Vehicle Procurement and Purchase Guidelines

Vehicle Procurement:

Purchasing a new or used vehicle for department ownership is an option. Please note that passenger vehicles cannot be owned by a department per Section 245:C of the Manual of Business Procedures. 

C. Ownership: Passenger vehicles (i.e., sedans, SUV's, passenger vans, etc.) may be rented daily or leased from the Transportation Services department. Special-use vehicles, such as service trucks, may be leased or be department owned.

Before starting the purchasing process -

Will the vehicle be used more than 2,000 miles per year? 

Yes: Continue with the purchasing process.

No: The vehicle qualifies for the Shared Vehicle Program. Vehicle usage less than 2,000 miles will be considered underutilized and is required to enroll in the Shared Vehicle Program. Please contact Transportation Services at 517-353-5280. 

If the vehicle is unique and intended for a specialized use, complete an exception form signed by the Dean or Head of your department and submit it to Transportation Services for approval. This exception will also require approval from the EVPA office. Exception to the Shared Pooling Program. 

Is this vehicle on the approved vehicle purchase list?

Transportation Services Approved List of Vehicle Options | Infrastructure Planning and Facilities

Yes: Continue with the purchasing process.

No: If it’s for a specialized use, complete an exception form signed by the Dean or the Head of your department. Exception to the Approved Vehicle Purchase List.

 

Dealership

  1. Identify the dealership: Choose the dealership you want to work with.
    1. Transportation Services works directly with local dealerships that are on an active contract.  
      1. Gorno Ford
      2. Todd Wenzel
      3. Berger Chevrolet  
  2. Build your vehicle online: Use the dealership's website or the manufacturer's site to configure the vehicle with the specifications you want.
  3. Contact the dealership: Reach out to the individual you will be working with at the dealership.
  4. Send your configuration: Share the online build details with them.
  5. Request a quote: Make sure to ask for a detailed quote based on your configuration. 

Vehicle Contracts:

  • If the vehicle is available through an active contract, you can proceed with the purchase without putting it out for bid.  For example: MiDEAL Contract DTMB - Vehicle Purchasing Program
  • If the vehicle is not available through an active contract, you must put it out for bid and secure at least three bids before proceeding. To select a dealership and/or vehicle that is not on an active contract and proceeds without the bidding process, a Single/Sole Source Justification Form must be completed and submitted as an attachment with the requisition. If you need assistance with the bidding process, please contact University Procurement and Logistics (UPL) at 517-355-0357 or upl.procurement@msu.edu. 
     

Create a requisition in KFS

  • Include the quote, MSRP, and contract name and number.
  • MSU Procurement-Purchase Order Overview: PO Overview
  • Creating a Standard Requisition
  • Creating a Complex Requisition
  • Delivery address: 
    • 570 Red Cedar Road, East Lansing, MI 48824. (until June 1, 2025) 
    • 169 Service Road, East Lansing MI 48824 (after June 1, 2025)
  • The dealership will need to contact Transportation Services at 517-353-5280 to arrange delivery.

Purchase Order  

  • Once the requisition is approved a purchase order will be issued directly to the dealership.  

Already Purchased a Vehicle:

Check Vehicle in with Transportation Services:

  • Bring the following to the Transportation Services office at 
    570 Red Cedar Road, East Lansing, MI 48824. (until June 1, 2025) 
    169 Service Road, East Lansing MI 48824 (after June 1, 2025)
    • Purchase Order
    • RD-108 Application for title
    • Invoice
    • Contact person information
    • Account number
    • Title if you already have it.  
  • The Motor Pool Manager will complete a new vehicle check-in by creating an equipment record and assigning the vehicle an asset number.

Service Garage Pre-Inspection

  • The Motor Pool office will take the new vehicle check-in to the Service Garage to complete a safety inspection.
  • The Service Garage will apply MSU Decals, asset number on the front and back bumper, license plate, and put the registration and insurance in the glove box.  
  • An on-campus fuel card will be created and put in the vehicle. The on-campus fuel station is located at 409 Service Road.

Vehicle Check-In Complete

  • Once the vehicle has completed the vehicle check-in process, a team member from the Service Garage will contact the listed contact employee notifying them the vehicle can be picked up. 

FAQ

Whose name should the title be in? 

Michigan State University 
570 Red Cedar Road (until June 1, 2025) 
169 Service Road (after June 1, 2025).

East Lansing, MI 48824 

Who holds the title? 

MSU Transportation Services 

If my department wants to purchase a used vehicle, does it need to have a pre-purchase inspection? 

It is highly recommended to ensure the vehicle’s condition but not required. Please note it is mandatory for the vehicle to pass a post-purchase safety inspection before the vehicle can be driven.

What if my department is located off-campus?

Post-purchase safety inspections can be done off-campus at approved garage locations. Please contact the MSU Service Garage at 517-355-1868 for a list of these locations. Any paperwork from the off-campus inspection will need to be forwarded to the MSU Service Garage IPF.ServiceGarage@msu.edu for record keeping. 

What do we do when our department wants to decommission a vehicle?

Please contact the MSU Service Garage at 517-355-1868. They will suggest a good time for drop-off of the vehicle to strip (remove MSU decals and license plate) and detail for sale. Transportation Services will handle record keeping and give the title to the MSU Surplus Store and Recycling Center. We can also assist with pricing the vehicle based on age and mileage. 

All vehicles must be sold through the Surplus Store and Recycling Center, and they will list the vehicle for sale on their website. 

What if my department-owned vehicle needs to purchase fuel off-campus? 

Please contact the Controller’s Office at 517-355-5020 or ctlr.co-adm@ctlr.msu.edu.