is – unless justified (see below)

A. General Vehicle Replacement Criteria: Passenger carrying vehicles which at the time of replacement will have accumulated a minimum of 75,000 miles may be replaced with new 2003 model vehicles. To ensure that the 75,000 mile criteria is met at the time of replacement, the following minimum criteria are provided:

1. 1996 model vehicles need a minimum of 64,000 miles as of May 1, 2002

2. 1997 model vehicles need a minimum of 63,000 miles as of May 1, 2002

3. 1998 model vehicles need a minimum of 60,000 miles as of May 1, 2002

4. 1999 model vehicles need a minimum of 56,000 miles as of May 1, 2002

5. 2000 model vehicles need a minimum of 50,000 miles as of May 1, 2002

6. Any 1994 and earlier model passenger van, sedan, or station wagon that does not meet the above mileage disposal criteria may or may not be replaced after considering mileage and condition. The Department of Administration, Transportation Procurement Manager will evaluate each vehicle on a case-by-case basis. (See "Vehicle Age and Condition Replacement Criteria" below).

B. High Mileage 2001 Model Vehicle Replacement Criteria:

1. This vehicle should be:

a) Rotated within an agency's fleet to a low mileage position.

OR

b) Sold to another state agency with a lower mileage use requirement (Inter-agency Sale).

2. This practice balances the miles per vehicle in the overall fleet.

C. Vehicle Age and Condition Replacement Criteria:

1. The Department of Administration, Transportation Procurement Manager will consider replacing any vehicle justified as unsafe and/or uneconomical, e.g., rust perforated fenders, floors and/or doors or poor mechanical condition, if the cost of repair exceeds 50% of the current value of the vehicle. The Department of Administration will use the National Auto Research Black Book Value Guide, auction results, and the agency's two written cost estimates from repair/body shops to evaluate a request to replace such a vehicle. While not required, photographs of the vehicle will help to evaluate the vehicle's condition.

2. Any vehicle more than six years old which did not meet the mileage disposal criteria will be subject to replacement with a used vehicle.

VIII. Justification for UPGRADED Work Vehicle (From small car): All agencies are required to furnish complete justification (Wis. Stats., see Page 1, Section A) when requesting any vehicle ( replacement or additional ) larger than a General Fleet sedan, i.e., Commodity Codes (specification numbers): 65540-125-10, 4-door sedan, 4 cylinder; and 65540-175-10, 4-door station wagon, 4 cylinder or the vehicle will be denied and reclassified as a general fleet vehicle.

1. A work vehicle is defined as having one of the following commodity codes (specification numbers):

65540-200-10 - Four door sedan, 6 cylinder

65540-205-10 - Four door station wagon, 6 cylinder

65540-207-10 - 7 or 8 passenger van

65540-212-10 - 12 passenger van

65540-215-10 - 15 passenger van

2. All requests for an upgraded work vehicle must outline its specific needs to include:

a) Purpose/use of the work vehicle.

b) Explanation why you cannot use a General Fleet vehicle.

c) Explanation why you cannot reallocate another vehicle from within the agency fleet when a work vehicle is requested that replaces a General Fleet vehicle.

If a request for an updated work vehicle is not justified, Department of Administration, Transportation Procurement will reclassify the vehicle to meet the legislative criteria.

IX. JUSTIFICATION OF ANY OPTION: All agencies must furnish complete justification for any option requested which is not on the Standard Equipment lists on pages 10-14. Each option must be specifically requested from and approved by Transportation Services Procurement. An explanation of the need must be attached to the DOA-3016. A vehicle request from an agency may be returned without consideration if this information is not provided.

X. JUSTIFICATION OF A LARGER VEHICLE (Upgrade from currently approved vehicle): An agency is required to furnish complete justification requests for new vehicles which will be larger than the proposed surplus vehicles. Each upgrade must be requested specifically from and approved by Transportation Services Procurement. An explanation of the need must be attached to the DOA-3016 or the upgrade will be denied. UPGRADES TO LAW ENFORCEMENT SPORT UTILITY VEHICLES REQUIRES EXTENSIVE JUSTIFICATION.

NOTE: THE "NEW VEHICLE REQUEST" MUST IDENTIFY THE FLEET NUMBER(S) FOR EACH REQUISITIONED NEW REPLACEMENT AND ADDITIONAL VEHICLE. THEREFORE, AN AGENCY MUST PROVIDE BOTH THE FLEET NUMBER OF THE NEW VEHICLE REQUESTED FOR PURCHASE AND THE FLEET NUMBER OF THE VEHICLE PROPOSED FOR SURPLUS.

XI. OBSOLETE/UNWANTED VEHICLES

A. Definition: Vehicles that do not meet the mileage disposal criteria, are obsolete, are not suitable for their intended use or are unneeded may be disposed.

B. Procedure:

1. Agency(s) may submit a list of vehicles that it would like to sell and replace with new vehicles to the Department of Administration, Transportation Procurement Manager by April 23, 2002.

2. Department of Administration, Transportation Procurement Manager will:

a) Review the vehicles and compile a list of those approved for interagency sale; and

b) Distribute the list to all agencies for review and purchase consideration on April 26, 2002.

3. The buying and selling agencies/campuses may negotiate the sale price for inter-agency sale. The Department of Administration, Transportation Procurement Manager will assist in establishing a price.

XII. Inter-Agency Vehicle Sale Report

A. Definition: An agency may replace, at anytime, a vehicle which will not meet replacement criteria due to age or mileage. This vehicle may be replaced with a comparable (size, type) surplus vehicle from another agency/university by using the following procedure.

B. The selling agency initiates the "Inter-Agency Used Vehicle Sale Report" and forwards it to the buying agency along with completed Odometer Statement, Certificate of Title and Used Vehicle Condition Report when delivering the vehicle to the buying agency. The selling Agency will obtain the Certificate of Title from the Department of Administration, Bureau of Transportation, Transportation and Travel Services.

C. The buying agency/campus must complete and submit an "Inter-Agency Used Vehicle Sale Report," along with a "Used Vehicle Condition Report" (DOA 3081), within fifteen (15) work days of accepting delivery of the vehicle, to the Department of Administration, Transportation and Travel Services, 201 South Dickinson Street, Madison, WI 53704. The "Inter-Agency Used Vehicle Sale Report" form and the "Used Vehicle Condition Report" (DOA 3081 Rev 3/1994) forms are available from the Department of Administration, Transportation and Travel Services without charge upon request (608) 266-3620.

D. Failure by the buying agency/campus to submit these Reports on time will result in an assessment of a late

fee of five percent (5%) of the vehicle's sale price and the 3% Inter-Agency sales fee.

E. For further details on Inter-Agency Used Vehicle Sales refer to State Procurement Manual PRO-F-1, Rev. 8/96.

F. The buying agency must forward the Certificate of Title to Transportation Services Procurement upon its receipt from the Department of Transportation.

XIII. OTHER RELATED ISSUES

A. Disposal of Surplused Vehicles: Please refer to State Procurement Manual PRO-F-1, State Surplus Property Disposal: Vehicles, and Procurement Information Memorandum #02-045. All surplused vehicles approved for replacement with new 2003 models must be made available to Transportation & Travel for surplus upon receipt and operational readiness of the 2003 model. Any exceptions must be requested in writing specifically from and approved by State Surplus Property Manager.

B. Cancellation of a Request: Department of Administration, Transportation Procurement must receive written notification from an agency canceling any request to purchase a vehicle.

C. Emergency Vehicle Requests: Emergency vehicle request letters should be sent to the Director of the Bureau of Transportation, Department of Administration for approval/denial. Any new replacement vehicle request submitted after the initial vehicle request due date must provide complete justification and description of the situation to warrant consideration. Usually, the only emergency situation approved for replacing a vehicle occurs when:

1. A vehicle is damaged beyond economical repair, or;

2. An unanticipated, major initiative or development of a new program occurs.

If the need occurs late in the procurement process, an agency may be instructed to hold back a surplus vehicle or reallocate from within its fleet and then submit a request for the needed vehicle in the next procurement cycle.

D. Alternative Fuel Vehicles: In compliance with the Energy Policy Act of 1992 (EPACT), with the 1990 Clean Air Act (CAA), and with the 1993 Wisconsin Act 351, “The department shall require all state employees to utilize gasohol or alternative fuel for the operation of all state-owned or state-leased motor vehicles whenever such utilization is feasible”. Agencies are encouraged to request authorization to purchase alternative fueled vehicles. However, an agency may not acquire or convert vehicles to operate on alternative fuels unless specifically authorized by the Department of Administration. (See attached form)

XIV. VEHICLE INSPECTION AND ACCEPTANCE

A. Agency Responsibility: Each agency is responsible for accepting or rejecting a vehicle at the time of delivery.

B. New Vehicle Check-up and Service: The Request for Bid requirements obligate the successful vendor to:

1. Notify the buying agency of the anticipated delivery date for each vehicle so agency representatives are available to accept delivery of the vehicle.

2. Deliver all vehicles in accordance with the manufacturer's standard new car "Make Ready" recommendations.

3. Supply, with the vehicle at time of delivery, a check-off sheet noting the service checks made on the vehicle during preparation for delivery including:

a) Crankcase, differential, transmission and transfer case, if applicable, must be filled to capacity as recommended by the manufacturer.

b) Vehicle must contain 1/4 tank of gasoline/fuel when delivered.

c) Vehicles must be clean with all stickers removed from the glass prior to delivery with the exception of any sticker required by law (Manufacturer's Suggested Retail Price Label).

d) Vehicle must have been hoisted on a lift rack at the dealership and the underside inspected completely prior to delivery. The vendor must note that this inspection was performed on the pre-delivery check-off sheet.

e) Dealer nameplates, decals, etc. denoting the selling dealer may not be affixed in any manner whatsoever to any vehicle delivered.

4. The buying agency is responsible for completing its inspection of a new vehicle within three (3) work days of its delivery. If the buying agency does not inform the vendor of any problem with the vehicle within three (3) working days, the vendor may conclude that the vehicle was acceptable as delivered.

C. Action for Rejecting a Vehicle: When a vehicle is delivered that does not satisfy the Purchase Order or delivery requirements:

1. The agency should not accept the vehicle and should require the vendor to properly remedy the discrepancy. If the location of the vendor, who initially serviced the vehicle, makes it impractical to perform subsequent check-up service, it remains the responsibility of the vendor to arrange for any corrective action.

2. The agency must notify in writing the Department of Administration, State Transportation Procurement Manager, by FAX (608-267-6935) or e-mail (David.Webb@doa.state.wi.us) immediately and before returning the vehicle to the vendor.

XV. VEHICLE TITLES

A. Procedure: Each agency must:

1. Title its own vehicle(s) by forwarding the motor vehicle registration information to

Department of Transportation, Motor Vehicles, 4802 Sheboygan Avenue, Room 201A,

Madison, WI 53705 or Interdepartmental Mail; (608) 266-9510.

2. Specify that the Title identify the State of Wisconsin as a part of the name of its state agency. The vehicle fleet number must appear on the Title.

3. Forward the original Title to the Department of Administration, Transportation and Travel Services, 201 South Dickinson Street or by mail at P.O. Box 7880, Madison, WI 53707-7880 immediately upon receipt of the title from the Department of Transportation. A complete submittal of Supplemental Title Information Form must accompany all titles. A copy of this form can be found at the end of this PIM.

B. Custodianship: Department of Administration, Transportation and Travel Services will maintain the State's vehicle titles which are available to an agency upon request as needed.

XVI. 2003 MODEL YEAR VEHICLE PURCHASE CHRONOLOGY (See attached “2003 Model Year Vehicle Purchase Timetable”)

A. REVIEW & APPROVALS: Transportation Procurement will review all RPA's and notify agencies of changes or deletions. Agencies will have the opportunity to appeal any changes or deletions. After final decisions have been made, Transportation Procurement will seek the Governor’s approval per Wis. Stats. 20.915.

B. BIDS: Transportation Procurement will conduct bids and make awards to vendors.

C. BULLETINS: After resolution of any appeal, Transportation Procurement will issue State Procurement Purchasing Bulletins to State agencies with detailed instructions for submittal of vehicle purchase orders.

D. PURCHASE ORDERS: Each agency submits its purchase order(s) to the State Transportation Procurement Manager for final review and approval. Transportation Procurement will forward purchase orders to the appropriate vendors.

E. DELIVERY: Vendors will deliver vehicles to the buying agencies as specified in the bid.

F. INSPECTION & ACCEPTANCE: Agencies inspect all vehicles upon delivery and notify vendor of any problems within three workdays.

G. TITLE: Agencies secure vehicle titles and forwards to Department of Administration, Transportation and Travel.

H. SURPLUS VEHICLE: Agencies notify Department of Administration, Transportation and Travel, of the availability of the replaced (surplused) vehicle as soon as new vehicle is operational.

XVII. SPECIFICATION CLASSES AND TYPICAL VEHICLES

Standard Fleet Vehicle

COMMODITY PASSENGER EXAMPLE ENGINE .

A. GENERAL FLEET CODE 65540- CAPACITY VEHICLES TYPE

1. Four Door Sedan 125-10 4 Sunfire 2.4L

Cavalier 2.4L

Neon 2.0L

Focus 2.0L

Saturn SL1 1.9L

2. Four Door Wagon 175-10 4 Focus 2.0L

Saturn SW2 1.9L

VEHICLES LISTED BELOW REQUIRE SPECIFIC WRITTEN JUSTIFICATION,

REGARDLESS OF REPLACEMENT OR ADDITIONAL VEHICLE REQUEST

B. WORK VEHICLE

3. Four Door Sedan 200-10 5/6 Taurus 3.0L V6

Impala 3.4L V6

Grand Prix 3.1L V6

Intrepid 2.7L V6

Saturn L300 3.0L V6

4. Four Door Wagon 205-10 5 Taurus 3.0L V6

Saturn LW300 3.0:L V6

5. Mini Van 207-10 7 Caravan 3.0L V6

Mini Van AWD 207-12 7 Voyager 3.0L V6

Windstar 3.0L V6

Venture 3.4L V6

Montana 3.4L V6

6. Extended Mini Van 207-15 7-8 Grand Caravan 3.0L V6

Extended Mini Van AWD 207-17 7-8 Grand Voyager 3.0L V6

Venture Extended 3.4L V6

Montana Extended 3.4L V6

7. Van Fleet 212-10 12 Club Wagon 5.4L V8

Ram Wagon? 5.9L V8

Express 5.7L V8

Savana 5.7L V8

8. Van Fleet 215-10 15 Super Wagon 5.4L V8

Extended Ram? 5.9L V8

Express Extended 5.7L V8

Savana Extended 5.7L V8

VEHICLES LISTED BELOW REQUIRE SPECIFIC WRITTEN JUSTIFICATION,

REGARDLESS OF REPLACEMENT OR ADDITIONAL VEHICLE REQUEST

C. LAW ENFORCEMENT

9. Sedan 300-10 5 Crown Victoria 4.6L V8

FWD Sedan 325-10 5 Impala 3.8L V6

Sport Utility Intermediate 350-10 5 Explorer 4.0L V8

5 Blazer 4.3L V6

5 Durango 4.7L V8

Sport Utility Full Size 375-10 5 Tahoe/Yukon 4.8L V8

Suburban/Yukon LX 5.3L V8

Expedition 5.4L V8

Excursion 5.4L V8

STANDARD CLASSIFICATION DESCRIPTION:

1. Spec. 65540-125-10 - Four (4) Door Fleet Sedan; 102 inch wheelbase or more

Vehicles in this group, with 4 cylinder engines, are General Fleet cars. Passenger capacity: 1-4 including driver.

Typical Vehicles: Pontiac Sunfire, Chevrolet Cavalier, Ford Focus, Chrysler Neon, Saturn SL-1

Standard Equipment

Automatic Transmission Dual Mirrors - Manual

Power Steering Intermittent Wipers

Power Brakes Rear Window Defroster

Cruise Control Full Wheel Cover

Air Conditioning Body Side Moulding

AM/FM Stereo Floor Mats, Front and Rear

Tilt Steering Wheel Antilock Brake System (4 wheel)

2. Spec. 65540-175-10 - Four (4) Door Station Wagon

Vehicles in this group, with 4 cylinder engines, are General Fleet cars. Passenger capacity: 1-4 including driver.

Typical Vehicles: Ford Focus, Saturn SL-1

Standard Equipment

Automatic Transmission Dual Mirrors - Manual

Power Steering Intermittent Wipers

Power Brakes Rear Window Defroster

Cruise Control Full Wheel Cover

Air Conditioning Body Side Moulding

AM/FM Stereo Floor Mats, Front and Rear

Tilt Steering Wheel Antilock Brake System (4 wheel)

3. Spec. 65540-200-10 - Four (4) Door Sedan

Vehicles in this group are intended for long distance inter-city travel. Their primary use is pool duty for a total of five or six persons including the driver. Proper justification is required or the request for this specification will be changed automatically to Spec. 65540-125. The engine will be a 2.7L V6 minimum.

Typical Vehicles: Ford Taurus, Chevrolet Impala, Pontiac Grand Prix, Dodge Intrepid, Saturn W300

Standard Equipment

Automatic Transmission Dual Mirrors - Manual

Power Steering Intermittent Wipers

Power Brakes Rear Window Defroster

Cruise Control Full Wheel Cover

Air Conditioning Body Side Moulding

AM/FM Stereo Floor Mats, Front and Rear

Tilt Steering Wheel Antilock Brake System (4 wheel)

4. Spec. 65540-205-10 - Four (4) Door Station Wagon

Vehicles in this group have a six passenger maximum carrying capacity including the driver plus a cargo area. The engine will be 3.0L V6 minimum.

Typical Vehicles: Ford Taurus, Saturn LW300

Standard Equipment

Automatic Transmission Dual Mirrors - Manual

Power Steering Intermittent Wipers

Power Brakes Rear Window Defroster

Cruise Control Full Wheel Cover

Air Conditioning Body Side Moulding

AM/FM Stereo Floor Mats, Front and Rear

Tilt Steering Wheel Antilock Brake System (4 wheel)

Note: Available is a third 2 passenger seat.

5. Spec. 65540-207-10 – 7 Passenger Van or Spec 6550-207-12 - 7 Passenger Van AWD

Vehicles in this group are intended for transporting a total of 7 or 8 passengers including the driver. The engine will be a minimum 3.0L, V6 engine.

Typical Vehicles: Dodge Caravan, Plymouth Voyager, Ford Windstar, Chevrolet Ventura, Pontiac Montana.

Standard Equipment

Automatic Transmission Dual Mirrors – Manual

Power Steering Intermittent Wipers

Power Brakes Rear Window Defroster

Cruise Control Full Wheel Cover

Air Conditioning Body Side Moulding

AM/FM Stereo Floor Mats, Front and Rear

Tilt Steering Wheel Antilock Brake System (4 wheel)

6. Spec. 65540-207-15 – 7 or 8 Passenger Van Extended (Minimum floor length = 99”)

Spec. 65540-207-15 – 7 or 8 Passenger Van Extended AWD (Minimum floor length = 99”)

Vehicles in this group are intended for transporting a total of 7 or 8 passengers including the driver. The engine will be a minimum 3.0L, V6 engine.

Typical Vehicles: Dodge Grand Caravan, Plymouth Grand Voyager, Chevrolet Ventura Extended, Pontiac Montana Extended.

Standard Equipment

Automatic Transmission Dual Mirrors – Manual

Power Steering Intermittent Wipers

Power Brakes Rear Window Defroster

Cruise Control Full Wheel Cover

Air Conditioning Body Side Moulding

AM/FM Stereo Floor Mats, Front and Rear

Tilt Steering Wheel Antilock Brake System (4 wheel)

7. Spec. 65540-212-10 – 12 Passenger Van

Vehicles in this group are intended for transporting a total of 12 passengers including the driver. The engine will be a 5.4L fuel injected V8 minimum, and the van will include hinged side doors, and 2 hinged rear doors.

Typical Vehicles: Dodge Ram Wagon, Ford Club Wagon, Chevrolet Express, GMC Savana

Standard Equipment

Automatic Transmission Dual Mirrors – Manual

Power Steering Full Wheel Covers

Power Brakes Body Side Moulding

Cruise Control Insulation Package – Factory Installed

Air Conditioning/Heat, Front & Rear Floor Mats, all Seat Positions

AM/FM Stereo Vented Glass, rt. Side & rear doors

Tilt Steering Wheel Antilock Brake System (4 wheel)

Intermittent Wipers

8. Spec. 65540-215-10 – 15 Passenger Van

Vehicles in this group are intended for transporting a total of 15 passengers including the driver. The engine will be a 5.4L fuel injected V8, minimum, and the van will include hinged side doors and 2 hinged rear doors.

Typical Vehicles: Dodge Ram Extended, Ford Super Wagon, Chevrolet Express Extended, GMC Savana Extended

Standard Equipment

Automatic Transmission Dual Mirrors – Manual

Power Steering Full Wheel Covers

Power Brakes Body Side Moulding

Cruise Control Insulation Package – Factory Installed

Air Conditioning/Heat, Front & Rear Floor Mats, all Seat Positions

AM/FM Stereo Vented Glass, rt. Side & rear doors

Tilt Steering Wheel Antilock Brake System (4 wheel)

Intermittent Wipers

FACTORY INSTALLED OPTIONAL EQUIPMENT:

In specifying requirements, use the commodity code numbers and option description below. Requesting any of these options requires written justification when submitting a request for a vehicle. If the vehicle surplused against a request for a replacement vehicle has the same option provide that information also.

|Option |Description |

| | |

|Limited Slip Rear Axle |Rear drive vehicles only |

| | |

|Third 2 Passenger Seat |Spec. 65540-205 |

| | |

|Sliding Door, Driver Side |Spec. 65540-207 |

| | |

|Sliding Door, Passenger Side |Spec. 65540-212, 215 |

| | |

|Sunscreen Glass (Privacy) |Spec. 65540-207, 212, 215 |

| | |

|Engine Block Heater |Spec: 65540-125, 175, 200, 205, 207, 212, 215 |

| | |

|Trailer Towing Package |Spec. 65540-207, 212, 215 |

| | |

|Power Driver Seat |Spec. 65540-300 |

| | |

| | |

| | |

FLEET MANAGERS' 2002/2003 EVENT TIMELINE

TRANSPORTATION & TRAVEL 2002/2003 EVENT TIMELINE

|DUE |ACTIVITY/EVENT |RESPONSIBILITY |

|DATE | | |

|2/08/02 |Agencies submit list of vehicles to be auctioned for March through June 2002, to Bert Buri |Fleet Managers |

|2/08/02 |Annual Surplused Vehicle Reconciliation Report for 2001 Submitted to T&T Section Chief |Bert Buri |

|3/20/02 |T&T Submits its Annual Report of Model Year 2002 Vehicle Purchases to Jeff Knight |Dave Webb |

|3/15/02 |Vehicle Procurement Training - 1 day session |Dave Webb |

|3/23/02 |Vehicle Auction - Arlington |Bert Buri |

|4/10/02 |Fleet Meeting - T&T distributes PIM, Requisitioning Instructions |Dave Webb/Fleet Mgrs. |

|4/12/02 |Vehicle Lease Bids Open |Dave Webb |

|4/13/02 |Vehicle Auction - Waukesha |Bert Buri |

|4/15/02 |Agencies submit list of vehicles no longer meeting its needs to Bert Buri |Fleet Managers |

|4/19/02 |Quarterly Surplused Vehicle Reconciliation Report for 1/1/02 - 3/31/02 submitted to T&T Section Chief|Bert Buri |

|4/26/02 |T&T distributes list of vehicles no longer needed by owning agencies |Bert Buri |

|5/11/02 |Vehicle Auction - Monroe |Bert Buri |

|5/24/02 |Agencies submit requests to Dave Webb for 2003 model year vehicles using 5/1/02 mileage reports |Fleet Managers |

|5/29/02 |T&T Invoices Agencies for Procurement Fees for Model Year 2002 Vehicles |Dave Webb |

|6/15/02 |Vehicle Auction - Arlington |Bert Buri |

|6/21/02 |T&T notifies Fleet Managers of vehicle denials/approvals |Dave Webb |

|6/24/02 |Rental Car Contract(s) Awarded - All Bulletins Distributed |Dave Webb |

|6/24/02 |Tire Contract Awarded - All Bulletins Distributed |Dave Webb |

|7/01/02 |Agencies submit list to Bert Buri of vehicles to be auctioned for August through December 2002. |Fleet Managers |

|7/1/02 |Quarterly Surplused Vehicle Reconciliation Report for 4/1/02 -6/30/02 Submitted to T&T Section Chief |Bert Buri |

|7/1/02 |T&T distributes 2003 Surplus Vehicle List to Fleet Managers to facilitate inter-agency used vehicle |Bert Buri |

| |sales in calendar year 2003 | |

|7/05/02 |State agencies appeals, if any, submitted to Dave Webb |Fleet Managers |

|7/12/02 |T&T forwards its recommendations for 2003 vehicle replacements and additions to Jeff Knight |Dave Webb |

|7/15/02 |Law Enforcement Vehicles - Vendor Meeting as Necessary |Dave Webb |

|7/18/02 |Light Duty Trucks - Vendor Meeting |Dave Webb |

|7/18/02 |Medium Duty Trucks - Vendor Meeting |Dave Webb |

|7/25/02 |Law Enforcement - RFB Released |Dave Webb |

|8/1/02 |Light Duty Truck RFB Released |Dave Webb |

|8/10/02 |Vehicle Auction - Arlington |Bert Buri |

|8/14/02 |Statewide Towing Contract(s) Awarded - All Bulletins Distributed |Dave Webb |

|8/15/02 |Law Enforcement Bid Opening |Dave Webb |

|8/16/02 |Law Enforcement - Intent to Award |Dave Webb |

|8/22/02 |Light Duty Truck Bid Opening |Dave Webb |

|8/22/02 |Medium Duty Truck RFB Released |Dave Webb |

|8/22/02 |Law Enforcement - All Bulletins Distributed |Dave Webb |

|9/6/02 |Light Duty Truck - Intent to Award |Dave Webb |

|9/12/02 |Medium Duty Truck - Bid Opening |Dave Webb |

|9/14/02 |Vehicle Auction - Arlington |Bert Buri |

|9/19/02 |Medium Duty Truck - Intent to Award |Dave Webb |

|9/20/02 |Light Duty Truck - All Bulletins Distributed |Dave Webb |

|9/24/02 |Medium Duty Truck - All Bulletins Distributed |Dave Webb |

|9/28/02 |Vehicle Auction - Racine |Bert Buri |

|9/30/02 |Passenger Car - Vendor Meeting |Dave Webb |

|10/4/02 |Quarterly Surplused Vehicle Reconciliation Report for 7/1/02 -9/30/02 Submitted to T&T Section Chief |Bert Buri |

|10/11/02 |Passenger Car - RFB Released |Dave Webb |

| | | |

|DUE |ACTIVITY/EVENT |RESPONSIBILITY |

|DATE | | |

|10/12/02 |Vehicle Auction - Stevens Point |Bert Buri |

|10/15/02 |T&T Collects Life-Cycle Data |Dave Webb |

|10/30/02 |Passenger Car - Bid Opening |Dave Webb |

|11/2/02 |Vehicle Auction - Arlington |Bert Buri |

|11/06/02 |Passenger Car - Intent to Award |Dave Webb |

|11/15/02 |Passenger Car - All Bulletins Distributed |Dave Webb |

|11/16/02 |Vehicle Auction - Arlington |Bert Buri |

|12/14/02 |Vehicle Auction - Arlington |Bert Buri |

|12/23/02 |Quarterly Surplused Vehicle Reconciliation Report for 10/1/02 -12/31/02 Submitted to T&T Section |Bert Buri |

| |Chief | |

|12/31/02 |Statewide Maintenance Contract Awarded - All Bulletins Distributed |Dave Webb |

|1/31/03 |Annual Surplused Vehicle Reconciliation Report for 2002 Submitted to T&T Section Chief |Bert Buri |

|2/10/03 |Used Vehicles - RFB Released as Required |Dave Webb |

|2/28/03 |Used Vehicles - Bid Opening |Dave Webb |

|3/07/03 |Used Vehicles - All Bulletins Distributed |Dave Webb |

| |Vendor Meeting | | |Intents to Award |All Bulletins |

|Vehicle Type | |RFB Released |Bid Opening | |Distibuted |

|Law Enforcement |As Required |7/25/02 |8/15/02 |8/16/02 |8/22/02 |

|Light Duty Truck |7/18/02 |8/1/02 |8/22/02 |9/06/02 |9/20/02 |

|Medium Duty Truck |7/18/02 |8/22/02 |9/12/02 |9/19/02 |9/24/02 |

|Passenger Vehicle |9/30/02 |10/11/02 |10/30/02 |11/06/02 |11/15/02 |

|Used Vehicles |N/A |2/10/03 |2/28/03 |N/A |3/07/03 |

1) These dates assume no delays for protests.

2) Transportation & Travel completion dates do not include time for events outside its control. These include, but are not limited to, such unanticipated events as changes in administrative direction, additional and/or higher priority assignments, and the unavailability of required information from agencies and vendors. NOTE: Duration is measured in workdays.

ALTERNATIVE FUEL VEHICLE FORM: ENERGY POLICY ACT (EPACT) & CLEAN AIR ACT (CAA)

(ATTACHMENT TO “NEW VEHICLE REQUEST” FORM DOA 3016)

NOTE: This form is required – unless your agency attaches proof of separate compliance with the laws.

IDENTIFICATION: Attach this form to the “New Vehicle Request” Form DOA 3016. In the table below, fill in your agency, your name and number, and the vehicle commodity code found on the related Form DOA 3016.

|AGENCY |AGENCY CONTACT |COMMODITY CODE |

| |(Name & Phone) |(8 Digits) |

| | | |

BACKGROUND: The purpose of this form is to gather information to determine your agency’s requirements, compliance, and credits, under the Federal Energy Policy Act of 1992 (EPACT), and under the 1990 Clean Air Act (CAA) EPACT requires that a specified percentage of state government fleet new acquisitions of “light duty”, non-“excluded” vehicles used primarily within specified “MSA’s” (Metropolitan Statistical Areas) and “CMSA’s” (Consolidated Metropolitan Statistical Areas) be “alternative fueled vehicles”. The CAA requires that a specified percentage of new acquisitions of “light duty”, and “medium duty” non-“excluded” vehicles used primarily within specified MSA’s and CMSA’s be certified to meet CAA standards. Call Transportation and Travel at 608-266-1558 for further details.

DEFINITIONS:

“Light duty” – vehicles with a gross vehicle weight (GVW) rating of 8,500 pounds or less. (Covered by EPACT & CAA)

“Medium duty” – vehicles with a GVW rating of between 8,500 pounds and 26,000 pounds. (Only covered by CAA)

“Excluded Vehicles” - 1) Law enforcement vehicle. 2) Emergency motor vehicle. 3) Non-road vehicle. 4) Vehicles which, under normal operations are parked at personal residences when not in use. 5) Vehicles used for motor vehicle manufacturer product evaluations or tests. 6) Motor vehicles exempt for national security reasons. 7) Vehicles held for sale, lease, or rental. 8) Vehicles used at industrial, commercial, marine, rail, or airport facilities.

“Alternative Fueled Vehicle” – Alternative fuel includes dual-fuel, bi-fuel, and flexible-fuel vehicles designed to be operated on a least one of the following fuels: 100% methanol, denatured ethanol, and other alcohols; mixtures containing 85% or more by volume of methanol, denatured ethanol, and other alcohols with gasoline or other fuels; natural gas (compressed or liquefied); liquefied petroleum gas (propane); electricity (including solar energy); hydrogen; coal-derived liquid fuels; and fuels (other than alcohol) derived from biological materials including “neat” (100%) biodiesel. Since EPACT is aimed at energy independence, gasoline/diesel-powered vehicles do NOT satisfy the requirements of the law – only alternative fueled vehicles. Since CAA is aimed at clean fuel fleets, alternative fueled vehicles and clean-burning gasoline/diesel vehicles can satisfy the law.

“CAA-Clean Fuel Fleets Certified Vehicles” – These are vehicles that have been certified to meet the CAA Clean Fuel Fleet standards. They include Low-Emission Vehicles (LEV), Inherently Low-Emission Vehicles (ILEV), Ultra Low-Emission Vehicles (ULEV), and Zero-Emission Vehicles (ZEV).

PART – A INSTRUCTIONS (This is needed to determine your agency’s requirements under the EPACT and CAA.)

1. Will the requested vehicle be primarily used in any of the following counties? Douglas, St. Croix, Pierce, Outagamie, Winnebago, Calumet, Dane, Washington, Ozaukee, Waukesha, Milwaukee, Racine, or Kenosha? Circle One: Yes No If yes, go on to the next line. If no, go on to Part B of this form.

2. Does the requested vehicle(s) qualify as “excluded” under the laws? (See above definition) Circle One: Yes No

If yes, go on to Part B. If no, go on to the next question.

3. Is the requested vehicle(s) less than 8,500 pounds gross vehicle weight? Circle One: Yes No If yes, list the fleet number(s) here or on an attachment, and go on to Part B. If no, go on to the next question.

4. Is the requested vehicle(s) between 8,500 and 26,000 pounds gross vehicle weight? Circle One: Yes No If yes, list the fleet number(s) here or on an attachment, and go on to Part B. If no, go on to Part B.

PART – B INSTRUCTIONS (This is needed to ensure compliance with the EPACT and CAA, and to calculate credits.)

1. Is the requested vehicle alternatively fueled? Circle One: Yes No If yes, list their fleet number(s) here or on an attached sheet, and provide a description of the type of alt fuel vehicle. If no, go on to the next question.

2. Is the requested vehicle a CAA-Clean Fuel Fleets Certified Vehicle as defined above? Circle One: Yes No If yes, list their fleet number(s) here or on an attached sheet, and provide a description of the type of certified vehicle. If no, no further information is needed.

| |

|Passenger Vehicles |

|FUEL TYPE |COM CODE |MANUF |MODELS |ENG |CAA |EPACT |

|CNG Bi-Fuel |65545-125 |GM |Cavalier 4 Door Sedan |2.2L |Yes |Yes |

| | |Chev | | | | |

|CNG Bi-Fuel |65545-215 |Ford |E350 Super Club Wagon |5.4L |Yes |Yes |

|CNG Bi-Fuel |65545-215 |GM |3500 Express & Savana Wagon |5.4L |Yes |Yes |

| | |Chev/GMC | | | | |

|CNG Dedicated |65545-212 |DaimChry |B2500 8 Passenger Van |5.2L |Yes |Yes |

| | |Dodge |7,700 # GVWR (127” WB, no rr air/heat or rr | | | |

| | | |bumpers) | | | |

| | | |B3500 12 Passenger Maxivan | | | |

| | | |8,700 # GVWR (127” WB, no rr air/heat or rr | | | |

| | | |bumpers) | | | |

|CNG Dedicated |65545-215 |Ford |E350 Super Club Wagon |5.4L |Yes |Yes |

|CNG Dedicated |65545-300 |Ford |Crown Victoria Full-Size 4 Door Sedan |4.6L |Yes |Yes |

|LEV Gasoline |65540-200 |Ford |Taurus 4 Door Sedan |3.0L |Yes |No |

|LEV Gasoline |65540-207 |Ford |Windstar |3.0L |Yes |No |

|LEV Gasoline |65540-212 |Ford |E350 Super Club Wagon |5.4L |Yes |No |

|LEV Gasoline |65540-215 |Ford |E350 Super Club Wagon |5.4L |Yes |No |

|LEV Gasoline |65540-212 |GM |G30 Express Ext. Wagon |5.7L |Yes |No |

| | |Chev/GMC | | | | |

|LEV Gasoline |65540-215 |GM |G30 Express Ext. Wagon |5.7L |Yes |No |

| | |Chev/GMC | | | | |

|E85 Flex-Fuel |65545-200 |Ford |Taurus 4 Door Sedan |3.0L |Yes |Yes |

|(Ethanol) | | | | | | |

|E85 Flex-Fuel |65545-207 |DaimChry |Caravans & Grand Caravans SE |3.3L |No |Yes |

|(Ethanol) | |Chrys/Dod |Voyager & Grand Voyager SE | | | |

|Propane Bi-Fuel |65545-215 |Ford |E350 Super Club Wagon |5.4L |Yes |Yes |

The above chart lists what alternative fuels are currently available and tentatively projected to be available for 2003. The specifications and availability are subject to change.

ATTACHMENT TO “WISCONSIN CERTIFICATE OF TITLE FOR A VEHICLE”

SUPPLEMENTAL TITLE INFORMATION

PURPOSE OF THIS FORM:

The purpose of this form is to document information that is not available on the “Wisconsin Certificate of Title for a Vehicle” (vehicle title) Form.

WHEN TO USE THIS FORM: Use this form whenever a vehicle title is forwarded to the Department of Administration, Transportation Services Procurement, 201 South Dickinson Street, Interdepartmental Mail or P.O. Box 7880, Madison WI

53707-7880.

REQUIRED INFORMATION: (Fill in below information as it relates to the attached vehicle title.)

Purchase Order Number: ________________________

Fleet Number: ________________________________

Make: _______________________________________

Model: _______________________________________

Body Style (sedan, wagon, minivan, etc.) _______________________________________

Transmission (Circle one.): Automatic Manual

Engine (Fill in):

Number of Cylinders: ______________

Size in Liters: ______________

CONTACT: For questions or comments on this form, contact State Transportation Procurement at (608) 266-3620.

PIM REQUIREMENT CHECKLIST

Be sure the RPA and DOA–3016 forms have all of the required signatures (including Agency Head) or the paperwork will be returned.

|Do You Have or Did You Do? |N/A |YES |

|COMPLETION OF VEHICLE REQUESTS FORMS: | | |

| A. Request For Purchasing Authority (RPA) enclosed? | | |

| B. Fully completed New Vehicle Request Form and the county of the vehicle location checked (DOA-3016)? | | |

| C. Do all attachments have Commodity Code, Agency Name and Fleet Number information? | | |

| D. Alternative fuel form enclosed with Commodity Code and Fleet Number information? | | |

| E. Email Excel spreadsheet to linda.gladem@doa.state.wi.us | | |

|and attach hard copies to requests | | |

| | | |

|DONATED VEHICLE: | | |

|If so, be sure to include documentation to include the name of the donating party and the reasons for making | | |

|the donation. | | |

| | | |

|ADDITIONAL VEHICLE: | | |

|If yes; did you include properly formatted attachments answering the five-(5) questions listed below? | | |

|Would an internal reallocation of vehicles be beneficial? If not, why not? | | |

|What level of staffing does the agency have now in comparison to prior years? | | |

|Has legislation been pasted which expands the scope of the agency, thereby necessitating additional vehicles?| | |

|If yes, how? (Please attach copy of the legislation.) | | |

|What is the total mileage, as well as annual mileage for the fiscal or calendar year, for each vehicle in the| | |

|agency’s fleet? (Please provide miles for each vehicle by its assigned fleet number, distinguishing between | | |

|business and any personal miles, and identify the make, model and year of each vehicle as well as its’ | | |

|assigned location and function; provide the month and year of delivery for each vehicle.) | | |

|What other information supports the need for an additional vehicle? | | |

| | | |

|ARE YOU REQUESTING TO UPGRADE FROM A GENERAL FLEET VEHICLE TO THE LARGER, WORK VEHICLE (from 100 to 200 | | |

|series)? | | |

| | | |

|If yes; did you include properly formatted and neatly written attachments outlining specific needs to include| | |

|those listed below? | | |

|Purpose/use of the work vehicle. | | |

|Explanation as to why not using a General Fleet vehicle. | | |

|Explanation for not allocating another vehicle from the agency fleet when a work vehicle is requested that | | |

|replaces a General Fleet vehicle. | | |

| | | |

|JUSTIFICATION OF ANY OPTIONS: | | |

|Enclosed neatly written justifications for any options checked on the DOA-3016 form? | | |

| | | |

|REQUEST FOR A LARGER VEHICLE OR 4x4 FROM CURRENT ONE? | | |

|If yes; did you include properly formatted and neatly written attachments outlining specific needs to include| | |

|those listed below? | | |

|Purpose/use of the larger vehicle. | | |

|Explanation as to what has changed and why larger vehicle is needed. | | |

|Explanation for not allocating another vehicle from the agency fleet when a larger vehicle is requested. | | |

Instructions for completing and submitting the Vehicle Request Detail Excel Worksheet (11x17 Tabloid).

Excel Spreadsheet. The Excel spreadsheet sent to you is to be filled in by the Fleet Managers and returned to Linda Gladem (linda.gladem@doa.state.wi.us) via email. This sheet should contain all of the vehicle requests from the 3016s and reflect the information from that form. The Procurement Manager will then indicate the decision made for those vehicles and will send the sheet back to the manager with the approvals/denials marked on it. This sheet system improves the communication of the decisions. Individual meetings with the fleet managers will still be recommended but the reports to the Governor's Office will be greatly expedited. Secretaries/Chancellors do not need to sign the spreadsheets.

After all of the form 3016 requests are collected and thoroughly reviewed by the Fleet Manager, the vehicles and their respective fleet numbers and requested equipment options are to be entered into the Vehicle Request Detail Excel Worksheet by the Fleet Manager and emailed to Transportation and Travel. The Fleet Manager is responsible for completing and submitting one (1) worksheet for each vehicle category.

1. Fill out top section.

2. Submit one (1) worksheet for each vehicle category (Passenger, Lt. Duty, etc.) and separate the replacement vehicles from the additional vehicles for each category (Passenger Replacement, Additional, etc.).

3. Enter Agency or institution abbreviation in first column.

4. Enter surplus fleet number & new fleet number in the correct column(s).

5. Enter commodity code of surplused vehicle(s).

6. Enter commodity code of new vehicle request with the two-digit suffix (a complete list of commodity codes is located on the second, COMMODITY CODE tab of the Excel Worksheet).

7. Put an "X" in the appropriate column for the equipment that was requested.

8. Completed worksheets are to be sent via Email to Linda Gladem (linda.gladem@doa.state.wi.us). Hard copies of the spreadsheets (11x17 tabloid size) are to be turned in to Transportation & Travel with the Vehicle Request paperwork for each type of Vehicle Category (Lt. Duty, Passenger, etc.).

9. Transportation & Travel Procurement Manager will review the requests.

10. Procurement Manager and Fleet Managers will discuss the requests.

11. Procurement Manager reviews and enters dates of approval/denials and inserts changes in the spreadsheet. Worksheet is to be emailed to Fleet Managers.

12. Fleet Managers consider DOA recommendations and will discuss with Procurement Manager.

13. Fleet Managers develop appeals where deemed necessary, and submit them to the Procurement Manager.

14. Procurement Manager considers appeals. A final determination is sent to Fleet Managers via email.

15. Final recommendations (with reconsideration letters attached) in hard copy form, are sent to the DOA bureau management for final review.

NOTE:

Be sure to put all equipment upgrade requests on the front page of the Form 3016. DOA will not "research" requested equipment by searching through any attached justifications. DOA will not be responsible for omitting any option that it isn't on the front of the Form 3016

Worksheet Examples:

| | | | | | | | | | | | | | | | | | | | | | | | | | | | |

|Vehicle Request Detail Worksheet Model Year 2003 | | | | | | | | | | | | | | |

|FLEET MANAGERS are to fill out and submit one worksheet for each vehicle category group (Passenger, Lt. Duty, etc) and for each group of replacements/additionals in that category. | | | | | | | |

| | | | | | | | | | | | | | | | | | | | | | | | | | | | |

| | | | | | | | | | | | | | | | | | | | | | | | | | | | |

| | | | | | | | | | | | | | | | | | | | | | | | | | | | |

|AGENCY ______________________________________ | | | | | | | | | | | | | |

| | | | | | | | | | | | | | | | | | | | | | | | | | | | |

|Submit Date____/____/____ 1st Denial Date____/____/____ Appeal Date____/____/____ Final Appr Date____/____/____ | |

| | | | | | | | | | | | | | | | | | | | | | | | | | | | |

|Check: Additional_______ Replacement_______ Law_______ Lt Truck_______ Med Truck_______ Pass_________ | |

| | | | | | | | | | | | | | | | | | | | | | | | | | | | |

| | | | | | | | | | | | | | | | | | | | | | | | | | | | |

|Agency |Old Fleet |Old |New |New |BH |CC |TW |DEC |EM |EC |GA |GR |GRS |LS |PL |PW |RA/H |

| |# |Commodi|Commodit|Fleet | | | | | | | | | | | | | |

| | |ty |y (Must |# | | | | | | | | | | | | | |

| | | |incl | | | | | | | | | | | | | | |

| | | |suffix, | | | | | | | | | | | | | | |

| | | |i.e. | | | | | | | | | | | | | | |

| | | |-15, | | | | | | | | | | | | | | |

| | | |-20) | | | | | | | | | | | | | | |

|Vehicle Type | Cost |Blk |Rear Dfg|Tilt |Cruise |Ltd |Dark |HD Tow|Class |Rear |Extra |Aniti-Lock|Bucket |Power |Power |Power |Deluxe |

| | |Htrs |Wiper | | |Slip |Glass |Plow |III |Air/Heat |Pass |Brakes |Seats |Drivers |Windows |Locks |Interior |

| | | | | | | | | |Hitch | |Seat | | |Seat | | | |

|125-10 Base Vehicle: 4 Door 4cyl Sedan |10,900 |35 | | | | | | |NA | | |450 |Std |NA |Inc Deluxe| |2,000 |

|(air, auto, tilt, cruise, AM/FM, rear dfg, | | | | | | | | | | | | | | |Interior | | |

|power steering & brakes) | | | | | | | | | | | | | | | | | |

| | | | | | | | | | | | | | | | | | |

|Work Vehicles Listed Below: Vehicles that | | | | | | | | | | | | | | | | | |

|are justified for upgrade based on nature | | | | | | | | | | | | | | | | | |

|of work, need to transport 4 or more people| | | | | | | | | | | | | | | | | |

|and / or unusual weight or load | | | | | | | | | | | | | | | | | |

|reqiurements. | | | | | | | | | | | | | | | | | |

| | | | | | | | | | | | | | | | | | |

|Cars (air, auto, tilt, cruise, AM/FM, rear | | | | | | | | | | | | | | | | | |

|dfg, power steering & brakes) | | | | | | | | | | | | | | | | | |

|175-10 4 Door 4cyl Wagon |14,400 |35 | | | | | | |NA | | |356 |Std |NA |Inc Deluxe| |2,000 |

| | | | | | | | | | | | | | | |Interior | | |

|200-10 4 Door 6cyl Sedan |14,900 |35 | | | | | | |NA | | |450 |Std |601 |300 | |1,000 |

|205-10 4 Door 6cyl Wagon |16,500 |35 | | | | | | |NA | |275 |STD |Std |1300 |300 | |1,000 |

|207-10 7 Passenger Minivan |18,000 |35 | | | | |400 |876 |NA |1,000 | |600 |Std |700 |693 | |2,000 |

|207-15 7 Passenger Minivan |19,000 |35 | | | | |400 |396 |NA |409 | |600 |Std |700 |600 | |2,000 |

|212-10 12 Passenger Fullsize Van |24,900 |35 | | | |250 |400 |Incl |250 |Incl | |400 |Std |350 |Inc | |Inc |

|215-10 15 Passenger Fullsize Van |25,700 |35 | | | |250 |400 |Incl |250 |Incl | |400 |Std |350 |Inc | |Inc |

| | | | | | | | | | | | | | | | | | |

|Lt. Duty Trucks (air, auto, AM/FM, power | | | | | | | | | | | | | | | | | |

|steering & brakes) | | | | | | | | | | | | | | | | | |

|65360-100 Mini Pickup Truck |14,500 |35 | |300 | |250 |105 |100 |185 | |2,000 |255 |305 |NA |500 | |500 |

|65360-150 4x4 Mini Pickup Truck |16,800 |35 | |300 | |250 |105 |100 |185 | |2,000 |255 |305 |NA |500 | |500 |

|65360-200 9ft. Full Size Cargo Van | 16,000 |35 |NA |350 | |250 |250 |325 |200 |300 |1,200 |400 |Std |NA |600 | |200 |

|65360-207 Mini cargo Van |17,600 |35 |NC |300 | |217 |325 |100 |200 |NA |NA |Std |Std |NA |300 | |NA |

|65360-300 10ft Full Size Cargo Van |22,922 |35 |NA |350 | |250 |250 |325 |200 |300 |1,000 |400 |Std |NA |600 | |200 |

|65360-310 10ft Step Van | 30,000 |35 | |350 | |250 | |NA |NA |NA | |400 |Std |NA |NA |NA |NA |

|65360-314 14ft Step Van |34,800 |35 | |350 | |250 | |NA |NA |NA | |400 |Std |NA |NA |NA |NA |

|350-85 Commercial Cutaway |25,000 |35 | |350 | |250 | |NA |NA |NA | |400 |Std |NA |600 | |1,000 |

|400-65 2 Door Small Sport Utility |17,299 |35 |280 |350 | |250 |250 |280 |180 | | |500 |Std |1000 |450 | |1,000 |

|65360-450 4x4 Small Utility Vehicle |22,000 |35 |280 |350 | |250 |250 |280 |180 | | |500 |Std |1000 |450 | |6,000 |

|65360-475 4x4 Large Utility Vehicle |26,514 |35 |Inc |Inc | |250 |250 |350 |Inc |In Deluxe | |Inc |Std |Inc |Inc Deluxe| |6,000 |

| | | | | | | | | | | | | | | |Interior | | |

|65360-500 4 Door 6 Pass Suburban |28,500 |35 |240 |350 | |265 |265 |150 |185 |280 |1,000 |Inc |350 |200 |Inc Deluxe| |6,000 |

| | | | | | | | | | | | | | | |Interior | | |

|65360-525 4x4 4 Door 6 Pass Suburban |29,800 |35 |240 |350 | |265 |265 |150 |185 |280 |1,000 |Inc |350 |200 |Inc Deluxe| |6,000 |

| | | | | | | | | | | | | | | |Interior | | |

|65360-550 4 Door 6 Pass HD Suburban | 31,000 |35 |240 |350 | |265 |265 |150 |185 |280 |1,000 |Inc |350 |200 |Inc Deluxe| |6,000 |

| | | | | | | | | | | | | | | |Interior | | |

|65360-575 4x4 4 Door 6 Pass HD Suburban |29,789 |35 |240 |350 | |265 |265 |150 |185 |280 |1,000 |Inc |350 |200 |Inc Deluxe| |6,000 |

| | | | | | | | | | | | | | | |Interior | | |

|65360-600 Standard 1/2 Ton Pickup |23,200 |35 | |350 | |250 |200 |300 |Inc | |2,000 |350 |800 |500 |Inc Deluxe| |3,000 |

| | | | | | | | | | | | | | | |Interior | | |

|65360-650 4x4 Standard 1/2 Ton Pickup |25,147 |35 | |350 | |250 |200 |300 |Inc | |2,000 |421 |800 |500 |Inc Deluxe| |3,000 |

| | | | | | | | | | | | | | | |Interior | | |

|65360-700 HD 3/4 Ton Pickup |19,637 |35 | |350 | |250 |200 |300 |Inc | |2,000 |350 |800 |500 |Inc Deluxe| |3,000 |

| | | | | | | | | | | | | | | |Interior | | |

|65360-750 4x4 HD 3/4 Ton Pickup |24,000 |35 | |350 | |250 |200 |300 |Inc | |2,000 |350 |800 |500 |Inc Deluxe| |3,000 |

| | | | | | | | | | | | | | | |Interior | | |

|65360-800 HD 1 Ton Pickup |24,900 |35 | |350 | |250 |200 |300 |Inc | |2,000 |350 |800 |500 |Inc Deluxe| |3,000 |

| | | | | | | | | | | | | | | |Interior | | |

|65360-850 4x4 HD 1 Ton Pickup |26,500 |35 | |332 | |250 |200 |300 |Inc | |2,000 |350 |800 |500 |Inc Deluxe| |3,000 |

| | | | | | | | | | | | | | | |Interior | | |

|65360-900 15,000 lb GVW Chassis |28,000 |35 | |350 | |250 |200 |300 |NA | |2,000 |350 |800 |500 |Inc Deluxe| |3,000 |

| | | | | | | | | | | | | | | |Interior | | |

|65360-950 15,000 lb GVW Chassis |29,000 |35 | |350 | |250 |200 |300 |NA | |2,000 |350 |800 |500 |Inc Deluxe| |3,000 |

| | | | | | | | | | | | | | | |Interior | | |

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BH BLOCK HEATER PW POWER WINDOWS

CC CRUISE CONTROL RA/H REAR AIR/HEAT

TW TILT STEERING WHEEL SRW SINGLE REAR WHEEL

DEC DECALS (TROOPER) SD SLIDING DOOR

EM EXTENDED WB MINIVAN SL SPOT LIGHT (TROOPER)

EC EXTENDED CAB (PU) SP SNOWPLOW PKG W/PLOW SIZE

GA GLASS ALL AROUND SG SUNSCREEN GLASS

GR GLASS REAR DOOR TS THIRD SEAT (SW)

GRS GLASS RIGHT SIDE & REAR DR TP TOWING PACKAGE

LS LIMITED SLIP REAR AXLE VS VINYL SEAT

PL POWER LOCKS

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