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Vehicle Buyer Information

Welcome to the OGS Centralized Contract for Vehicles (Class 1-8), where authorized users can acquire vehicles of all types and sizes (Class 1-8) from a variety of vehicle dealers on contract under award 23166 by conducting a Mini-Bid.There are many types of vehicles and manufacturers available on contract to compete for your business, resulting in competitive pricing. Some dealerships also offer lease vehicles.

How to Buy Vehicles

Buying a vehicle is easy. Just follow the steps below. For questions, contact [email protected].

  1. Identify your vehicle needs and develop specifications for your request. The request may be either for specific vehicles or for any vehicles that meet the specifications provided. Please refer to this page of Vehicle Specification Resources and Vehicle Manufacturers for assistance in developing vehicle specifications.
  2. Obtain any internal and external approvals that are necessary to purchase a vehicle for your organization.

    Important Note for Executive Agencies and other State entities whose purchases are subject to review by OGS Fleet Management:

    For Executive Agencies and other State entities whose purchases are subject to review by OGS Fleet Management, approval must be received from Fleet Management prior to distribution of the Mini-Bid.

    Email the Mini-Bid Request form and Additional Vehicle Specifications document to OGS Fleet Management at [email protected] prior to distributing the form to the Contractors. Include your B-1184 Number and Approved Business Case Number in the email. OGS Fleet Management will review the Mini-Bid Request against your approved Business Case and issue pre-approval for the Mini-Bid Request prior to distribution.

  3. Complete Form A: Mini-Bid Request Form for the type of vehicle being procured (either Single OEM Any Make/Model, Single OEM Specific Make/Model or Chassis/Body).
  4. Distribute the Mini-Bid Request to the Contractors using the instructions in the “Vehicle Buyers Instruction Document” and the “Mini-Bid Distribution” tool. 
  5. Receive Form B: Mini-Bid Response Form via email from Vehicle Dealers that can provide a vehicle in response to your Mini-Bid Request.
  6. After the mini-bid response due date, evaluate the responses and determine if you are going to award the mini-bid or not. Please refer to the Buyer’s Guide document for additional information.
  7. Once you have made your decision, notify all the dealers who responded to the Mini-Bid Request by email.
  8. Issue your purchase order to the vehicle dealer. 
  9. Save all documentation for your procurement record.

 

For more best practices and guidelines for using the Vehicle Marketplace to purchase a vehicle, please download the Buyer’s Guide document.

Exclusions

The following vehicles and equipment cannot be purchased through the Vehicle Marketplace. 

  • Heavy Construction Equipment: Equipment which is intended for heavy work including earthmoving, construction, lifting containers or materials, drilling holes in earth or rock, concrete or paving application or street sweeping (aerial lifts, large towable air compressors, generators, light towers, concrete saws, earth compactors, rollers, backhoes, motor graders, skid-steer loaders, bulldozers, wheel loaders, trenchers, utility tractors, excavators, forklifts, and sweepers), as well as other related attachments and equipment. If you are interested in heavy construction equipment, use Award 22792. 
  • School Bus: Every motor vehicle owned, leased or contracted for by a school and operated for the transportation of pupils under the age of 21 years, children of pupils, teachers and other persons acting in the supervisory capacity, to or from school or school activities. If you are interested in school buses, use Award 23254.
  • Transit Bus: A rubber-tired automotive vehicle used for the provision of public transportation service. This exclusion only applies if your purchase is being made using FTA funding. If you are purchasing a transit bus using FTA funding, use Award 23170.

Resources

Contract Award Information & How to Use Document

For information about the backdrop contracts for the Vehicle Marketplace, and a general “How to Use the Contract” document, see the Award 23166 webpage.

 

Vehicle Buyer Instructions

Complete instructions and guidelines for using the Vehicle Marketplace to purchase a vehicle are included in the Buyer’s Guide document.

 

Mini-Bid Response Forms

See the Vehicle Dealer Resources page to view the forms that the dealers will use to submit to respond to the mini-bid request.

 

GovBuyU Vehicle Marketplace Information Session

An overview of changes to the New York State Vehicle Marketplace and updates to the procurement method for vehicles, class 1-8. Download presentation slides. 

 

Vehicle Request Forms

Forms that the buyer must use when requesting a vehicle.

  •  

    Award 23166 Form A (Chassis/Body): Mini-Bid Request

    Use this form when your vehicle request is for a chassis/body vehicle (i.e., chassis and body manufactured by different manufacturers, chassis only, or body only). Chassis/body vehicles require a body upfit (e.g. Freightliner M2 106 Plus or Kenworth T880 with a dump or other body upfit), to form a complete vehicle. View example.
     

    Download

Vehicle Specifications

In addition to best practices and guidelines included in the Buyer’s Guide document, the information below can be used to assist the buyer in developing specifications for the vehicle request:

Mini-Bid Distribution

Please remember to always download a new distribution tool each time a new mini-bid is submitted, as listed contacts may change and new contractors are always being added to the award. 

Mini-Bid Evaluation and Award