Departmental Vehicles

The University aims to purchase vehicles with the highest fuel efficiency and therefore lowest greenhouse gas emissions. This includes hybrid and alternative fuel vehicles.

NOTE:
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.

Your requisition to purchase a NEW vehicle:

**The lead-time on vehicles is approximately 30 to 180 days, depending on make/model of vehicle ordered.**
  • Select a vehicle from the Approved Vehicles list
  • Quote from the dealer
    • Dealer letterhead
    • Contract Reference
    • 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
        • No Replacement requires the DEAN or VP of the Department signs a letter for adding a vehicle to the fleet
    • Commodity Code:  25000000  Commercial and Private Vehicles and Accessories
    • Account Code:  784000  Vehicles (more than $5,000)
    • Justification – please answer the question: what is the business purpose for this vehicle?
    • Discuss the particular type/style of vehicle selected and any extra features provided above and beyond the base vehicle configuration
    • For USED vehicles, please see below
    • If purchasing vehicle from a dealer other than a publicly solicited contract dealer then two additional written quotes are required from competing dealers for same/like vehicle. 

Here are the most common publically solicited contracts available:

Your requisition to purchase a USED vehicle:

  • NOTE: 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
          • No Replacement requires that the DEAN or VP of the Department signs a letter for adding a vehicle to the fleet
    • 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

Helpful Hints

  • For more information on University requirements for owning/operating vehicles visit UF Motor Pool’s website.
  • Temporary Tag: When ordering, be sure that a temporary tag is included with the vehicle.
  • Spare Tire: It is recommended to make sure that a full spare tire is included.
  • Spare Keys: Two sets usually included but if more are required be sure to order.
  • Follow Up: 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.
    • Off-site delivery: 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.