Procurement Guidelines - New York State Office of General Services

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J. Bidder Debriefings .................................................................................................................. 18K. Contract Administration and Monitoring .............................................................................. 18IV. S P ECIFIC GUIDANCE: INVITATIONS FOR BIDS ........................................................... 19A. Introduction ............................................................................................................................. 19B. Steps for Conducting an IFB.................................................................................................. 19Step 1: Develop Specifications ................................................................................................ 19Step 2: Prepare the Solicitation Document .............................................................................. 20Step 3: Advertise the Procurement Opportunity ...................................................................... 21Step 4: Distribute the IFB ......................................................................................................... 21Step 5: Conduct Site Visits and Pre-Bid Conferences ............................................................. 21Step 6: Answer Questions ........................................................................................................ 21Step 7: Receive Bids ................................................................................................................ 22Step 8: Conduct Bid Opening................................................................................................... 22Step 9: Conduct Administrative Review of Bid Submission ..................................................... 22Step 10: Verify Responsiveness and Responsibility of Apparent Low Bid .............................. 22Step 11: Make Award ............................................................................................................... 22Step 12: Obtain Approvals ....................................................................................................... 23Step 13: Issue Purchase Order or Contract ............................................................................. 23V. SPECIFIC GUIDANCE: REQUESTS FOR PROPOSALS ................................................ 24A. Introduction ............................................................................................................................. 24B. Essential RFP Contents .......................................................................................................... 24Table of Contents ...................................................................................................................... 24Description of Program Objectives and Background ................................................................ 24Scope of Services ..................................................................................................................... 24Detailed Requirements/Specifications ...................................................................................... 25Performance Standards ............................................................................................................ 25Mandatory Versus Optional Elements in the Response ........................................................... 25Overview of the Solicitation Process ......................................................................................... 25Timeline and Calendar of Events .............................................................................................. 25Anticipated Start Date and Term of Contract ............................................................................ 26Method of Award ....................................................................................................................... 26Evaluation Criteria ..................................................................................................................... 27Offerer’s Minimum Qualifications .............................................................................................. 27Mandatory Requirements .......................................................................................................... 27Reserved Rights ........................................................................................................................ 27Method for Issuing Clarifications or Modifications to the RFP .................................................. 27C. Additional Content Considerations ....................................................................................... 28Prequalification Criteria ............................................................................................................. 28Risk Management / Required Assurances ................................................................................ 28Cost Adjustments ...................................................................................................................... 28New York State Procurement Guidelines
References ................................................................................................................................ 28D. RFP Distribution and Receipt of Proposals ......................................................................... 28Advertisement of the Solicitation ............................................................................................... 28Distribution of the RFP .............................................................................................................. 28Receipt of Proposals ................................................................................................................. 29E. Evaluation of Proposals – Overview ..................................................................................... 29F. Evaluation Team ...................................................................................................................... 29Separate Team Approach ......................................................................................................... 30Single Team/Evaluator Approach ............................................................................................. 30G. Conducting the Administrative Review ................................................................................ 30H. Conducting the Technical Evaluation ................................................................................... 31Development of the Technical Evaluation Criteria .................................................................... 31Assignment of Values to Technical Evaluation Criteria ............................................................ 31The Technical Evaluation Instrument ........................................................................................ 32Evaluating Technical Proposals ................................................................................................ 33I. Conducting the Cost Evaluation ........................................................................................... 34Conversion of Price to a Weighted Point Score ........................................................................ 34Comparison of Life Cycle Costs ................................................................................................ 34J. Determining the Final Score .................................................................................................. 35K. Agency-Recommended Award and Notification .................................................................. 35Agency-Recommended Award ................................................................................................. 35Notification of Award ................................................................................................................. 35L. Contract Negotiation ............................................................................................................... 35M. Documentation Requirements for Control Agency Review and Approval ....................... 36VI. BEST PRACTICES............................................................................................................ 37A. Knowing the Business Needs ................................................................................................ 37B. Proper Planning ...................................................................................................................... 37C. Thorough Information Gathering .......................................................................................... 37D. Conducting Pre-Bid Conferences ......................................................................................... 37E. Providing for Site Visits .......................................................................................................... 38F. Discussion with the Office of the State Comptroller ........................................................... 38G. Use of FOB Destination .......................................................................................................... 38H. Review of Terms and Conditions Proposed by Vendors .................................................... 38I. Negotiating Effectively ........................................................................................................... 39J. Involving Upper Management ................................................................................................ 39K. Documenting ........................................................................................................................... 39L. Adapting Standard Formats to the Specific Procurement .................................................. 40New York State Procurement Guidelines
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 32 and 33: pre-bid conference will be held, th
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
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Procurement Guidelines - New York State Office of General Services

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