2. Welcome & Introductions
PURCHASING 101
Welcome & Introductions
Course Overview
General Information
Session Time – One Hour
Hush Sounds
Ask Questions
LISTEN, LEARN AND ENJOY!

3. State Purchasing Forum 2005
Today’s Presenters:
Larry Klein – OGS
Bruce Hallenbeck - OGS
Eileen A. Germain - ESD
Francis Genovesi - ESD
Mary McDonnell - Labor
Erin Barkman - OSC
Bill Hughes - OSC
State Purchasing Forum 2005

4. State Purchasing Forum 2005
Resources
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
State Purchasing Forum 2005

5. The Procurement Process -Larry Klein
Determining Your Need
Discretionary Purchasing Levels
IFB or RFP
State Purchasing Forum 2005

6. The Agency Purchasing Flowchart
Choices and decisions at each step
Remember the Procurement Record
State Purchasing Forum 2005

7. Selecting A Procurement Method
Commodities, Services and Technologies
Complete Needs Assessment
Are needs met by Preferred Sources?
Yes
Preferred Sources
Complete Needs Assessment
Are needs met by Centralized Contract?
Yes
Centralized Contract No
Are needs met by Competitive Bid?
Yes
While more than one contractor could meet needs, could agency provide substantial basis for selecting a single contractor?
Competitive Bid
Yes
SINGLE SOURCE
Is price the sole criterion for selection, provided contractors satisfy minimum specifications? No No
RFP
Would only one contractor meet needs?
Yes
SOLE SOURCE No
Best Value Acquisition
Sharing Existing Contract Resources
Or Developing new P/S w/existing Contractor
Yes
STRATEGIC PARTNERSHIP
Yes
IFB No
State Purchasing Forum 2005
Build It Yourself

8. Process a Request for a needed commodity or service..
First determine:
Form, function, and utility determination
Availability from preferred source offerings/Purchase from preferred source
Check list of OGS centralized contracts/Purchase from OGS contract
Not available as needed from either?
Use P Contract number if appropriate.
State Purchasing Forum 2005

9. Purchases Up to $15,000 Dollar value $5,000, $10,000, $15,000 Discretionary Purchase
If under $15,000
Discretionary purchase
then
Justification of price and vendor selection
The procurement record should be complete and clear-OSC may request.
Note Printing Exception- $10,000 limit for OGS without formal competitive bidding,
$5,000 for agencies requires formal competitive bidding.
State Purchasing Forum 2005

10. Purchases Between $15,000 to $50,000 Discretionary Purchase
Purchase from small business, certified M/WBE (products or services)(see or purchase recycled or remanufactured products (commodities or technology)-NYS Contract Reporter notice required or
Purchase from OGS Small Business Initiative (SBI)- no NYS Contract Reporter notice required (see )
OSC approval precedes Purchase Order release to vendor
Emerging products and services are also covered under Filed Price Agreements up to $15,000 without competition
State Purchasing Forum 2005

11. Over $15,000 to $50,000… (continued)
Obtain Quote:
Under $30,000
Seek OGS procurement technical services assistance- OGS can issue purchase instructions
Complete procurement using formal competition, IFB, Requires notice in NYS Contract Reporter
Over $30,000
(OGS discretionary purchase)
State Purchasing Forum 2005

12. State Purchasing Forum 2005
If over $50,000…
Single/sole source justification
Piggybacking
Formal competition, and advertisement in the NYS Contract Reporter required
State Purchasing Forum 2005

13. Choosing a method of bidding
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
IFB
RFP
State Purchasing Forum 2005

14. State Purchasing Forum 2005
IFB Essentials
Responsive and responsible offerers
Contract Reporter insertion
Fully defined method of award
Be prepared for tie bids and other glitches
State Purchasing Forum 2005

15. 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
Methodology and evaluation criteria should be documented in Procurement Record and determined at time RFP is being prepared
State Purchasing Forum 2005

16. State Purchasing Forum 2005
Whether IFB or RFP…
Level Playing Field
Use an IFB if it is at all possible-much easier to evaluate and award, less potential for problems and delays.
State Purchasing Forum 2005

17. OGS Purchasing Forum June 16-17, 2004 Eileen A. Germain
NYS Contract Reporter
OGS Purchasing Forum
June 16-17, 2004
Eileen A. Germain

18. What is the Contract Reporter?
online listing of bid opportunities worth $15,000 or more;
official source of New York State government bid solicitations; and
procurement resource for the business community.

19. Who uses the Contract Reporter?
Subscribers -
Businesses both in and outside of NYS identify bid opportunities and agencies that are most likely to purchase their products or services.
Agencies –
Advertise for goods and services as required in Statute.

20. Why are agencies required to advertise in the Contract Reporter?
Uniform dissemination of bid information to the business community; thereby
maintaining a level playing field for NYS firms that want to do business with government.

21. What are the guidelines for advertising?
Requirements for advertising in the Contract Reporter are mandated under Economic Development Law.
Visit and click on NYS Finance Laws -- See Article 4-C Procurement Opportunities Newsletter.

22. What am I responsible for?
NYS agencies, public authorities, public benefit corp. 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.

23. How do I submit a bid solicitation online?
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).

24. What if I have an exemption?
Guidelines may be found at 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).

25. HOW DO I LOG ON? Go to www.nyscr.org Select your user type (agency).
Login with:
Username: address
Password: your choice
A valid address is required.
Click on “Manage Submissions.”
Click on +Record

26. HOW DO I KNOW MY AD WAS RECEIVED?
After you hit the "Save" button for the last time, you should see this message:
***********************************************************
Your Record Has Been Saved
Ad Number: , Date Entered: 3/8/2004 9:06:02 PM
Click Here to return to the main Submissions screen.
Print the page with this message and/or elect to have a confirming by clicking on the "Send ” Button
You must have Internet Explorer 5.5 and cookies enabled on your browser.

27. Agency Help Click on the “Agency Help” link and view: Tutorials
Frequently Asked Questions
User Guide

28. Subscribers "Manage My Account"
view ads in selected categories first;
change your password;
receive an alert;
check status of subscription; and
renew subscription.

29. HOW DO I LOCATE MY AD? If you are a subscriber or have a sub account –
set up your profile to include categories of interest;
make sure alert is enabled;
click on search link to perform keyword search; and
click on archives to perform search.

30. Reminder… Before “crunch” time become familiar with:
tutorials, user guide and FAQs;
publication schedules;
ad submission process;
Create a word document with description of purchase for copy and paste into online submission form.

31. Empire State Development
NYS CONTRACT REPORTER
Eileen Germain
Empire State Development
30 South Pearl Street
Albany, NY

32. HOW TO DO A SEARCH IN THE MWBE DIRECTORY

33. Website Address: www.empire.state.ny.us

34. State Purchasing Forum 2005

35. State Purchasing Forum 2005

36. Department of Labor Bureau of Public Work Mary McDonnell
What are Prevailing Wage Rates
When To Use Prevailing Wage Rates
Where To Find Them
State Purchasing Forum 2005

37. 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.
State Purchasing Forum 2005

38. Prevailing Wage Rates… How are they determined?
Prevailing rates are based on collectively
bargained agreements. The Department
utilizes those agreements to determine the
rate that covers the type of work activity in
question.
State Purchasing Forum 2005

39. Prevailing Wage Rates… When are they determined?
The prevailing rate of wages and
supplements are determined annually on
July 1 of each year and are effective through
June 30, i.e. July 1, 2002 – June 30, 2003.
(Article 8, Section 220, subd. 5a)
State Purchasing Forum 2005

40. 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.
State Purchasing Forum 2005

41. Prevailing Wage Rates … When should they be used?
The Contracting Agency must provide the prime contractor with a copy of the
appropriate prevailing wage schedule.
State Purchasing Forum 2005

42. Prevailing Wage Rates … When should they be used?
State law requires that these schedules
be made part of all contracts between a
government entity and a contractor.
(Article 8, Section 220, subd. 3)
State Purchasing Forum 2005

43. Prevailing Wage Rates … Which rates apply?
Work involving the employment of laborers, workers or mechanics is subject to Article 8. Building service workers, i.e., janitorial services, are covered under Article 9 of the New York State Labor Law.
State Purchasing Forum 2005

44. Prevailing Wage Rates … Which work classification applies?
The Bureau of Public Work looks at all factors to determine classification, including:
* Nature of the work
* Collective bargaining agreements
* Jurisdictional agreements
* Jurisdictional decisions
* Historical practice
* Past DOL recognition
* Case law precedents
State Purchasing Forum 2005

45. Where to find Prevailing Wage Rate Information
The annual determination is available
on the Department of Labor website (
State Purchasing Forum 2005

46. Additional Information:
A copy of the current or past year’s Prevailing Wage Rates can be obtained on CD by ing your request to:
Any questions, please contact:
NYS DOL Bureau of Public Work
SOBC – Bldg. 12 – Rm. 130
Albany, NY
Phone (518)
Fax (518)
State Purchasing Forum 2005

47. OSC APPROVALS Erin Barkman & Bill Hughes
Contracting Vehicles
Quick Contracting
Tips for Successful Approvals
State Purchasing Forum 2005

48. TYPES OF CONTRACTING VEHICLES
Purchase Orders
Purchase Authorization (PA) Contracts
Refer to Bulletin G 191
Contract Agreements
AC340
State Purchasing Forum 2005

49. State Purchasing Forum 2005
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
G201 For Services and Equipment
State Purchasing Forum 2005

50. 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.
State Purchasing Forum 2005

51. State Purchasing Forum 2005
Questions
Answers
State Purchasing Forum 2005

52. Thank You for Being Here!