PROCUREMENT GUIDELINES

A. SAMPLE OUTLINE FOR AN “INVITATION FOR BIDS”

The following provides a detailed example of sections and clauses that can be considered for inclusion in an Invitation for Bids (IFB). The scope and nature of the IFB may require sections or clauses that are not listed here. For additional information, refer to the agency’s policy and procedures.

1.

OVERVIEW/COVER LETTER 1.1 Designated Contact 1.2 Minimum Qualification 1.3 Key Events/Timeline 1.4 ADMINISTRATIVE INFORMATION 2.1 Issuing Office 2.2 Method of Award 2.3 Term of Contract 2.4 1.5

IFB Questions and Clarifications Instructions for Bid Submission

2.

Price (Including Price Adjustment Provisions)

2.5 2.6 2.7 2.8 2.9

Method of Payment Electronic Payment Dispute Resolution

Prime Contractor Responsibilities

Prevailing Wage 2.10 Debriefing Information

3.

SPECIFICATIONS/SCOPE OF WORK 3.1 Operations Standards 3.2 Scope 3.3 Site Visit, as required 3.4

Resources and Specific Requirements 3.4.1 What the Contractor Shall Provide Contract Delivery/Contract Period

3.5 3.6 3.7 3.8

Contract Representative Reporting Requirements

Performance Guarantees (i.e. Progress Payments, Letters of Credit)

4.

CONTRACT CLAUSES AND REQUIREMENTS 4.1 Order of Precedence 4.2 Procurement Lobbying Requirement 4.3 Contractor Insurance Requirements 4.4 Tax Law Section 5-A Clause 4.5 Participation Opportunities for New York State Certified Minorities and Women- Owned Businesses 4.6 Freedom of Information Law/Trade Secrets 4.7 General Requirements

New York State Procurement Guidelines 48