When purchasing a new vehicle for a department, please do the following:
Consider whether this is a replacement or an addition to the fleet, and discuss the needs of the group to determine the best vehicle choice.
Understand the usage of the new vehicle to determine if an alternatively fueled vehicle could be used.
Discuss parking options, including whether infrastructure is required for charging the new vehicle if it is an EV in the proposed parking area.
Once the vehicle make and model is selected, Pavillion, VASCUPP, and eVa can be used to check for cooperative contracts.
Review any contracts and look for the best possible price, depending on availability. Is there an immediate need that must be fulfilled (at a possible higher price), or can a vehicle be ordered (with an expected delivery of 90-120 days) at a significantly lower price (15-20%)?
Request a quote from a selected vendor on their company letterhead with the options you require. If there is no contract with that vendor, ensure they are an approved UVA vendor, and obtain a total of three (3) different quotes with the same required options. You can blind-copy them in an email.
Award the purchase to the lowest bidder. If either of the other two bidders request the price quotes, you may provide them after the Purchase Order is issued.
If it is a contract vendor, notify them that you are proceeding with the purchase of the quoted vehicle. You may sign their quotation as long as it is free of legal terminology. Contact Procurement Services if you are unsure.
Process a Purchase Requisition for a Purchase Order in Workday. Use Spend Category Equip Capital Motor Vehicles (SC0498).
When the vehicle is delivered, ensure the UVA Purchase Order number is on the buyer's order. Verify that the price matches on both the PO and buyer's order. At the bottom where it states "buyer’s signature," sign "per UVA PO XXXXXX." You may also sign the request for title and the mileage statement.
- To have the vehicle titled and to obtain plates, email Bria Friestad in Parking & Transportation at baf9gb@virginia.edu. The vehicle will be titled under the legal name, “The Rector and Visitors of the University of Virginia.”
To have the vehicle insured, see "How do I insure a recently acquired University vehicle" on the University Vehicles page.