Rule 25.99.99.M0.04, all acquisitions of vehicles must be processed through Transportation Services in order to meet state reporting requirements. Texas A&M University vehicles will not be purchased by, nor titled to, individual departments unless Transportation Services determines that a special need exists. Special needs are:
To determine if a special need exists, departments should send a written request, showing justification for the special need, to Transportation Services. Following review, Transportation Services will forward the
request to the Department of Procurement Services for submittal to the Associate Vice President for Finance for approval.
It is the responsibility of Transportation Center to provide vehicles for departments
for long term rental. Departments interested in long-term rental of vehicles should
call (979) 845-5846. All TAMU vehicles will be processed through the Transportation
Center and procured by Purchasing and Stores Department.
If a vehicle is not available, Transportation Center will order a vehicle. Transportation
Center will utilize the Texas Building and Procurement Commissions State Contract
published in the fall of each year. Departments should plan and anticipate their
vehicle needs one year in advance. In the event a specific need cannot be met utilizing
the state contract, a bid process will be initiated by Purchasing and Stores.
The Transportation Center encourages departmental custodians to consider replacing their vehicles within
an estimated useful life of 6 to 11 years depending on make and model. However, this will remain
the decision of the custodian unless the Service Center decides that the vehicle is unsafe or a chronic
maintenance problem. It is recognized that many vehicles get very low mileage and are cared for very
well extending useful life for many years. Custodians are encouraged to utilize our My Fleet
dashboards to monitor the fuel and maintenance costs for their vehicles to make better decisions on the
cost benefit of retaining vehicles beyond a reasonable useful life. Shop management will notify a
department if they see a vehicle that is becoming a problem and should be considered for replacement.
Departments needing to rent vehicles on a long-term basis from the Transportation
Center must complete a Request for Services Form.
Departments requiring special equipment to be added to vehicles must coordinate
such requirements with Transportation Center. Requests for additional equipment
should be made in writing, preferably at the time the request for the vehicle is
made. The installation of after-market equipment is coordinated with the fleet manager
and the auto shop supervisor.
The Transportation Center is responsible for purchasing and installing all add-on
equipment. If the add-on equipment increases the asset value of the vehicle, the
life of the lease will be extended to cover the cost of the equipment. If the add-on
equipment does not change the asset value of the vehicle, the cost of the equipment
and installation will be billed to the department.
Vehicles should not be altered or changed in any way without the written permission
of the Fleet Manager. Equipment added to a vehicle becomes part of the vehicle and
is sold with the vehicle.
If a department determines a vehicle is no longer needed, the Transportation Center
should be contacted to make arrangements to turn in the vehicle. The departments
should clean out the vehicle and return the keys and state fuel cards to the Transportation
Center. The vehicle will undergo a final inspection once it is turned in. Any maintenance
services and mechanical repairs will be completed to return the vehicle or equipment
to rentable condition. The total cost of the services or repairs will be billed
to the department/agency terminating the rental.
Departments are responsible for the care of vehicles while in their possession.
The Transportation Center asks that departments maintain their
vehicles so that the University is able to get the highest return for the
vehicle at the time of sale. Vehicles should be washed and vacuumed routinely. The
Transportation Center offers car wash and detailing services
Tuesday through Thursday. Upon termination of the rental agreement, all maintenance
services, all mechanical repair and all damage repair, necessary to return the vehicle
or equipment to acceptable standards will be accomplished by the Transportation
Center. The total cost of the services or repairs will be billed to the department/agency
terminating the rental.