Group 72002 Fleet Maintenance Services

Bid Solicitation Update #1 – April 23, 2026 The Office of General Services (OGS) has given careful consideration to the inquiries received regarding Solicitation # 23405 for Fleet Maintenance Services during the inquiry period that ended Thursday, April 9, 2026. Answers to the inquiries can be obtained at the OGS Bid Calendar website at: https://ogs.ny.gov/procurement/biddocuments/23405bid. All inquiries are verbatim as received by OGS except for references to companies, which have been redacted. In addition to publishing responses to the inquiries, OGS has revised the Solicitation documents, which are being released along with the responses to the inquiries. The changes within the Solicitation (Revised April 23, 2026), Attachment 1 – Pricing (Revised April 23, 2026), Attachment 10 - Bidder Minimum Qualification and Administrative Proposal (Revised April 23, 2026), and Attachment 11 - Technical Submittal (Revised April 23, 2026). Bids submitted will be evaluated based on the revised Solicitation documents. All Solicitation updates have been posted to the OGS Bid Calendar website at: https://ogs.ny.gov/procurement/biddocuments/23405bid. Under the current centralized contract for Fleet Maintenance Services, the following reflects Vehicle maintenance and repair, roadside assistance, and towing spend with Automotive Repair Shops, and the cost of Vehicle maintenance and repairs, roadside assistance and towing at Authorized User-owned facilities during the fiscal year from April 1, 2024 to March 31, 2025. Current and anticipated future Fleet Maintenance Services are and shall be based also on the following: 1. The number of State Agency Vehicles is estimated at approximately 23,300. 2. The total statewide number of Vehicles for all Authorized Users cannot be estimated. 3. As of March 2025, approximately 15,000 Authorized User Vehicles were participating in a Monthly Enrollment Plan; 4. As of March 2025, approximately 4,300 instances of accident repair, roadside assistance and towing Per Occurrence Plan services were utilized from April 2024 through March 2025; and 5. Authorized User spend for maintenance and repair services, roadside assistance, and towing from Automotive Repair Shops was approximately $65,000,000 during the fiscal year from April 1, 2024 to March 31, 2025. 6. Vehicle ownership and management are decentralized and occur throughout the State. Each participating Authorized User will have its own Fleet Manager and may have differing authorization levels for various services. 7. Payments shall be made directly to the Contractor by individual Authorized Users. OGS shall not receive centralized billings and shall not make centralized payments on behalf of Authorized Users. 8. The State has existing contracts for Vehicle and equipment parts, tires, and towing for selected highways (e.g., The NYS Thruway, Bridge Authorities (MTA), and Long Island Parkway), with agreed-upon pricing that the State Desires to be incorporated into the resultant Contract (see Section 3.2.16, Additional Fleet Maintenance Services (Desired), Paragraph B, Integration of Other NYS Contract Pricing); and 9. The State has an existing fuel card services contract (OGS Group 79008, Award 23310, Fuel Card Services – WEX Bank Inc, https://ogs.ny.gov/award-23310, and its successor if applicable). This is a separate contract. Therefore, fuel card services are excluded from the scope of the Fleet Maintenance Services contract resulting from this Solicitation. The scope of this Solicitation, and the resulting Contract, is limited to the provision of Fleet Maintenance Services, as defined in Section 1.11, Definitions, to Authorized Users for their Vehicles operated in NYS and nationwide. A. Fleet Maintenance Services, shall include, but not be limited to: 1. The administration and systematized tracking of Light Duty Vehicle and Medium to Heavy Duty Vehicle maintenance, car washes, repairs, roadside assistance, and towing, using Automotive Repair Shops (to include both National Account Vendors and Independent Vendors), to ensure that proper maintenance and warranty repairs are being performed, control authorizations for unscheduled maintenance, ensure cost is competitive and reasonable, and avoid duplicate or unnecessary repairs. The Light Duty and Medium to Heavy Duty vehicles serviced under the resultant Contract will include, but not be limited to, those having an Internal Combustion Engine (ICE), that run off gasoline, diesel, ethanol or any alternative fuel, being a Hybrid vehicle, or being a Zero Emission Vehicle; 2. Monthly Enrollment Plans and Per Occurrence Plans for Fleet Maintenance Services, available to Authorized Users; 3. A Vehicle expense management process that includes a procedure to contain Vehicle repair costs without compromising effectiveness, including, but not limited to, negotiating the cost of repairs with Independent Vendors, implementing National Account Vendor discounts, authorizing services that are necessary for Preventive Maintenance and Vehicle repairs, and ensuring that authorization procedures for repairs are followed; 4. A tiered pricing structure for Monthly Enrollment Plans and Per Occurrence Plans for Fleet Maintenance Services. The Contractor shall apply the tiered pricing as specified in Section 3.2.15, Invoicing and Payments (Mandatory) 5. Verifying with Automotive Repair Shops that cost is reasonable based on a nationally recognized guide (e.g., Chilton Labor Time Guide Manual and Mitchell Mechanical Labor Estimating Guide), and verification that all Automotive Repair Shops are using a nationally recognized guide in estimating repair costs; 6. On-site repair and maintenance services performed at an Authorized Users’ location(s). The staff provided for on-site services shall only be provided for the duration of the service; 7. Obtaining of prior approval from the Authorized User Fleet Manager before undertaking work that exceeds the agreed upon designated dollar amount limit for Vehicle maintenance and repair costs that require prior approval from the Authorized User before work may begin. See Section 3.2.2, Monthly Enrollment Plans (Mandatory) for additional details; Consolidated monthly billing to each Authorized User, for Vehicle maintenance and repair, roadside assistance, and towing from a network of reliable and reputable Automotive Repair Shops located in New York State, and nationwide; 8. Deduction of all applicable federal, state and local government taxes, due to the State’s tax-exempt status, from the Fleet Maintenance Services administrative fees and associated Vehicle maintenance and repair costs, roadside assistance, and towing, prior to invoicing/billing the Authorized User, as specified in Section 3.2.15, Invoicing and Payments (Mandatory); 9. Employment of personnel to work directly with OGS and our Authorized Users, including Contractor Key Personnel (a minimum of one Contract Administrator, a sufficient number of Customer Service contacts (a minimum of one (1)), a minimum of one Billing Contact, and an emergency contact) to meet the requirements of the contract. 10. Having and maintenance of a web-based computer system to be used for tracking Fleet Maintenance Services that may be accessed by OGS and Authorized Users. That system shall be independent of the Statewide Financial System, which the State uses; 11. Comprehensive Fleet Maintenance Services reporting capabilities and services, as specified in Section 3.2.12, Reporting (Mandatory); 12. Delivery of all Services in a professional, skillful manner in accordance with the standards and quality held by first-rate, nationally-recognized firms in the industry, and in accordance with this Solicitation and any resulting contract; and 13. Take all steps necessary to become familiar with the State's and our Authorized User’s processes and procedures and provide adequate staffing for performance of the Contract so as to be able to begin accepting assignments on or before August 3, 2026, or upon the date of OSC approval of the final executed documents, whichever is later. The time between the receipt of the tentative award letter and the beginning of the term is intended to be used for transitional purposes. B. Fleet Maintenance Services may include: The integration of the agreed-upon pricing of products and services under various State contracts and their replacements, as applicable, into the resultant Contract (see Section 3.2.16, Additional Fleet Maintenance Services (Desired)). These contracts cover products and services such as Vehicle and equipment parts, tires, and towing for selected highways (e.g., The NYS Thruway, Bridge Authorities (MTA), and Long Island Parkway). The following Fleet Maintenance Services are excluded from the scope of this Solicitation and the resultant Contract: 1. Credit Card Services - The ability for an Authorized User to acquire Product or services via the addition of credit card services to the Vehicle identification card provided to Authorized Users (see Section 3.2.14, Fleet Vehicle Identification Card (Mandatory)), or with any other Fleet Maintenance Service provided under the Contract; 2. Vehicle Rental - Coordinating with a Vehicle rental service, or providing the actual Vehicle rental service, for an Authorized User while a Vehicle is undergoing Fleet Maintenance Services at an Automotive Repair Shop; 3. Auction Services - Facilitating auctions or providing other auction-related services, for decommissioned Authorized User Vehicles; 4. Vehicle Acquisition - Providing a Vehicle to an Authorized User via a purchase or lease agreement; 5. Staff Augmentation Services - Providing temporary or permanent on-site staff at the Authorized User’s location(s) beyond the duration of a specific on-site repair and/or maintenance service; and 6. Fuel Card Services - The State has an existing fuel card services contract. This is a separate contract. Therefore, fuel card services are excluded from the scope of the contract resulting from this Solicitation. All bid documents and attachments are available for viewing and downloading at: https://ogs.ny.gov/procurement/bid-opportunities . Submission of responses by a vendor to a Solicitation that does not account for updated information may result in its Bid/offer being deemed non-responsive and rejected for consideration. Vendors are strongly encouraged to review the advertised Solicitation in full prior to submitting a Bid to ensure inclusion of any updated information. In order to receive email notifications regarding updates to the content or status of this ad, you must select “Turn on eAlert notifications” within your Contract Reporter account and also select “Notify me if this ad updates” on the right-hand side of this ad. Failure to do so will result in not receiving email notifications regarding updates for the ad. This includes email notifications regarding the posting of the question-and-answer document and updates to Solicitation documents. Pursuant to State Finance Law § 139-j and § 139-k, this Solicitation includes and imposes certain restrictions on communications between OGS and a Bidder during the procurement process. Further information about these requirements can be found on the OGS website at: https://ogs.ny.gov/acpl/ . Business enterprises awarded an identical or substantially similar procurement contract within the past five years: https://ogs.ny.gov/Award-23168 Service-Disabled Veteran-Owned Business (SDVOB) SDVOB Goal: 0.00% Minority / Women Business Enterprise contracting goals (MWBE) MBE Goal: 0.00% WBE Goal: 0.00% Disadvantaged Business Enterprise contracting goals (DBE) DBE Goal: 0.00%