The District maintains a fleet of vehicles for the sole purpose of conducting support services for Faculty, Staff, and Students. The Facilities Transportation Department is responsible for ensuring the District’s fleet is maintained, cost efficient, and adheres to District policy and legal requirements.
Operating departments requesting the purchase of a new vehicle must include in their initial budget the vehicle’s sales price and the cost of a 5-year extended warranty (for new vehicles). In addition, departments must budget for ongoing maintenance supplies that will be required after the warranty period ends.
The Transportation Department will provide ongoing maintenance services once the vehicle’s warranty has expired. To accurately budget for maintenance supplies, departments must obtain cost estimates from Transportation prior to submitting their vehicle purchase request and include these estimates in their budget submission.
Prior to purchasing any electric vehicle, buyers should contact the Facilities Maintenance Department to verify that a suitable charging infrastructure is already in place. If no charging capability exists, the buyer must arrange for installation through the Maintenance Department and may be responsible for covering all or a portion of the associated installation costs.
Buyers are responsible for ensuring that all electric vehicles are charged properly in accordance with the manufacturer’s guidelines. Failure to follow these guidelines may result in premature battery failure. In such cases, users may be held responsible for the cost of battery replacement.
When a new vehicle is purchased to replace an existing one, the replaced vehicle must be turned over to the Transportation Department for repurposing, sale, or disposal. Any proceeds generated from the sale of such vehicles will remain with the Transportation Department to offset operational expenses.
Buyers who wish to add a new vehicle without relinquishing any existing vehicles must obtain Vice President-level authorization. This requires a written justification, approved and signed by the Transportation Department, which will also provide available maintenance and usage history for the vehicle in question.
All vehicle requests must be submitted in Smartsheet to be reviewed and discussed with the Facilities Transportation Department before a Requisition can be created. Maintaining information in Smartsheet ensures a clear understanding of the vehicle’s intended use, allowing Transportation to provide informed recommendations regarding vehicle selection and features.
The following standards and options are applicable to vehicles intended for the safe transportation of staff, faculty, and students around campus and on paved roads/highways. Requests for specialty equipment will be evaluated on a case-by-case basis and may be approved or denied in Smartsheet.
All requests for specialty equipment need to be reviewed and discussed with the Transportation Department before submission of a requisition. This ensures a complete understanding of the equipment’s intended purpose, allowing the Transportation department to provide informed recommendations.
For further details or to begin the vehicle request process, please contact the Transportation Department directly.
