Overview

This procedure outlines the requirements to purchase, lease or long-term rental of a Fleet Unit.

Purchase

1. A Fleet Acquisition Form (FAF), approved by the applicable Unit Head, must be submitted to fleet@mun.ca for the purchase, lease, or long-term rental of a Fleet Unit (this includes equipment, trailers and boats as well as vehicles) from University funds or grant funds. The Fleet Lead will work with the requesting unit to confirm detailed equipment specifications and Strategic Procurement will confirm the purchase price by obtaining three quotes as per the Purchasing Policy. The Fleet Lead will then recommend the purchase to the Vice-President (Administration, Finance and Advancement) for approval. 

2. Once approval is received in Facilities Management from the Vice President (Administration, Finance and Advancement), the Fleet Lead will request that Strategic Procurement create the purchase order. Strategic Procurement will provide Facilities Management and the Operating Unit with updates on lead times and other information as required.

3. The Fleet Lead will coordinate delivery of the Fleet Unit with Strategic Procurement and the Operating Unit and arrange for sign off on all documentation required. 

4. Before the new Fleet Unit is turned over to the Operating Unit, the Fleet Lead will arrange for the installation of University decals and identification numbers as well as supplying (at the cost to the Operating Unit) the Fleet Unit with:

• a fire extinguisher; 
• emergency markers (for Fleet Units over 4500 kg);
• tire gauge;
• first aid kit; 
• GPS tracking device with tamper-proof casing;
• key fob;
• winter tires.

The Fleet Lead will advise Strategic Procurement of receipt of goods to complete the procurement process. The Fleet Lead will maintain all necessary records pertaining to the Fleet purchase on file as part of the Fleet Management Program. 

5. Before handover to the Operating Unit, the Fleet Lead will advise the Enterprise Risk Management group of the details of the Fleet Unit so that the necessary adjustments to be made to the University insurance policies. The applicable insurance will be confirmed, coinciding with the annual registration renewal. 

Rental

1. For rental of Fleet (excluding boats) for a period of greater than 30 days (rentals up to 30 days are covered in the Travel - General policy), a Unit Head Approved FAF should be sent to Fleet@mun.ca outlining the duration of the rental and purpose for which the rental is being requested. The Fleet Lead will forward to Strategic Procurement who will make the arrangements for the long-term rental. 

2. When lease or long-term rental of a vehicle for a unit is approved in accordance with this policy, the Fleet Lead will ensure and verify that the full insurance coverage required by the University is obtained.