PROCUREMENT GUIDELINES

J. Bidder Debriefings .................................................................................................................. 18 K. Contract Administration and Monitoring.............................................................................. 18

IV. SPECIFIC GUIDANCE: INVITATIONS FOR BIDS ...........................................................19 A. Introduction ............................................................................................................................. 19 B. Steps for Conducting an IFB.................................................................................................. 19 Step 1: Develop Specifications ................................................................................................ 19 Step 2: Prepare the Solicitation Document .............................................................................. 20 Step 3: Advertise the Procurement Opportunity ...................................................................... 21 Step 4: Distribute the IFB ......................................................................................................... 21 Step 5: Conduct Site Visits and Pre-Bid Conferences ............................................................. 21 Step 6: Answer Questions........................................................................................................ 21 Step 7: Receive Bids ................................................................................................................ 22 Step 8: Conduct Bid Opening................................................................................................... 22 Step 9: Conduct Administrative Review of Bid Submission..................................................... 22 Step 10: Verify Responsiveness and Responsibility of Apparent Low Bid .............................. 22 Step 11: Make Award............................................................................................................... 22 Step 12: Obtain Approvals ....................................................................................................... 23 Step 13: Issue Purchase Order or Contract............................................................................. 23 V. SPECIFIC GUIDANCE: REQUESTS FOR PROPOSALS ................................................24 A. Introduction ............................................................................................................................. 24 B. Essential RFP Contents.......................................................................................................... 24 Table of Contents ...................................................................................................................... 24 Description of Program Objectives and Background ................................................................ 24 Scope of Services ..................................................................................................................... 24 Detailed Requirements/Specifications ...................................................................................... 25 Performance Standards ............................................................................................................ 25 Mandatory Versus Optional Elements in the Response ........................................................... 25 Overview of the Solicitation Process......................................................................................... 25 Timeline and Calendar of Events .............................................................................................. 25 Anticipated Start Date and Term of Contract ............................................................................ 26 Method of Award ....................................................................................................................... 26 Evaluation Criteria ..................................................................................................................... 27 Offerer’s Minimum Qualifications .............................................................................................. 27 Mandatory Requirements.......................................................................................................... 27 Reserved Rights........................................................................................................................ 27 Method for Issuing Clarifications or Modifications to the RFP .................................................. 27 C. Additional Content Considerations....................................................................................... 28 Prequalification Criteria ............................................................................................................. 28 Risk Management / Required Assurances................................................................................ 28 Cost Adjustments ...................................................................................................................... 28

New York State Procurement Guidelines