Page 19 - July- August 2018

• Equipment use requirements and avail- take the trade-in unit, if one was offered, you work with the vendor on this?
ability determined (confirmation of until a successful inspection has been
original discussions which may have completed since it would be considered Hightower: Training specific to the unit
taken place months earlier) as partial payment. type to include key points of operating
• Upon acceptance, new equipment is the unit successfully, as well as technician
• Demo available? Another agency cur- made ready for service in the fleet. This training for maintenance and repairs.
rently using one? also constitutes the warranty start date of Kingsport usually requires a minimum
the new equipment. number of hours of training of each type,
• Specification development to include • Trade unit is removed from service and technician and operator, within a time-
input from department, operators, tech- stripped. Vendor is notified to pick up frame of service activation within the
nicians their trade-in. fleet. Training should be documented
What is the best thing that customers can do to and signed by those trainees attending.
• Written confirmation of agreement to help Vendors find what they need? Training requirements are included in the
specifications by department before equipment specifications.
submission to Purchasing Both: Communication, communication, What is the best way to manage preventive
communication. maintenance cycles (service intervals, com-
• Submission of documents to Purchasing What is the best way to take full advantage of a munication between fleet and users, etc.)?
for purchase/ bidding process demo opportunity?
Hightower: Preventative maintenance should
• Receipt of bid documents from Purchas- Hightower: Try to take advantage of every be performed as required by the manu-
ing for review and evaluation process moment possible to put a unit through its facturer. Kingsport also uses windshield-
paces, and include the operator and techni- mounted service stickers so the operator
• Recommendation memo for award to be cians so they can familiarize themselves can aid in maintaining service intervals.
submitted to Purchasing for submission with the strengths and weaknesses of the Willis: Set preventive maintenance on a
to the Board of Mayor and Aldermen for machines demoed. time table. Assign specific duties for the
purchase approval to include a written Willis: Have the demo performed in a real- operator.
confirmation of agreement by the user world environment, use your operators What are some other ways that Fleet and
department to perform the tasks, and have the demo Service divisions can work together to build a
scheduled for all day. better, more collaborative relationship?
• Purchase order cut by Purchasing to What kinds of mechanic and/or operator train-
awarded vendor ing are recommended with new equipment? Do Both: Communication, communication,
communication.
• Upon receipt of new equipment, a pre-
acceptance inspection is performed to be
sure delivered equipment conforms to
awarded bid documents. Deficiencies are
required to be corrected before King-
sport will accept and pay for the new
equipment. The vendor is not allowed to

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