General Vehicle Acquisition Request

Please use this form if your agency wishes to request acquisition for a vehicle or equipment with an anticipated cost of more than $5,000 through a general bid process. DO NOT use this form if you plan on purchasing from OK's statewide contract. There is a different form with slightly different supporting documentation required for the statewide contract. Please note that after this acquisition request has been received, ODOC will submit the request to DOE for approval, as required. Once DOE has provided that approval, the Senior Energy Programs Manager or the Energy Project Specialist will contact your agency to work out the specific budget and contract details to move forward with purchase.

Form Date*

Agency Name*

Please list how many vehicles your agency would like to purchase.*

Please provide vehicle/equipment description with required features for all vehicles desired to be purchased.*

General vehicle description only is required. Example - "3/4 Ton Truck Crew Cab Truck"

Please list the the estimated price/acquisition cost for each vehicle described above.*

Please list any additional option prices for each vehicle (if not included in base price or cost above). For any unusual requests, please explain why.*

Please list any options to add on to the base price (for example, additional key, hitch, etc). If the prices for any options are already included and itemized in the answer above, please put N/A or see above.

Please provide a description of how the vehicle(s) will be used.*

For example - by crew to install materials, by the auditor, for QCIs, etc.

Please explain all funding source(s) that will be used to purchase the vehicle(s).*

Please include the % of DOE funds if more than one funding source listed.

Please list whether the vehicle(s) are a replacement for another vehicle or brand new for program expansion.*

Please choose one of the drop down options.

Select

Provide a brief description of how the procurement will be performed in accordance with ODOC and DOE's federal procurement guidelines? Attach a copy of the agency's procurement policy in the uploads section below.*

DOE's guidelines can be found in 2 CFR Part 200.

Please describe analysis completed to avoid purchase of unnecessary or duplicative items.*

Was leasing or lease to purchase options considered? Please explain why or why not.*

DOE would like for us to consider a leasing option when appropriate. Although leasing is not required, ODOC would like to know why leasing was or was not considered. At a minimum, provide an explanation of why purchase is a more economical approach.

Supporting Documentation

Please attach the following required documents for vehicle(s) requested*

1. A copy of the purchase order that identifies your agency 2. Copy of agency procurement policies 3. Copy of agency's most current and update to date inventory. 4. Copy of the completed WAP Vehicle Purchase Bid Analysis. This can be found on ODOC's Contractor Website.

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