OGS Procurement Services Group 2009 State Purchasing Forum PURCHASING 101

2009 Purchasing Forum – Purchasing 101 Larry Klein Procurement Services group Office of General Services (518) OGS Website Presenter’s Contact Information

2009 Purchasing Forum – Purchasing 101 Welcome and Introductions Course Overview – Purchasing 101 Session Time Ask Questions Agenda

2009 Purchasing Forum – Purchasing 101 Glossary of Terms Governing NYS Laws, Rules, Regulations and Other References and Resources Discretionary and Prior Approval Thresholds Procurement Requirements Procurement Guidelines Appendix A Agency Purchasing Flowchart Resources

2009 Purchasing Forum – Purchasing 101 Determining your need Discretionary Purchasing Levels NYS Certified M/WBE IFB or RFP The Procurement Process

2009 Purchasing Forum – Purchasing 101 Choices and decisions at each step Remember the Procurement Record The Agency Purchasing Flowchart

2009 Purchasing Forum – Purchasing 101

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 Discretionary Purchase Process a Request for a Needed Commodity or Service

2009 Purchasing Forum – Purchasing 101 Not subject to State’s formal competitive bidding requirements $50,000 for 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: cretionaryPurchasingGuidelines.pdf Discretionary Purchases

2009 Purchasing Forum – Purchasing 101 Under $50,000 ($85,000 - OGS): Procurement record must support selection of vendor and reasonableness of price Must advertise in Contract Reporter $15,000+ for State Agencies* ($30,000+ for OGS) * see OSC handout Discretionary Purchases

2009 Purchasing Forum – Purchasing 101 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 Formal Competition

2009 Purchasing Forum – Purchasing 101 Responsive and responsible offerors Contract Reporter insertion Fully defined method of award Be prepared for tie bids and other glitches IFB Essentials

2009 Purchasing Forum – Purchasing 101 Use the RFP Process Define the project Explain general parameters that will determine “best value” If a “Low Bid” Award is Not Feasible

2009 Purchasing Forum – Purchasing 101 Level Playing Field Whether IFB or RFP

2009 Purchasing Forum – Purchasing 101 Online listing of bid opportunities worth $15,000+ for State Agencies ($30,000+ for OGS) Maintains a level playing field; Official source of New York State government bid solicitations; and Procurement resource for the business community. What is the Contract Reporter?

2009 Purchasing Forum – Purchasing 101 NYS agencies, public authorities, and public benefit corporations are required to publish: Bid solicitations of $15,000+ for State Agencies ($30,000+ for OGS); 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 a minimum of 15 business days must elapse between publication notice and date bid or proposal is due. Knowing and following applicable statute: Economic Development law Article 4-C. What Am I Responsible For?

2009 Purchasing Forum – Purchasing 101 Visit Contact Information

2009 Purchasing Forum – Purchasing 101 Contact your agency administrator to establish a user profile for you. Go to View the tutorials, user guide, FAQs. Become familiar with the site and submit a “test ad” (just delete it after successful submission). How Do I Submit a Bid Solicitation Online?

2009 Purchasing Forum – Purchasing 101 Guidelines may be found at the NYS Contract Reporter website: Article 4-C OSC Bulletin No. G-107B Procurement Opportunities Newsletter OSC approves/denies exemption Bid info must still appear in the Contract Reporter (w/o proposal due date). What if I Have an Exemption?

2009 Purchasing Forum – Purchasing 101 Website Address: How to Do a Search in the MWBE Directory

2009 Purchasing Forum – Purchasing 101 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. Prevailing Wage Rates

2009 Purchasing Forum – Purchasing 101 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.

2009 Purchasing Forum – Purchasing 101 The annual determination is available on the Department of Labor website: Where to Find Prevailing Wage Rate Information

2009 Purchasing Forum – Purchasing 101 Questions and Answers ?

2009 Purchasing Forum – Purchasing 101 Larry Klein Procurement Services Group Office of General Services (518) OGS Website Presenter’s Contact Information