Buildings & Grounds Maintenance

Policy

Administrative Guide Memo 85.1, Vehicle Acquisition, Ownership and Disposition, covers buying, owning and disposing of a University vehicle, including golf cart-type vehicles, boats and trailers.

Acquisition

Academic and administrative organizations must acquire vehicles in collaboration with Stanford’s Fleet Garage. The Fleet Garage will work with you to understand your organization’s needs, develop appropriate specifications for your vehicle, and serve as an approver on the vehicle requisition.

Before approaching the Fleet Garage about a vehicle purchase, the organization should consider the planned use of the vehicle and assess whether the purchase is fiscally prudent or necessary. If the vehicle is only needed occasionally, the Fleet Garage can assist in setting up a motor pool with other nearby organizations. In addition, the organization could consider using Zipcar, a car-sharing service with vehicles located around campus, or Enterprise Rent-A-Car, which has an office in Parking Structure 5.

Selection Criteria

The Fleet Garage uses the following selection criteria to help make sure each vehicle meets the organization’s needs:

·         Organizations purchasing coupes, sedans and passenger vans must select trim levels that are appropriate to the vehicle’s purpose. All-wheel-drive models should be avoided for campus use.

·         Golf cart-type vehicles must include the following safety features:

o    Rear view mirrors

o    Turn indicator signals

o    Back-up beepers

o    Headlights

o    Tail/brake lights

o    Horn

·         Organizations purchasing maintenance/utility vehicles should purchase base models with equipment appropriate for their application. Most vehicles will be 2-wheel drive; 4-wheel drive vehicles may be purchased if needed for off-road use or to maintain assets in the Foothills. Gross weight vehicle rating will be considered prior to purchasing a maintenance/utility vehicle to avoid under- or overburdened vehicles. Special equipment such as hoists, light bars, etc., may be added to meet the needs of the organization.

·         Accessories or premium packages including leather seats, heated seats, premium sound systems, premium alloy wheels, premium paint schemes, navigation, entertainment systems or large engines such as large-displacement powerplants should be avoided unless the organization has a clear business need for the feature.

·         An electric vehicle is recommended if the primary routes of travel are on campus, particularly if there are existing gas vehicles in the organization or available via motor pool, Zipcar or Enterprise. An electric vehicle requires a parking and charging station. Before purchasing an electric vehicle, the organization should contact Parking & Transportation Services and the Planning Office to determine the location of the nearest charging station or where a charging station can be installed.

Registration and Insurance

When an organization purchases a vehicle using the proper acquisition procedures described above, the vehicle is correctly registered at the dealership and insured by Risk Management. For more information, please see Administrative Guide Memo 85.1.

Delivery and Inventory

The Fleet Garage delivers each newly acquired vehicle to its organization with a fleet number and property tag, retaining one key per vehicle for its key closet. The organization is responsible for entering the fleet number and property tag number into the Sunflower Assets System. The organization is also responsible for placing a copy of Administrative Guide Memo 85.2, Vehicle Use, in the glove box for drivers’ reference.

Maintenance

Organizations within 15 miles of campus must obtain all maintenance from the Fleet Garage or get advance written permission from the Garage Supervisor to have their vehicles serviced elsewhere. Vehicles must receive preventive maintenance and repairs in accordance with the Fleet Garage’s requirements, regardless of where they are serviced. The Fleet Garage will provide maintenance guidelines.

Fuel

The University has its own fuel pumps on Bonair Siding, west of Building 315. Whenever possible, organizations should obtain their gas and oil there.

Disposition

In general, an organization that wishes to dispose of a vehicle processes an Excess Request in the Sunflower Assets System and delivers the vehicle to the Fleet Garage. The vehicle may be transferred to another organization, disposed of through Surplus Property Sales or scrapped. If the vehicle is government-owned, was donated, is leased or is under the terms of a University financial loan, please see Administrative Guide Memo 85.1, Vehicle Acquisition, Ownership and Use, for additional information.