Vehicle Purchases

Procurement Services is responsible for the acquisition of all University owned vehicles. Vehicle purchase guidelines are as follows:

Approvals Process

The Vehicle Purchase Request Form (found here) is routed to the appropriate approvers (below) prior to purchase:

• For replacement vehicles: Department Head or departmental approver
• For vehicles purchased as an addition to the Baylor fleet, the following additional approvals are also required:
  • Key Budget Contact or Dean
  • Chief Business Officer or Provost

Competitive Bids

• All vehicle purchases must be competitively bid in order to ensure fair and open competition and best pricing.
• Requests for bids may be performed by the acquiring department, or in coordination with Procurement Services.

Trades

• When purchasing replacement vehicles, existing vehicles must be either traded or sold by Procurement Services.
• When trades are utilized, full documentation of trade amount, along with fair market value (e.g. NADA trade value) must accompany purchase documentation.

Vehicle Purchase Requisitions

Requisitions must include:

• Competitive bids/supporting documentation
• Uploaded Vehicle Purchase Request Form with appropriate signatures
• Email address to where the purchase order will be dispatched
• Department One Bear Place address for registration renewals and recall notices
• Primary vehicle contact/driver
• Vehicle history report (e.g. Carfax) of vehicle being purchased
• Full documentation of trade amount

Notes

• Golf Carts will only be approved for departments demonstrating a valid business use and must have a location where they can be safely and securely stored when not in use and charged (if electric).
• Baylor University's sales tax exemption does not apply to the purchase, rental or use of motor vehicles.

For more information, contact:
Mickey Cochran
One Bear Place #97084
Waco, TX 76798-7084
254.710.8201