Motor Vehicles Scheme

  • Mandatory
Date: 1 Apr 2023 - 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 and light commercial vehicles.

Scope

This scheme covers the supply of motor vehicles and the buy process for passenger, Sports Utility Vehicle (SUV) and light commercial vehicles.

The scheme was set up 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
  • light commercial vehicles

It also includes:

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

Vehicle pricing lists

NSW Government maintains 4 vehicle pricing lists.

1. 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 isn’t 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.

Download the AVL.

2.  Aggregated Buy list (AggBuy)

The AggBuy list is a subset of the AVL under the scheme.

Only approved scheme suppliers can take part in the AggBuy Request For Quote (RFQ). Approved suppliers are notified through the tenders system or via email.

How the AggBuy list works

  • The AggBuy list is refreshed every 12 months through a request for quote (RFQ).
  • Only vehicles approved under the AVL are eligible for the AggBuy RFQ.
  • NSW Procurement issue the AggBuy RFQ on behalf of NSW Government agencies to seek for upfront discounts based on indicative volumes for the period.
  • AggBuy excludes heavy commercial vehicles (GVM over 4.5 tonnes).

Custom solutions

Some NSW Government agencies need modifications to standard vehicle models to meet their unique operational needs. Agencies can run their own tenders to get custom solutions.

Agency-specific procurements fall outside the scope of NSW Procurement and outside of the scheme conditions.

Accessing AggBuy

All eligible agency buyers have access to the AggBuy list.

However, the AggBuy discounts and pricing are only available to NSW Government agencies.

Differences between the AVL and AggBuy

  • The AggBuy list is a subset of the AVL under the scheme.
  • The AggBuy list updates annually 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 for upfront discounts based on indicative volumes for the period.
  • NSW Procurement encourages vehicle manufacturers to take part in the AggBuy RFQ, but it is 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.

3. 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 (non-e) vehicles.

AVL

A list of passenger and light commercial vehicles that NSW Government agencies are mandated to procure from when purchasing or leasing fleet vehicles.

Non-E

Refers to vehicles that sit outside the Approved Vehicle List (AVL) but are still eligible to be buy or lease with agency approval.

4. Heavy commercial vehicle list

Vehicles over 4.5 tonnes GVM that follow 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.

Heavy commercial vehicles aren’t included in the AVL. The heavy commercial price list is updated annually.

Agencies that need heavy commercial vehicles, must obtain their own internal approvals. NSW Procurement doesn’t monitor this process.

View the heavy commercial vehicle list on catalogues.buy.nsw, it’s accessible to all eligible customers.

Image representing the subset relationship between the pricing lists

Why use the Motor Vehicle Scheme (SCM0653)

  • A request for proposal (RFP) intake removes long and expensive tender processes.
  • Suppliers agree to scheme conditions before becoming an approved provider.
  • Dynamic pricing enables suppliers to amend their discounts at any time, without going below their original tendered discount.
  • Increased opportunity to present solutions to NSW Government through annual assessments of request for quote (RFQs) responses to committed forward volumes.
  • A standardised range of motor vehicles will be available under the scheme.
  • AggBuy RFQ process may deliver extra savings.

Contact

For more information or advice, email the contact the scheme owner, NSW Procurement at nswp_fleet@treasury.nsw.gov.au

Approved suppliers

NSW Procurement evaluates supplier’s scheme application and grants suppliers’ admission to the scheme before they become approved suppliers. Approved suppliers offer a specified range of motor vehicles under the scheme.

NSW Government agencies can buy or lease non-approved supplier vehicles with their own internal approvals.

Find suppliers

To find the right suppliers for your needs, 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.

NSW Procurement doesn’t manage orders. Eligible agency buyers manage their own procurement.

All NSW Government agencies are eligible

All NSW Government agencies are eligible to use – and must use – this scheme when buying or leasing motor vehicles.

Non-agency buyers may also be eligible

You don’t have to be an 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.

Non‑government organisations include:

  • private hospitals
  • councils
  • charities
  • community non‑profits
  • private schools
  • universities

Non-government buyers are referred to as eligible non‑agency buyers under the Motor Vehicles Scheme.

Apply to become a non-agency buyer

  1. Check your eligibility and search your organisation.
  2. Apply to become an eligible.
    • If approved, you will receive a buyer number
    • Approvals can take up to 8 weeks

Eligible buyer number

Purpose

Eligible non-agency buyers must have an eligible buyer number to buy through NSW Government procurement arrangements, including this scheme.

When to use it

An eligible buyer must provide   the buyer number to the vehicle dealership when requesting a vehicle quote.

Contact

If you need help finding your eligible buyer number or accessing the SCM0653 scheme, email buy.nsw@customerservice.nsw.gov.au or call 1800 679 289.

Approved providers and dealerships

Approved providers are applicants granted admission to the scheme. Approved providers are generally vehicle manufacturers.

How dealerships relate (not listed but nominated by providers)

Approved provider may choose to nominate vehicle dealerships to supply vehicles under the scheme. This is at the approved providers discretion.

How to confirm dealership arrangements

Contact the approved provider directly to verify any dealer arrangements.

Approved Vehicle List (AVL)

The AVL is a subset of the scheme for passenger and light commercial vehicles.

NSW Government agencies are mandated to buy from the AVL.

Non-agency eligible buyers aren’t mandated.

Differences 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 GVM 4.5 tonne and vehicles that sit outside of the AVL.

If a supplier is unable to supply vehicles under the AVL or cannot meet existing commitments, notify NSW Procurement when you are aware of any issues that impacts existing commitments, email nswp_fleet@treasury.nsw.gov.au

Vehicle model selection

  • Electric vehicles are assessed against the same criteria as any other passenger vehicle under the scheme.
  • A specialist committee, made up of representatives from across the NSW Government agencies, selects vehicles for the AVL.

Not all vehicle models are within the AVL.

Refer to:

Vehicles selected based on NSW Government agency requirements that address:

  • fit-for-purpose government pool vehicles
  • value for money
  • safety and emissions.

Eligible non-agency buyers aren’t bound by this mandate and can choose vehicles as they see fit.

Vehicle model selection specifications

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 needed).
  • 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.
  • No vehicles on RMS banned list for P1 and P2 license holders.
  • Must comply with current Australian Design Rules (ADRs).
  • Registrable in NSW.
  • 5-year warranty (must be transferrable upon sale of motor vehicles).
  • Approved providers must support current insurance policies.
  • Safety features (refer clause 40.4 scheme conditions PDF, 619.89 KB):
    • Autonomous emergency braking (AEB)
    • Electronic stability control (ESC)
    • Lane support systems (LSS)
    • Parking distance systems (reverse collision avoidance systems, such as cameras and/or monitors)
  • 5-star ANCAP ratings are date-stamped with the applicable test year. The rating is different for every category.
    • For vehicles rated prior to the start of 2018, the ANCAP rating should not have a date-stamp older than 3 years, wherever practical.
  • Emission limits (different for each vehicle category and decreasing each year), refer to clause 41 under scheme conditions PDF, 619.89 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 ($91,387 for fuel-efficient vehicles and $80,567 for other vehicles for 2025-26 – 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 2.2.8.8 under the motor vehicle operational guidelines.

Agency secretary or delegate approval is required to acquire a vehicle that is not included in the AVL (as noted in clause 1.3.5 under 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

Approved provider price variations

Approved provider pricing may vary for eligible buyers based on their corporate pricing structure. Contact the approved provider directly to confirm pricing, specifications, or indicative lead times .

Refer to the scheme supplier list for approved providers’ contact details.

Brand preferences

NSW Procurement is not aligned with any specific approved provider. All vehicles are subject to the same impartial review process.

How to buy via fleet management providers (NSW Government agencies)

A critical requirement under the scheme is for clients of fleet management providers to take part in a request for quotation (RFQ) process annually.

The RFQ process includes the following steps:

  1. Clients of fleet management providers commit to forward purchase volumes, which are then grouped 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.

Buying process for eligible buyers (Not NSW Government agencies)

  1. Engage an approved provider.
  2. Confirm vehicle requirements.
  3. Use the scheme pricing by providing an eligible buyer number. Use the scheme pricing for Passenger, Light Commercial, and Heavy Commercial vehicles by quoting your eligible buyer number to your local vehicle dealership.
  4. Issue a PO to the dealership. As the eligible buyer, you and the vehicle dealership decide and agree on signature/execution requirements.
  5. Scheme conditions PDF, 619.89 KB apply.

How to buy outside of fleet management providers

Eligible buyers can directly place orders for purchases completed outside of fleet management providers for vehicles available under the schemes, with approved suppliers.

After confirming pricing, eligible non-agency buyers can order directly, based on internal policy requirements.

NSWG agency can buy outside the fleet management provider subject to their own internal approvals.

How to apply

Suppliers may apply to join the scheme at any time. Applicants must be one of the following:

  • sole importers
  • distributors
  • manufacturers
  • dealerships.

When you apply, you accept the scheme conditions PDF, 619.89 KB.

Being accepted into the scheme doesn't guarantee any orders.

Approved suppliers must obtain and ensure their nominated vehicle dealers have proper insurances for the entire term of the scheme. Clause 14 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, you can sign up.
  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 combined and sent through to SG Fleet, one of the fleet management providers to NSW Government.

Note that NSW Procurement doesn't receive pricing files for light commercial and passenger vehicles.

Download the heavy commercial pricing template from tenders.

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.

Email nswp_fleet@treasury.nsw.gov.au

Download scheme rules

Download the scheme condition requirements PDF, 619.89 KB.

Terms, conditions and compliance

What the motor vehicles scheme doesn’t include

  • The scheme doesn’t provide pricing on spare parts and accessories
  • Salary packaging and novated lease pricing aren’t covered by the scheme
  • Second-hand vehicles aren’t covered by the scheme
  • The scheme doesn’t list or include vehicle dealerships

Signing a separate contract isn’t needed

The scheme doesn’t need an added signed contract beyond the purchase order (PO). The scheme’s terms and conditions apply automatically. The eligible buyer’s organisation and the approved provider agreed on the order details and signature requirements.

Refer to clause 1.1.3. in the Scheme conditions; Attachment 1 PDF, 619.89 KB.

How purchase orders reference scheme terms

A PO that tells the purchase is under the scheme terms and conditions satisfies the requirement for referencing the scheme.