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All vehicle transactions (purchase, lease, and disposal) will be
accomplished through the Procurement Services Department.
Procurement personnel are the only agents authorized to negotiate vehicle
transactions on behalf of the Trustees of Dartmouth College. Any other
Contracts will be considered void.
A. Fleet Program:
The Fleet program strives to provide consistent product quality, good life
cycle value (purchase cost, maintenance costs and resale) and general
service. The Process is impartial and intended to reduce any
potential conflicts of interest.
Procurement has contracted Enterprise Fleet Services to support Dartmouth
College Fleet operations. Enterprise has been engaged
to support Dartmouth with a range of services to include:
1. Vehicle acquisition. Leveraged pricing and cost data allow
for value pricing for factory orders and when buying off the lot for short term
needs. When buying of the lot they can access and negotiate with
many suppliers in New England to quickly support
requirements. Vehicles are delivered to Dartmouth.
2. Vehicle disposal. Vehicle disposal is accomplished
using auctions. Vehicles are picked up at Dartmouth and taken to
auction. The normal disposal process is dramatically reduced
and sale or trade issues are eliminated.
3. Vehicle maintenance tracking. Vehicle maintenance
histories can be tracked going forward to track costs, support repair
requirements and maximize resale decisions.
4. Leasing. Enterprise has a full leasing operation to support
requirements. The conditions are favorable and provide
Dartmouth College flexibility.
5. Vehicle Registration. Registrations and renewals for
new vehicles will be managed.
Some additional areas for which they may provide support:
6. Title management
7. Accident Management.
8. Driver certification
B. Purchase Cycle:
The standard purchase cycle is for Vehicles to be acquired semiannually with
the submittal deadline for Requisitions and specifications being September 1st
for the fall cycle and February 1st for the spring cycle. The
recommendation is for all vehicle requirements to be received by 1 Sept so that
fall, winter and spring deliveries can be set to production
schedules. Financially, fall delivered vehicles have higher resale
values in future years.
1. Submit a completed Non-Catalog Purchase Requisition in i-Procurement to
John R. Hoffman in Procurement Services Department indicating in the
description field:
• Type of vehicle
desired.
• Required equipment.
• Vehicle number of vehicle
to be replaced.
2. The Procurement Services Department will review specifications as well as
lease/purchase options with each requesting department before obtaining
pricing.
3. The various options will be presented to the requestor by Procurement
Services and after consulting with the requesting department, an order will be
placed.
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