Procurement Guidelines - New York State Office of General Services

A. SAMPLE OUTLINE FOR AN “INVITATION FOR BIDS”The following provides a detailed example of sections and clauses that can beconsidered for inclusion in an Invitation for Bids (IFB). The scope and nature of the IFB mayrequire sections or clauses that are not listed here. For additional information, refer to theagency’s policy and procedures.1. OVERVIEW/COVER LETTER1.1 Designated Contact1.2 Minimum Qualification1.3 Key Events/Timeline1.4 IFB Questions and Clarifications1.5 Instructions for Bid Submission2. ADMINISTRATIVE INFORMATION2.1 Issuing Office2.2 Method of Award2.3 Term of Contract2.4 Price (Including Price Adjustment Provisions)2.5 Method of Payment2.6 Electronic Payment2.7 Dispute Resolution2.8 Prime Contractor Responsibilities2.9 Prevailing Wage2.10 Debriefing Information3. SPECIFICATIONS/SCOPE OF WORK3.1 Operations Standards3.2 Scope3.3 Site Visit, as required3.4 Resources and Specific Requirements3.4.1 What the Contractor Shall Provide3.5 Contract Delivery/Contract Period3.6 Contract Representative3.7 Reporting Requirements3.8 Performance Guarantees (i.e. Progress Payments, Letters of Credit)4. CONTRACT CLAUSES AND REQUIREMENTS4.1 Order of Precedence4.2 Procurement Lobbying Requirement4.3 Contractor Insurance Requirements4.4 Tax Law Section 5-A Clause4.5 Participation Opportunities for New York State Certified Minorities and Women-Owned Businesses4.6 Freedom of Information Law/Trade Secrets4.7 General Requirements48New York State Procurement Guidelines