VEHICLE PURCHASE, MATERIAL, EQUIPMENT

AND REPLACEMENT PARTS A. Vehicle Rental or Purchase 1. The cost of the official vehicle to be rented or purchased for theJIA Administrator will not be higher than $18,000.00. A dispensation will be solicited at the Governor's Office according to the vehicle price. 2. The cost of the official vehicle to be leased or purchased for the JIA Subadministrator will not be higher than $16,000. 3. The cost of any other vehicle to be leased or purchased for official use of the JIA will not be higher than $13,500, unless it contains special specifications for its use and any other characteristics for its functions , so it can be leased or purchased although the price is higher. 4. The motor vehicle purchases will be done according to the needs of the JIA. This one can continue using the services and experience of the GSA to get through it vehicles, always if it is for benefit. Also, the GSA services can be used to buy materials, replacement and equipment parts. This is disposing that the JIA Administrator authorizes the purchase of a vehicle, in which case will be following the procedure of formal auction through the JIA Auction Board. For a vehicle purchase, the Form JIA-114 (Request of materials, equipment or service) will be used or any other form according to the procedures. 5. In case that a vehicle is bought by the JIA, the Delegate Buyer will be in charge of the purchase after the transaction is approved by the JIA Administrator and the purchase is auctioned by the Auction Board. 6. The trade in practice is authorized in the purchase of official motor vehicles when, according to the JIA Administrator, it has benefits for the JIA and the public interest is protected. In these cases, the Director of the Administration will submit the JIA Administrator a vehicle evaluation that indicates its 16 conditions, experience in base of its history and its price in the market. This inform should contain data about the vehicle's operation costs, indicating inversion at the purchase, depreciation, maintenance cost, etc. When a vehicle is purchased and a trade in is involved, the "trade in" will be written in front of the proof of purchase or in the Receipt Form. 7. In the vehicle purchase will be observed norms of utility, economy, energetics, austerity and modesty like the following: a) Every vehicle will be compact or sedan, unless the official use to be given requires another specification, which should be justified and approved by the JIA Administrator. b) The vehicle will be acquired with the basic equipment and notsophisticated that is strictly necessary. It will not be acquired with emergency lights and/or sirens. 8. The Transportation Director should keep every vehicle a guarantee document to effort the vehicle inspection at the time established and to make the necessary claiming services once the vehicle is in service. Also, the Director should effort to the GSA the transfer of the claiming controls of the vehicle guarantees acquired through this. He/she should be responsible of inspect the new vehicles when received with the object of discover any deficiency that exists and make the correspondent claiming. Also, he/she will fill and sign the Inspection Receipt Form. Likewise, he/she will be the Auxiliary Receiver in the JIA. 9. Motor vehicles will be leased when: a) there is no motor vehicle available and the JIA Administrator and Subadministrator are in their positions. b) a JIA official motor vehicle is out of service and there is no way to provide the employee another official vehicle. Otherwise, the employee could not do his/her work. 10. In case that is required to lease a motor vehicle, the Transportation Director will send the Administration Director the request and, if the rental is approved, this will not exceed over two (2) days. Any exceptional case over those 2 days should be requested and authorized by the JIA Administrator. In the request should be informed: -The reason for it. -The damage caused and the reasons to come to that 17 conclusion. It will be indicated how the JIA services are affected. 11. If the need to lease a vehicle for official use is determined, at least three price quotations in different companies should be requested, including GSA. The company that offers the lowest price will be used. 12. Norms of utility, economy, energetics, austerity and modesty will be observed in a vehicle lease. B. Equipment, material and parts purchase. 1. Every purchase of material and replacement parts for vehicles will be done with the Auxiliary Administrator authorization and following the established procedures. An ocular inspection of the vehicles will be made, prior to the authorization of tire and battery replacements. 2. Batteries purchased should have, at least, a one-year warranty. If possible, tires should be acquired in the lot, so that the supplier provides it in partial deliveries according to the JIA needs. Payments should be partial according to the quantities delivered. Every tire and other JIA vehicle equipment should be marked when delivered with the correspondent property number. 3. Additional equipment purchase should be made with the prior authorization of the JIA Administrator, to whom the request should be referred. 4. If is needed to get materials or parts or repair services in places far away from those covered by JIA contracts or the ASG Transport Area local establishments, an authorization from the Administrator should be mediated. If the request is verbal, the reason as well as the request form should be prepared in written. In case that the need occurs at non-working hours or days or if the one is of extreme emergency, the service can be obtained and the request form for the Transportation Director and the Administration Director should be prepared immediately. If the request does not show that is an emergency situation or if is a situation that occurs by negligence of the vehicle driver, the payment will not be authorized and the person that runs the expense should make it. In these cases, a copy of the receipt or invoice of the provider showing the type of service, the cost of it, the date, license plate number and the 18 driver's signature, should be obtained. This should be delivered to the Transportation Director for correspondent action. If the expense is authorized, the driver or person who paid the bill will be refunded. C. Gasoline and Lubricant Purchase 1. The purchase of gasoline and lubricants for the JIA vehicles will be done at the GSA Transport Area service stations using a credit card issued by the mentioned agency for every vehicle. Also, it can be done at the service stations covered by the Transport Area contract that are private companies. 2. The Transportation Director will require the immediate return of the credit cards to all JIA employees authorized to drive vehicles once they finish their functions or if transferred to other agencies. 3. The credit card will be used only to get gasoline and lubricants for the issued vehicle. It will only be used when the vehicle is in official use and signed by the authorized person. If the vehicle is out of service, the card should not be inside the vehicle. 4. The Transportation Director will effort the issue of the credit cards authorized by the JIA Administrator. 5. The person who loses the credit card will inform, by telephone, immediately to the company that issued the card or the GSA Transport Area. This inform should be written to the JIA Transportation Director, who will notify by written to whom it may concern to cancel the lost card and issue a new one. 6. If is needed to get gasoline or lubricants in place far away from those required according to Norm 1 of this part, a verbal authorization from the Administration Auxiliary Administrator should be mediated. If the request is verbal, the reason as well as the request form should be prepared in written. In case that the need occurs at non-working hours or days or if the one is of extreme emergency, the service can be obtained and the request form for the Transportation Director and the Administration Director should be prepared immediately. If the request does not show that is an emergency situation or if is a situation that occurs by negligence of the vehicle driver, the payment will not be authorized and the person that runs the expense should make it. In these cases, a copy of the receipt or 19 invoice of the provider showing the type of service, the cost of it, the date, license plate number and the driver's signature, should be obtained. This should be delivered to the Transportation Director for correspondent action. If the expense is authorized, the driver or person who paid the bill will be refunded. 7. Every official driver or authorized person to drive JIA official vehicles will return to the Transportation Director the receipt copy of gasoline or lubricant sales given by the service station employee. This should be done immediately or as soon as possible, but no longer after 3 days of the purchase. The Transportation Director will resume and check properly the receipt tickets given by the drivers or authorized people with the receipts received from the ASG Transport Area or private companies and certify the expense to the Financial Section, which will proceed with the correspondent payment. If the expense is not certified, by any norm violation, the person who was involved will be responsible to pay for it. 8. Any driver that uses the credit card improperly, requiring not authorized services of a private company or requiring services for a non-authorized vehicle or for other improper use, will be sanctioned according the case. It will be concerned to the Director or Transportation Auxiliary determine preliminary if the card use or the service were improper. He/she will notify the Administration Director for an investigation.