Bidding Components – Information Required
to Complete an Invitation for Bid
 Requisition to encumber the necessary funds.
 Detailed technical specifications.
 Clear method of award criteria.
 Contract Reporter guidelines compliance (State only).
 Bidders list.
 Thorough review of all proposals.
 Recommendation for award.
 Execution of final contract.
 Final approval from appropriate authority.
Drafting Bid Specifications
 Technical specifications should be developed
independently based on the end user needs. A
consultant may be utilized to assist in the drafting and
response review.

Vendors who assist in bid drafting are not allowed to
bid on the procurement.
 Referencing a make and model is permitted but
allowance for equivalent offerings is required.
Drafting Bid Specifications (Cont’d)
 Specifications need to include mandatory requirements but
cannot unreasonably restrict the number of bidders.
 Inclusion of expected warranty requirements, detailed delivery
requirements and/or custom brokerage charges are important
components to include in the bid documents.
 Prequalifications limiting the pool of bidders to those meeting
specific requirements may be used with appropriate justification.

Prequalification criteria may include the requirement that
bidders are authorized Agents of the manufacturer or are
certified by the manufacturer to perform a certain service.
Drafting Bid Specifications (Cont’d)
 The requirement of mandatory items in a bid should be limited
to necessary items. If mandatory specifications are not met by a
bidder, the entire bid must be rejected.
 Specifications involving installation require a certificate of
insurance and a wage rate schedule from the Department of
Labor with the bid.
 All bidders must disclose the use of subcontractors.

The primary contractor must ensure that subcontractors
comply with all requirements of the award.
Drafting Bid Specifications (Cont’d)
 Terms directly related to what is being purchased are to be included in
the bid.
 Important terms include:





Right to reject any and all bids;
Right to accept best and final offers;
Right to issue amendments to correct errors;
Extension of bid opening date; and
Request clarification.
 MWBE goals will be noted in the bid and advertised in the NYS
Contract Reporter.
 Allowance for written Q&A’s help to ensure that bidders understand the
nature and scope of the bid and may identify possible problems with
bid.
 Inclusion of the date written questions are due and the date
answers will be sent out are part of the bid document.
Drafting Bid Specifications (Cont’d)
 Walkthroughs for technical bids or those requiring installation
allows potential bidders to review the project.
 Walkthroughs must be noted in the document with the date,
time, location and contact person stated.
 Mandatory walkthroughs require a sign in sheet which is to be
submitted to the Purchasing Office upon the conclusion of the
walkthroughs.
 Bid rejection for missing a mandatory walkthrough must be
stated in the bid document.
 Answers to questions raised at walkthroughs must be shared
with all potential bidders.
Drafting Bid Specifications (Cont’d)

Special bidding regulations include but are not limited to:
 Printing; NYS Printing Law.

Contract limited to 2 years

Press work cannot be subcontracted

Must be an IFB
 Textiles; Fair Labor Standards

Requires vendor to provide notarized attestation that product was not produced in
‘sweatshop’ conditions

University must receive acceptable attestation before an award can be made

Textiles using the University Logo or Word Mark must be Licensed by the
University’s Licensing Contractor
 Recycling content specifications; EO4

Governor's Executive Order #4 requires maximizing the use of environmentally
preferable or “green” commodities, services and technology

All copy paper, janitorial paper, printing and other paper supplies purchased shall
be composed of 100% post-consumer recycled content to the maximum extent
practicable, and all copy and janitorial paper shall be process chlorine-free to the
extent practicable.

Bidders will be required to submit documentation stating that they can meet the requirements.
Submittal Review
 Bids received by the opening time are publicly read by the
Purchasing Office.
 After recording, the bids are forwarded to the technical team
for review.
 The technical team makes a written determination of award
and forwards it to the Purchasing Associate (“PA”).
 Award must be made to the lowest responsible bidder
meeting the mandatory requirements
 The PA will review the math and technical scoring.
 Bid rejection for non-conformance must be for significant
issues and must be outlined in the bid.
Submittal Review (Cont’d)
 Bids rejected due to specifications not being met need to be
noted along with supporting documentation as to why that
specification was necessary.
 Losing vendors are required to be given a debriefing as to
why they were unsuccessful and may file a formal protest
 The winning bid must be reviewed to ensure all specifications
are met.
 All bidders will be notified by the Purchasing Office of the
results.
 Copies of the bid tabulation can be provided upon request and
are available in the New York State Contract Reporter.
Time Line
 Based on Final Draft Bid being completed
Contract Reporter Advertisement 3 Week Min.
 Evaluating Bids Approximately 1-2 Weeks
 Contract Development and Signature 3 Weeks
(if required)
 NYS Attorney General Approval 2 Weeks (only
for Contracts)
 NYS Comptroller Approval 4-6 Week Min.
