Procurement Guidelines - New York State Office of General Services

Sole Source – A procurement in which only one offerer is capable of supplying the requiredcommodities or services (State Finance Law §163 (g)).Specifications (Requirements) – Description of the physical or functional characteristics or thenature of a commodity, the work to be performed, the service or products to be provided, thenecessary qualifications of the offerer, the capacity and capability of the offerer to successfullycarry out the proposed contract, the process for achieving specific results and/or anticipatedoutcomes, or any other requirement necessary to perform the work. Specifications may includea description of any obligatory testing, inspection, or preparation for delivery and use. Theymay also include federally required provisions and conditions where the eligibility for federalfunds is conditioned upon the inclusion of such federally required provisions and conditions.Specifications should be designed to enhance competition, ensuring that the commodities orservices of any offerer are not given preference, except where required by the State FinanceLaw (State Finance Law §163 (1) (e)).State Procurement Council – The policy-making body established under State Finance Law§161 that is responsible for the study, analysis and development of recommendations toimprove state procurement policy and practices; and, for development and issuance ofguidelines governing state agency procurement.Technology – A good, either new or used, or service, or a combination thereof, that results in atechnical method of achieving a practical purpose or in improvements in productivity (StateFinance Law §160 (10)). Procurements of technology are conducted in the same manner asare procurements of services.Vendor – A supplier/seller of commodities or services.46New York State Procurement Guidelines