PROCUREMENT GUIDELINES

CONTENTS

I. OVERVIEW .........................................................................................................................1 A. Introduction and Purpose ........................................................................................................ 1 B. Terminology............................................................................................................................... 1 C. Application and Scope of Guidelines ..................................................................................... 2 D. Competition and Maintaining a Fair and Open Process ....................................................... 2 II. PROCUREMENT BASICS ..................................................................................................4 E. Overview of Procurement Tools.............................................................................................. 4 F. Choosing a Procurement Vehicle and the Order of Purchasing Priority ............................ 4 G. Preferred Source Offerings ...................................................................................................... 6 H. Contracts.................................................................................................................................... 6 OGS Centralized Contracts......................................................................................................... 7 OGS or Less................................................................................................................................ 7 Backdrop Contracts..................................................................................................................... 8 Agency or Multi-Agency Established Contracts .......................................................................... 8 I. Discretionary Purchases .......................................................................................................... 9 J. Procurement Card Program................................................................................................... 10 K. Purchase Orders ..................................................................................................................... 11 L. Purchase Authorizations........................................................................................................ 11 M. Interagency Memorandum of Understanding ...................................................................... 11 III. GENERAL GUIDANCE FOR SOLICITATIONS .................................................................12 A. Introduction ............................................................................................................................. 12 B. Procurement Ethics ................................................................................................................ 12 C. Mandatory Requirements ....................................................................................................... 12 D. State Reserved Rights ............................................................................................................ 13 E. Gathering and Exchanging Information Prior to Solicitation ............................................. 14 Request for Information............................................................................................................. 14 Request for Comment ............................................................................................................... 15 Draft Request for Proposals...................................................................................................... 15 Roundtable Session .................................................................................................................. 15 F. Procurement Lobbying Law................................................................................................... 15 G. Advertising Procurement Opportunities .............................................................................. 16 H. Determination of Vendor Responsibility .............................................................................. 16 I. Workers’ Compensation Insurance and Disability Benefits Requirements...................... 17

New York State Procurement Guidelines