REC Vehicle Purchase Process

Vehicle Purchase Process

When acquiring a vehicle, REC leadership is encouraged to consider the various options presented on the Vehicle Options webpage, 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:

Step 1 - Initiate Vehicle Request and Approval:
(by REC Director, Superintendent, and/or Business Officer)

Utilizing general vehicle specifications and alternative fuel requirements from ANR Fleet Manager and the State Contract, obtain quotes from approved vendors (see details on access state contract below)
Complete Vehicle Purchase Request and Approval Form including Center Director Signature.
Email form and quotes to Brian Oatman (baoatman@ucanr.edu). Brian will review for compliance with University and State vehicle purchasing requirements.

Step 2 - Review:
(by Fleet Manager and Vice Provost, Research & Extension)

Review quotes to ensure compliance with State, University specifications.
Notify Center if changes need to be made.
Once finalized sign the Vehicle Request Approval form and forward to Joan Warren for review and approval by Vice Provost, Research & Extension.
Joan Warren will return signed form to Center Director.

Step 3 - Initiating Purchase Requisition:
(by REC Director, Superintendent, and/or Business Officer)

Confirm quote and vehicle availability with dealer.
Initiate and submit Purchase requisition in UCD purchasing system.
Upload the following documents: Specifications, quotes, and Approval form with all signatures.
Provide document number to Fleet Manager for review and confirmation and approval/concurrence by UCD Fleet Services if necessary.

Step 4 - Issue Purchase Requisition:
(by UCD Purchasing)

Places order for vehicle.
Note: ANR uses UCD purchasing system, which routes all vehicle requisitions to UCD Fleet Services for approval. UCD Fleet Manager may contact Brian Oatman to confirm ANR approval.

Step 5 - Fulfilling Order:
(by auto dealer)

Receive Purchase Order from UCD.
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:
(by REC Director, Superintendent, and/or Business Officer)

Obtain vehicle registration and license plates from DMV.
REC must coordinate signatures on DMV forms with Fleet Manager.
Note: Only Fleet Manager, Associate Vice President, and Vice President are authorized to sign DMV forms on behalf of ANR.
Note: Delays may occur to DMV.

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

ANR's strategy to comply with EPAct is for RECs 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 REC operations.

Forms

ANR Forms and Documents

Vehicle Purchase Request and Approval Form
ANR Vehicle Purchase Process

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).