Fleet Procurement

the right vehicle, for the right job, at the right cost!

UCLA Transportation is responsible for all University vehicle needs. We purchase, maintain, and retire mobile assets owned and operated on the UCLA campus as well as select programs associated with the University. In addition, UCLA Transportation has custodial responsibility to register all University vehicles with the Department of Motor Vehicles, as well as obtain and dispose of license plates.

For more information on the UC-wide policies that govern UCLA vehicle asset management, see the policies and forms section below.

UCLA Transportation utilizes various initiatives to ensure that all campus departments receive the maximum benefits and savings on all vehicle acquisitions, including:

  • Competitive bids for our most common purchases
  • Direct factory orders
  • Detailed specification services

In addition, UCLA Transportation has an array of services to enhance the vehicle acquisition and disposal process, such as:

  • Strategic replacement planning
  • Capital planning and budgeting assistance
  • GPS telematics and tracking services
  • Researching and preparing submissions for local, state, and federal funding opportunities
  • Vehicle inspections to establish fair-market value

UCLA Transportation also works to ensure that each vehicle purchase is the best suited for its operation, and at the lowest price available.

The first step of the acquisition process is vehicle selection. In an effort to lower UCLA’s carbon footprint and be in compliance with UC's sustainability goals, UCLA Transportation works directly with vehicle manufacturers and aftermarket providers to obtain vehicles that produce the lowest emissions possible including:

  • Battery Electric Vehicles (BEVs) – BEVs are powered by electric motors and are offered in a wide range of vehicle types for both short- and long-distance travel.
  • Low Speed Vehicles (LSVs) – LSVs are lightweight vehicles powered by an electric motor with a maximum speed of 25 mph that are well suited for on-campus travel.
  • Plug-In Hybrid Vehicles (PHEVs) – PHEVs have an electric motor and a gasoline motor to benefit from both fuel types, and are ideal when charging availability is limited or uncertain.

For a list of available low emission vehicles, please see the Preferred Vehicle Menu.

For more information on fueling options available on the UCLA campus, please visit our Fuel Services page

UCLA Transportation also provides detailed vehicle specification and analysis services to help departments determine the best vehicle to meet operational demands. We also work directly with equipment vendors to obtain various aftermarket modifications such as storage boxes, lift-gates, ladder racks, and other required equipment.

While many departments elect to purchase their vehicles outright with their own funds, UCLA Transportation has finance options available for departments that do not have the up-front capital. We recommend consulting your internal finance departments to determine which funds can be used for vehicle acquisitions. Our financing terms are broken into three stages:
 
Stage 1: Initial Finance Term (IFT)
 
  • Monthly charges begin the first day of the month following delivery of the vehicle and continue to the end of the IFT period.
  • IFT periods vary from 48 months to 120 months depending on vehicle classification.
  • During the IFT period, the department is paying off between 80% and 90% of the total purchase and outfitting cost of the vehicle, depending on vehicle classification.
 
Stage 2: Extended Finance Term (EFT)
 
  • Once the IFT period has ended, vehicles are automatically enrolled in the EFT period, which lasts for 36 months (unless otherwise requested by the department).
  • During the EFT period, the department is paying off the remaining 10% to 20% of the vehicle's initial purchase and outfitting cost.
 
Stage 3: Post Finance Term (PFT)
 
  • Once the EFT period has ended, vehicles are inspected by UCLA Fleet Maintenance to determine viability for continued service.
  • During the PFT period, the department is only paying for the administrative and maintenance fees for the vehicle. 
All vehicle acquisitions follow the process and timelines outlined below.
 

1. Initial Vehicle Request (1-2 Weeks)

  • Customers will submit Fleet Procurement Acquisition/Disposal Request by the fiscal year request deadline (September 30). We will schedule consulations to get more information, if needed, and then review the submission and establish vehicle specifications.
 

2. Specification Sign-Off (2-4 Weeks) 

  • Customers receive the Specification Sign-Off (SSO) for review and approval. No changes can be made after the specifications are approved. 
 

3. Quote and Approval (1-2 Weeks) 

  • A quote is provided based on approved specifications. Customers must approve the quote. Once approved, the quote will be sent to UCLA Transportation for final purchase approval.
 

4. Purchase Order (1-2 Weeks)

  • A purchase order is provided based upon the specifications. Customers will submit their purchase orders to Purchasing if using their own funds, or UCLA Transportation will submit the PO on behalf of the department it if the purchase is being financed through us.
 

5. Factory Build Time (3-12 Months)

  • Factory builds depend on the make and model and are subject to change without notice. An expected delivery date will be provided.
 

6. Delivery and In-Service (1-2 Weeks)

  • Once customers sign the vehicle acceptance paperwork, UCLA Transportation will coordinate delivery and prepare the vehicle for service.
 

procurement and process deadlines

Request DeadlineSeptember 30
Order DeadlineFebruary 28
Delivery WindowApril - June
Last Delivery DateJune 14

UCLA Transporation will prioritize all requests before or within the deadlines above. All other requests will be addressed when time permits.

Estimated timelines are dependent upon the type of vehicle requested, the time of year the request is initiated, and customer participation. UCLA orders directly from the manufacturer. Due to manufacturer factory schedules, some vehicle delivery dates may be delayed based upon the time of year.

Our September 30 deadline allows the best chance of completing the request to final vehicle delivery in the same fiscal year as it is initiated.

UCLA Transportation provides a number of services to help campus departments make the best decisions regarding the utilization and eventual disposal of their vehicles:

  • Ensure seamless transition from old technology to new
  • Minimize fuel and maintenance costs while maximizing utility
  • Reduce costs through improving utilization of existing vehicles

In accordance with UC Policy, all vehicles are sold at public auction. Proceeds are used to pay off any remaining finance costs, with the gains on sale being credited back to either Fleet Services (for financed vehicles) or the operating department (for up-front purchase vehicles).