Procurement Frequently Asked Questions (FAQ)

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Procurement Frequently Asked Questions

Doing Business with City Agencies in General

1. How does the City's procurement process work?

A city agency identifies a need and plans a procurement.

The agency writes and publishes a solicitation.

The agency reviews the bids and selects a vendor.

The city conducts a background check on the vendor.

A contract is negotiated, reviewed by the relevant oversight agencies, and signed.

The contract is registered with the Office of the Comptroller.

Most bids and proposals over $100,000 are solicited on DOF's website and the City Record online.

2. How do I become a registered vendor for the City of New York?

All vendors must complete the vendor enrollment process in the Payee Information Portal (PIP) and the Procurement and Sourcing Solutions Portal (PASSPort) systems.

3. How do I get certified as a Minority/Women-Owned Business Enterprise?

Review the MWBE eligibility requirements and enroll with the Department of Small Business Services.

4. What is the difference between a bid and a proposal?

Competitive sealed bidding (CSB), also known as an invitation for bids (IFB) or request for bids (RFB), is a source selection method in which sealed bids are publicly solicited and opened and a contract is awarded to the lowest responsive and responsible bidder.

Competitive sealed proposal (CSP) is a source selection method in which a solicitation is made by the City to potential vendors. Before a contract is awarded, the City may work with the vendor to resolve uncertainties and deficiencies in the proposal.

Doing Business with the Department of Finance specifically

1. Does the Department of Finance have a bid list?

DOF does not maintain a bid list. To enroll in the city's bid lists, you will need to create a Payee Information Portal account at www.nyc.gov/pip. Vendors who have questions or issues regarding online enrollment should contact the Vendor Enrollment Center at (212) 857-1680 or pip@fisa-opa.nyc.gov.

2. How can I find out about DOF's procurement solicitations, and can I receive automatic notification?

The Department of Finance's website lists all currently advertised solicitations. All solicitations over $100,000 are advertised in the City Record. To receive solicitation notices by email and download bid documents, you must enroll in the City Record Online (CROL) system.

Please note that the Department of Finance does not currently have a prequalified vendor list for participation in its procurement solicitations. You need not be prequalified in order to bid.

3. What sorts of products and services does the Department of Finance procure?

The Department of Finance procures products and services in the areas of information technology, payment processing and banking, debt collection, booting, translation and interpretation, office supplies and furniture, and more.

To do business with the Department of Finance, register with the City Record to receive email solicitation notices and updates. You may also create an account with the city's Payee Information Portal to manage your bids and contracts online. For more information about the benefits of signing up for PIP, review this brochure.

If you have questions about doing business with the Department of Finance, review the frequently asked questions on this page or Contact Us.

Other General Questions

1. How is the winning RFP selected?

An evaluation committee with knowledge and expertise in the procurement conducts a fair and reasonable evaluation of the proposals. The committee ranks the proposals based on the criteria specified in the RFP.

2. How long does it take for a contract to be awarded?

The timeframe to award a contract varies depending on various factors, including the project's size and complexity and the nature of the goods or services being procured.

3. My company responded to an RFP a few months ago, but we have not heard back. How would we know if we were selected?

The evaluation and selection process can take several months. After the selection process is completed, the apparent awardee is notified and the award process begins. For solicitations over $100,000 in contract value, an award notice is posted in the City Record Online upon registration of a contract.

4. Why does the procurement process take so long

City procurements are processed in accordance with the procedures set forth in Chapter 13 of the New York City Charter.

5. Our company was selected for an award. When can we start working?

All contracts must be registered with the New York City's Office of the Comptroller. After the contract is registered, you will receive a notice to proceed (NTP) letter or other form of notification informing you when the work can commence.

6. When is a bid security or bonding required for a bid?

Bid security or bonding requirements are always specified in the solicitation if applicable.

7. Do I need insurance to maintain a contract, and if so what kind?

Insurance requirements vary according to the type of contract or services required. Details will be provided in the solicitation.

8. I am a prime contractor. How do I identify New York City's certified M/WBE firms to engage on a city contract?

The New York City Department of Small Business Services' searchable directory of certified M/WBE vendors is available at www.nyc.gov/buycertified. You may also contact (212) 513-6356 or e-mail buyer@sbs.nyc.gov for assistance in finding vendors or verifying a company's certification status.

9. I am certified with New York State as an M/WBE firm. Must I also be certified by New York City for subcontracting opportunities?

Yes, you will have to be certified through the Department of Small Business Services. Companies already certified by one of the following government or private sector partners may be eligible to submit a "fast track" application:

New York City School Construction Authority

The Port Authority of New York and New Jersey

Women President Educational Organization

New York & New Jersey Minority Supplier Development Council, Inc.

Empire State Development Corporation

To request a fast track application, download an application at www.nyc.gov/getcertified, call the certification helpline at 212-513-6311, or e-mail mwbe@sbs.nyc.gov for more details.

10. My firm is a certified M/WBE. Why have we never received a bid invitation?

The City searches for potential vendors by commodity codes, and so it is important that your registration information be accurate. Please review your profile at www.nyc.gov/pip.

11. What is a sealed bid?

A sealed bid is one that has been submitted in response to an invitation for bids in a sealed envelope to prevent its contents being revealed or known before the bid submission deadline. If permitted by the IFB, sealed bids may be submitted electronically, provided they are submitted in a manner that prevents the contents from being revealed or known prior to the date and time set for the opening of bids.

12. Who is a responsible bidder?

A responsible vendor has:

the capability in all respects to perform in full the contract's requirements, and

the business integrity and reliability to assure a good faith performance.

13. What is a responsive bidder?

A responsive bidder is a vendor whose bid or proposal conforms to the terms set out by the City in the solicitation.

14. Under what circumstances might my bid be disqualified or rejected?

Bids that do not conform to the requirements of the invitation will be disqualified. Late bids will not be accepted.

15. How do I correct a solicitation that was submitted before the due date?

Contact the point person listed on the solicitation.

16. What if I have a question while filling out a bid?

A point person will be listed on the solicitation.

17. What is a pre-bid conference?

A pre-bid conference facilitates the bidding process by allowing vendors the opportunity to ask questions about the solicitation.

18. What are the Procurement Policy Board (PPB) rules?

Under chapter 13 of the Charter of the City of New York, the PPB is authorized to make rules governing the procurement of goods, services, and construction. The rules are available on the PPB's website.

19. What are FOIL requests?

New York State's Freedom of Information Law allows members of the public to access the public records of governmental entities.