GO 420.0420 - Donated Vehicles

SACRAMENTO POLICE DEPARTMENT GENERAL ORDERS G.O. 420.04 1 OF 2 420.04 DONATED VEHICLES 09-16-91 PURPOSE To provide guidance in the pr ocessing of donated vehicles. POLICY To accept donated vehicles when offered by privat e citizens or companies and to ensure that the vehicle is needed, safe and budget funds are av ailable to finance any maintenance or repairs. PROCEDURE A. ACCEPTANCE 1. Employees receiving offers of a donated v ehicle shall forward a memorandum to their Office Chief delineating the offer and incl uding detailed information on the vehicle, minimally:a. the makeb. year of the vehiclec. modeld. mileagee. colorf. general conditiong. accessories (air condi tioning, radio, etc.) 2. The Office Chief shall decide if the v ehicle meets a need of the department and shall forward the original memorandum and recommendation to the Office Chief, Office of Administrative Services (OAS). 3. The Office Chief, OAS, shall confirm suffic ient funds exist to finance a safety check, necessary repairs and maintenance of the vehicl e. If sufficient funds are not available: a. The offered vehicle may be declinedb. The offer could be held in abeyance unt il funds are available through the next budget. B. PROCESSING 1. When the vehicle is accepted, the Material and Logistics (M&L) Officer shall arrange to deliver the vehicle, along with the registra tion documents, to the Public Safety Garage. 2. The supervisor of the Public Safety Ga rage shall determine the appraised value and, following a safety inspection, make an estimate of repair costs. 3. The Garage Supervisor shall make a recommendat ion to the Office Chief, OAS to either accept or reject the v ehicle based on the following: a. Appraised value of the vehicleb. The vehicle's intended usec. Cost of any projected repairsd. Results of the safety inspection. 4. Upon written notice from the Office Chief, OAS that the vehicle is to be added to the fleet, the Fleet Management Superintendent shall: a. Assign the vehicle an equipment numberb. Notify Risk Management of the additionc. Initiate the registration process with DMVd. Notify OAS when the vehicl e is clear for deployment. 5. No more than ten (10) donated vehicles shal l be in-service without the approval of the Chief of Police. C. EXPENDITURES 1. The costs incurred by Fleet Management to inspect, appraise and perform any services or repairs to a donated vehicle shall be bill ed to the department, regardless of whether the vehicle is accepted or rejected. The Offi ce Chief, OAS, shall recommend payment of the bill, designating funds from Budget Line 4233 (Leased Vehicles). SACRAMENTO POLICE DEPARTMENT GENERAL ORDERS G.O. 420.04 2 OF 22. Once the vehicle is included in the fleet, the costs for routine maintenance and fuel shall be charged to Budget Line 4234. The mileage ra te shall be the same as currently charged for so-called “junkers.”