Donate
INFO:
Over the years, many COVs have been retired and disposed of inappropriately. This has brought an increased risk to members and the corporation during vehicle retirements. CAP/LGT is now involved with every vehicle’s retirement and is needed to initiate the retirement of vehicles in ORMS. Additionally, CAP has contracted with Charitable Adult Rides & Services (CARS), making them our vehicle broker. CARS is a 501(c)(3) nonprofit organization that supports nonprofit organizations through vehicle donation and sales.
COVs are retired based on how they were sourced and through the ORMS process. The three main sources are as follows and disposal will strictly follow this guidance.
- “DoD-Funded” - Disposal of all federally funded vehicles will be with CARS, which is in accordance with the Cooperative Agreement and CAP-USAF instructions
- “DoD of Federal Excess” - Disposal of all DoD and federal excess vehicles will be coordinated through Defense Logistics Agency- Disposition Services (DLA-DS) via CAP-USAF instructions
- “Donated” - Disposal of donated vehicles will follow CAP regulations on vehicle donations
Any other sourced retirement/disposal will follow the guidance in the Supply Management Regulation and ORMS.
Coordination with CAP/LGT must be made for all vehicles’ retirements, regardless of vehicle type or how it was sourced.
STEP-BY-STEP GUIDE:
Click here for the CARS Intake form.
Click here for the CAPF 132-2 Vehicle Retirement Assessment Worksheet.
1. Assess the vehicle for retirement by completing a CAPF 132-2. This worksheet gives an objective look at whether the vehicle should be retired. A worksheet is not required if CAP/LGT deemed the vehicle Beyond Economic Repair (BER), the vehicle is over 20 years old, a replacement vehicle has been ordered, or the vehicle is deemed unsafe to operate.
2. ORMS vehicle page update. Go into ORMS and remove all equipment assigned to the vehicle. This step will not be completed by CAP/LGT, as this equipment is not managed at that level.
Click here for the Step-By-Step guide on How to Remove an Item Assigned to a Vehicle.
3. Email CAP/LGT your intention to retire the vehicle.
Include in the email:
- reason/justification for retirement
- vehicle number
- vehicle retirement assessment worksheet
- anything extra (such as pictures, vehicle info, etc.)
4. CAP/LGT will respond after the vehicle's retirement has been initiated in ORMS and let you know which retirement method to dispose of the vehicle based on CAP policy.
- If disposal is through CARS, a CARS Intake document will be sent at this time
- If disposal is through DLA-DS, CAP/LGT will ask you to reach out to the closest DLA-DS or base Supply office for written disposal guidance
- If disposal is through donation, CAP/LGT will remind you to follow CAP’s policy on donated vehicles
5. Unit actions. During this step, remove all the communications equipment, CAP logos, and any other items that were added to the vehicle (light bars, GPS, etc.). Additionally, make sure the correct person receives the vehicle title.
Disposal via CARS - complete the CARS intake form and submit it to CAP/LGT via email. You will have to wait for CAP-USAF to fully approve the vehicle’s retirement in ORMS before moving to the next step. If this step is taking a long time, please reach out to CAP/LGT to see if there is an issue somewhere.
Disposal via DLA-DS - once you have a POC, you must find out their process (which usually involves completing some paperwork). This process can take a while and will involve several back-and-forth communications with the DLA-DS facility. Ensure to reach out to CAP/LGT if assistance is needed but the wing/unit are doing the coordination with the closest DLA-DS, not CAP/LGT or CAP-USAF.
Disposal through donation - coordinate with the gaining organization on receiving the vehicle “as is” and make sure the bill of sale or donation documents say as such.
6. Next Steps.
Disposal via CARS - once CAP-USAF approves the vehicle retirement and all items are removed, CAP-LGT will submit the CARS Intake form to CARS. You will be notified via email when this happens and receive the Vehicle Title Release memo, authorizing the POC on the CARS Intake form to sign the title when the vehicle is picked up. CARS usually contacts the POC within 48 hours to schedule the vehicle pickup. When the tow truck comes to pick the vehicle up, ensure the title is given to them and the license plate is removed. You should receive a tow receipt.
Disposal via DLA-DS - once DLA-DS has everything they need, and the vehicle is approved for retirement by CAP-USAF, follow DLA-DS guidance (whether it be them picking the vehicle up or you dropping the vehicle off). Ensure that you receive a DD Form 1348A1 from the DLA-DS representative signed.
Disposal through donation - set a date and transfer physical ownership of the vehicle, ensure you have all documents signed.
7. Final actions. Upload the appropriate retirement document in ORMS.
Disposal via CARS - this will be the tow receipt.
Disposal via DLA-DS - this will be the DD Form 1348A1.
Disposal through donation - this will be a Bill of Sale or donation document.
Click here for Step-by-Step guide on How to upload Final Retirement documents in ORMS.
