The Integrated Mobility Division (IMD) will administer Vehicle Bid Contracts for the purchase of Vehicles with Federal funding and lead the subrecipients through the process of ordering vehicles. Subrecipients may choose to participate in the guided process or do a federally compliant local procurement.
- Each July and August IMD will work with the vehicle replacement plan, vehicle utilization data, and the Transit Asset Management Plan to determine the vehicles that will be eligible for replacement in the upcoming capital call for projects.
- The grantee may participate in the next annual procurement process to replace the vehicle as planned if funding for a replacement vehicle has already been approved for a totaled vehicle.
- The vehicle must meet useful life standards before it is eligible for replacement. Please see the useful life standards for each vehicle classification.
- IMD may allow vehicles to be ordered prior to there being an executed agreement. The need for allowing this must be documented and kept for purposes of internal recordkeeping.
- Vehicle order forms for approved replacement vehicles will be issued to transit systems at the time as their budget agreements are fully executed for that given fiscal year.
- Subrecipients will receive order forms and timelines electronically from the IMD Procurement Office.
- IMD will determine a deadline for ordering vehicles that allows vehicles to be delivered by June 30. No orders will be accepted after this deadline and vehicle funding will be forfeited.
- Vehicles will be ordered directly from the vendor unless the grantee is not procuring the vehicle off state contract or completing a federally compliant local procurement.
Choosing Options: Certain participating options are eligible for Federal/state funding. These options are those that were originally bid for the state purchasing schedule. Participating options will be identified on the order form. All other options that are selected will be 100% locally funded.
Project Changes: The Board of Transportation approved amount for purchase of a vehicle is the limit of what can be expended. No additional funds can be requested. Ordering a vehicle other than the funded vehicle type must be approved by the Regional Grant Specialist and IMD Finance must approve a budget amendment prior to purchasing the vehicle.
Lettering Installation: The grantee may choose to have the lettering on the vehicle added by the state’s vendor or added to the vehicle by a local business. Restrictions apply.
Vehicle Titling: The vehicle must be titled to the grant recipient. IMD will be the First Lien holder on the title and the title will be submitted to IMD. The title is released when a replacement vehicle is received.
Failure to Order: Grant recipients must secure local matching funds before they make a request for vehicle funding. Failure to order a funded vehicle will result in increased scrutiny of future requests and may result in the loss/decrease of future funding.
Vendor Payment and Reimbursement: Whether the grantee uses the advanced payment method or the grantee incurs the cost prior to requesting reimbursement, vendors must be paid within thirty (30) days of acceptance of the vehicle. The vendor may request the local match be paid at the time of order. More information is provided in Attachment 404‐1.
Record Retention: Procurement records should be kept for three (3) years after the vehicle has been disposed.