Motor Vehicles Scheme

  • Mandatory
Date: 1 Apr 2018 - 31 Mar 2028
Updated: 11 Apr 2018
Managed: NSW Procurement Contact owner
Type: Whole of government
Scheme Number: SCM0653
Scope
The scheme covers the supply of motor vehicles and the aggregated buy process for passenger, SUV, light commercial vehicles and heavy commercial vehicles.

The scheme was established for a 5-year period, with an annual refresh to include new suppliers and new motor vehicle models.

What's covered

The scheme provides the NSW Government and other eligible customers (such as state-owned corporations and non-government organisations) with access to a range of motor vehicles.

These include sedans, wagons and hatchbacks in:

  • passenger vehicles
  • sports utility vehicles.

It also includes:

  • light commercial vehicles (under 4.5 tonnes GVM)
  • heavy commercial vehicles (over 4.5 tonnes GVM)

What you need to know

Approved vehicle list (AVL)

The approved vehicle list (AVL) is a subset of the scheme for passenger and light commercial vehicles. If an agency wants to buy a vehicle that is not on the AVL, it must get internal approval.

AVL vehicles are selected by a specialist committee based on fit-for-purpose government pool vehicles, value for money, safety, emissions and public perception.

For example, base model variants, no sports or performance vehicles. Refer to FAQ section; What are the conditions for a vehicle to be approved on the AVL?

Download the AVL from the fleet services page, under the policies and guidance section.

Vehicle pricing lists

NSW Government maintains 4 vehicle pricing lists in total, the AVL being one of them. The other lists are:

Heavy commercial vehicle list

  • Vehicles over 4.5 tonnes GVM that comply with all relevant safety, maintenance and inspection requirements of the NSW Roads and Maritime Services (RMS), National Heavy Vehicle Regulator (NHVR) and meet the requirements under the scheme.
  • It is published on catalogues.buy.nsw and accessible to all eligible customers.

Passenger and light commercial vehicle list

  • Vehicles under 4.5 tonnes GVM that meet the requirements under the scheme for relevant vehicle categories.
  • Vehicles are split into 2 categories: AVL and non-eligible (or non-e) vehicles.
    • AVL is a subset of the full scheme vehicles.
    • Non-eligible vehicles are not approved under the AVL as they do not meet certain requirements. They are still available for purchase as they meet the requirements set under the scheme. However, agencies need internal approval to purchase non-eligible vehicles.
  • It is published on catalogues.buy.nsw and accessible to all eligible customers.

Aggregated buy list (AggBuy)

  • The AggBuy list is a subset of the AVL under the scheme.
  • The AggBuy list is refreshed every 6 months through a request for quote (RFQ). This only goes out to the approved providers on the scheme.
  • Only vehicles that are approved under the AVL are eligible for the AggBuy RFQ.
  • NSW Procurement issued the AggBuy RFQ to seek additional upfront discounts based on indicative volumes for the period.
Image representing the subset relationship between the pricing lists

Why use the scheme

  • A straightforward request for proposal (RFP) intake removes lengthy and expensive tender processes.
  • Suppliers agree to simplified scheme conditions before becoming an approved provider, reducing red tape and making the process simpler.
  • Dynamic pricing enables suppliers to amend their discounts at any time, without going below their originally tendered discount.
  • Increased opportunity to present solutions to NSW Government through 6-monthly assessments of request for quote (RFQs) responses to committed forward volumes.
  • A standardised range of motor vehicles will be available under the scheme.
  • Savings can be achieved through an aggregated forward order RFQ process.

Who to contact

For more information or advice, you can contact the scheme owner, NSW Procurement, by emailing nswp_fleet@treasury.nsw.gov.au

Approved suppliers

Approved suppliers have been evaluated and granted admission to the scheme by NSW Procurement. They are approved to provide a specified range of motor vehicles under the scheme.

If a vehicle manufacturer is not an approved supplier on the scheme, NSW Government agencies can't purchase their vehicles.

To find the right suppliers for your needs, you can search the scheme supplier list.

If you’re logged in with your buyer account, you'll have full access to a supplier’s profile.

If you don't have a buyer account, it's quick to sign up. You just need to enter your email address and create a password.

Who's eligible to buy

The Motor Vehicles Scheme is a mandatory, whole-of-government agreement.

All NSW Government agencies are eligible

This means that all NSW Government agencies are eligible to use – and must use – this scheme when buying motor vehicles.

Non-agency buyers may also be eligible

You don’t have to be a NSW Government agency to buy under NSW Government contracts, panels and contracts.

But you do have to apply to become an eligible non-agency buyer. Once approved, you'll get an authorised buyer identification number (NSWBuy number). Use this number to buy through NSW Government schemes and contracts.

Which vehicles you can buy

Refer to the approved vehicle lists (AVL) which may be acquired from this scheme:

Guidelines regarding model choice are in the Motor Vehicle Operational Guidelines.

Pricing

Pricing information is available on Supplier Price Guide. If you have access you can log in at catalogues.buy.nsw.

To view pricing information,you will need login access. Eligible buyers can request access via the NSW Procurement Service Centre on nswbuy@treasury.nsw.gov.au

How to buy via fleet management providers

A critical requirement under the scheme is for clients of fleet management providers to participate in a request for quotation (RFQ) process every 6 months.

The RFQ process includes the following steps:

  1. Clients of fleet management providers commit to forward purchase volumes, which are then aggregated with the requirements of other NSW Government customers.
  2. Based on the aggregated volume of vehicles from all fleet management providers' clients, NSW Procurement will conduct the RFQ process, inviting the participation of approved providers under the scheme.
  3. Fleet management providers place orders on behalf of clients during the RFQ period.
  4. Fleet management providers distribute to agencies any savings achieved based on the motor vehicle purchases they have made during the RFQ period.

How to buy outside of fleet management providers

For purchases completed outside of fleet management providers, eligible customers can place orders for vehicles available under the scheme directly with approved suppliers.

How to apply

Suppliers may apply to join the scheme at any time. Applicants must be sole importers, distributors, manufacturers or dealerships.

When you apply, you accept the scheme conditions PDF, 549.65 KB.

Note that being accepted into the scheme does not guarantee any orders.

Approved suppliers must obtain and ensure their nominated vehicle dealers obtain appropriate insurances for the entire term of the scheme. Clause 12 of the scheme conditions provides more information on insurance requirements.

How to apply: step by step

  1. Log in with your supplier account. If you don’t have one yet, you can sign up now.
  2. Start an application to join the scheme. You'll need to answer questions and upload requested documents.
  3. Submit your application.

We'll assess your application and email you the decision within 4 weeks.

If you need help, you can contact the NSW Procurement Service Centre on 1800 679 289 or buy.nsw@customerservice.nsw.gov.au

How to update your details

  1. Log in with your supplier account.
  2. From the profile icon, select My account.
  3. Edit your business details, then save.

How to update pricing

There are 2 ways suppliers on the scheme can update pricing. They depend on the type of vehicles:

New vehicles and processes must be consolidated and sent through to SG Fleet, one of the fleet management providers to NSW Government.

Note that NSW Procurement does not receive pricing files for light commercial and passenger vehicles.

Download the heavy commercial pricing template from etendering.

Then email the updated pricing to nswp_fleet@treasury.nsw.gov.au

How to withdraw from the scheme

Approved supplier may withdraw participation from the scheme with 90 days written notice to NSW Procurement.

Please email nswp_fleet@treasury.nsw.gov.au

FAQs

What are the conditions for a vehicle to be included on the approved vehicle list (AVL)?

The following conditions need to be met for a vehicle to be approved on the AVL:

  • Base models (second level variants and base plus safety pack variants considered where required).
  • No sports or performance vehicles. No vehicles with power-to-mass ratio of greater than 130KW per tonne (based on tare mass).
  • No manual variants of passenger and light commercial vehicles.
  • No 3 door, coupe-style vehicles.
  • ANCAP recommends that fleet managers choose vehicles that have date stamp of no more than 3 years old, subject to their availability in the vehicle category and suitability for its intended role.
  • No vehicles on RMS banned list for P1 and P2 license holders.

Agency secretary or delegate approval is required to acquire a vehicle that is not included in the AVL (as per clause 1.3.5 under the Motor Vehicle Operational Guidelines).

How are vehicles assessed for inclusion on the scheme?

The following lists the scheme conditions that vehicles are assessed against under the scheme.

  • Must comply with current Australian design rules (ADRs). For more details, refer to the Australian Design Rule
  • Registrable in NSW.
  • 5-year warranty (must be transferrable upon sale of motor vehicles)
  • Approved providers must maintain current insurance policies
  • Electronic stability control (ESC)
  • Lane  support systems (LSS)
  • Autonomous emergency braking (AEB)
  • Parking distance systems (reverse collision avoidance systems, such as cameras and/or monitors)
  • 5-star ANCAP rating (different for each vehicle category) – for vehicles rated prior to the start of 2018, the ANCAP rating should have a date-stamp no more than 3 years old wherever practical
  • Safety requirements (refer clause 37.4 under the scheme conditions PDF, 549.65 KB)
  • Emission limits (different for each vehicle category and decreasing each year), refer to clause 38 under scheme conditions PDF, 549.65 KB
  • Automatic transmission only for passenger vehicles under 4.5t GVM (on occasion manual transmission under 4.5t GVM might be purchased on a case-by-case basis)
  • Below the luxury car tax (LCT) threshold ($79,659 for fuel-efficient vehicles and $69,152 for other vehicles for 2021-22 – LCT is imposed at the rate of 33% on the amount above the luxury car threshold
  • V8 powered vehicles are not available on the Motor Vehicle Scheme  (exemptions apply for emergency services), refer to clause 2.2.5.8 under the Motor Vehicle Operational Guidelines

What is the difference between light commercial and heavy commercial on the AVL?

Light commercial (LC) refers to vehicles designed principally for commercial use but may include designs intended for non-commercial application. LC vehicles are under 4.5t GVM.

Heavy commercial (HC) refers to vehicles designed for exclusive heavy commercial application. HC vehicles are over 4.5t GVM.

Is there any flexibility in the ANCAP date stamp as an evaluation criteria?

ANCAP ratings are date-stamped with the applicable test year. For vehicles rated prior to the start of 2018, the ANCAP rating should have a date-stamp no more than 3 years old wherever practical.

Please refer to clause 37 under scheme condition requirements PDF, 549.65 KB.

What will electric vehicles be assessed against?

Electric vehicles are assessed the same criteria as any other passenger vehicle under the scheme.

If I am an approved provider on the scheme, do I have to participate in the AggBuy request for quote (RFQ)?

It is not mandatory to participate in AggBuy RFQ.

Only approved scheme suppliers can participate in the AggBuy RFQ. Approved suppliers are notified through the eTendering system or via email.

Who can access the AggBuy vehicle list?

The AggBuy list can be accessed by all the eligible customers.

However, the AggBuy discounts and pricing are only available to NSW Government agencies (excluding ambulance and police).

What is the difference between the approved vehicle list and aggregated buy list under the scheme?

  • The AggBuy list is a subset of the AVL under the scheme.
  • The AggBuy list is refreshed every 6 months via the AggBuy RFQ. This only goes out to the approved providers on the scheme.
  • Only vehicles that are approved under the AVL are eligible for the AggBuy RFQ.
  • NSW Procurement issues the AggBuy RFQ to seek additional upfront discounts based on indicative volumes for the period.
  • NSW Procurement encourages vehicle manufacturers to participate in the AggBuy RFQ, but it's not a mandatory requirement to be on the scheme.
  • NSW Procurement will distribute the awarded AggBuy vehicles as recommended vehicles to NSW Government agencies during the relevant buy period.

What is the process if a supplier is unable to supply vehicles under the AVL or can't meet existing commitments?

Please notify NSW Procurement in writing as soon as you're aware of any issues impacting existing commitments.

Please email nswp_fleet@treasury.nsw.gov.au

Download scheme rules

Download the scheme condition requirements PDF, 549.65 KB.