A. The charges for the rental for the use of such motor vehicle equipment, or other equipment as designated, shall be sufficient to cover the maintenance, operation and replacement of such equipment, and the terms for the rental thereof shall be on an annual, monthly, daily or hourly basis as determined by the director. A schedule of such charges shall be prepared by the director subject to the approval of the city council. Such rental rates may be reviewed and if needed, be revised at least annually, to meet changing costs of maintenance, operation and replacement.

B. It shall also be the responsibility of the head of the department primarily using any equipment unit, to supply the director with complete specifications for new or replacement equipment prior to time set for purchasing.

C. When new or additional types of equipment which are substantially higher in cost, or in greater quantities are required by a department, this department shall budget the acquisition cost and transfer these funds to the equipment rental fund reserve. Where two or more departments intend to use the new or additional equipment the acquisition cost will be prorated on the amount of expected use given by each user department. Funds from the various departments may be transferred to the reserve fund, described in Section 3.12.040, one or more years prior to anticipated purchase of new equipment if the cost is deemed to be in excess of what one year's budget will afford, based on the approval of the city council.

D. Equipment damage, other than to tires or glass, caused by accident or by abuse not covered by insurance shall be repaired and billed to the department using the vehicle at the time the damage occurs. In cases where equipment is damaged beyond repair the department using the equipment will be billed the differential amount when the replacement cost is subtracted from the amount previously credited to said equipment unit in the reserve fund described in Section 3.12.040.