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Vehicle Purchases (AP-109)

ROGUE COMMUNITY COLLEGE
ADMINISTRATIVE PROCEDURE

 

Procedure: VEHICLE PURCHASES (AP-109)
Contact:
Contract and Procurement Manager, Ext. 7200

College Departments that are required to own vehicles as part of the overall function of the department may determine a need to purchase a vehicle. The following procedures should be followed:

When purchasing a vehicle, contact the Contract and Procurement office prior to making a purchase for specific guidance in the process.
 

Dealer Purchases

If the vehicle is valued at or above $10,000, an attempt to get three quotes is required. If the purchase is from an auto dealer, the dealer advertisement will count as one quote. An internet search for a vehicle of the same make, model year and like condition and within 200 miles of vehicle selected from two additional sources will be sufficient.

The dealer will typically charge fees for the transfer of title to the College and will process all licensing DMV paperwork at the time of purchase. All vehicles purchased for the College should be licensed with E-Plates. All purchase documents must be delivered to the Contract and Procurement office for review and to acquire the appropriate signature from the College’s designated signatory. College staff may not sign for the purchase of a vehicle.

Once approved the department should contact the Risk Management Coordinator, x7146, to ensure insurance coverage and then process a purchase order to the dealer for the vehicle and all applicable fee’s.

If the DMV paperwork is not processed by the Dealer, the paperwork should be delivered to the Contract and Procurement office for processing at DMV. Once completed the department will be notified of the completed transaction.
 

Private Party Purchases

Purchases from individuals can create a liability situation for the College and are generally discouraged.

If the vehicle is valued at or above $10,000, an attempt to get three quotes is required. If the purchase is advertised in a newspaper, craigslist etc, the advertisement will count as one quote. An internet search for a vehicle of the same make, model year, like condition and within 200 miles of vehicle selected from two additional sources will be sufficient.

Special care in determining that the vehicle is authorized to be sold and that the party who is selling the vehicle is the authorized owner must be taken.

For any purchase of a vehicle from a private party, the department will be responsible to process all DMV paperwork at a DMV office prior to delivering payment for the vehicle. The Contract and Procurement office will complete the paperwork for the DMV title and registration transfer for the department.

If the vehicle has a title outside of the State of Oregon, or if the vehicle is being titled after being totaled and assembled or salvage-titled, the department, prior to purchase must have the vehicle’s VIN inspected at the DMV. This entails a physical inspection of the vehicle at any DMV office. The Title and Registration Transfer should occur at the same time as the vehicle VIN inspection to ensure that DMV can properly transfer ownership to the College.

The Dean or Director of the department purchasing the vehicle should complete DMV transactions using a College Purchasing Card. If the Dean or Director is not available, the department should contact the Risk Management Coordinator, x7146 for assistance.

Date Adopted:  04/03/2018