B4002.PDF

Maricopa County Subject: Policy for Vehicle Number: B4002
Policies and Procedures (appplicable to Special Replacement Issue Date: 12/97
Districts when adopted by such districts) Revised: 02/02
Approved: Don Don Stapley Stapley
Initiating Department: Office of Management and Budget
A. Introduction
The purpose of this Policy is to provide County Departments/Special Districts with guidelines so that
existing vehicles can be replaced in a timely and cost-effective manner.
B. Background
Equipment replacement must be planned and approval for replacement received through the budget
process. The Equipment Services Department has the responsibility to plan for replacement needs in
conjunction with the County Departments/Special Districts. During development of each fiscal year’s
budget, the Office of Management and Budget (OMB) reviews requests received from
Departments/Special Districts for replacement of existing vehicles. In determining the amount of
funding required, only the cost to replace existing vehicles with their equivalents is considered.
Upgrades and additional new vehicles may not be charged to the appropriate vehicle replacement
budget.
Sheriff’s Office Only: The Sheriff’s Office equipment replacement schedule will be discussed and
approved during the annual budget process. Due to the unique nature of the functions of the Sheriff’s
Office, the equivalent replacements and upgrades may be changed to meet departmental needs, if the
costs remain within budget targets. However, these changes will be discussed with OMB prior to
proceeding to ensure costs are appropriate.
C. Guidelines
1. The Department/Special District, working with Equipment Services, prepares a needs assessment
to determine which vehicles require replacement for upcoming fiscal years.
2. Vehicle replacement will be funded only for the current equivalent equipment class, make, model and
equipment extras.
3. Upgrades are not funded under the appropriate vehicle replacement budget. If a
Department/Special District determines upgrades are necessary, the Department/Special District
has two options: (a) pay for the upgrades from the Department’s/Special District’s current
operating budget; or (b) request upgrades and additions during the development of the
Department/Special District budget.
4. If the full cost of replacement is actually lower than originally estimated, the savings will revert to
the appropriate fund.
5. Possible cost overruns will be absorbed by the appropriate vehicle replacement budget.
6. OMB must approve all charges to the vehicle replacement budget.
D. Exceptions
If, during the replacement process, the Department/Special District requires changes to the original
vehicle replacement request, the Department/Special District must request reconsideration of their
initial vehicle replacement plan. The criteria OMB will consider during the review of the
Department’s/Special District’s revised plan includes funding and the impact on current and future costs
for maintenance, operation and replacement. To assist OMB in performing a full analysis of the revised
replacement plan, Departments/Special Districts are requested to provide:
1. A justification statement which supports changes to be in the best interest of Maricopa County
citizens, enhances services provided to the citizens and benefits the County/County Special District
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Maricopa County Subject: Policy for Vehicle Number: B4002
Policies and Procedures (appplicable to Special Replacement Issue Date: 12/97
Districts when adopted by such districts) Revised: 02/02
overall. This statement can also include information on changes in service levels which require the
use of a different vehicle class, the impact on current and future costs for maintenance, operation
and replacement as well as information on funding.
2. A spreadsheet which reflects the current vehicle replacement schedule with costs and the proposed
vehicle schedule with costs. The spreadsheet needs to reflect the increase or decrease of cost for
each vehicle and an explanation for the cost change.
3. A complete justification for any equipment additions to the replacement vehicles and how these
equipment additions enhance the service levels being provided to Maricopa County citizens.
4. OMB will review the request and provide the Department/Special District and Equipment Services
with final approval or disapproval of the proposed change to the Department’s/Special District’s
equipment vehicle replacement plan within three working days of receipt.
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