Vehicle and Equipment Parts and Related Product (Statewide)

Bid Solicitation Update #1:

The Office of General Services (OGS) has given careful consideration to the inquiries received regarding the Vehicle and Equipment Parts and Related Product (Statewide) Solicitation # 23362 during the Inquiry Period that ended on April 14, 2025.

Answers to the inquiries can be obtained at https://ogs.ny.gov/procurement/biddocuments/23362bid.

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This Solicitation is issued by the New York State (“NYS”) Office of General Services (“OGS”), Procurement Services for Vehicle and Equipment Parts and Related Product (Statewide) as specified below for all Authorized Users of OGS Centralized Contracts. The Solicitation outlines the terms and conditions, and all applicable information required for submitting a Bid. Bidders should pay strict attention to the Bid submission date and time to prevent disqualification.  Bidders are strongly encouraged to read the language of the Solicitation thoroughly and to precisely follow the instructions included in the Solicitation and all attachments.

The purpose of this Solicitation and the resultant Contracts is to provide Authorized Users with a means of acquiring Commonly Stocked and Direct Order Vehicle and Equipment Parts, and Related Product. For evaluation purposes, a Bidder is required to bid on every Part in the Market Basket listed within Attachment 1 – Pricing. Awards will be made to the three (3) responsive and responsible Bidders statewide with the lowest Grand Total, in accordance with Section 5 – Method of Award.

A. The Scope of the Solicitation, and the resultant Contracts, includes:

1. Parts for Light Duty Vehicles (Part Groups 1 – 30);
2. Parts for Heavy Duty Vehicles (Part Group 31); and
3. Parts for Heavy Equipment (Part Group 32).

For evaluation purposes, a Bidder shall bid only the small number of Parts in the Market Basket listed in Attachment 1 – Pricing, covering only Part Groups 1 through 31. 

Once awarded a contract, the successful Bidder shall provide Parts as follows: 

1. Required: A successful Bidder shall provide its entire Product Line(s) of Commonly Stocked Parts for Part Groups 1 through 32 for multiple Light Duty Vehicle OEMs (e.g., Ford, GM, FCA), and Heavy Duty Vehicle and Heavy Equipment OEMs (e.g. Caterpillar, Case, John Deere, Mack, Navistar, Henderson, etc.). 

2. Optional: A Bidder is not required to, but may also, provide Direct Order Parts for Part Groups 1 through 32 for multiple Light Duty Vehicle OEMs (e.g., Ford, GM, FCA), and Heavy Duty Vehicle and Heavy Equipment OEMs (e.g. Caterpillar, Case, John Deere, Mack, Navistar, Henderson, etc.). 

B. Related Products: The scope of the Solicitation and resulting Contracts includes Related Products as defined in Section 1.10 – Definitions. Any proposed services should be listed on Attachment 1 – Pricing under Part 3. Examples of Related Products include, but are not limited to the following: 

1. Consumables and supplies that shall be used for Vehicle or Heavy Equipment maintenance or repair, but are not required for the continued operation of a Vehicle or Heavy Equipment (e.g., cleanser, polish, sponges, towels, chamois, wax, paint, enamels, and touch-up liquids);
2. Supplies, tools and equipment that shall be used in the operation of the facility where Vehicles or Heavy Equipment are repaired, or to install or service Parts, but are not required for the continued operation of a Vehicle or Heavy Equipment (e.g., tool storage containers, janitorial/cleaning supplies, power tools, battery charger, wheel balancers);
3. Acceptance of used Parts (also known as “cores”) for remanufacturing purposes;
4. Short-term rental of Parts and equipment;
5. Inventory stocking programs, including the stocking of Parts owned by the Contractor at the Authorized User location, but not billed to the Authorized User until used;
6. Technician training for Parts installation;
7. Software directly related to Parts (e.g. inventory management);
8. Online Parts inventory and management that includes, but is not limited to, online Parts lookup, ordering, pricing verification, and the ability to track inventory; and
9. Services that are directly related to Parts.

C. Excluded Products: The following Products are excluded from the scope of the Contract: 

1. Services that are not directly related to Parts;
2. Used Parts (this exclusion does not include Remanufactured Parts);
3. Tires; and
4. On-site staffing of a Parts room at the Authorized Users’ location(s). 

Bid documents may be obtained up until the bid opening date by visiting the Procurement Services Online Bid Calendar at: https://ogs.ny.gov/procurement/biddocuments/23362bid.

Pursuant to State Finance Law §§ 139-j and 139-k, this Solicitation includes and imposes certain restrictions on communications between OGS and an Offerer/Bidder during the procurement process. A complete copy of OGS’s policy on the Procurement Lobbying Law can be found at: https://ogs.ny.gov/acpl/procurement-lobbying-law.