PROCUREMENT GUIDELINES
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NEW YORK STATE PROCUREMENT COUNCIL
2
OVERVIEW
7
Introduction and Purpose
7
Terminology
7
Application and Scope of Guidelines
8
Competition and Maintaining a Fair and Open Process
8
PROCUREMENT BASICS
10
Overview of Procurement Tools
10
Choosing a Procurement Vehicle and the Order of Purchasing Priority
10
Preferred Source Offerings
12
Contracts
12
Discretionary Purchases
15
Procurement Card Program
16
Purchase Orders
17
Purchase Authorizations
17
Interagency Memorandum of Understanding
17
GENERAL GUIDANCE FOR SOLICITATIONS
18
Introduction
18
Procurement Ethics
18
Mandatory Requirements
18
State Reserved Rights
19
Gathering and Exchanging Information Prior to Solicitation
20
Procurement Lobbying Law
21
Advertising Procurement Opportunities
22
Determination of Vendor Responsibility
22
Workers’ Compensation Insurance and Disability Benefits Requirements
23
Bidder Debriefings
24
Contract Administration and Monitoring
24
SPECIFIC GUIDANCE: INVITATIONS FOR BIDS
25
Introduction
25
Steps for Conducting an IFB
25
SPECIFIC GUIDANCE: REQUESTS FOR PROPOSALS
30
Introduction
30
Essential RFP Contents
30
Additional Content Considerations
34
RFP Distribution and Receipt of Proposals
34
Evaluation of Proposals – Overview
35
Evaluation Team
35
Conducting the Administrative Review
36
Conducting the Technical Evaluation
37
Conducting the Cost Evaluation
40
Determining the Final Score
41
Agency-Recommended Award and Notification
41
Contract Negotiation
41
Documentation Requirements for Control Agency Review and Approval
42
BEST PRACTICES
43
Knowing the Business Needs
43
Proper Planning
43
Thorough Information Gathering
43
Conducting Pre-Bid Conferences
43
Providing for Site Visits
44
Discussion with the Office of the State Comptroller
44
Use of FOB Destination
44
Review of Terms and Conditions Proposed by Vendors
44
Negotiating Effectively
45
Involving Upper Management
45
Documenting
45
Adapting Standard Formats to the Specific Procurement
46
GLOSSARY
47
EXHIBITS
53
SAMPLE OUTLINE FOR AN “INVITATION FOR BIDS”
54
SAMPLE OUTLINE FOR A “REQUEST FOR PROPOSALS”
56
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