Purchasing vehicles and equipment through the Fleet Department
Steps for requesting, approving, buying, and receiving vehicles and equipment through the Fleet Department.
Updated August 26, 2026 at 12:48 PM PDT
Overview
- Status
- Active
- Expected result
- An approved, purchased, received, recorded, and paid-for vehicle or equipment asset
- Audience
- City departments
- Fleet Manager
- Procurement Division
- DPW Accounting staff involved in fleet acquisition
- Department
- Department of Public Works
- Unit
- Fleet Department
- Identifier
- FLEET-VEHICLE-PURCHASE
Request and approve the purchase
1Initiate a purchase request
Begin the purchase when a department or division requests an addition to the fleet, or when the Fleet Manager identifies a vehicle or equipment item that requires replacement.
- Responsible role
- Requesting Department
- Fleet Manager
2Review a new vehicle or equipment request
For an addition to the fleet, complete a New Vehicle Request Form. The requesting department and Fleet Manager review the request. Confirm the funding source before initiating the purchase.
- Responsible role
- Requesting Department
- Fleet Manager
- Completion criteria
- The request is supported by both the requesting department and Fleet Manager, and the funding source is confirmed.
3Confirm replacement eligibility
For a replacement, the Fleet Manager evaluates and confirms eligibility. If the requesting department and Fleet Manager agree, fund the purchase through the Vehicle Replacement Fund. The remaining purchasing steps then follow the same process as a new vehicle request.
- Responsible role
- Fleet Manager
- Requesting Department
- Completion criteria
- Replacement eligibility and funding through the Vehicle Replacement Fund are confirmed.
Issue the purchase order and secure the purchase
1Request a purchase order
Once funding is secured, the Fleet Department submits a Purchase Order request to the Procurement Division. Procurement issues the Purchase Order, which serves as a binding contract.
- Responsible role
- Fleet Department
- Procurement Division
2Send the purchase order to the vendor
Send the issued Purchase Order to the selling vendor to secure the purchase. When the vendor accepts the Purchase Order, the order is confirmed and in progress.
- Responsible role
- Procurement Division
- Completion criteria
- The vendor has accepted the Purchase Order.
Receive and record the asset
1Turn in the replaced vehicle
For a replacement purchase, the requesting department turns in the old vehicle when the new one is delivered. Use a key-for-a-key exchange to maintain fleet inventory and replacement compliance.
- Responsible role
- Requesting Department
- Completion criteria
- The old vehicle is returned when the replacement is delivered.
2Receive and enter the new asset
Receive the new vehicle or equipment at the Fleet Department with its invoice. Enter the asset into CAMS and assign a vehicle number to begin its service record.
- Responsible role
- Fleet Department
- Required record
- Vendor invoice
- CAMS asset record
- Assigned vehicle number
Approve the invoice and process payment
1Approve and process the invoice
Fleet approves the invoice and forwards it to DPW Accounting. Accounting processes payment and enters the asset information into MUNIS for financial tracking.
- Responsible role
- Fleet Department
- DPW Accounting
- Completion criteria
- Payment is processed and the asset is entered into MUNIS.
Responsibilities
- Requesting Department
- Initiates requests, secures funding for additions, and turns in replacement vehicles.
- Fleet Manager
- Reviews and approves requests, confirms replacements, and oversees asset entry.
- Procurement Division
- Issues Purchase Orders and manages vendor contracting.
- DPW Accounting
- Processes payments and enters asset data into MUNIS.
Documentation and records
- Record type
- Vehicle and equipment purchase documentation
- Requirement
- Retain all purchase documentation according to departmental and City records retention policies.