Vehicles

Vehicles

1. Please note: these are State-owned vehicles.
2. As soon as a department is aware of their need for a vehicle (new or used), they should contact Pete Varney, Director of Transportation & Automotive Services, at pvarney@illinois.edu.
3. Purchasing vehicles takes time and patience. These vehicles are factory-ordered and can take 3-4 months to receive the vehicle from the time the purchase order is issued.
4. If the department is utilizing State funds to purchase the vehicle, the below requirements apply:

Sections 25-75 and 45-40 of the Illinois Procurement Code (copy below) set limits with respect to passenger automobiles we may purchase. These limits are described below.

Section 25-75 (flex fuel or hybrid)

1. All gasoline powered automobiles and light trucks purchased with state funds must be flexible fuel vehicles or fuel-efficient hybrid vehicles.
2. Any vehicle purchased with state funds that is fueled by diesel fuel shall be certified by the manufacturer to run on 5% biodiesel (B5) fuel.
3. “State funds” for purpose of this section means any funds appropriated by the General Assembly. If state funds are used in whole or in part to purchase these vehicles, this section applies.

Section 45-40 (mileage)

Any new passenger automobile, whether purchased or leased, must meet minimum fuel mileage standards. This does not apply to station wagons, vans, four-wheel drive vehicles, emergency vehicles, and police and fire vehicles. A lease vehicle is one under a rental contract of more than 60 days.

This fuel mileage requirement applies regardless of the source of funds used to purchase the vehicle.

Waiver

If a vehicle that meets the need of the institution cannot meet either or both requirements of subsections (a) and/or (b), then the institution may request a waiver of the appropriate requirement. The CPO-HE may require use of a uniform form or format for requesting the waiver. Vehicles requested under a waiver should come as close to satisfying the waived requirement as practical. Contact Pete Varney, Director of Transportation & Automotive Services, at pvarney@illinois.edu, for assistance with the waiver form.

When purchasing a vehicle, the requestor must determine which of the above sections apply. Note:

1. The flex-fuel/hybrid requirements of section 25-75 apply only when State (appropriated) funds are used to acquire the vehicle. If state funds are not being used, then the purchase must comply with mileage requirements of section 45-40 but not with section 25-75.
2. The flex-fuel/hybrid requirements of section 25-75 apply to all gasoline powered automobiles and light trucks, including station wagons (including tall wagons and cross-over vehicles), SUVs, vans/mini-vans, four-wheel drive vehicles, and including those used as emergency, police, and fire vehicles.
3. The mileage requirements of section 45-40 do not apply to station wagons (including tall wagons and cross-over vehicles), SUVs, vans/mini-vans, four-wheel drive vehicles, emergency, police, or fire vehicles.
4. The requestor will work with Pete Varney, to determine specifications that meet the needs of department as well as obtain quotes from multiple vendors.
5. Once all quotes are received, Pete will notify the requestor the lowest total received and approve the purchase of the vehicle.
6. Once approval has been received from Pete, the unit may submit a requisition via iBuy or Banner to complete the process.
7. Please note: If the purchase price of the vehicle is above $100,000, a solicitation is required, even if a trade-in brings the final cost of the vehicle below the bid limit ($100,000).