Purchase

Please follow this step-by-step guide to purchasing a fleet unit:

Step 1: Complete the Fleet Acquisition Form
The requesting department must complete the Fleet Acquisition Form for the purchase, lease, or long-term rental of a fleet unit. This form should be completed for the purchase of equipment, trailers and boats as well as vehicles and whether purchased from university funds or grant funds. The unit head must provide approval before the form is submitted.

Please note that all new fleet purchases are required to come equipped with winter tires, a GPS tracking device with a tamper-proof case and a key fob scanner (where applicable). The additional cost is the responsibility of the requesting department and will be included in the total cost.

Please submit the completed form to fleet@mun.ca.

Step 2: Obtain and review quotes
The fleet lead will contact the requesting department to review and confirm the detailed equipment specifications provided in the Fleet Acquisition Form. Once confirmed, the Strategic Procurement Office will gather three competitive quotes in alignment with the Purchasing Policy. The fleet lead will review the quotes with the requesting department to select the best option for the department's needs.

Step 3: Recommend purchase approval
After selecting a quote, the fleet lead will recommend the purchase to the vice-president (administration, finance, and advancement) for final approval.

Step 4: Purchase order creation
Once approval is received from the Vice-President's Office, the fleet lead will request that Strategic Procurement create the purchase order. The fleet lead will advise the department of the estimated delivery date of the fleet unit.

Step 5: Prepare for delivery
Once the new fleet unit arrives, the fleet lead is responsible for coordinating the installation of university decals and identification numbers, as well as equipping the fleet unit (where applicable) with:

• fire extinguisher
• emergency markers (for units over 4500 kg)
• tire gauge
• first aid kit
• GPS tracking device with tamperproof casing
• key fob scanner

 

Rentals

For rentals over 30 days, please complete the Fleet Acquisition Form and send it to fleet@mun.ca. Facilities Management will forward the completed form to Strategic Procurement, who will make the arrangements for the long-term rental. Rentals up to 30 days are covered in the Travel-General policy.

Please reference the Procedure for Acquisition of Fleet for more information.

 

Disposal

The requesting department must complete the Declaration and Disposal of Surplus Property form and notify Facilities Management via fleet@mun.ca when they wish to dispose of a fleet unit.

Please reference the Procedure for Fleet Disposal and Revenue Distribution from Sale of Surplus Assets for more information.