Vehicle acquisitions / disposals
All University-owned vehicle acquisitions and disposals are managed through Fleet Management, please contact us when you need support with this activity.
The acquisition and disposal of all University vehicles shall be in accordance with the provisions as defined in the University procurement policies and procedures.
A clear business case must be made for the provision of a motor vehicle of any category and approved by the departmental manager on an external requisition form, including vehicle replacement, vehicle type and account code (Responsibility Centre / Project / Analysis Code).
Where suitable vehicles are available under Government purchasing arrangements, Fleet Management will ensure they are acquired from suppliers nominated in those arrangements based on OH&S, capital cost and application suitability, whole of life benchmarks, national supply agreements, environmental best practice, resale market trends and where possible Australian manufactured.
The department driver / custodian of a University vehicle will be contacted to replace or remarket their vehicle by Fleet Management on a case by case situation based on the following criteria.
36 months or 40,000 to 60,000 km's, whichever comes first, is the University benchmark for Fleet Management to start a vehicle efficiency and cost effective replacement review but may be adjusted to suit influences such as fit for purpose, current market resale trends, technology advancement, whole of life cost effectiveness.
University vehicle replacement for passenger and tool of trade motor vehicles will not be considered before the minimum manufacturer retention threshold of government pricing is achieved. This threshold may vary from time to time, and from manufacturer to manufacturer.
Fleet Management shall ensure these guidelines are adhered to for the future security and privilege of government purchase pricing of University vehicles.
Trade in Disposal
All University vehicle disposals and trade-in vehicles will be determined by the highest value offered by at least three external independent quotes by a registered motor vehicle dealer or vehicle wholesaler. Alternatively the vehicles are remarketed through a motor vehicle auction house.
After the minimum vehicle retention period governed by the vehicle manufacturer has been achieved, each vehicle shall be monitored and assessed on a quarterly basis by Fleet Management to review vehicle replacement based on the following:
- Market trends - A new model release that will influence / reduce the current model's resale value
- Vehicle odometer - Vehicle resale values start to reduce at 40,000km
- Maintenance costs - The maintenance / repair cost of the vehicle in order to ensure safe and reliable operation, in the opinion of Fleet Management, is estimated to exceed the cost of a replacement vehicle of the same type
- Expiry of Manufacturer warranty
- Application suitability - The vehicle is no longer fit for purpose and an alternate vehicle is required
- The vehicle is not bound by any lease or other legal condition, which prohibits its disposal