PROCUREMENT GUIDELINES

J . Bidde r Deb rie fings

The solicitation must include information advising bidders that a debriefing may be requested by any unsuccessful offerer, within a reasonable time frame after the contract award, regarding the reasons that the proposal or bid submitted by the unsuccessful offerer was not selected for an award. While a debriefing is typically conducted in person, it may be conducted by video conference, over the phone, or through written summaries, if agreed to by the bidder. During the debriefing, the state agency may do one or more of the following:

• Limit the discussion to the reasons why the bid was not successful; • Discuss the reasons why the winning bid was selected; and • Offer advice and guidance to the bidder to improve future bids.

K. Con tra c t Admin is tra tion and Mon ito ring

The approved contract must be administered and monitored properly. Regular, diligent oversight of all activities and actions regarding the contract is an important part of the overall life cycle of a contract. The agency should assign a contract manager, who will be responsible for ensuring that the contractor performs the requirements of the contract in accordance with the contract’s terms, conditions and specifications. Proper oversight and administration of the contract may entail educating and communicating with those agency personnel who will be direct users of the goods, services or technology acquired and who will therefore be in the best position to participate in monitoring the vendor’s performance of contract provisions. Additional guidelines for contract administration and monitoring can be found in the “Agency Receiving Inspection Guidelines” at:

www.ogs.state.ny.us/procurecounc/pdfdoc/inspgdl.pdf

and in the OSC Bulletin No. G-67 at:

www.osc.state.ny.us/Agencies/gbull/g-67.htm

New York State Procurement Guidelines 18