2212913

ORANGE COUNTY SHERIFF'S OFFICE SPECIAL ORDER Effective Date: December 18, 2020  NEW Number: 129.0 Distribution: All Personnel Review Month: October Reviewing Authority: SSD / Fleet Management Subject: Vehicle Replacement and Ordering This order consists of the following: 1. Purpose 2. Policy 3. Definitions 4. Procedures 1. Purpose The purpose of this Special Order is to simplify and clarify the replacement and procurement process for vehicles , establish clear lines of authority and accou ntability, consolidate and standardize procedures , confirm the fair and equal treatment of vendors, foster competition , and to help safeguard the quality and integrity of the Orange County Sheriff’s Office. 2. Policy It is the policy of the agency to re tire vehicles that no longer serve a purpose or are deemed unsuitable . Purchases will be based upon c ompetitively awarded contracts . When compe tition is not available or when it is determined in the best interest of the agency to utilize means other than f ormal open competition, the agency can authorize the execution of purchases on a bid waiver, sole source, or emergency basis. 3. Definitions A. Attrition – Unscheduled removal from service as a result of a collision or need for extensive repairs. B. Equival ent mileage – actual odomet er reading plus engine idle hours equivalent to 33 miles per hour (applicable to select police units). C. Manufacturer – a motor vehicle manufacturer. D. Vendor – franchised automobile dealer. 4. Procedures A. The Fleet Direct or, or designee, with agency Senior Staff when applicable, shall identif y vehicle priorities. B. The Fleet Director, or designee, shall s trategize collaboratively with departments in the procurement process to plan acquisitions and identify vehicle replaceme nts, less attrition . Vehicles are to be removed from service based upon need, condition, age, mileage, equivalent mileage (idle hours) , and operating costs. C. The Fleet Director, or designee, shall a ssemble appropriate vehicle specifications, taking both a gency and the end user requirements into account . D. The Fleet Director, or designee, shall work with Fiscal Management to follow the purchasing procedures set forth in GO 17.1.4 . E. The Flee t Director, or designee, shall c ontact the awarded dealer(s) and request a vehicle quote. F. The Fleet Director, or designee, shall s ubmit a n Interoffice Memorandum and Endorsement Form with the selected quote attached for approval. Fiscal Management shall p rovide the appropriate budget and funding code for vehicle acquisitions. G. The Fleet Director, or designee, will track submitted Purchase Orders (PO) with the vendor and manufacturer. H. The Fleet Director, or designee, shall r eceive vehicle s and verify uni t is built as per the PO. All concerns, defect s, damage , or missing components will be satisfactorily addressed . I. The Fleet Director, or designee, shall r eview invoice s and process for payment.