UC ANR Procurement

Vehicle Acquisition & Management

Vehicle Purchase Icon - image of car with ANR logo

Topics

Purchasing Process Steps
Branding
Forms
Policies
References

 

 

When acquiring a vehicle, Unit Directors are encouraged to consider various options, including leasing, purchase, FEPP, and long- or short-term rental. If purchasing a vehicle is determined to be your best option, follow the process below.

Steps and who completes them.png
 
Step 1 - Initiate Vehicle Request and Approval 

Area/County/REC/Unit Director, Superintendent, and/or Business Officer complete the following:

  1. Utilizing general vehicle specifications and alternative fuel requirements from UC ANR Fleet Manager and the State Contract, obtain quotes from approved vendors (see details on access state contract below).
     
  2. Complete Vehicle Purchase Request and Approval Form (form coming soon) including Director Signature.
     
  3. Email form and quotes to Darryl Sweet (drsweet@ucanr.edu), UC ANR Chief Procurement Officer. Darryl will review for compliance with University and State vehicle purchasing requirements.  
Step 2 - Review

UC ANR Chief Procurement Officer, Executive Director of RPM, and your Vice President or Vice Provost complete the following:

  1. Review quotes to ensure compliance with State, University specifications.
     
  2. Notify your Business Partner Team or Business Manager if changes need to be made.
     
  3. Once finalized sign the Vehicle Request Approval form and follow the routing instructions on the form.
Step 3 - Initiate Purchase Requisition 

Your BOC Business Partner Team and/or Business Manager completes the following:

  1. Confirm quote and vehicle availability with dealer. Note: this quote should include the cost to have dealer file DMV Paperwork.
     
  2. Initiate and submit Purchase requisition in UCD purchasing system.
     
  3. Upload the following documents: Specifications, quotes, and Approval form with all signatures.
     
  4. Provide document number to Chief Procurement Officer for review and confirmation and approval/concurrence by UCD Fleet Services if necessary.
Step 4 - Issue Purchase Requisition:

UCD Purchasing completes the following:

  1. Place order for vehicle.
     
  2. Note: ANR uses UCD purchasing system, which routes all vehicle requisitions to UCD Fleet Services for approval. UCD Fleet Manager may contact Darryl Sweet to confirm UC ANR approval. 
Step 5 - Fulfill Order:

Auto dealer completes the following:

  1. Receive Purchase Order from UCD.
     
  2. Note: Delivery depends on vehicle availability. Vehicles may take longer to obtain during the spring and summer due to manufacturing schedules. Vehicle may be immediately available from dealer lot, or it may need to be ordered from the manufacturer and delivered to the dealer. 
Step 6 - License and Registration:

UC ANR Chief Procurement Officer and Business Partner and/or Business Manager complete the following:

  1. Obtain vehicle registration and license plates from DMV.
     
  2. Note: Only Fleet Manager, Associate Vice President, and Vice President are authorized to sign DMV forms on behalf of UC ANR.

   Note: Delays may occur due to DMV processing times. 

 

 

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Fleet Compliance - Fuel Standards

In order to comply with state and federal regulations and University policy, ANR must comply with the Energy Policy Act of 1992 (EPAct), which requires that 75% of the University’s light duty vehicle acquisitions shall be alternative fuel vehicles (AFVs).
 

  • A light duty vehicle is a vehicle under 8500 lbs gross vehicle weight rating (GVWR)
  • An alternative fuel vehicle (AFV) is a vehicle that is capable of operating on a fuel other than gasoline or diesel, such as: 85% ethanol (E85), compressed natural gas (CNG), hydrogen, or electricity
  • A plug-in hybrid generally counts as an AFV, but an ordinary hybrid vehicle does not — the only fuel it receives from an outside source is gasoline.
  • A biodiesel vehicle is not recognized as an AFV per se, but can earn credits for consuming biodiesel.
  • The regulation exempts law enforcement vehicles, emergency response vehicles, and experimental vehicles
     

UC ANR's strategy to comply with EPAct is for UC ANR units to purchase flex fuel vehicles that run on gasoline or ethanol whenever possible. Generally, flex fuel vehicles are offered on the state contract at costs close to or equal to gasoline fueled vehicles. While not every vehicle offered on the state contract is a flex-fuel vehicle, flex-fuel vehicles are available in most vehicle categories. Additionally, the increasing availability of plug-in hybrid vehicles provides additional viable options for UC ANR operations. 

UCOP Policy Compliance

As noted on the form, UC ANR complies with UCOP Policy BUS-8: Sustainable Practice.

 

Branding 

 

12x18 vehicle magnet proof.png - uc anr logo and website

UC ANR vehicles should clearly display the UC ANR logo on each side panel and on the back of the vehicle. Think: moving UC ANR billboard. This is a great opportunity to represent our organization while doing our work in the field. 

Contact Linda Forbes with UC ANR Strategic Communications to order 12x18 branded vehicle magnets with the UC ANR logo and homepage URL on them. Also contact Linda if you need magnets with UCCE or Program logos on them. The UC ANR Vehicle Management Workgroup is currently looking into decals for UC ANR owned vehicles. 


 

Forms

Vehicle Agreement & Pull Notice Form and Procedures

Instructions: Fill this form out completely when seeking to purchase or lease a vehicle for UC ANR use. Note: you will not need both this form and a Purchase Request Form. This is the purchase request form for vehicles. 

Last updated: December 2025

 

Vehicle Acquisition Request Form 

Instructions: Fill this form out completely when seeking to purchase or lease a vehicle for UC ANR use. Note: you will not need both this form and a Purchase Request Form. This is the purchase request form for vehicles. 

Last updated: December 2025

References

Fleet Operations 

Content from the Fleet Operations webpage will be transitioned onto this page as we develop this program. 

 
State Contract Documents

UC ANR vehicle purchases use the statewide contracts for fleet vehicles. To access the most current information regarding the state contract for vehicle purchases, see the Department of General Services (DGS) Statewide Contract Fleet Vehicles. You will then need to locate the documents (user instructions, specifications, and contract pricing) for the specific type of vehicle you are searching for (Cars, Trucks, or Vans/SUVs).

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