Janitorial Bid Templates - PowerPoint

							                             Basic Purchasing




Governor David A. Paterson
Commissioner John C. Egan
        Questions? Call OGS Customer Services at (518) 474-6717
                      Definitions
Procurement: Acquisition of goods or services

Contract: written agreement formalizing obligation
  of parties involved

Commodity - Goods, supplies, products

Service - Performance of a task

Technology – good or service that results in a
 technical method of achieving a practical
 purpose
     Questions? Call OGS Customer Services at (518) 474-6717
           State’s Procurement Process
                              Article 11 State Finance Law

• Promote Competition while keeping the process “Fair and Open”

       • Ensure fair   and open competition – optimal solution at a reasonable price

       • Guard against favoritism, improvidence, extravagance, fraud and corruption;

       • Ensure that the results meet agency needs;

       • Provide for checks and balances to regulate and oversee agency procurement
          activities; and

       • Protect the interests of the state and its taxpayers.




         Questions? Call OGS Customer Services at (518) 474-6717
     Order of Purchasing Priority

First: Preferred Source offerings
Second: OGS centralized commodity
        contracts
Third: Agency or multi-agency established
        contracts
Fourth: ―Open Market‖ procurement that
        can either be discretionary or result
        from a formal, competitive bidding
        process based on the total value of
        the procurement

   Questions? Call OGS Customer Services at (518) 474-6717
Select Procurement Method




Questions? Call OGS Customer Services at (518) 474-6717
               #1 Preferred Sources
      Applies to both Services and Commodities
                  A1 Preferred Sources
• Department of Correctional Services (CORCRAFT)

• Approved non-profit agencies for the blind (Industries for the
  Blind)

• Approved non-profit agencies for severely disabled (NYSID),
  qualified special employment programs for the mentally ill and
  qualified veteran’s programs




      Questions? Call OGS Customer Services at (518) 474-6717
Some of the Items Offered by Preferred Sources

•   Furniture                       Janitorial
•   Toner Cartridges                Window Cleaning
•   Janitorial Supplies             Temp Office Work
•   Office Supplies                 CD Rom Replicating
•   School Supplies                 Warehousing
•   Flags                           Call Center
•   Personal Care Items
•   Food and Beverages


     Questions? Call OGS Customer Services at (518) 474-6717
           #1 Preferred Sources

• Preferred Source pricing may be up to 15%
  more than market price (approved by OGS)

• If a commodity or service is offered by one of
  these organizations, you must purchase
  provided that the commodity or service meets
  your form, function and utility.


   Questions? Call OGS Customer Services at (518) 474-6717
     #1 Preferred Sources
      Form Function and Utility
                   Defined
The minimum essential requirements that
will meet the agency’s needs as defined by
the agency. Requirements may include
quality, quantity, delivery terms, packaging,
performance standards and compatibility
among others.


Questions? Call OGS Customer Services at (518) 474-6717
              #1 Preferred Sources
                        Exemption
• Must provide written notification to the preferred
  source

• Preferred source has 10 days

• Preferred source may agree, disagree, not respond

• Document your decision in your procurement record


    Questions? Call OGS Customer Services at (518) 474-6717
#2 OGS Centralized Commodity Contracts
Centralized Contracts- Contracts let by OGS for use by State
agencies or other authorized users for the purchase of commodities
or services

• Commodity contracts are mandatory, service and technology
  contracts are not.

• 2,500+ active procurement contracts

• $5 billion in contract value

• 1 to thousands of items on a single contract

      Questions? Call OGS Customer Services at (518) 474-6717
#2 OGS Centralized Commodity Contracts
          Benefits of Using OGS Contracts
 • OGS contracts meet competitive bid requirements – issue a
   Purchase Order

 • Reduce or eliminate the time required to research
   specifications

 • Significant savings over market prices –statewide volume =
   better prices

 • OGS OR LESS

 • Best & Final


     Questions? Call OGS Customer Services at (518) 474-6717
              OGS Website
            A6 Navigating the OGS Website




Questions? Call www.ogs.state.ny.us (518) 474-6717
                OGS Customer Services at
OGS Purchaser Notification Service

• Web-based (e-mail)
• Contract award notifications
• Contract updates
• Important Commodity Information
• Unlimited, free registration

Select only those classifications of interest to you.



   Questions? Call OGS Customer Services at (518) 474-6717
  OGS Purchaser Notification Service
Register as New or Update Your Registration




         http://www.ogs.state.ny.us/PNS/default.asp
    Questions? Call OGS Customer Services at (518) 474-6717
 OGS Helpful Hints for Contract Use
Read the Contract:
• How to Use this Contract
• Read about the pricing
• Read the Terms and Conditions

Confer with Experts:
• Call the contractor
• Call the OGS Purchasing Officer listed on the
    contract award notice.
• Call OGS Customer Services
• Attend the State Purchasing Forum
   Questions? Call OGS Customer Services at (518) 474-6717
#3Agency or Multiagency Established Contracts

• For commodities, services or technology that
  may not be covered by OGS centralized
  contract or preferred source offerings

• Must receive approval from OGS to use
  another agency contract

• Depending on estimated spend and what is
  being purchased agency may need to establish
  its own contract.

    Questions? Call OGS Customer Services at (518) 474-6717
    #4 Discretionary Purchases




Questions? Call OGS Customer Services at (518) 474-6717
              Contract Terminology

•   IFB - RFP
•   Single or Multiple Award
•   Competitively Bid
•   Backdrop Contract
•   Sole Source
•   Single Source
•   Piggyback
•   Emergency

     Questions? Call OGS Customer Services at (518) 474-6717
                  Invitation for Bid

• Method of award is based solely on price

• Single or Multiple Award

• Competitively Bid

• This method is required for commodity purchases

• It may be used for services if lowest price = best
  value


    Questions? Call OGS Customer Services at (518) 474-6717
            Request for Proposal
                    A3 -RFP Basics
                    A4 RFP Workshop
Competitively Bid
• Award is based on best value
  – price is not the only factor for determining award

  – Award will be based on cost and technical factors

  – Bidder offers solution to the need identified in the
    RFP.


   Questions? Call OGS Customer Services at (518) 474-6717
                  Contract Types

              Not Competitively Bid

• Sole Source Contracts - only vendor that can
 meet the need.


• Single Source Contracts – more than one
 can provide, but agency has determined that it is
 in the best interest of the state to procure from
 one vendor.


   Questions? Call OGS Customer Services at (518) 474-6717
                 Contract Types


• Piggyback Contracts- contract based on
  another government entity contract

• Emergency Contracts- health & safety requires
  at least 3 quotes




   Questions? Call OGS Customer Services at (518) 474-6717
      Backdrop Contracts-Minibid
• OGS pre-qualifies companies based on
  qualifications via periodic/continuous recruitment.

• Prices established are ―not-to-exceed‖ pricing.

• When agency identifies a need a mini-bid is
  conducted by the agency. Award can be made by
  lowest price or best value.

• Usually OGS contract numbers starting with CMS
  or CMT indicate mini-bids necessary.



    Questions? Call OGS Customer Services at (518) 474-6717
                Mini-Bid Process
Most contracts include templates that can be used to
  create Project Definition, to include the following.
• Overview—general description of project,
  including context within issuing agency’s mission.
• Project Scope—using agency’s expectations
   – Identify and define project requirements &
     deliverables.
• Project Methodology—how the resulting project
  will be conducted, including
   – Compliance with terms of back-drop contract &
   – Project payment method.
• Instructions for submitting bid.

    Questions? Call OGS Customer Services at (518) 474-6717
                Mini-Bid Process

• Review list of eligible contractors on OGS website
  and follow instructions for that back-drop contract
  regarding solicitation distribution.
• No advertisement required as solicitation is limited
  to pre-approved vendors.
• Using agency select winning contractor based on
  method of Award/Evaluation criteria outlined in
  Project Definition.
• Using agency responsible for contract
  administration.



    Questions? Call OGS Customer Services at (518) 474-6717
             Other Contract Requirements
Tasks to be done/considered when developing your own bid:

Contract Reporter over $15,000 A7 Contract Reporter

MWBE Goals S4 MWBE

Prevailing Wages S2 Contract Components

Vendor Responsibility S5 VendRep

Attorney General Approval

DOB B-1184 approval

State Comptroller Approval S2 Contract Components
     Questions? Call OGS Customer Services at (518) 474-6717
           #4 Discretionary Purchases
                         S6 Discretionary Purchasing

• Purchases that do not require competitive bidding
• You must still consider Preferred Source and OGS
  Centralized Contracts before making an open market
  purchase
• Most agencies $50,000 threshold
• Purchase Card or Purchase Order S9 Procurement Card
• Provides opportunity for MWBE and small business
  participation (limits increased to $100,000)
• Your agency may have their own policies related to
  discretionary purchases


     Questions? Call OGS Customer Services at (518) 474-6717
          #4 Discretionary Purchases

• You must still advertise in the contract reporter for items over
  $15,000 A7 – Contract Reporter

• OSC approval is required for purchases over $50,000

• DOB Approval (B1184 Process) http://www.budget.state.ny.us

• Document your decisions in your procurement record




     Questions? Call OGS Customer Services at (518) 474-6717
                     www.ogs.state.ny.us
Procurement Council Guidelines


State Finance Law


OGS Contract Listings


Preferred Source Listings


Bid Opportunities


Bid Results


        Questions? Call OGS Customer Services at (518) 474-6717
                    Contact Us
                               New York State
                    Office of General Services
                 Procurement Services Group


Customer Services:
(518) 474-6717

customer.services@ogs.state.ny.us
www.ogs.state.ny.us
WWW.OGS.STATE.NY.US


   Questions? Call OGS Customer Services at (518) 474-6717