Vehicle Ordering Process

September 17, 2015

The following process has been determined as the best practice to insure reliable results when requesting a purchase of new vehicles for fiscal years 2016 and 2017.

Please provide the following to IDOA, Nathan Oliver, noliver@idoa.in.gov, to initiate the purchase for fleet vehicle replacements:

• Vehicle Replacement Request Form | SF 55149
• Vehicle Justification Response | (.pdf)
• Requisition Information Form | (.xls) – to include vehicles being requested and any add-on equipment required

General and Dedicated Funds – Vehicle Procurement Process

1. IDOA Fleet Administration will enter the requisition into PeopleSoft e-Procurement and apply the accounting chartfields that were created for FY2016-2017purchases.  The requisitions will be entered using the IDOA BU.
2. IDOA Fleet Administration will apply the requested vehicle specifications and/or add-on equipment outlined on the Requisition information form
3. Requisition approval will then flow through e-Procurement as normal
4. Once the requisition has cleared all approval levels, IDOA Procurement will be responsible for creating and issuing the Purchase Order to the vendor.
5. If the requesting agency is not requesting vehicles from the State QPA, IDOA Fleet will need the exact specifications from the requesting agency, as IDOA Procurement will be responsible for the bid process if the special procurement request is approved
6. When the vehicle(s) is delivered, IDOA Procurement will receive the vehicle asset(s) against the Purchase Order
7. If vehicle(s) are delivered to the requesting agency location, the requesting agency will be responsible to complete and sign a blind receiving document and send that document along with the C of O (Certificate of Origin) to IDOA Fleet Administration for Fleet Focus M5 set-up.  IDOA Procurement will then receive the vehicle(s) against the PO
8. IDOA Procurement will be responsible to pay the vendor invoice
9. IDOA Fleet Administration will initiate the plating and registration process of all vehicle(s) as was the prior practice once the C of O (s) has been received
10. The requesting agency must submit State Surplus Form – SF 13812 to IDOA Fleet Administration, turning in the 1:1 vehicle(s) to 601 W. McCarty Street to offset the purchase.  The turn-in vehicle will be put into flagged status for surplus, and the new vehicle will be activated in the Asset Works Fleet Focus M5 system
11. Once the purchasing process and payment is complete, all fleet vehicles purchased in FY2016-2017 will be tracked by IDOA’s Fleet Management in the PeopleSoft Asset Management System.
12. All vehicles purchased in FY2016-2017 will be tracked in the Asset Works Fleet Focus M5 system as they have always been.  There will be no changes.  This will allow agencies to clearly see and report on all vehicles operated by their agency.

Equipment Purchase

All add-on equipment for vehicle build out, that is not purchased as part of the delivered vehicle will need to be processed similar to the steps for vehicle purchases.  All vehicle build out lights, sirens, hitches, etc., must be purchased thru IDOA as the dollars for these purchases were included in the vehicle replacement budget dollars for FY2016 and FY2017.

If the delivery location for the equipment is not IDOA McCarty Street, the receiving agency must complete, and sign a blind receiving document, showing the count of each item received.  That document should be sent to IDOA Fleet Administration.  IDOA Procurement will receive the equipment against the PO once that document is received from IDOA Fleet Administration

Federal Funds or One-Off Purchases Using Other Dedicated Funds

Vehicles purchased using Federal Funds or other Agency dedicated funds will be handled similar to the general and dedicated fund process with the exception of the following:

1. IDOA Fleet Administration will apply the federal fund or agency dedicated fund chartfields supplied by the requesting agency.
2. IDOA  Fleet Administration will enter the requisition under the requesting agency BU
3. Requisition approval will then flow through e-Procurement as normal
4. After the requisition has cleared all approval levels, the Requesting Agency Procurement staff will be responsible for creating and issuing the PO to the vendor
5. Once the vehicle(s) are delivered, the requesting agency will receive the vehicles against the PO and pay the vendor invoice
6. Vehicles purchased with federal funds will be tracked under the requesting agencies BU in the PeopleSoft Asset Management System