Presenter’s Contact Information Larry Klein Procurement Services Group Office of General Services larry.klein@ogs.state.ny.us (518) 474-1350 OGS Website www.ogs.state.ny.us

Agenda Welcome and Introductions Course Overview – Purchasing 101 General Information Session Time Hush Sounds Ask Questions Listen, Learn, and Enjoy

Governing NYS Laws, Rules, Regulations Resources Glossary of Terms Governing NYS Laws, Rules, Regulations and Other References and Resources Discretionary and Prior Approval Thresholds Procurement Requirements Procurement Guidelines Appendix A and B Agency Purchasing Flowchart

The Procurement Process Determining your need Discretionary Purchasing Levels NYS Certified M/WBE IFB or RFP

The Agency Purchasing Flowchart Choices and decisions at each step Remember the Procurement Record

Process a Request for a Needed Commodity or Service Determine Form, function, and utility determination Availability from preferred source offerings/Purchase from preferred source Check list of OGS Centralized Contracts/ Purchase from OGS Centralized Contract Not available as needed from either?

Discretionary Purchases Not subject to State’s competitive bidding requirements $50,000 for most State agencies $50,000 to $100,000 if purchased from NYS small business, M/WBE or recycled/remanufactured products Guidelines on website at: www.ogs.state.ny.us/procurecounc/pdfdoc/ Discretionarypurchasingguidelines8-17.pdf

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

Choosing a Method of Bidding IFB or RFP? Formal Competition Choosing a Method of Bidding IFB or RFP? Be sure you know what your agency really needs Write a specification that gets to what is needed but is not unduly restrictive

Responsive and responsible offerors Contract Reporter insertion IFB Essentials Responsive and responsible offerors Contract Reporter insertion Fully defined method of award Be prepared for tie bids and other glitches

If a “Low Bid” Award is Not Feasible Use the RFP Process Define the project Explain general parameters that will determine “best value” Have OSC review the draft RFP

Whether IFB or RFP Level Playing Field

What is the Contract Reporter? Online listing of bid opportunities worth $15,000 or more; Maintains a level playing field; Official source of New York State government bid solicitations; and Procurement resource for the business community.

What Am I Responsible For? NYS agencies, public authorities, and public benefit corporations are required to publish: Bid solicitations of $15,000 or more; Quarterly anticipated procurements of $5,000 - $15,000 (Agencies) and $10,000 - $20,000 (SUNY/CUNY); Instructions of how to be placed on bid lists (with quarterly report); and Knowing and following applicable statute – Article 4-C.

Contact Information Visit www.nyscr.org and click on NYS Finance Laws -- See Article 4-C Procurement Opportunities Newsletter.

How Do I Submit a Bid Solicitation Online? Contact your agency administrator to establish a user profile for you. Go to www.nyscr.org. View the tutorials, user guide, FAQs. Become familiar with the site and submit a “test ad” (just delete it after successful submission).

What if I Have an Exemption? Guidelines may be found at the NYS Contract Reporter website: NYS Finance Laws, Article 4-C OSC Bulletin No. G-107B Procurement Opportunities Newsletter OSC approves/denies exemption and notifies the Contract Reporter. Bid info must still appear in the Contract Reporter (w/o proposal due date).

MWBE Utilization Class Description Thursday May 17, 2007 2:45pm – 3:45pm Meeting Room 1 Class Description Learn about the requirements of Article 15A. Also, this class will provide information about ESD certification, searching the MWBE directory, State agency responsibilities, and OGS functions. This is also a valuable opportunity to have your MWBE questions addressed. While this class will focus on requirements for State agencies, there is value for any participant with an interest in this topic.

How to Do a Search in the MWBE Directory Website Address: www.empire.state.ny.us

How to Do a Search in the MWBE Directory To access the webpage – Click NY Loves Biz Doing Business in New York. Once in the New Attitudes New Opportunities New York page click on Small & Growing Businesses on the left and select minority and women-owned business in the drop down list. Go to the second bullet (Minority and Women- Owned Business Certification) and select “Search the Directory” and you will be taken directly into the MWBE Automated Directory.

(Division of Minority and Women Owned Business Development) State Agency Use Only Please call DMWBD (Division of Minority and Women Owned Business Development) at (518) 292-5250 to get your password

Prevailing Wages Class Description Thursday May 17, 2007 9:00am – 10:00am Meeting Room 5 Class Description This session will provide an overview of how Public Work Labor Laws and Prevailing Wages apply to you and the payment of services that you procure from OGS statewide contracts.

Prevailing Wage Rates What are they? Prevailing Wage Rates are the wages and supplements to be paid and/or provided to laborers, workers and mechanics employed on a public work project.

How are they determined? Prevailing Wage Rates How are they determined? Prevailing rates are based on collectively bargained agreements. The Department of Labor utilizes those agreements to determine the rate that covers the type of work activity in question.

When should they be used? Prevailing Wage Rates When should they be used? Prevailing Wage Rates must be used on any public work project. Generally, projects for construction, reconstruction or maintenance done on behalf of a public agency (entity) are public work.

Where to Find Prevailing Wage Rate Information The annual determination is available on the Department of Labor website: www.labor.state.ny.us

Additional Information A copy of the current or past year’s Prevailing Wage Rates can be obtained on CD by e-mailing your request to: nysdol@labor.state.ny.us Any questions, please contact: NYSDOL Bureau of Public Work SOBC – Building 12, Room 130 Albany, NY 12210 Phone: (518) 457-5589 Fax: (518) 485-1870

Questions and Answers ?

Presenter’s Contact Information Larry Klein Procurement Services Group Office of General Services larry.klein@ogs.state.ny.us (518) 474-1350 OGS Website www.ogs.state.ny.us