Excess and Used Vehicle Acquisition Process


Excess Vehicle Acquisitions

  • The Purchasing Division facilitates excess vehicle reallocation, sales, and disposals.
  • Agencies wishing to acquire an excess vehicle may contact the Purchasing Division for assistance with the location and acquisition process of an excess vehicle.
  • Due to a vehicle’s original funding source, there are different acquisition scenarios that can apply to an excess vehicle.
  • Same funded vehicles may be transferred to another state agency. 

    Vehicles Purchased with General Funds (101)

    • Excess vehicles may be reallocated to another State agency at no charge.
      • An RXQ is done through advantage for the cost of $1.00 
      • Purchasing will process the Purchase Order and change it to zero cost
      • An FC to change the location code of the vehicle is processed in Advantage  
    • An Interagency Vehicle Transfer Form is provided for your use internally, however, it is not submitted to State Purchasing. 

      Vehicles Purchased with Highway Funds (201)

      Must be sold:

      • Currently NDOT establishes the sale price for their vehicles.
      • Other highway funded vehicles are sold at ½ of auction value established by the Purchasing Division using a product of Kelley Blue Book. 
      •  State Agencies
        • An RXQ is input into the Advantage system for the determined amount.
        • When the vehicle is received, an RC input is entered into Advantage.
        • Payment is made by an Interagency transfer of funds which will be processed through the Purchasing Division.
        • State Purchasing will update the fixed asset record to reflect the buyer's location code.
      •   Non-State Agencies or Non-Profit Organizations
        • An invoice is created and provided to the buyer.
        • Payment terms: Payment in full by check or money order is due at the time of vehicle pickup. Vehicle Title and keys cannot be turned over to buyer until payment is made in full.
        • The Fixed Asset number is removed from the sellers inventory.

        Vehicles Purchased with Fee Funded Agency Funds

         Must be sold:

        •  Fleet Services Division vehicles may be purchased for 75% of wholesale value established by     Fleet Services Division using Kelley Blue Book.
        •  Other fee funded vehicles may be purchased for 1/2 of Auction value established by the Purchasing    Division using a product of Kelley Blue Book.
        •  State Agencies  
          • An RXQ is input into the Advantage system for the determined amount.
          • When the vehicle is received, an RC input is entered into Advantage.
          • Payment is made by interagency transfer of funds which will be processed through the Purchasing Division.
          • State Purchasing will update the fixed asset record to reflect the buyer's location code.
        •   Non-State Agencies or Non-Profit Organizations
          • An Invoice is created and provided to the buyer.
          • Payment Terms: Payment in full by check or money order is due at the time of vehicle pickup. Vehicle Title and keys cannot be turned over to buyer until payment is made in full.
          • The Fixed Asset number is removed from the seller's inventory.

             

          ALL PRIVATE PARTY SALES MUST BE TRANSACTED THROUGH OUR PUBLIC AUCTION SALES.

          • Agencies wishing to acquire an excess vehicle should contact the Purchasing Division. The Purchasing Division manages the excess vehicle program and will assist the agency in locating a suitable vehicle and will then guide the agency through the vehicle purchase process.