Procurement Guidelines - New York State Office of General Services

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C. Application and Scope of GuidelinesThe Guidelines are designed to apply to a wide range of procurements, from the veryroutine to the very complex. The applicability of specific chapters, sections, and provisions willvary depending on the nature, objectives, and particular circumstances of each procurement.The Guidelines presented in this document do not govern the following types ofcontracts, for which different, distinct procurement laws, rules and processes are in place:• Revenue contracts;• Printing contracts covered by the New York State Printing and Public DocumentsLaw;• Construction contracts covered by §8 of the New York State Public BuildingsLaw, §38 of the New York State Highway Law, and §376 of the New York StateEducation Law;• Contracts with not-for-profit organizations covered by Article 11-B of the NewYork State Finance Law;• Contracts for architectural, surveying or engineering services covered under§136-a of the New York State Finance Law;• Transactions that are covered under the New York State Real Property Law; and• Purchases made under the SUNY Flex legislation (Education Law §§355.5 and355.16) and CUNY Flex legislation (Education Law §6218).D. Competition and Maintaining a Fair and Open ProcessAs mentioned above, the state's procurement process is designed to:• Ensure fair and open competition;• Guard against favoritism, improvidence, extravagance, fraud and corruption;• Ensure that the results meet agency needs;• Provide for checks and balances to regulate and oversee agency procurementactivities; and• Protect the interests of the state and its taxpayers.Competition in the procurement process serves both state agencies and potentialofferers by ensuring that the procurement process produces an optimal solution at a reasonableprice; and allowing qualified vendors an opportunity to obtain state business.The primary responsibility for procurement rests with state agencies. In addition tocomplying with existing statutory and regulatory requirements, state agencies must conductprocurements in accordance with the following general principles:2New York State Procurement Guidelines
• Make reasonable efforts to ensure that vendors are aware of opportunities tocompete for state business;• Define the process by which the procurement is being conducted;• Disclose the general process to potential offerers;• Adhere to the process while conducting the procurement; and• Document the process, including information gathering and decisions maderelating to the procurement.New York State Procurement Guidelines 3
Page 4 and 5: J. Bidder Debriefings .............
Page 6 and 7: VII. GLOSSARY......................
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:
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Procurement Guidelines - New York State Office of General Services

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