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The National Academies

NCHRP 13-09 [Anticipated]

Guide to Maximize Vehicle and Equipment Surplus Values

  Project Data
Source: AASHTO HSCOM Subcommittee on Maintenance
Funds: $300,000
Staff Responsibility: Ann M. Hartell
Fiscal Year: 2021

This project has been tentatively selected and a project statement (request for proposals) is expected in fall 2020. The project statement will be available on this site. The problem statement below will be the starting point for a panel of experts to develop the project statement.

Every state department of transportation (DOT) needs to determine the best way to dispose of aged or obsolete fleet assets.  Some states require disposal of assets to be done by another state agency while others perform this function internally.  In either case a decision guidance tool is needed to determine various methodologies/strategies to maximize sale proceeds.

Subjects to consider may include auction type (local, regional, online, etc.); bidding process (sealed bids, setting a reserve, no minimum bid, etc.); timing and frequency of sales; buyback and trade-in agreements; asset trade-ins; amount of labor and cost to spend to prepare equipment for sale; different strategies appropriate for different equipment types; and opportunities for improving existing operations. 

Currently DOTs lack comprehensive information to help determine how prepare and schedule equipment for disposal/sale, estimate capital recovery, target the most appropriate bidders, and time the appropriate marketing method.

The primary objective of this research is to develop decision guidelines for state DOT fleet management organizations to use when disposing of surplus fleet assets. The end-product(s) will address: • Disposal methods by vehicle and equipment types,
• Disposing of vehicles and equipment that are in various conditions,
• Disposal methods (auction, buy-back, trade-ins, salvage, etc.),
• Time or day of week/year and quantity of items offered,
• Frequency, location, and bundling of items, and
• Amount of reconditioning/clean-up/repair to perform (if any).

Expected tasks include a survey of fleet organizations, including state DOTs, other large public-sector organizations, appropriate private companies, and national equipment marketing companies to catalog information on the relative cost effectiveness of the specific equipment decommissioning and disposal methods they employ; an assessment of the survey results to identify relevant factors that would increase sales values; develop a decision tree.

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