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How to Get a New Vehicle for Department Use

The University of California, a national leader in sustainability, has pledged to become carbon neutral by 2025. Through efficient use and procurement of vehicles, we are helping the UC achieve its carbon neutrality goals.

Departments should consider these things before beginning the vehicle procurement process:

  • Is a vehicle necessary or would transportation alternatives better meet your needs? (e.g., renting a vehicle for occasional use, campus shuttles, vehicle sharing, Spin bikes, etc.)
  • If department owned:
    • Have you identified funds and adequately budgeted for operating costs (e.g., fuel, maintenance and insurance)?
    • Who will be accountable for ensuring that vehicle operators are properly licensed?
    • Who will be the custodian and accountable for the vehicle?

If you have determined that a vehicle is operationally essential, you must decide whether to procure and own a vehicle or lease one through Fleet Services. In either case, pursuant to PPM 551-2 updated August 22, 2018, you must complete a Department Vehicle Request Form, unless you plan to lease a pre-existing Fleet Services vehicle, or if you are “Life, Fire or Safety” exempt.

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Submit a Department Vehicle Request Form

Complete the Department Vehicle Request Form (PDF) and send it to Fleet Services, MC 0033, Attn: Dennis Bell.

Fleet Services will review your request and forward it to the Vice Chancellor – Resource Management & Planning for consideration. Fleet Services will notify you of the Vice Chancellor’s decision or if additional information is required. Please allow up to 21 days for a determination.

Fleet Services provides vehicle procurement recommendations that support UC’s Carbon Neutrality Initiative goal of becoming carbon neutral by 2025. Vehicle should have the smallest carbon footprint possible while ensuring it is large enough to meet operational needs. In all cases, Fleet Services will recommend an Alternative Fueled Vehicle (AFV) or hybrid. Available technology may expand vehicle options.

Acceptable Vehicle Options

This list only includes vehicles that Fleet Services can service and support. We always recommend leasing an existing vehicle, if possible.

Vehicle Type Make/Model

Carts

Models from:

  • Gem
  • Club Car
  • Columbia

Pure Electric Vehicles (EVs)

  • Nissan Leaf
  • Mercedes-Benz smart fortwo Electric

Plug-in Hybrid Electric Vehicles (PHEVs)

  • Toyota Prius Prime
  • Ford C-Max
  • Chrysler Pacifica
  • Mitsubishi Outlander
  • Subaru Crosstrek

Hybrid Vehicles

  • Any Toyota Prius model
  • Toyota RAV4
  • Nissan Rogue (hybrid versions)

CNG Vehicles

Honda Civic GX - used may be available (no longer in production)

Small Cargo Van

  • Nissan NV200
  • Ford Transit Connect

Passenger Van

  • Toyota Sienna
  • Honda Odyssey

Small Pickup Truck

Nissan Frontier

Large Cargo Van/Pickup Truck

Currently, no feasible best in class options

(Qualified Vehicle Modifiers have upfitted Ford and GM vehicles to operate on CNG, but serviceability and support have been unreliable.)

Possible future release vehicles

 

  • Nissan NV200 Electric (in production but not available in U.S.)
  • 2020 Ford F-150 Hybrid

If Your Vehicle Request is Approved

Leasing

If you decide to lease a vehicle through Fleet Services:

  • We handle the procurement, DMV processing and vehicle signage after you sign our standard lease agreement.
  • Monthly lease rate include normal scheduled maintenance, insurance and vehicle loaner privileges.
  • The minimum lease agreement is 24 months for a newly procured vehicle and 12 months for an existing fleet asset. Afterward, the lease continues on a month-to-month basis.
  • Lease rates gradually decline as the vehicle depreciates.
  • You may continue to lease the vehicle as long as it is serviceable.

See lease rates.

Purchasing

If you decide to purchase a vehicle, here are some guidelines:

  • Contact Dennis Bell to obtain:
    • A list of dealer contacts that specialize in fleet sales and accept UC San Diego’s fleet discount code for that particular manufacturer, if one exists.
    • Important info on standard requirements that must be adhered to such as bulkheads for cargo vans and an extensive list of LSV/NEV (cart) requirements or if you have any vehicle questions.
  • Submit an RFQ with dealers who sell the vehicle you are interested in procuring.
  • If possible, obtain at least two quotes.
  • Once the university obtains a competitive price, complete the iRequest form in Marketplace to purchase the vehicle.
    • For assistance with completing this form, contact Martha Rosegay in Procurement, or Dennis Bell in Fleet Services.
    • When completing the iRequest form, you must specifically state, “Deliver to Fleet Services” in the delivery instructions box. Failure to do this will result in DMV processing delays and additional costs.
  • Complete a Facilities Management online work request for vehicle signage. Either you can provide Facilities Management with the UCID number, or Fleet Services can. Note: Resource Management & Planning policy requires that all vehicles display proper signage before they can operate on campus.
  • After a member of the Procurement team signs for and accepts delivery of the vehicle, Fleet Services will :
    • Register your vehicle with the DMV — a recharge service billed at approximately three hours
    • Register the vehicle with Risk Management for insurance purposes and they will bill insurance charges directly to the index you provide
    • Add the vehicle to our database, noting the designated custodian of the vehicle who will be responsible for providing VIN information to CAMS
    • Install vehicle license plates and notify you when signage is completed.
  • Please pick up your vehicle promptly after you receive notification that’s it’s ready.

If Your Vehicle Request is Not Approved

Fleet Services considers UC’s Carbon Neutrality Initiative goals as well as the scope of our vehicle fleet. We encourage departments to work hard at finding sustainable solutions to meet their mobility needs. We may be able to help increase your vehicle utilization, which can save the university money.

All vehicles

Whether you lease or purchase a new vehicle, the acquisition process can take anywhere from three weeks to six months, so plan accordingly. If an existing vehicle asset is available to lease, Fleet Services can complete the acquisition process in one week or less. 

Vans used for carrying cargo must have a bulkhead partition. Maximum seating capacity is 10 unless you obtain a Risk Management waiver.

Carts must be LSV or NEV certified, equipped with a strobe light and cannot have “flooded’ lead-acid batteries – among other requirements.

Fleet Services will provide either a fuel key or Voyager Card (or both upon request) for obtaining fuel or a Clean Energy card if the vehicle operates on CNG.

Fleet Services can program a chip key for use in the car wash. Note that some vehicles (e.g., those with ladder racks), and all carts, cannot use the car wash.

Fleet Services will assist you with any questions you may have about vehicle operations along with providing all owner’s manuals and keys.

Fleet Services retains one set of spare keys for leased vehicles. As a courtesy, we can retain a spare set of keys on department owned vehicles upon request.

Fleet Services will notify you of any recalls or manufacturer notifications. To help ensure many years of safe and efficient operation of UC vehicles, our service garage is conveniently located on the main campus and staffed with personnel trained to provide expert service. For vehicle service needs, contact Garage Supervisor Jordan Eiler, (858) 534-8410.  For carts, contact our Cart Shop, (858) 534-0333.

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