Departmental Vehicles

Last Updated: 2/23/2022

Selecting A Vehicle for Purchase

  • Select A Vehicle from the Approved Vehicle List –This list is updated annually & fits the core needs of the University. Please email Procurement to discuss extenuating circumstance outside this listing with your justification if you don’t see a vehicle fit to support the intended use. **Please note- The lead-time on new vehicle purchases from the dealer is approximately 30 to 180 days, depending on make/model of vehicle ordered. **
  • Contracted Vendors- Florida Sheriffs Association, State of Florida, Sourcewell
    • If you are selecting a vendor outside of a publicly solicited agreement such as the above, please be sure to collect 3 comparable quotes and attach them to the requisition
  • Consider Sustainability
  • The University Aims to purchase vehicles with the highest fuel efficiency and therefore lowest greenhouse gas emissions. In 2015 the UF community was challenged in an Administrative Memo dated October 20, 2015 to have at least 10% of the total UF fleet electric (EV) by no later than 2025. Let’s rise to the challenge!
  • Procurement Services, with assistance from the Office of Sustainability, maintains a listing of New Approved Vehicles, arranged by class, to assist departments with choosing a vehicle for purchase. While there are a couple of EV only passenger vehicles on the list, there are other types of EV vehicles available as well so please contact procurement@ufl.edu to discuss.

This directive applies to all automobile and truck vehicle purchases including USED vehicles. Leasing vehicles is an option. Please contact procurement@ufl.edu for more information. For Rental Vehicles, please see the Rental Vehicles page

New Additions to UF Fleets (non-replacement purchases) require the DEAN or VP of the Department signs a letter for adding a vehicle to the fleet stating the type of vehicle requested for purchase, business purpose, and approval.

Submitting a Requisition to Purchasing

Once you’ve selected a vehicle from the approved vehicle list & received the formal quote from the dealer (or 3 quotes if noncontract pricing), your justification (if purchasing outside base model/trailer/hitch etc) and/or your Department Head/VP approval for new additions to your vehicle fleet, you’re ready to submit a requisition.

  • New Vehicle Purchases- What needs to be on the requisition?
    • Quote on Dealer letterhead
    • Contract # (If Applicable)
    • Vehicle details
      • Make/model/color/year
      • Engine Type (Electric/Hybrid/FFV/Diesel)
      • VIN number (if known)
      • List of accessories
      • Trade-in Information (if applicable)
      • Price
      • Replacement of Vehicle OR No Replacement Information
        • If replacing a vehicle – the requisition must contain ONE of the following (which will include make, model, color, mileage, VIN# and UF Decal number):
          • Trade-in information (on quote)
          • Copy of Surplus Pick-up form
          • Copy of Property Survey Report
        • Commodity Code:  25000000  Commercial and Private Vehicles and Accessories
        • Account Code:  784000  Vehicles (over $5,000)
        • Justification – The business purpose and intended use for this vehicle should be noted on the requisition in the internal comments or business purpose section. Include justification for selected vehicle type/style, and extra features provided above and beyond the base vehicle configuration.

 

 For USED vehiclesNOTE: Used version of vehicle from most recent UF Approved Vehicles List. If not possible, should still be: Electric, Hybrid (regular or plug-in), FFV or Diesel (in certain cases) – with the correct justification, this is flexible

  • Quote from the dealer
    • Dealer letterhead
    • Vehicle details
      • Make/model/color/year
      • Engine Type (Electric/Hybrid/FFV/Diesel)
      • VIN number (if known)
      • List of accessories
      • Trade-in Information (if applicable)
      • Price
        • Base Price
        • Additional Options
      • Additionally, required as back-up:
        • Dealer Pre-owned Certification with:
          • Proven (past) maintenance schedule
          • CarFax or another form of vehicle history
        • Warranty – minimum 12 month existing or extended warranty (2yr or more is preferred)
          • If a hybrid, separate battery warranty required
        • Multiple quotes: 2 additional comparison quotes from competing vendors required of same or similar vehicle and equipment
          • Same or similar vehicle & specifications
          • Mileage should be as close as possible
          • Same model year or within 1yr of each other
        • Replacement of Vehicle OR No Replacement Information
          • If replacing a vehicle – the requisition must contain ONE of the following (which will include make, model, color, mileage, VIN# and UF Decal number):
            • Trade-in information (on quote)
            • Copy of Surplus Pick-up form
            • Copy of Property Survey Report
          • Justification – please answer the question, what is the business need for this vehicle?
            • Discuss the particular type/style of vehicle selected and any extra features provided above and beyond the base vehicle configuration

 After you’ve submitted your requisition:

Procurement will review the requisition for completion and approve with appropriate forms and comments necessary to supplier.

A Vehicle Intake Form is required for all new purchases – Vehicle Intake Form

Follow up- The Department is responsible for ensuring that they receive the order confirmation from the dealer within 14 days of issue of the purchase order and also for tracking the vehicle up to receipt.

 Receiving the vehicle:

Gainesville: Main campus and surrounding facilities vehicles are shipped to and received by Motor Pool, 1037 Magnolia Dr., Gainesville, FL 32611.

  • RECEIPT: Motor Pool signs for receipt of the vehicle and will contact the department. NOTE: this is for receipt only, Motor Pool does not accept the vehicle.
  • ACCEPTANCE: The department will send someone to Motor Pool within 24hrs of notification to confirm and sign acceptance that the vehicle delivered is the vehicle ordered. The vehicle will remain at Motor Pool where they will begin processing (registration, UF Decal assignment, etc.).
  • PICK-UP: Once processed Motor Pool will contact department for pick-up of the vehicle.

Extension Offices/Off Campus- For all deliveries of vehicles outside the Gainesville/Alachua County area your Property Manager should have a procedure for receiving and accepting vehicles. If not, please contact Asset Management for further help.