Bidding Components – Information Required to Complete an Invitation for Bid

1. Bidding Components – Information Required to Complete an Invitation for Bid • Requisition to encumber the necessary funds. • Detailed technical specifications. • Clear method of award criteria. • Contract Reporter guidelines compliance (State only). • Bidders list. • Thorough review of all proposals. • Recommendation for award. • Execution of final contract. • Final approval from appropriate authority.

2. Drafting Bid Specifications • Technical specifications should be developed independently based on the end user needs. A consultant may be utilized to assist in the drafting and response review. • Vendors who assist in bid drafting are not allowed to bid on the procurement. • Referencing a make and model is permitted but allowance for equivalent offerings is required.

3. Drafting Bid Specifications (Cont’d) • Specifications need to include mandatory requirements but cannot unreasonably restrict the number of bidders. • Inclusion of expected warranty requirements, detailed delivery requirements and/or custom brokerage charges are important components to include in the bid documents. • Prequalifications limiting the pool of bidders to those meeting specific requirements may be used with appropriate justification. • Prequalification criteria may include the requirement that bidders are authorized Agents of the manufacturer or are certified by the manufacturer to perform a certain service.

4. Drafting Bid Specifications (Cont’d) • The requirement of mandatory items in a bid should be limited to necessary items. If mandatory specifications are not met by a bidder, the entire bid must be rejected. • Specifications involving installation require a certificate of insurance and a wage rate schedule from the Department of Labor with the bid. • All bidders must disclose the use of subcontractors. • The primary contractor must ensure that subcontractors comply with all requirements of the award.

5. Drafting Bid Specifications (Cont’d) • Terms directly related to what is being purchased are to be included in the bid. • Important terms include: • Right to reject any and all bids; • Right to accept best and final offers; • Right to issue amendments to correct errors; • Extension of bid opening date; and • Request clarification. • MWBE goals will be noted in the bid and advertised in the NYS Contract Reporter. • Allowance for written Q&A’s help to ensure that bidders understand the nature and scope of the bid and may identify possible problems with bid. • Inclusion of the date written questions are due and the date answers will be sent out are part of the bid document.

6. Drafting Bid Specifications (Cont’d) • Walkthroughs for technical bids or those requiring installation allows potential bidders to review the project. • Walkthroughs must be noted in the document with the date, time, location and contact person stated. • Mandatory walkthroughs require a sign in sheet which is to be submitted to the Purchasing Office upon the conclusion of the walkthroughs. • Bid rejection for missing a mandatory walkthrough must be stated in the bid document. • Answers to questions raised at walkthroughs must be shared with all potential bidders.

7. Drafting Bid Specifications (Cont’d) • Special bidding regulations include but are not limited to: • Printing; NYS Printing Law. • Contract limited to 2 years • Press work cannot be subcontracted • Must be an IFB • Textiles; Fair Labor Standards • Requires vendor to provide notarized attestation that product was not produced in ‘sweatshop’ conditions • University must receive acceptable attestation before an award can be made • Textiles using the University Logo or Word Mark must be Licensed by the University’s Licensing Contractor • Recycling content specifications; EO4 • Governor's Executive Order #4 requires maximizing the use of environmentally preferable or “green” commodities, services and technology • All copy paper, janitorial paper, printing and other paper supplies purchased shall be composed of 100% post-consumer recycled content to the maximum extent practicable, and all copy and janitorial paper shall be process chlorine-free to the extent practicable. • Bidders will be required to submit documentation stating that they can meet the requirements.

8. Submittal Review • Bids received by the opening time are publicly read by the Purchasing Office. • After recording, the bids are forwarded to the technical team for review. • The technical team makes a written determination of award and forwards it to the Purchasing Associate (“PA”). • Award must be made to the lowest responsible bidder meeting the mandatory requirements • The PA will review the math and technical scoring. • Bid rejection for non-conformance must be for significant issues and must be outlined in the bid.

9. Submittal Review (Cont’d) • Bids rejected due to specifications not being met need to be noted along with supporting documentation as to why that specification was necessary. • Losing vendors are required to be given a debriefing as to why they were unsuccessful and may file a formal protest • The winning bid must be reviewed to ensure all specifications are met. • All bidders will be notified by the Purchasing Office of the results. • Copies of the bid tabulation can be provided upon request and are available in the New York State Contract Reporter.

10. Time Line • Based on Final Draft Bid being completed • Contract Reporter Advertisement 3 Week Min. • Evaluating Bids Approximately 1-2 Weeks • Contract Development and Signature 3 Weeks (if required) • NYS Attorney General Approval 2 Weeks (only for Contracts) • NYS Comptroller Approval 4-6 Week Min.