Diane RobinsonGail Weiglhofer

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(No Transcript)
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Presenters Contact Information
Diane Robinson/Gail Weiglhofer Financial
Administration Office of General
Services diane.robinson_at_ogs.state.ny.us gail.we
iglhofer_at_ogs.state.ny.us [phone] OGS
Website www.ogs.state.ny.us
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Agenda

• Welcome and Introductions
• Course Overview Purchasing 101
• General Information
• Ask Questions

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Discretionary Purchases

• Not subject to States formal competitive
  bidding
• requirements
• 50,000 for most State agencies (85,000 for
• OGS)
• 50,000 to 100,000 if purchased from NYS
  small
• business, M/WBE or recycled/remanufactured
• products
• Guidelines on website at

http//www.ogs.state.ny.us/procurecounc/pdfdoc/Dis
cretionaryPurchasingGuidelines.pdf
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Discretionary Purchases

• Under 50,000
• Procurement record must support
• selection of vendor and reasonableness
• of price
• Must advertise in Contract Reporter
• 15,000 - 50,000

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Types of Contracting Vehicles

• Purchase Orders
• Purchase Authorization (PA) Contracts
• Refer to Bulletin G 191
• Contract Agreements
• AC340

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Quick Contracting

• A mechanism that agencies can adopt
• to have certain contracts processed
• through OSC with a two-day turnaround
• time
• Refer to Bulletins G192 for commodities
• Refer to Bulletins G201 For Services and
• Equipment

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Some Tips for a Successful Approval

• Make sure that
• The transaction is correctly batched,
• please review the new batch types
• G194
• Your transaction is properly encumbered
• and signed by an authorized signatory
• All the required documentation is included
• in the bid package

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Agency Procurement Options

• Select from Preferred Sources
• Purchase from OGS Contracts
• Purchase from NYS Certified MWBE
• Utilize Alternate Methods Available
• Through OGS (Backdrop contracts, Minibids,
  Piggybacking)

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Preferred Sources

• Commodities
• Correctional Services (Corcraft)
• Commodities only
• Industries for the Blind of New York State
• (IBNYS)
• NYS Industries for the Disabled (NYSID)
• Buy OMH
• Qualified Veterans Workshop

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Preferred Sources

• Services
• Equal Priority Accorded to
• Industries for the Blind of New York
• State (IBNYS)
• NYS Industries for the Disabled (NYSID)
• Buy OMH
• Qualified Veterans Workshops

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Preferred Sources

• If product meets form, function and utility
• (i.e. quality, quantity, delivery,
  packaging)
• order should be placed with appropriate
• preferred source
• If product does not meet form, function
• and utility, must document in
• Procurement Record (Release Letter or Declination
  Letter from Preferred Source is required)

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OGS Contracts

• Why Use OGS Contracts?
• Expedient generally place an order
• No need to bid
• No need for OSC or AG approval
• (mini-bids may need OSC approval)
• No need to advertise in Contract
• Reporter

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OGS Contracts

• Statewide Terms
• Filed Requirements
• Multi-State
• Multiple Award / Brand Bid
• Continuous Recruitment
• Piggyback
• Negotiated
• Back Drop

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Filed Requirement Contracts

• Covers specific delivery points and
• estimated quantities
• Guaranteed source of supply for critical
• commodities
• Agencies file their requirements prior to
• establishment of contract
• Contractual obligation to purchase
• Examples include rock salt and fuels

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Multi-State Contracts

• Permits participation by NYS authorized
• users as well as other entities
• Contract administered by one of the
• participating entities
• Minnesota Multi-State Drug Contract
• HIRE

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Brand Bid Contracts

• Issuance of multiple contracts or a single
• contract with multiple lots for different
• brands of a similar product
• Provides customer the widest selection of
• products
• Examples include printer contracts, copier
• contract, mailing machines

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Continuous/Periodic Recruitment

• Used in long term contracts
• Allows OGS/PSG to accept bids after
• the bid opening, adding vendors after
• the original award
• Included in printers, microcomputers,
• books and many service contracts, etc.

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OGS Piggyback Agreements

• OGS piggybacks onto existing contracts
• developed by other governmental
• agencies (federal, political subdivision or
• other states) creating a NYS contract
• Includes additional terms as they relate to
• NY State procurement rules

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OGS Negotiated Contracts

• Established by agreements between OGS
• and a vendor in lieu of issuing a bid
• May include continuous/periodic
• recruitment
• Software and printer contracts are
• negotiated contracts

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Backdrop Contract

• Consists of a pool of pre-qualified
• contractors who are eligible to participate
• in the contracts Mini-Bid process or other
• specified selection process
• Examples include elevator maintenance,
• telephone PBX, and IT services

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Agency Strategies

• Discretionary Purchases
• OGS or Less
• Sole/Single Source

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Agency Strategies

• Backdrop Mini-Bids
• Piggybacks
• Continuous/Periodic Recruitment
• Emergency Purchases
• Competitive Bids using IFB/RFP

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OGS or Less

• Allows purchase from other than State
• contract if lower prices or terms are more
• economically efficient to the State agency
• Contractor must be given opportunity to
• match pricing
• OGS or Less purchases must meet
• requirements of law
• Contract must have
• OGS or Less language

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Sole Source Procurement

• Where only one vendor can provide
• the product/service required
• Procurement record must explain
• - Unique nature of the requirement
• - Basis for determining only one
• vendor is able to meet needs
• - Reasonableness of price

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Single Source Procurement

• Where two or more vendors can supply
• product/service but selection of one is
• based on expertise, previous experience,
• etc.
• Procurement record must explain
• - Alternatives considered
• - Rationale for selecting specific
• vendor
• - Reasonableness of price

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Backdrop Mini-Bids

• Benefits
• Terms Conditions already in place
• Negotiating time saved
• Pre-qualified list of vendors
• Contract Reporter advertisement not
• required
• AG approval not required

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Piggyback Contracts

• Contract established by NYS based on
• existing contracts developed by other
• governmental agencies (federal, political
• subdivision or other states)
• Must obtain OGS PSG approval
• Guidelines available on OGS website at
• http//www.ogs.state.ny.us/procurecounc/pdfdoc/pgb
  guidelines.pdf

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Continuous/Periodic Recruitment

• Recommend that the vendor contact OGS
• for addition to existing contract
• Allows accepting bids after the bid
• opening and adding vendors after the
• original award

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Emergency Purchases

• Agency head must approve emergency
• status. Each agency should have a policy
• in place for emergency purchase
• approvals
• Must document nature of emergency
• potential effect on health, safety or
• conservation of public resources and
• detailed description of commodities,
• services and technology to be provided

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Emergency Purchases

• Should make reasonable attempt to get at
• least three oral quotes with written
• confirmation within a reasonable time
• FAILURE TO PROPERLY PLAN IN
  ADVANCE DOES NOT CONSTITUTE AN EMERGENCY!
  (Reasonableness of price and State Finance Law
  still apply)

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Competitive Bids Using IFB

• Invitation for Bid (IFB) is most typically
• used where requirements can be stated
• and award will be made to the lowest
• responsive and responsible bidder(s)
• Typically used for commodities
• Also used for many services and
• technologies

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Competitive Bids Using IFB

• Lowest Price
• Basis for Awarding Contracts for
• Commodities
• Low Bid Meeting Specifications
• Price May Include Other Costs

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Competitive Bids Using RFP

• Request for Proposals (RFP) is used for
• procurements where factors in addition to
• cost are considered and weighted in
• awarding the contract and when the
• method of award is best value
• Mostly used for services and technology
• Used for complex procurements

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Competitive Bids Using RFP

• Best Value
• Basis for Awarding Contracts for
• Services (Including Technology)
• Optimizes Quality, Cost and Efficiency
• A weighted analysis is used to assess
• price, technical submission, and
• vendor qualifications

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Questions and Answers
?
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Presenters Contact Information
Diane Robinson/Gail Weiglhofer Financial
Administration Office of General
Services diane.robinson_at_ogs.state.ny.us gail.we
iglhofer_at_ogs.state.ny.us [phone] OGS
Website www.ogs.state.ny.us