CIRCULAR LETTER NO: 93-08-GSA

ORIGINATING AGENCY: GENERAL SERVICES ADMINISTRATION

EFFECTIVE DATE: 10/27/92

EXPIRATION DATE: INDEFINITE

SUPERSEDES: PROCUREMENT CIRCULAR PC-27

SUBJECT: PROCUREMENT OF STATE MOTOR VEHICLES

ATTENTION: ALL DEPARTMENTS AND AGENCIES

FOR INFORMATION CONTACT: BRIAN NEWMAN
PHONE: 292-4330

I. PURPOSE

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.

II. POLICY

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
vehicles.

III. DEFINITIONS

A. VEHICLE

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 COORDINATOR

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
Services.

D. N.J. DEPARTMENT OF TREASURY, GENERAL SERVICES ADMINISTRATION,
CENTRAL SERVICES, DISTRIBUTION AND SUPPORT SERVICES, QUALITY
ASSURANCE UNIT

This office will be know as Treasury QAL.

IV. RESPONSIBILITIES

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.

Purchases and leases of vehicles through any other means is hereby
prohibited.

Autonomous State 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,
TRANSPORTATION 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.

V. PROCEDURE

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
of Treasury.

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
Attachment A).

1. The information entered on the TS 109 must be clear and
accurate.

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.

4. Departments 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
suffice.

2. All the information applicable to the requested vehicle must
be completed.

(See 93-08-ADD 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
Accounting System.

d. The requesting agency must certify the Form AR 30 with
the signature of an authorized employee.

E. Autonomous 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
documents.

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
order to:

Treasury GSACS
Distribution and Support Services
Quality Assurance Unit
1620 Stuyvesant Avenue
CN 234
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.

VI. GENERAL

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.

2. Likewise, 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.