60.47 - Vehicle Purchases, New and Used

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Last updated: July 2026

A. Purpose. To establish the process and requirements for purchasing new and used vehicles at the University of Idaho in compliance with applicable state laws and Board of Education policies.

B. Scope. This policy applies to all University of Idaho departments that request or purchase new or used vehicles, including cars, vans, motorcycles, trucks, utility and construction equipment, and other motorized vehicles used for University operations

C. Definitions.

C-1. Vehicle. “Vehicle” means cars, vans, motorcycles, trucks, golf carts, all-terrain vehicles, utility vehicles, buses, and construction and farm equipment such as forklifts, skid loaders, and tractors.

D. Policy.

D-1. Competitive Bidding for New Vehicles. All purchases for new vehicles must be made on a competitive basis in accordance with University and State of Idaho procurement rules.

D-2. Preference for Idaho Dealers. Pursuant to Idaho State Board of Education Policies and Procedures and Idaho Code § 67-5718, the University must:

  1. Seek a minimum of three (3) bids from vendors having a significant Idaho economic presence (i.e., vendors maintaining business property in Idaho and registered with the Idaho Secretary of State).
  2. When bids and vehicle quality are equivalent, give preference to vendors with a significant Idaho economic presence.

D-3. Used Vehicle Exceptions. Due to the difficulty in comparing pricing and conditions for used vehicles, departments are not required to use the competitive bid process. Departments may contact vehicle dealers directly to obtain offers for used vehicles.

E. Procedure.

E-1. Submitting a Request. Departments requesting vehicle purchases must submit a Sourcing Request that includes the following:

  • Type of vehicle requested (e.g., pickup, sedan, van)
  • New or used condition
  • Engine size
  • Two-wheel or four-wheel drive
  • Weight
  • Passenger capacity
  • Color
  • Any other relevant specifications

E-2. Title and Registration. Immediately following the purchase award, the Office of Asset Accounting must be sent a copy of the purchase order and will be responsible for completing title and registration procedures.

F. Contact Information. Primary Office: Contracts and Purchasing Services

Email: purchasing@uidaho.edu

Additional Offices: Office of Asset Accounting; Office of Sustainability

G. Forms.

  • Sourcing Request Form – Used to request purchase of new or used vehicles.
  • Standard Requisition Form – Used to request purchase of other products through standard procurement.

H. Related Policies.

  • Idaho Code § 67-5718
  • APM [TBD] – Vehicle Replacement

Version History

2026 July. Revisions are administrative in nature, introducing a modern APM format with purpose, scope, and definitions, expanding the definition of covered vehicles, and updating terminology to improve clarity and usability without altering policy intent or operational requirements.

2015 July. Revised to allow non-Idaho vendors to bid.

2005.