Procurement Guidelines - New York State Office of General Services

More documents

Recommendations

Info

pre-bid conference will be held, the agency should still provide for a question and answerperiod. Answers provided must be vendor neutral and provided in writing to all potentialofferers.Date for Pre-Bid Conference – The schedule should provide the date for the pre-bidconference if the agency decides to conduct one. Pertinent details such as time, specificlocation, security sign-in procedures, and parking arrangements should be included.Attendance must be defined as optional or mandatory; if attendance is mandatory, proposalsmay only be considered from offerers who participated.Date for Notice of Intent to Bid (optional or mandatory) – The RFP may require avendor to provide, by a specified date, notice of its intent to submit a bid. This notice may beoptional or mandatory, at the agency’s discretion, although agencies are encouraged to providemaximum flexibility for receipt of bids from all interested offerers.If the notice of intent to bid is made mandatory, the agency should only considerproposals from those vendors who have submitted the notice of intent to bid on or before thedate specified. Furthermore, the agency should distribute any amendments to the RFP andother communications only to such vendors. An exception would be if the amendmentconstitutes a material change that could have affected the ability of potential vendors to bid. Inthat event, the agency should provide the amendment to all potential vendors including thosewho did not submit a notice of intent to bid by the required deadline.Date for No Bid Reply Form – Agencies may choose to include in the RFP a form thatvendors will submit indicating their intention not to bid. The form should include space forvendors to explain why a bid is not being submitted. The form should indicate that a no bidresponse will not impact participation in future solicitations. A date for its return should bespecified. Return of this form is usually requested no later than the proposal due date and time.The no bid reply form helps the agency demonstrate that proposals were shared with othersbesides those responding, and to understand why a company did not bid.Date for Submission of Proposals – The earliest possible due date for submission ofproposals is 15 business days after the advertisement appears in the New York State ContractReporter. However, when selecting the submission date, consideration should be given to timeframes necessary for intervening activities, such as the pre-bid conference and the question andanswer period. Other factors, such as the complexity of the RFP, the time needed for vendorsto prepare an effective response and obtain necessary internal approvals, and holidays thatmay impact availability of the agency and offerers, should also be taken into account.Anticipated Start Date and Term of ContractThe term of the contract and any renewal/extension provisions must be specified in theRFP and the resultant contract.Method of AwardThis section should identify the method of award as best value. State Finance Lawmandates that a contract for services (including technology) be awarded on the basis of best26New York State Procurement Guidelines
value which takes into consideration cost as well as technical or non-cost factors. For certainservice and technology procurements, however, best value can be equated to low price.The RFP should indicate whether the agency anticipates making a single or multipleaward pursuant to the solicitation. If there will be multiple awards, it should also state whetherawards will be made by lot, region, type of service, or some other characteristic.Evaluation CriteriaThe RFP must present the criteria that will be used for the evaluation of proposals. At aminimum, the agency must disclose in the RFP the relative weights that will be applied to thecost and technical components of the proposals. An example would be: 30 percent for costand 70 percent for technical.An agency may elect to include in the RFP a more detailed breakdown of the evaluationcriteria, such as specifying the relative weights for detailed categories (e.g., Experience = 20percent, Staffing = 15 percent, and so forth). Additional information about developing and usingevaluation criteria can be found in subsequent sections of this chapter.Offerer’s Minimum QualificationsThe RFP should state any qualifications that the offerer must meet to be eligible forconsideration. Minimum qualifications may address characteristics of the business such ascompany capacity, staffing, licenses or certifications, experience (firm and/or employee),recently completed projects of similar scope/size, and references.Mandatory RequirementsRefer to Chapter III.Reserved RightsThe RFP must inform potential bidders of the agency’s “reserved rights.” A list ofreserved rights is included in Chapter III, and represents the minimum that should be used.Agencies are encouraged to review the list and add to it as needed.Method for Issuing Clarifications or Modifications to the RFPThis section should specify how the agency will issue any clarifications or modificationsto the RFP that may arise after it is first issued.New York State Procurement Guidelines 27
Page 4 and 5: J. Bidder Debriefings .............
Page 6 and 7: VII. GLOSSARY......................
Page 8 and 9: C. Application and Scope of Guideli
Page 10 and 11: II. PROCUREMENT BASICSE. Overview o
Page 12 and 13: G. Preferred Source OfferingsWhen a
Page 14 and 15: allowed a minimum of two business d
Page 16 and 17: When contemplating a discretionary
Page 18 and 19: III. GENERAL GUIDANCE FOR SOLICITAT
Page 20 and 21: • Prior to the bid opening, direc
Page 22 and 23: these points is known as the “res
Page 24 and 25: J. Bidder DebriefingsThe solicitati
Page 26 and 27: e precise enough so that the agency
Page 28 and 29: Step 7: Receive BidsThe IFB must st
Page 30 and 31: V. SPECIFIC GUIDANCE: REQUESTS FORP
Page 34 and 35: C. Additional Content Consideration
Page 36 and 37: Separate Team ApproachUnder this ap
Page 38 and 39: Example 2: The technical criteria m
Page 40 and 41: Following completion of the initial
Page 42 and 43: M. Documentation Requirements for C
Page 44 and 45: other salient information. Question
Page 46 and 47: L. Adapting Standard Formats to the
Page 48 and 49: Bidder (also referred to as an offe
Page 50 and 51: Piggyback Contract - A newly create
Page 52 and 53: Sole Source - A procurement in whic
Page 54 and 55: A. SAMPLE OUTLINE FOR AN “INVITAT
Page 56 and 57: B. S AMP LE OUTLINE FOR A “REQUES
Page 58: 52 New York State Procurement Guide

Procurement Guidelines - New York State Office of General Services

You also want an ePaper? Increase the reach of your titles

Delete template?

Save as template?