Common use of PROCUREMENT INSTRUCTIONS Clause in Contracts

PROCUREMENT INSTRUCTIONS. Authorized Users should follow the following procurement instructions when purchasing School Buses from the Contract(s). A. When utilizing the Contract, the Authorized User should be familiar with and follow the terms and conditions governing its use. The Authorized User is accountable and responsible for compliance with the requirements of public procurement processes. The Authorized User, when purchasing from OGS contracts, should hold the Contractor accountable for Contract compliance and meeting the Contract terms, conditions, specifications, and other requirements. Also, in recognition of market fluctuations over time, Authorized Users are encouraged to seek improved pricing whenever possible. Authorized Users have the responsibility to document purchases which should include:  A statement of need and associated requirements;  Obtaining all necessary prior approvals;  A summary of the Contract alternatives considered for the purchase; and  The reason(s) supporting the resulting purchase (e.g., show that basis for the selection among multiple Contracts at the time of purchase was the most practical and economical alternative and was in the best interests of the State). B. The Contracts under Award 23000 are multiple award for each Item. Authorized Users shall follow their applicable procurement guidelines when making a purchase. Awarded Contractors’ Product offerings, Contract and pricing information will be posted to the OGS website at xxxx://xxx.xx.xxx/purchase/spg/awards/4052423000CAN.HTM. C. Authorized Users shall issue Purchase Order(s), as described in Section II.12.1 Purchase Orders, directly to the Contractor(s), specifying the School Bus required and shipping/delivery requirements. Authorized users should follow up with Contractor if they do not receive order acknowledgement within five (5) days. D. Upon Authorized User acceptance of School Buses itemized on the Purchase Order, Contractor(s) shall invoice the Authorized User for the School Buses, and accordingly, Authorized User shall arrange for payment. Payment shall not be made until a NYS DOT "Regular Certificate of Inspection" (not a short term certificate) has been issued. E. The Contractor is advised that Authorized User personnel shall not be authorized to obligate or bind the respective entity to contractual terms and conditions; therefore, there shall be no obligation to execute any Contractor documents that are not set forth in the Contract. See also Appendix B §30 Purchase Orders.

PROCUREMENT INSTRUCTIONS. Authorized Users should follow the following procurement instructions when purchasing School Transit Buses from the Contract(s). A. When utilizing the Contract, the Authorized User should be familiar with and follow the terms and conditions governing its use. The Authorized User is accountable and responsible for compliance with the requirements of public procurement processes. The Authorized User, when purchasing from OGS contracts, should hold the Contractor accountable for Contract compliance and meeting the Contract terms, conditions, specifications, and other requirements. Also, in recognition of market fluctuations over time, Authorized Users are encouraged to seek improved pricing whenever possible. Authorized Users have the responsibility to document purchases which should include:  A statement of need and associated requirements;  Obtaining all necessary prior approvals;  A summary of the Contract alternatives considered for the purchase; and  The reason(s) supporting the resulting purchase (e.g., show that basis for the selection among multiple Contracts at the time of purchase was the most practical and economical alternative and was in the best interests of the State). B. The Contracts under Award 23000 are multiple award Prior to issuing a Purchase Order to the Contractor, the Authorized User must submit a request for each Item. Authorized Users shall follow their applicable procurement guidelines when making a purchase. Awarded Contractors’ Product offeringsContract use to NYS DOT at the address below and include the Contractor name, Contract number, Lot and pricing information will be posted to the OGS website at xxxx://xxx.xx.xxx/purchase/spg/awards/4052423000CAN.HTM.quantity of Transit Buses. New York State Department of Transportation Public Transportation Bureau 00 Xxxx Xxxx, XXX 00 Xxxxxx, XX 00000 Email address: xxx.0000@xxx.xx.xxx C. Upon NYS DOT approval, Authorized Users shall issue Purchase Order(s), as described in Section II.12.1 II.11.1 Purchase Orders, directly to the Contractor(s), specifying the School Transit Bus required and shipping/delivery requirements. Authorized users should follow up with Contractor if they do not receive order acknowledgement within five (5) days. D. Before proceeding with their purchase, Authorized Users are advised to arrange a pre-production meeting with the Contractors(s) in order to ensure complete and accurate understanding of the Transit Bus specifications, and delivery requirements, that are required by the Authorized User. E. Upon Authorized User acceptance of School Transit Buses itemized on the Purchase Order, Contractor(s) shall invoice the Authorized User for the School Transit Buses, and accordingly, Authorized User shall arrange for payment. Payment shall not be made until a NYS DOT "Regular Certificate of Inspection" (not a short term certificate) has been issued. E. F. The Contractor is advised that Authorized User personnel shall not be authorized to obligate or bind the respective entity to contractual terms and conditions; therefore, there shall be no obligation to execute any Contractor documents that are not set forth in the Contract. See also Appendix B §30 31 Purchase Orders.

PROCUREMENT INSTRUCTIONS. Authorized Users should follow the following procurement instructions when purchasing School Buses Product from the Contract(s). A. When utilizing the ContractContract(s), the Authorized User should be familiar with and follow the terms and conditions governing its use. The Authorized User is accountable and responsible for compliance with the requirements of public procurement processes. The Authorized User, when purchasing from OGS contracts, should hold the Contractor accountable for Contract compliance and meeting the Contract terms, conditions, specifications, and other requirements. Also, in recognition of market fluctuations over time, Authorized Users are encouraged to seek improved pricing whenever possible. Authorized Users have the responsibility to document purchases which should include:  A statement of need and associated requirements;  Obtaining all necessary prior approvals;  A summary of the Contract alternatives considered for the purchase; and  The reason(s) supporting the resulting purchase (e.g., show that basis for the selection among multiple Contracts at the time of purchase was the most practical and economical alternative and was in the best interests of the State). B. The resultant Contracts under Award 23000 for Chassis Cab Lots (Lots I, II and III), and Truck Body Lots (Lots IV and V, excluding Lot VI ELP Interchangeable Body Systems), are multiple award tiered. Executive Agencies are required to purchase from the Primary Chassis Cab or Truck Body Contractor, as applicable, unless written justification for each Itempurchasing from the Secondary Chassis Cab or Truck Body Contractor is approved by the Department of Budget, OGS or other control agency. Authorized Users shall follow their applicable procurement guidelines when making a purchaseUsers, other than Executive Agencies, are encouraged to purchase from the Primary Chassis Cab or Truck Body Contractor. Awarded Contractors’ Product offerings, Contract and pricing information will be posted to the OGS website at xxxx://xxx.xx.xxx/purchase/spg/awards/4052423000CAN.HTMwebsite. C. Authorized Users shall will issue Purchase Order(s), as described in Section II.12.1 2.14.1 Purchase Orders, directly to the Contractor(s), specifying the School Bus Product required and shipping/delivery requirements. Authorized users should follow up with Contractor if they do not receive order acknowledgement within five (5) days. D. Before proceeding with their purchase, Authorized Users should arrange a pre-production meeting with the Contractors(s) in order to ensure complete and accurate understanding of the Upfitted Truck specifications, and delivery requirements, that are required by the Authorized User. E. Upon Authorized User acceptance of School Buses Product itemized on the Purchase Order, Contractor(s) shall will invoice the Authorized User for the School Busesany portion of Product, and accordingly, Authorized User shall will arrange for payment. Payment shall not be made until a NYS DOT "Regular Certificate Note: Contractor must disclose any forms, or other order information, that Contractor will attach to orders or require completion of Inspection" (not a short term certificate) has been issued. E. The Contractor is advised that when Authorized User personnel shall not be authorized to obligate or bind the respective entity to contractual makes a purchase. Documents which contain additional terms and conditions; therefore, there shall be no obligation to execute any Contractor documents that are not set forth in conditions must receive pre-approval by OGS for use under the Contract. See also Appendix B §30 Purchase OrdersAdditional terms and conditions that were not pre-approved by OGS are void. Additional terms and conditions which conflict with the Contract shall be removed at the discretion of the State.

PROCUREMENT INSTRUCTIONS. Authorized Users should follow the following procurement instructions when purchasing School Buses Product from the Contract(s). A. When utilizing placing purchase orders under the Contractcontract(s), the Authorized User should be familiar with and follow the terms and conditions governing its use, which appear in the contract document. The Authorized User authorized user is accountable and responsible for compliance with the requirements of public procurement processes. The Authorized User, when purchasing from OGS contracts, should hold the Contractor contractor accountable for Contract contract compliance and meeting the Contract contract terms, conditions, specifications, and other requirements. Also, in recognition of market fluctuations over time, Authorized Users authorized users are encouraged to seek improved pricing whenever possible. Authorized Users have the responsibility to document purchases which should include:  A : 1. a statement of need and associated requirements;  Obtaining , 2. obtaining all necessary prior approvals;  A , 3. a summary of the Contract contract alternatives considered for the purchase; and  The , 4. the reason(s) supporting the resulting purchase (e.g., show that basis for the selection among multiple Contracts contracts at the time of purchase was the most practical and economical alternative and was in the best interests of the State). B. The resultant Contracts under Award 23000 for Lot IV Dump, Stake, and Service/Utility Truck Bodies, are multiple award tiered. Executive Agencies are required to purchase from the Primary Truck Body Contractor, unless written justification for each Itempurchasing from the Secondary Truck Body Contractor is approved by the Department of Budget, OGS or other control agency. Authorized Users shall follow their applicable procurement guidelines when making a purchaseUsers, other than Executive Agencies, are encouraged to purchase from the Primary Truck Body Contractor. Awarded Contractors’ Product offerings, Contract and pricing information will be posted to the OGS website at xxxx://xxx.xx.xxx/purchase/spg/awards/4052423000CAN.HTMwebsite. C. Authorized Users shall will issue Purchase Order(s), as described in Section II.12.1 Purchase Orders, directly to the Contractor(s), specifying the School Bus Product required and shipping/delivery requirements. Authorized users should follow up with Contractor if they do not receive order acknowledgement within five (5) days. D. Before proceeding with their purchase, Authorized Users should arrange a pre-production meeting with the Chassis Cab and Truck Body Contractors in order to ensure complete and accurate understanding of the Upfitted Truck specifications, and delivery requirements, that are required by the Authorized User. E. Upon Authorized User acceptance of School Buses Product itemized on the Purchase Order, Contractor(s) shall will invoice the Authorized User for the School Busesany portion of Product, and accordingly, Authorized User shall will arrange for payment. Payment shall not be made until a NYS DOT "Regular Certificate Note: Contractor must disclose any forms, or other order information, that Contractor will attach to orders or require completion of Inspection" (not a short term certificate) has been issued. E. The Contractor is advised that when Authorized User personnel shall not be authorized to obligate or bind the respective entity to contractual makes a purchase. Documents which contain additional terms and conditions; therefore, there shall be no obligation to execute any Contractor documents that are not set forth in conditions must receive pre-approval by OGS for use under the Contract. See also Appendix B §30 Purchase OrdersAdditional terms and conditions that were not pre-approved by OGS are void. Additional terms and conditions which conflict with the Contract shall be removed at the discretion of the State.

PROCUREMENT INSTRUCTIONS. Authorized Users should follow the The following procurement instructions when purchasing School Buses from shall apply to the Contract(s)Contract. A. An Authorized User will review the Fleet Maintenance Services and associated pricing listed on the OGS website under the resultant Contract Award. OGS reserves the right to add additional procurement instructions on the OGS website, in addition to the general instructions contained in this RFP. B. An Authorized User shall seek to engage the services of the Contractor by submitting a request to the Contractor by means of the contact information provided in Appendix C: Fleet Maintenance Services Documents, Number 1: Contractor and Pricing Information, or other acceptable means established between the Contractor and OGS. At a minimum, the request shall consist of: 1. Contract number; 2. Contractor name; 3. Authorized User name and contact information; and 4. A description of the Fleet Maintenance Services that will be required. C. When utilizing the Contract, the Authorized User should be familiar with and follow the terms and conditions governing its use. The Authorized User is accountable and responsible for compliance with the requirements of public procurement processes. The Authorized User, when purchasing from OGS contracts, should hold the Contractor accountable for Contract compliance and meeting the Contract terms, conditions, specifications, and other requirements. Also, in recognition of market fluctuations over time, Authorized Users are encouraged to seek improved pricing whenever possible. Authorized Users have the responsibility to document purchases which should include:  A statement of need and associated requirements;  Obtaining all necessary prior approvals;  A summary of the Contract alternatives considered for the purchase, if any; and  The reason(s) supporting the resulting purchase (e.g., show that basis for the selection among multiple Contracts at the time of purchase was the most practical and economical alternative and was in the best interests of the State). B. The Contracts under Award 23000 are multiple award for each Item. Authorized Users shall follow their applicable procurement guidelines when making a purchase. Awarded Contractors’ Product offerings, Contract and pricing information will be posted to the OGS website at xxxx://xxx.xx.xxx/purchase/spg/awards/4052423000CAN.HTM. C. Authorized Users shall issue Purchase Order(s), as described in Section II.12.1 Purchase Orders, directly to the Contractor(s), specifying the School Bus required and shipping/delivery requirements. Authorized users should follow up with Contractor if they do not receive order acknowledgement within five (5) days. D. Upon An Authorized User acceptance reserves the right to secure through separate procurement methods all or part of School Buses itemized on the Purchase Order, Contractor(s) shall invoice the Authorized User for the School Buses, and accordingly, Authorized User shall arrange for payment. Payment shall not be made until a NYS DOT "Regular Certificate of Inspection" (not a short term certificate) has been issuedFleet Maintenance Services from any other contract sources. E. The Contractor is advised that Authorized User personnel shall not be authorized to obligate or bind the respective entity to contractual terms and conditions; therefore, there shall be no obligation to execute any Contractor documents that are not set forth in the Contract. See also Appendix B §30 Purchase Orders.

PROCUREMENT INSTRUCTIONS. Authorized Users should follow 1. The resultant Contracts are tiered. New York State Agencies that are part of the following procurement instructions when purchasing School Buses Executive Branch are required to purchase from the Contract(s). A. When utilizing the ContractPrimary Contractor, the Authorized User should be familiar with and follow the terms and conditions governing its use. The Authorized User is accountable and responsible unless written justification for compliance with the requirements of public procurement processes. The Authorized User, when purchasing from OGS contractsthe Secondary Contractor is approved by the NYS Office of Information Technology Services (ITS) through the Plan to Procure (PTP) process or such other approval process as established. For additional information about ITS’ PTP process, should hold the Contractor accountable for Contract compliance and meeting the Contract termsplease visit their website at: xxxx://xxx.xxx.xx.xxx/policy/NYS-P08-001.pdf. Authorized Users, conditionsother than New York State Agencies, specifications, and other requirements. Also, in recognition of market fluctuations over time, Authorized Users are encouraged to seek improved pricing whenever possible. Authorized Users have purchase from the responsibility to document purchases which should include:  A statement of need and associated requirements;  Obtaining all necessary prior approvals;  A summary of the Contract alternatives considered for the purchase; and  The reason(s) supporting the resulting purchase (e.g., show that basis for the selection among multiple Contracts at the time of purchase was the most practical and economical alternative and was in the best interests of the State). B. The Contracts under Award 23000 are multiple award for each Item. Authorized Users shall follow their applicable procurement guidelines when making a purchasePrimary Contractor. Awarded Contractors’ Product product and service offerings, Contract and pricing information will be posted to the OGS website at xxxx://xxx.xx.xxx/purchase/spg/awards/4052423000CAN.HTMwebsite. C. 2. Before proceeding with their purchase, Authorized Users shall issue Purchase Order(scheck the list of Preferred Source offerings and are reminded that they must comply with State Finance Law §162 which requires that agencies afford first priority to the commodities/services of preferred source suppliers such as Correctional Industries (Corcraft), as described Industries for the Blind of NYS, and NYS Industries for the Disabled, when such commodities/services meet the form, function and utility of the Authorized User. 3. Authorized Users should carefully review Contractor Warranty and Maintenance offerings to identify any potential overlap and choose coverage that best meets their needs. Contractor shall be required to assist Authorized Users in Section II.12.1 Purchase Orders, determining the most cost effective solutions for MFP coverage. State Agencies are reminded of their obligation under DOB Budget Bulletin H-1030 - Equipment Maintenance Program – Expansion and Enhancements prior to procuring Maintenance. xxxx://xxx.xxxxxx.xx.xxx/guide/bprm/bulletins/h-1030.html. 4. Authorized Users will issue purchase order(s) directly to the Contractor(s), or the Contractors’ authorized Reseller(s), as specifically stated by the Contractor, specifying the School Bus required and shipping/delivery requirements. Authorized users should follow up with Contractor if they do not receive order acknowledgement within five requirements and referencing statements of work (5as applicable) daysfor services. D. 5. Upon Authorized User acceptance of School Buses products and/or services itemized on the Purchase Orderpurchase order, Contractor(s) shall will invoice the Authorized User for the School Busesany portion of products and services accepted, and accordingly, Authorized User shall will arrange for payment. Payment Contractor shall not be made until a NYS DOT "Regular Certificate of Inspection" (not a short term certificate) has been issuedprovide itemized invoicing for all products and Services. E. The Contractor is advised that Authorized User personnel shall not be authorized to obligate or bind the respective entity to contractual terms and conditions; therefore, there shall be no obligation to execute any Contractor documents that are not set forth in the Contract. See also Appendix B §30 Purchase Orders.

PROCUREMENT INSTRUCTIONS. Authorized Users should follow shall first check the following procurement instructions list of Preferred Source offerings and are reminded that they must comply with State Finance Law §162, which requires that agencies afford first priority to the services of Preferred Source suppliers such as the New York State Preferred Source Program for People who are Blind and NYS Industries for the Disabled, when purchasing School Buses from such services meet the Contract(s). A. When utilizing form, function and utility of the Authorized User and the price offered is within 15% of prevailing market prices. If a preferred source does not meet an Authorized User’s form, function and utility or the preferred source price is more than 15% above prevailing market prices, then the Authorize User may use this Contract. Authorized Users must use the Request for Quote (RFQ) Process, as the rates included in the Contracts are Maximum-not-to-exceed rates. The Authorized User’s RFQ is a competitive procurement, based on the development of a specific need in accordance with the contractual terms. An RFQ can be issued for a single title or a combination of titles. An RFQ for a combination of titles can only be issued if all titles sought in the RFQ are provided by all Contractors eligible to bid on the RFQ if the title was bid individually. A configurator has been added to the OGS website to assist Authorized Users with determining which titles may be grouped within a Lot and Region. Only titles within a single Lot and Region may be potentially grouped together. Example: Lot A –: Asbestos Removal Workers, Boiler Makers, Carpenters, Laborers, Masons, Painters, Plumbers, Roofers, and Sheet-Metal Workers. Contractors A, B, and C can provide all nine titles; Vendor D has 8 of the titles, but not Sheet-Metal Workers. Asbestos Removal Workers, Boiler Makers, Carpenters, Laborers, Masons, Painters, Plumbers, and Roofers could be listed on a single RFQ because all four contractors offer all of these titles. Sheet-Metal Workers could not be added to this RFQ because Contractor D cannot provide Sheet-Metal Workers An Authorized User shall review the list of Lots and Regions to determine the applicable Lot and Region for the required service. In addition, the Authorized user will identify in the RFQ any special requirements such as evening or night shifts, work inside a secure facility, specialized training or experience, etc. For Lots 2, 3, 6 and 11, where background checks are not automatically required, the Authorized User should shall inform the Contractor at this time if a background check will be familiar with necessary. Authorized Users must request quotes, and follow may request resumes, from each Contractor listed within the terms and conditions governing its useapplicable Lot/Region for the Title(s) they are seeking. The Authorized User must send the RFQ, using the generic email address listed within the Award, to each of the Contractors within the applicable Lot/Region. If the Contractor was not awarded the specific Title within a Lot, the Contractor is accountable not eligible to respond to the RFQ and responsible no response is needed. A standard RFQ Form for compliance each specific Lot (Attachment 12 – Request for Quote Forms – Xxxx 0, 0, 0, 0, 0, 0, 00, 00, Xxxxxxxxxx 13 – Request for Quote Form – Lots 2 and 3 and Attachment 14 – Request for Quote Form – Lot 6), must be used and will be available on the OGS Contract Award page. For all titles, with the requirements exception of public procurement processesHearing Reporter Services, Transcription Services and Translation and Interpretation Services, where on-demand services may be requested, a minimum of two (2) business days should be given for Contractors to respond to the RFQ or resume requests. The Authorized UserUser will determine the amount of time needed for responses, when purchasing from OGS contractsbeyond the two (2) day minimum, should hold by taking into consideration the Contractor accountable for Contract compliance title(s) and meeting the Contract terms, conditions, specifications, and other requirementscomplexity of needs. Also, in recognition A minimum of market fluctuations over time, Authorized Users are encouraged to seek improved pricing whenever possible. Authorized Users have the responsibility to document purchases which should include:  A statement of need and associated requirements;  Obtaining all necessary prior approvals;  A summary of the Contract alternatives considered for the purchase; and  The reason(s) supporting the resulting purchase (e.g., show that basis for the selection among multiple Contracts at the time of purchase was the most practical and economical alternative and was in the best interests of the State). B. The Contracts under Award 23000 are multiple award for each Item. Authorized Users shall follow their applicable procurement guidelines when making a purchase. Awarded Contractors’ Product offerings, Contract and pricing information will be posted to the OGS website at xxxx://xxx.xx.xxx/purchase/spg/awards/4052423000CAN.HTM. C. Authorized Users shall issue Purchase Order(s), as described in Section II.12.1 Purchase Orders, directly to the Contractor(s), specifying the School Bus required and shipping/delivery requirements. Authorized users should follow up with Contractor if they do not receive order acknowledgement within five (5) days. D. Upon Authorized User acceptance of School Buses itemized on the Purchase Order, Contractor(s) shall invoice the Authorized User for the School Buses, and accordingly, Authorized User shall arrange for payment. Payment shall not be made until a NYS DOT "Regular Certificate of Inspection" (not a short term certificate) has been issued. E. The Contractor is advised that Authorized User personnel shall not be authorized to obligate or bind the respective entity to contractual terms and conditions; therefore, there shall be no obligation to execute any Contractor documents that are not set forth in the Contract. See also Appendix B §30 Purchase Orders.three

PROCUREMENT INSTRUCTIONS. Authorized Users shall first check the list of Preferred Source offerings and are reminded that they must comply with State Finance Law §162, which requires that agencies afford first priority to the services of Preferred Source suppliers such as the New York State Preferred Source Program for People who are Blind and NYS Industries for the Disabled, when such services meet the form, function and utility of the Authorized User and the price offered is within 15% of prevailing market prices. If a preferred source does not meet an Authorized User’s form, function and utility or the preferred source price is more than 15% above prevailing market prices, then the Authorize User may use this Contract. Authorized Users must use the Request for Quote (RFQ) Process, as the rates included in the Contracts are Maximum-not-to-exceed rates. The Authorized User’s RFQ is a competitive procurement, based on the development of a specific need in accordance with the contractual terms. An Authorized User shall review the list of Lots and Regions to determine the applicable Lot and Region for the required service. In addition, the Authorized user will identify in the RFQ any special requirements such as evening or night shifts, work inside a secure facility, specialized training or experience, etc. For Lots 2, 3, 6 and 11, where background checks are not automatically required, the Authorized User shall inform the Contractor at this time if a background check will be necessary. Authorized Users must request quotes, and may request resumes, from each Contractor listed within the applicable Lot/Region for the Title(s) they are seeking. The Authorized User must send the RFQ, using the generic email address listed within the Award, to each of the Contractors within the applicable Lot/Region. If the Contractor was not awarded the specific Title within a Lot, the Contractor is not eligible to respond to the RFQ and no response is needed. A standard RFQ Form for each specific Lot (Attachment 12 – Request for Quote Forms – Xxxx 0, 0, 0, 0, 0, 0, 00, 00, Xxxxxxxxxx 13 – Request for Quote Form – Lots 2 and 3 and Attachment 14 – Request for Quote Form – Lot 6), must be used and will be available on the OGS Contract Award page. For all titles, with the exception of Hearing Reporter Services, Transcription Services and Translation and Interpretation Services, where on-demand services may be requested, a minimum of two (2) business days should be given for Contractors to respond to the RFQ or resume requests. The Authorized User will determine the amount of time needed for responses, beyond the two (2) day minimum, by taking into consideration the title(s) and complexity of needs. A minimum of three (3) quotes must be received by the due date and time in order for the Authorized User to proceed. In some Lot/Regions, where the total number of available Contractors may be less than three, this requirement will be waived. Authorized Users are not required to reach out to Contractors that did not respond to the RFQ to find out why they did not respond, unless the minimum number of quotes have not been received. In the event three (3) quotes have not been received by the due date and time provided, where required, Authorized Users must then reissue their request, and may want to consider modifying it, to be more detailed or to address the reasons which may have prevented Contractors from responding to the initial RFQ. In all cases, Authorized Users must document the basis for their selection under the RFQ for the procurement record. RFQ’s should be as detailed as possible, and, at a minimum, contain the following: a. Region b. Lot c. Job title(s) d. Location e. Duration (not to exceed 24 months) f. Hours (start and stop times, and whether overtime is anticipated) g. Days of the week requested h. Shift i. Estimated Start date j. Additional specifications, qualifications, experience or skill levels k. Authorized User information l. Order priority (normal – 7 days, priority – 3 days, overnight – next day, immediate – same day) m. Response date and time n. Other information and requirements necessary for the particular engagement Authorized Users must maintain a record of the Contractors they send an RFQ to. It is highly recommended the Authorized User save both an electronic copy, and print-out of their email for the RFQ sent to all Contractors in the applicable Lot and Region for inclusion in their procurement record and submission to the OGS Business Services Center (BSC), should a listing be requested. Contractor’s quotes should be responsive to each of the Authorized User’s requirements and contain both a competitive bill rate and a competitive overtime bill rate, if the Authorized User indicates in the RFQ that overtime is needed or anticipated. Selection of the winning Contractor will be based on a best-value determination considering the Authorized User’s needs and Contractors lowest price. Best value can be equated to low price by the Authorized User. The RFQ will result in an Authorized User either issuing a Purchase Order or providing their PCard information to the selected Contractor for Administrative Services. Each Authorized User Purchase Order or PCard transaction for services will be governed first by the terms and conditions specified in the OGS Centralized Contract and second by any terms and conditions added to the Authorized User’s RFQ. See Appendix B, Section 26, Modification of Contract terms. Authorized Users should follow include as much information as possible to allow Contractors to provide complete and appropriate quotes and/or resumes by the following procurement instructions when purchasing School Buses from due date and time provided. For example, if requesting the Contract(s). A. When utilizing the Contracttemporary services of a Nurse, the Authorized User should be familiar with include the shift (day, night, weekend, etc.), the level of experience, the type of facility where services are needed (correctional facility, elementary school, etc.) and follow any other pertinent information, such as the terms and conditions governing its usepotential for overtime. The Authorized User may include additional requirements, such as security requirements, advanced degrees, federal funding requirements, familiarity with NYS-specific terms, confidentiality requirements, such as no work being performed offshore, shorter time frames for responding to urgent RFQs, electronic timekeeping, specific certifications, the need for travel, etc. If an Authorized User is accountable requesting more than one candidate at a time for the same title, the Authorized User may utilize more than one Contractor per quote. For example, if the Authorized User is requesting five nurses, and responsible a single Contractor is only able to provide three, the Authorized User may select the remaining two from another Contractor’s quote to fulfill their requirements. There is no limit to the number of Contractors that may be selected in order to satisfy an Authorized User’s requirements; however, the cost for compliance each must be considered and if all other requirements are equal, low cost shall be the determining factor. An Authorized User shall issue a Purchase Order, initiate a PCard transaction or other written order for work to the winning Contractor, which is effective and binding on the Contractor at time of order in accordance with the requirements of public procurement processesAppendix B, Purchase Orders. The Purchase Order shall contain the total exact or estimated cost, if an exact cost cannot be determined at that time. A Contractor shall not initiate services until the Purchase Order or PCard transaction is issued, and an Authorized User shall not request performance of services until the Purchase Order or PCard transaction has been issued. Purchase Orders and PCard transactions may be issued for up to a two-year period (24 months) so long as the Purchase Order or PCard transaction is issued within the term of the Backdrop Centralized Contract. A Purchase Order that goes beyond the end of a fiscal year for a State agency will require a change notice to be implemented in the Statewide Financial System to authorize payments after the end of the prior fiscal year. Change notices are also allowed for up to two (2) years, upon both parties agreement. Blanket Purchase Orders may be used for either an exact, or an estimated amount of hours at a set rate for a certain time period, specific to a Lot, Region and Title. All NYS Procurement Guidelines must be followed and the Authorized User’s procurement record should clearly show why one Contractor was chosen over another. Pursuant to State Finance Law § 163(10)(c), when purchasing from OGS contracts, should hold at the Contractor accountable for Contract compliance and meeting the Contract terms, conditions, specifications, and other requirements. Also, in recognition time of market fluctuations over timepurchase, Authorized Users are encouraged to seek improved pricing whenever possible. Authorized Users have the responsibility to document purchases which should include:  A statement of need and associated requirements;  Obtaining all necessary prior approvals;  A summary of the Contract alternatives considered for the purchase; and  The reason(s) supporting the resulting purchase (e.g., show that basis for the must base their selection among multiple Contracts at the time of purchase was upon which is the most practical and economical alternative and was that is in the best interests of the State). B. The Contracts under Award 23000 are multiple award for each Item. Authorized Users shall follow their applicable procurement guidelines when making a purchase. Awarded Contractors’ Product offerings, Contract and pricing information will be posted to the OGS website at xxxx://xxx.xx.xxx/purchase/spg/awards/4052423000CAN.HTM. C. Authorized Users shall issue Purchase Order(s), as described in Section II.12.1 Purchase Orders, directly to the Contractor(s), specifying the School Bus required and shipping/delivery requirements. Authorized users should follow up with Contractor if they do not receive order acknowledgement within five (5) days. D. Upon Authorized User acceptance of School Buses itemized on the Purchase Order, Contractor(s) shall invoice the Authorized User for the School Buses, and accordingly, Authorized User shall arrange for payment. Payment shall not be made until a NYS DOT "Regular Certificate of Inspection" (not a short term certificate) has been issued. E. The Contractor is advised that Authorized User personnel shall not be authorized to obligate or bind the respective entity to contractual terms and conditions; therefore, there shall be no obligation to execute any Contractor documents that are not set forth in the Contract. See also Appendix B §30 Purchase Orders.