40450 – VEHICLES (Including Alternate Fuel Passenger Cars,
AWARD PAGE 71
Sport Utility Vehicles, Passenger and Cargo Vans & Pickups) (2010 Model Year & Newer) (Statewide)
PURCHASE ORDERS AND INVOICING: General - All orders and invoices/vouchers should include the contract number and a line by line listing of separate charges. Also, there should be a specific listing of the value from the “DAS” – Delivery Allowance Schedule, if there is a “DAS”. All matters pertaining to registration and licensing are the responsibility of the ordering agency.
Orders Involving Price Lists - Purchase orders are to include the following information when product is purchased from a price list:
¾ ¾ ¾ ¾ ¾ ¾ ¾
The name, number and date of the price list. Product description. Product code/manufacturer number. Full List Price/MSRP for each product/option/accessory. Discount or price factor as applicable. Calculation of net, contract price. Specific designation of special price which may be better than the application of the discount.
Invoices - Contract users are instructed not to process invoices without needed information.
must be detailed and include all of the following:
¾ ¾ ¾ ¾
Contract Number Purchase Order Number Item Number Line item breakdown of all charges:
If options are purchased, they must be listed separately, line by line on the same invoice as the vehicle.
Delivery charges (if applicable), only as listed in the Delivery Allowance Schedule (DAS), must also be listed separately. Delivery charges above and beyond that listed in the DAS will NOT be permitted.
Line item breakdown of any deletion:
Contractor’s cost (invoice amount from contractor’s supplier/OEM
factory) to be shown. Failure to comply may result in lengthy payment delays.
MSRP Verification - Agencies may (and should) verify MSRP information, especially for options. Websites with MSRP information include:
http://www.edmunds.com/ and http://www.edmunds.com/new/index.html
Kelly Blue Book:
http://www.kbb.com/ and http://www.kbb.com/kb/ki.dll/ke.kb.sp?kbb&&&newCars;slp
Intelli Choice: NADA:
http://www.nadaguides.com/ and http://www.nadaguides.com/autohome2.aspx?Lnk=1&wSec=10&wPr=0&wPg=2111
SERVICE: Service by authorized dealers, must be available within New York State. Prior to delivery, each vehicle shall be completely serviced by the contractor or by an authorized dealer of the manufacturer in a service shop within New York State. Service shall include not less than the following: Lubrication; wash; engine tune-up; wheel alignment; body condition and all other checks and adjustments required for proper complete servicing of a new vehicle. It shall be the contractor’s responsibility to insure that all equipment is properly installed.