GENERAL SERVICES ADMINISTRATION
OF STATE MOTOR VEHICLES
ALL DEPARTMENTS AND AGENCIES
CONTACT: BRIAN NEWMAN
The purpose of this
Circular Letter is to establish State policy and
procedure and to outline the responsibilities of each State Department
and its subdivisions for the authorization to obtain a motor vehicle
through the Department of Treasury, General Services Administration,
Division of Central Services, Bureau of Transportation Services. Upon
approval the authorization will be forwarded to the Division of
Purchase and Property to initiate the procurement process.
Pursuant to Executive
Order No. 4 of January 1990, the Governor's
Management Review Commission "Operational Review of State Vehicles
Maintenance and Usage" of October 1990, and Executive Order No. 33 of
June 1991; it has been determined that the Department of the Treasury
should exercise responsibility for assuming titles for all vehicles
and authorizing all purchases of State vehicles. Also, the Bureau of
Transportation Services within the Department of Treasury can
efficiently manage, maintain, and repair the State vehicle fleet.
Therefore, as per Executive order No. 33, the Department of the
Treasury shall assume title to all State owned vehicles, and the
management, control, and supervision of all State owned and leased
A vehicle is any
device which is required to be registered with or
licensed by the N.J. Division of Motor Vehicles with the exception
of water craft.
B. VEHICLE PROCUREMENT
One person within
a department who is officially designated to
assume the responsibility for all the vehicle requests.
C. N.J. DEPARTMENT
OF TREASURY, GENERAL SERVICES ADMINISTRATION,
CENTRAL SERVICES, BUREAU OF TRANSPORTATION SERVICES
This office will
be known as Treasury GSACS Transportation
D. N.J. DEPARTMENT
OF TREASURY, GENERAL SERVICES ADMINISTRATION,
CENTRAL SERVICES, DISTRIBUTION AND SUPPORT SERVICES, QUALITY
This office will
be know as Treasury QAL.
A. STATE DEPARTMENTS
All State departments,
effective the date of subject Circular
Letter, shall submit formal requests for procurement of vehicles
through their assigned vehicle procurement coordinator to the
Director of Treasury GSACS.
leases of vehicles through any other means is hereby
agencies such as the Judiciary and State colleges
are exempt from compliance to the aforementioned requirements.
Autonomous State agencies, at their discretion, may chose to avail
themselves of this vehicle procurement service provided by the
Treasury Department. If so, then they must adhere to the
procedure outlined in this Circular.
B. TREASURY, GENERAL
SERVICES ADMINISTRATION, CENTRAL SERVICES,
Once the formal
request for a vehicle is received; Central
Services will process it within 14 working days provided all
paperwork is in order.
The following documents
are to be completed by a department when
requesting either the purchase or lease of a vehicle.
A. A justification
memorandum addressed to the Director of Central
Services, General Services Administration, New Jersey Department
1. The memo
is to explain in detail why the vehicles are
necessary to carry out State business and the impact on the
organization if not approved.
2. Include in
the memo the make, style and license plate number
of any vehicle which will be traded on a one for one basis.
3. If the request
is denied, the Director must notify the agency
within 14 days of the receipt of the request. The notification
must explain why it has been denied. At this point the
department has the option of appealing the decision to the
Treasury GSA Administrator.
B. A N.J. Department
of the Treasury Vehicle Request Form TS 109 (See
1. The information
entered on the TS 109 must be clear and
2. The total
estimated net cost of the vehicle requested should
equal the actual final cost of the vehicle when delivered.
Note that any savings via discounts offered by the vendor will
be credited to the requesting department.
3. In the event
that the vehicle will be leased it must be so
indicated on the TS 109 form. Please indicate the duration of
the lease including the beginning and the end. Also, indicate
the monthly payment and the cost of the lease for the
remaining period of time in the current fiscal year of the
request. Note that all costs charged by the leasing agency
which may include: damage, misuse and high mileage will be
the responsibility of the using agency.
requesting a vehicle that is not on State
contract, that will require a bid, must submit all pertinent
specifications of the vehicle attached to the TS 109.
C. A N.J. Department
of the Treasury Vehicle Request and Assignment
Report Form TS 103 (See Attachment B).
1. One form
must be completed for each vehicle requested. For
agencies placing large orders, which have the same
justification and assignment criteria, one TS 103 will
2. All the information
applicable to the requested vehicle must
for addendum for Section D of this circular.)
D. A N.J. Department
of the Treasury certificate of Debit and Credit
Form AR 30 (See Attachment C).
1. It is of
utmost importance, for the requesting agency, to have
enough funds under the proper account number, as defined by
the State Accounting System, to cover the cost of the request.
2. The certificate
of Debit and Credit must include on the debit
side the appropriation account number of the requesting agency
and on the credit side the appropriation account number of
Treasury GSACS Transportation Services #2052-323-410000-74.
a. Each of
the amounts debited and credited must equal the
estimated net cost shown on Form TS 109.
b. The estimated
net cost reported on Form TS 109 is either
the total estimated net cost of the vehicle, or the cost
of the lease for the remainder of the State fiscal year.
c. The certificate
of Debit and Credit must then be memo
posted by the requesting agency on their NJ Financial
d. The requesting
agency must certify the Form AR 30 with
the signature of an authorized employee.
State agencies, such as the Judiciary and State
Colleges, who wish to avail themselves of the inspection services
provided by the Treasury QAL need not submit the aforementioned
1. At the same
time the purchase order is being sent to the
vendor the requesting autonomous agency needs to submit a
written request and forward it with a copy of the purchase
Distribution and Support Services
Quality Assurance Unit
1620 Stuyvesant Avenue
Trenton, NJ 08625
Attn: Vehicle Inspection
2. A carbon
copy of the request and purchase order is to be sent
to the Director of Treasury GSACS.
A. The agency
vehicle procurement coordinator will be notified of
either the approval or disapproval of each request submitted to
the Director of the Treasury GSACS.
1. For disapproved
vehicle requests where funds have already been
transferred into the Treasury GSACS Transportation Service,
the funding will be reimbursed to the originating agency by a
reversal of the Debit and Credit.
if the original Debit and Credit was not sufficient
to cover either the actual purchasing cost or the lease
amount, the vehicle procurement coordinator will be required
to submit another form AR 30 Certificate of Debit and Credit
for the difference.
B. The vehicle
procurement coordinator of the requesting agency will
receive a copy of the purchase order when the vehicle is ordered.
C. Treasury QAL
will receive a copy of the purchase order from GSACS
Transportation Services or the autonomous State agency as indicated
in V. E. above. QAL Vehicle Inspection is responsible
for inspection and release of vehicles in accordance with contract
terms and conditions, and procedures.
D. Treasury GSACS
Transportation Services will notify the, requesting
agency's vehicle procurement coordinator by phone or mail that the
vehicle is registered and ready for pick-up. Note that any
vehicle designated for trade must be delivered when the new
vehicle is picked-up.
E. All agency
vehicles pick-up are conducted by Treasury GSACS
Transportation Services fleet management personnel at GSACS
Distribution and Support Services, Center at 1620 Stuyvesant
Avenue, West Trenton, NJ.
F. For information
contact Treasury GSACS Transportation Services
Fleet Management Section 609-984-0087.
Richard Keevey Brian
Director OMB Acting GSA Administrator