2026 Towing Fact Sheet.pdf

New York State Department of Agriculture & Markets New York State Fair

Quote Fact Sheet

Title of quote request: Towing Services – NYS Fair (Lot #1 8/24 – 9/7/26) &

Lot #2 (8/26 - 9/7/26) (SF260153) Contract Reporter Posting Dates: 7/17/26 – 8/6/26

Dates of service for this quote: 8/24/26 – 9/7/26 Due date: 8/7/26 - 3:00PM

Contact & Submittal Information:

Barbara Godfrey, Division of State Fair NYS Dept. of Agriculture & Markets 581 State Fair Blvd.

Syracuse, NY 13209 Phone: (315) 728-4425 Email: barbara.godfrey@agriculture.ny.gov

Description:

The New York State Fair is looking for services for both its own needs and to be considered on a preferred towing company list that will be used during the 2026 Fair for patron vehicle issues.

We are requesting towing services for:

• Towing of vehicles for the NYS Fair Department Needs for both Pre-Fair and Fairtime for the period of 8/24/26 – 9/7/26

• Preferred Towing Vendor During the 2026 New York State Fair (8/26/26 – 9/7/26) up to 3 companies will be chosen to provide these services.

Lot #1: Towing of vehicles for NYS Fair Department Needs (both Pre-Fair and During 2026 Fair):

Provide one (1) vehicle to respond to requests by the New York State Fair to provide tow trucks for towing cars, lightweight trucks and heavy trucks (up to 40,000 lbs).

These services are needed from:

• Pre-Fair: 8/24/26 – 8/25/26 – 9:00am to 8:00pm

• Fairtime: 8/26/26 -9/7/26 – 8:00am to Midnight

All calls will be dispatched from the Departments Parking Contractor only and will note this is for the Departments needs.

The lowest hourly tow rate will be awarded these services. The Contractor will be paid for actual number of tows performed.

The Contractor will be provided a Towing credential for access to the parking lots and admission for staff to enter the interior of the Fairgrounds for during the 2026 Fair.

mailto:barbara.godfrey@agriculture.ny.gov

A map of the Fairgrounds is attached (Attachment 1).

Cars may be brought to a designated location on the Fairgrounds and will be managed by the Parking Office once delivered. All fees obtained for the impound of any and all vehicles will be collected by the NYS Fair contractor hired to handle Parking and paid directly to the NYS Fair.

Lot #2: Preferred Towing Vendor during the 2026 Fair (needs of the Fairgoer and paid for by the Fairgoer):

Respond to towing requests, collisions, and provide assistance to motorists. Individuals will be made aware they are responsible for these charges before the calls are dispatched. All calls will be dispatched from the Parking Office only with details regarding lot, location and issue.

Contractor must be able to respond and be at the designated location within no more than 30 minutes. Hours of services needed are from 8:00am to Midnight each day of the 2026 Fair (8/26-9/7/26).

Services during the 2026 Fair include: 1) the towing of vehicles and trailers; 2) jump starting cars, 3) opening locked car doors, 4) changing flat tires, and 5) assisting autos that have run out of gas (with enough to get to a gas station).

The Contractor must charge the consumer for these services and may charge before services are provided. The rates of services must be provided along with the completed application (Attachment 2). A report will be required to be provided no later than thirty (30) days after conclusion of the Fair detailing the number of services provided, dates provided, and revenue collected for these services.

The Contractor may be allowed park a truck in a designated area approved by the Department.

For both Lot #1 and Lot #2:

• All tow trucks must be properly registered, inspected and insured.

• All tow trucks must be capable of towing passenger cars and lightweight trucks.

• All tow trucks must be equipped with a wheel lift.

• All tow trucks must be equipped with a cell phone.

• All tow trucks must be equipped with professional lock out tools.

• All trucks must be labeled with company name and/or logo.

• At least one tow truck must be equipped with dollies.

Drivers:

• All drivers must be properly licensed to operate the specified tow trucks. The drivers must be polite and courteous to the Fairgoer. Drivers must have identifiable uniforms.

• A copy of the drivers licenses for all operators must be provided before the start of this agreement.

Records Maintenance, Examination and Retention:

The Contractor shall be required to maintain records and accounts in specific detail to identify expenditures. The Contractor shall maintain a daily written record which contains the name(s) and employee(s) providing services and the amount of time expended upon such services.

Insurance Requirements:

The Contractor must, prior to the execution of a contract, obtain insurance coverage, from a company licensed to do business in New York State, of $1,000,000.00 showing public liability coverage including property damage, acceptable to the Fair to cover the services, operations and activities carried out by the contractor, its agents, officers and employees while providing the above services.

The certificate of insurance must name the New York State Department of Agriculture and Markets, Division of the State Fair as additional insurers.

The Contractor shall be responsible for all damage, loss and injury to or of persons and property due to activities of the contractor, its agents and employees in conjunction with the performance of this contract. Further, the contractor shall indemnify and hold harmless the State of New York, Department of Agriculture and Markets, Division of the State Fair, and all persons employed there in from an and all claims, demands, damages, expenses, liability or obligation for damages, loss or injury to or of the premises by the Contractor and its agents, servants, employees and those acting for or on its behalf and such indemnity shall not be limited by reason of any insurance coverage hereinafter provided.

In addition, the Contractor must provide Garage keepers legal liability with minimum limits of $50,000 for the care, custody and control of towed vehicles.

The Contractor must secure compensation for the benefit of and keep insured such employees as are required to be covered by the provisions of the Workers’ Compensation Law of the State of New York. The Contractor must comply with all the provisions of the New York State Labor Laws.

Lot #1 Submittal:

• Complete the attached “Quote Sheet” with the costs for the services for Lot #1.

• An equipment list including make, model and year.

• A listing of two (2) verifiable references.

Lot #2 Submittal:

• Complete the application for Preferred Towing Services.

• An equipment list including make, model and year.

• A listing of two (2) verifiable references.

• Price list of services to be provided.

Reservation:

The Department reserves the right to:

• reject any or all responses with respect to this request for quotes;

• decline to award from this request for quotes;

• require clarification from any Responder to assure a full understanding of the responsiveness to the requirements for this request for quotes;

• waive or modify minor irregularities in quotes received;

• request from Responder additional information deemed necessary to more fully evaluate its quote.

Responders will have (3) business days to respond to the request or may be disqualified;

• amend this request for quotes after its release, with appropriate notice;

• negotiate with any or all Responder within the request for quote requirements, in the best interests of New

York State.

The Department reserves the right to inspect the supplied systems at any time during the period of the contract.

Summary of Department’s Policy Regarding State Finance Law Sections 139-J & 139-K:

Pursuant to State Finance Law Sections 139-j and 139-k, this solicitation includes and imposes certain restrictions on communications between the Department of Agriculture and Markets and an offeror/bidder during the procurement process. An offeror/bidder is restricted from making contacts from the earliest notice of intent to solicit bids/proposals through final award and approval of the Procurement Contract by the Department, and, if applicable, Office of the State Comptroller (“restricted period”) to other than designated staff unless it is a contact that is included among certain statutory exceptions set forth in State Finance Law Section 139-j(3)(a). Designated staffs, as of the date hereof, are identified in this solicitation. Department employees are also required to obtain certain information when contacted during the restricted period and make a determination of the responsibility of the offeror/bidder pursuant to these two statutes. Certain findings of non-responsibility can result in rejection for contract award and in the event of two findings within a four year period, the offeror/bidder is debarred from obtaining governmental Procurement Contracts. Further information about these requirements can be found in the Department’s Guidelines and on the Office of General Services Website at http://www.ogs.state.ny.us/aboutOgs/regulations/defaultAdvisoryCouncil.html

The Department has designated the following staff members to receive contacts pertaining to this quote:

Barbara Godfrey, Division of State Fair NYS Dept. of Agriculture & Markets 581 State Fair Blvd.

Syracuse, NY 13209 Phone: (315) 728-4425 Email: barbara.godfrey@agriculture.ny.gov

Payments:

Vendor shall provide complete and accurate billing invoices to the NYS Department of Agriculture & Markets, a division of the New York State Fair, in order to receive payments. Billing invoices submitted must contain all information and supporting documentation. Payments for invoices submitted by the Contractor shall only be rendered electronically unless payment by paper check is expressly authorized by the Commissioner, in the Commissioner’s sole discretion, due to extenuating circumstances. Such electronic payment shall be made in accordance with ordinary State procedures and practices. The Contractor shall comply with the State Comptroller’s procedures to authorize electronic payments. Authorization forms are available at the State Comptroller’s website at www.osc.state.ny.us/epay/index.htm, by email at epunit@osc.state.ny.us, or by telephone at 518-474-4032.

Contractor acknowledges that it will not receive payment on any invoices submitted under this Contract if it does not comply with the State Comptroller’s electronic payment procedures, except where the Commissioner has expressly authorized payment by paper check as set forth above.

http://www.ogs.state.ny.us/aboutOgs/regulations/defaultAdvisoryCouncil.html mailto:barbara.godfrey@agriculture.ny.gov http://www.osc.state.ny.us/epay/index.htm mailto:epunit@osc.state.ny.us