SLOT ALLOCATIONS & FLEET VEHICLE PROCUREMENT

Purchasing - Division of Business Office

Vehicles - Slot Allocations & Fleet Vehicle Procurement

The University has the opportunity once each biennium to request additional vehicle slots for consideration by the Arkansas General Assembly.
Submit your request and justifications to Fleet Manager, Office of Business Affairs, Administration Building Room 321. Requests must be received in Business Affairs, 7 to 9 months prior to beginning of the new biennium (received by: April-July 1998, April-July 2000, April-July 2002, etc.).
The request and justifications for additional slots should reflect your needs through the two-year biennial period (1999-2001, 2001-2003, 2003-2005, etc.).
The Office of Business Affairs will notify you of slot allocations & addition approvals for the new biennium.

The State contract for vehicles is typically valid from October 1 to March 15^th of each year. You must submit your vehicle requests (MV-6 forms) during this period to assure delivery by the manufacturer (GM, Ford, Dodge, etc.). Please make your requests as early as possible. Note*** The manufacturers frequently notify us of early production cut-off dates for certain makes and models. Contact the Fleet Manager at 575-2551 prior to submission of your MV-6 & requisition to verify the availability of the vehicle if you haven’t order by January.
Please submit the following forms, justifications and electronic requisition to the Purchasing department to start the approval and purchasing process:

MV-6 vehicle request form. Agriculture departments must have the Department Head and the V.P. for Agriculture sign this form.
Submit you requisition on-line using requisition type "PC". These commodities will be pulled from the contract file. Be sure and mark "Y" in the "supporting document" area of the requisition header (REQH). Attach MV-6 to a requisition cover sheet with the new requisition number written on the front and send to Purchasing. Options for the vehicles must be added to requisition as separate line items. Also, be sure and state an exterior and interior color. IMPORTANT!!!! USE ONLY ONE REQUISITION PER VEHICLE. This allows the requisition to match up with the MV-6.
Additional justification letters are required for vehicles that fall into the following categories:

Replacing a vehicle that is less than 5 years old and that has less than 75,000 miles. Very poor mechanical condition is the only justification allowed in this category. Repairs equaling at least one-half (1/2) of the blue book value of the vehicle.
Upgrading a vehicle. Requesting a larger size vehicle, an extended cab, 4-wheel drive a V-8 engine, etc. (if available on the contract). Approval from Little Rock (DFA) is required for an upgrade to fleet.
Additions to fleet. You must have a vehicle slot (see above, section I) prior to submitting a MV-6 form for additions to fleet. Justification as to why existing vehicle cannot meet the transportation need is required, along with the MV-6. Approval from Little Rock (DFA) for each addition to the vehicle fleet is required.

Fleet vehicles orders are sent to the contract dealers. The contract dealers then place the orders with the automobile manufacturers. These vehicles are not built until the manufacturers have enough orders to have a line run in their factories. This is a lengthy process.
On the average, it will take the University 4 to 6 months to receive a new vehicle after the initial request is received in the Purchasing department.

Vehicles being replaced must be turned into Marketing & Redistribution in Little Rock within 30 days after delivery of new vehicle. The ordering department is responsible for the delivery of the old vehicle to M&R. Please be sure to clean vehicle interior prior to delivery to M&R.
Vehicles ¾ ton or less will sold by M&R and the proceeds deposited into the State Motor Vehicle Revolving Fund. Vehicles 1 ton or more will be sold by M&R and the proceeds returned to the agency after deducting administrative fees.