New York Codes, Rules and Regulations › Title 9 - EXECUTIVE DEPARTMENT › Subtitle G - Office of General Services › Chapter I - Procurement Services Group › Part 250 - Purchasing Procedures And Purchases From Preferred Sources › Section 250.19 - Procedure for agency noncentralized printing purchases

Current through Register Vol. 46, No. 28, July 10, 2024
Agency printing requirements which cannot be fulfilled
					 under a centralized contract let by the commissioner, may only be directly
					 purchased by the agency in compliance with the following procedures and
					 monetary limitations:
(a) Agency
				  purchases not exceeding $1,000. An agency may purchase such items of printing
				  directly from a responsible vendor of its choice, with no prior or subsequent
				  approval from the commissioner. While no competitive bidding is required,
				  agencies should take steps necessary to ensure that prices are reasonable and a
				  written confirmation of the successful vendor's quotation showing the time and
				  conditions of sale should be obtained. The Comptroller's copy of the issued
				  purchase order shall be processed in accordance with the Comptroller's then
				  current procedural requirements.
(b) Agency purchases in excess of $1,000, but
				  not exceeding $5,000. The advance approval of the commissioner for such
				  purchases must be obtained through submission of a purchase request to the
				  Office of General Services. The commissioner may elect to contract for the item
				  or authorize the purchase by the agency. If direct purchase by the requesting
				  agency is authorized, the agency may purchase such printing, without subsequent
				  approval by the commissioner in the following manner only:
(1) A minimum of five bids should be
				  solicited from responsible vendors and each vendor solicited shall receive a
				  copy of the bid documents, which documents shall include by reference, the
				  general conditions issued by OGS. Such documents should include a complete
				  description of the item required. Such description should include, where
				  applicable, but not be limited to information relating to the size, number of
				  pages, paper stock, ink, quantity, composition, presswork, binding, packing,
				  delivery, etc., required for the desired printing and the date, hour and place
				  of the bid opening.
(2) All sealed
				  bids received shall be opened publicly at the time and place of bid
				  opening.
(3) A tabulation of all
				  bids received at the bid opening shall be prepared, setting forth the identity
				  of each bidder, the prices quoted and all other pertinent information. Bids
				  shall be tabulated by item number and unit price in such form as to afford a
				  basis for strict comparison of the prices bid. In addition to the foregoing,
				  the agency shall supply a listing of all vendors from whom bids were solicited.
				  Bids received subsequent to the time noticed for the bid opening shall be
				  rejected and returned to the bidder, except that such late bids may be
				  considered where either no bids or no acceptable bids have been timely
				  received.
(4) If the low bidder is
				  successful, all papers are to be retained in the agency file and the original
				  copy of the order should be forwarded to the vendor. The Audit and Control copy
				  of the order should at the same time, be forwarded to the Comptroller's office
				  along with a certified copy of the bid tabulation.
(5) If a low bid(s) is being rejected, a
				  memorandum should be prepared stating in detail the reasons for rejection, and
				  a certified copy of the bid tabulation, the successful vendor's quotation, any
				  rejected vendor's quotation, the rejection memorandum, together with all copies
				  of the purchase order made out to the lowest responsible bidder meeting
				  specifications, shall be forwarded to the Department of Audit and
				  Control.