Doing Business with New York State: NYS Office of General Services

1. Doing Business with New York State: NYS Office of General Services Contract Bid Opportunities & Procurement Process ISM NY/NJ Forum 2004 Conference Rodney Luft Purchasing Officer NYS OGS - Procurement Services Group

2. About NYS Office of General Services (OGS)... The OGS Procurement Services Group (PSG) awards and administers contracts valued at $2 billion annually!

3. OGS PSG contracts are used by NYS Authorized Users • State agencies • Local government (cities, counties, etc.) • School Districts, Universities/Colleges • Law Enforcement, Fire Departments, Libraries, Charities, and.… • Many other organizations authorized by law to use state contracts; www.ogs.state.ny.us/purchase/snt/othersuse.asp

4. How OGS works... Understanding how we do business will help you to do business with us.

5. Click on “www.ogs.state.ny.us”

6. The OGS Website • www.ogs.state.ny.us • Browse to see the large amount of information you can view & download. • “Search” to find what you need. • Reviewthe Procurement Services Bid Calendar (Seller Information & Bids link). • Download continuous recruitment & other contracts/bid documents. • Sellers - register using our On-line Vendor Registration For Bidder Notification link. • Buyers – register using our On-line Registration For Purchaser Notification Service link.

7. Also from the OGS Website.. • OGS publishes The Empire State Builder on-line to keep you informed of bidding opportunities for building construction, rehabilitation, architectural, & engineering contracts at many state agencies. • Call (518) 486-3624 for a subscription.

8. Design & Construction (D & C) Consultant Opportunities • Design services include architectural, engineering, and land surveying services • M/WBE participation goals are assigned for projects of $25,000 or more • Submit letter of interest citing project and including specifics required for that project • Submit letter of interest for any project other than a design project • M/WBE goals: (518) 473-7083 • All other calls: (518) 474-0306

9. Emergency Construction Bid List • Emergency projects up to $200,000 are awarded without bonding • Projects totaling about $70 million are awarded annually • Rotating bidders’ list is used: next three bidders offer a cost, plus bid for time and materials • Contact: OGS Design & Construction (D & C) Emergency Construction Contracts Empire State Plaza, Corning Tower Albany, NY 12242 Tel.: (518) 474-0203

10. For OGS PSG seller opportunities, use “Vendor Registration For Bidder Notification” - www.ogs.state.ny.us/ovr

11. The “Vendor Registration” Process • On-line instructions • On-line search • Basic identifying information for your firm • E-mail address access • Select classifications • And…submit it!!

12. Identifying a Classification Number for Products and Services • Scroll down the list of classification numbers and view the descriptions that correspond to each 2-digit number. • Select a classification number and click SEARCH to view all contracting categories that are linked to that number.

15. Once you register with the BNS… • You will receive an e-mail message when an OGS contract bidding opportunity becomes available based on your selections. • Okay to delete messages you don’t want. You won’t be removed from list! • You can update your profile anytime by using your e-mail address to access your file.

16. For OGS PSG buyer opportunities, use “Online Registration For Purchaser Notification” - www.ogs.state.ny.us/PNS(NYS Authorized Users only)

17. The “Purchaser Registration” Process • On-line instructions • On-line search • Basic identifying information for your entity (NYS Authorized Users only) • E-mail address access • Select classifications • And…submit it!!

18. Once you register with the PNS… • You will receive an e-mail message when OGS contract information becomes available based on your selections. • You can update your information anytime by using your e-mail address to access your file. • Similar process to the Bidder Notification Service (BNS)

19. What procurement options are available to NYS agencies? • Discretionary Purchase: if total purchase is less than $50,000, can buy direct from a “responsive & responsible” NYS Small Business Enterprise (SBE), or NYS Certified Minority-owned Business Enterprise (MBE) or Women-owned Business Enterprise (WBE) [NYS Finance Law] • Contact NYS Empire Development for more information on SBE & M/WBE, www.empire.state.ny.us • Purchase direct from any current NYS OGS contracts, including non-State agencies (Authorized Users)

20. What procurement options are available to NYS agencies? (cont.) • Back-drop contracts: issue a competitive solicitation using the pre-qualified list of contractors (IT Services, Pest Management) • “Piggy Back” onto another agency’s contract for the same services at the same or better rates • Agencies can issue their own project bid (IFB, RFP, etc.) which must be advertised in the “NYS Contract Reporter”, www.nyscr.com. Vendors may qualify for a 30 day Free Trial subscription.

21. Variety of Contracting Strategies • Request for Information (RFI) • Request for Quotation (RFQ) • Invitation for Bid (IFB) • Negotiated Contracts • Request for Proposal (RFP) • Back-drop Contracts/Mini-Bid Process

22. Request for Information (RFI) • Uses: Surveying the marketplace to determine a variety of factors (current technology, products, services) • Method of Award: None Request for Quotation (RFQ) • Uses: Low Dollar/Risk, May be Written or Verbal (telephone quotes) **don’t recommend verbal** • Method of Award: Lowest Cost, Best Value

23. Invitation for Bid (IFB) • Uses: Solicitations where requirements are well defined and detailed (products and/or services) - Formal Process (written documents, public bid openings) • Method of Award: Determine which bidder can provide the products and/or services in accordance with the specifications, in the time required, & at the lowest price, OR Best Value analysis – • determine other factors to be considered in addition to cost; use an evaluation method for Specification/Technical Requirements & Financial/Cost – Weighted Average (%).

24. Invitation for Bid (IFB) – con’t. • Generally issued for popular brand items • Single contractor per brand (can designate value added re-sellers or distributors) • Multi-year contract term & awards can be issued by regions • “Best and Final” process - allows for further negotiation of better prices, terms, etc. based on larger quantities, Total Cost of Ownership, etc. (can use “lowest price” or “Best Value”)

25. Negotiated Contracts Process • Establish qualifying criteria • Direct with manufacturer or developer (buy direct or through authorized re-sellers/distributors) • May need to meet minimum annual sales thresholds or have major percentage of market (i.e.: software - $500,000; networking - $500,000; databases - $250,000) • Pre-contracting conference • “Best and Final” process (negotiate better prices, terms, etc. - larger quantities) • Finalize contract document

26. Responsive and Responsible Bidders NYS Finance Law states that contract awards are to be made to “responsive and responsible” firms whose bid meets or exceeds the requirements and criteria set forth in the solicitation. • meets or exceeds administrative requirements, technical specifications, and contractual terms and conditions, and has the ability in all respects to successfully perform the contract requirements

27. Request for Proposal (RFP) • Uses: • Variable Specifications • Several Possible Solutions • Method of Award: Best Value (optimal quality, service, & price) • Point Based Evaluation - Weighted Average/% (Technical & Financial, Deliverables) • Evaluation Team • Multiple Phase Evaluation • Multi-year contract term • Awards can be issued per region • “Best and Final” process to select a contractor

28. What is a “Backdrop” Contract? • Some services are too complex to be centrally awarded (one size does not fit all) • Agencies often had to solve difficult problems using time-consuming RFPs

29. The Solution…... • Backdrop contracts where OGS has pre-determined that the vendors are responsive and responsible. Agencies then use... • A mini-bid process where they solicit bids from OGS’s pre-qualified “backdrop” contractors. • Periodic recruitment - Continuous recruitment

30. Examples of Current Continuous/Periodic Recruitment Bidding Opportunities • 71004 - Elevator Maintenance • 71010 - Integrated Pest Management • 73012 - IT Services (Computer Consulting, Systems Integration, Training, & On-Going Services) • 73018 - e-Learning Training Services • 76019 – Financial & Human Resources Management Software & Services • 77009 - PBX Systems & Accessories • 79013 - Medical Waste Removal & Disposal • 79037 - Audit Services

31. Many contracts allow multiple participation across the State (i.e. – PC contracts) • non-State Authorized Users • Aggregate Purchases • Maximizes manufacturer’s ability to market and support the contract • Agencies can buy from the contractor’s designated resellers or distributors • Promotes small business participation • Provides better overall Statewide coverage

32. Not a NYS contract State agencies are allowed to make purchases direct from NYS small businesses if costs within the discretionary spending limit (less than $50,000 during a sixty day period) Local governmental agencies may also purchase in amounts up to their own authorized discretionary spending limit OGS must approve your application OGS will announce information about product or service availability (Free advertising) OGS can provide you with customer lists once your request has been approved Small Business Initiative (SBI)

33. Some points to consider... • Everything is not on state contracts • OGS PSG develop contracts based on State agency needs & market trends • Some agencies use both OGS contracts & their own bids • Contact key people (users, decision makers, purchasing staff) • Find out the agency’s own procurement procedures • Get on the agency’s own Biddder’s List, if they have one. • Use good Marketing plan • Start with agencies near you…build a reputation for good service • Use OGS’ on-line Telephone Directory

34. More points to consider (cont.) • Check expiration dates of centralized contracts you would like to compete for • Consider selling to “Preferred Sources” • Develop & maintain excellent Contract Management skills • Ask questions • Thoroughly understand the contract Terms & Conditions • Be persistent, patient, & professional!

35. Dept. of Correctional Services Div. of Industries (CORCRAFT) www.corcraft.org 550 Broadway Menands, NY 12204 Tel: (518) 436-6321 Fax: (518) 472-1614 Industries for the Blind of NYS 2230 Washington Avenue Ext. Albany, NY 12203-5316 Tel: (518) 456-8671 Fax: (518) 456-3587 NYS Industries for the Disabled 155 Washington Ave., Suite 400 Albany, NY 12210 Tel: (518) 463-9706 Fax: (518) 463-9708 New York State Office of Mental Health (OMH) Bureau of Psychiatric Rehabilitation Services 44 Holland Avenue Albany, NY 12229 Tel: (518) 473-8561 Fax: (518) 473-0066 Preferred Sources

36. Contact us! • Rodney Luft Purchasing Officer rodney.luft@ogs.state.ny.us Tel.: (518) 486-6836 Fax: (518) 486-6867 Contracts: IT Services, e-Learning Training Services, Unisys Corp.-Enterprise Help Desk Services, & Plasmon-FileNet OSAR Maintenance & Repair • Customer Servicescustomer.services@ogs.state.ny.us Tel.: (518) 474-6717 or (800) 661-7816 Fax: (518) 474-2437 Or write NYS Office of General Services Procurement Services Group Empire State Plaza Corning Tower, 38th Floor Albany, NY 12242

37. Visit us on the web… Often! www.ogs.state.ny.us