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GENERAL
INFORMATION FOR VENDORS
- How to find out about up-coming Procurements
- Marketing to City Agencies
- Procurement Policy Board Rules
- Vendor
Enrollment Application
- Pre-qualified Lists
- Agencies with their own Vendor Applications
- Public
Access Center
- Business Opportunity Programs
- Prompt Payment
-
NYC Vendor Search
HOW
TO FIND OUT ABOUT UP-COMING PROCUREMENTS
Procurements
valued at more than the City's Small Purchase dollar
limits ($100,000):
- Bidders
Lists. For most of these procurements, agencies
send out notices of the solicitation to all the vendors
on established mailing lists called Bidders Lists.
To place your organization on the City's centralized
Bidders Lists, fill out the NYC-FMS
Vendor Enrollment Application.
(While NYC currently uses the postal service to distribute
solicitation notices, vendors should provide their
e-mail address now to allow electronic transmission
in the near future).
- Pre-qualified
Lists. Under certain circumstances agencies are
permitted to solicit only from vendors on pre-qualified
lists maintained by the agency. See Pre-qualified Lists
for additional information.
- The
"City Record". Most of these procurements are
also advertised in the City
Record On-line
and the printed "City Record," which is available
in most public libraries. To subscribe to the printed
City Record, print and submit order
form.
For a list of agencies not using the City Record see below.
 Adobe
Acrobat
Procurements
valued at or below the City's Small Purchase dollar
limits (see above): These purchases are not advertised
in the "City Record" (either on-line or in printed form).
However, agencies do send out notices to, among others,
a randomly selected sub-set of the vendors on applicable
Bidders Lists.
Non-City
agencies have their own Vendor Applications (see below).
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MARKETING
TO CITY AGENCIES
New
York City procures approximately $11 billion worth of
goods, services, construction and construction-related
services each year. City procurements are partly centralized
and partly decentralized. For more information about
the number and value of different kinds of contracts
issued by City agencies please see the Annual
Procurement Indicators report.
- Goods.
Individual City agencies are authorized to conduct
procurements for goods valued at $100,000 or less.
All higher-valued procuresses for goods are conducted
by the Department of Citywide Administrative Services
Division of Municipal Supply Services (DCAS/DMSS)
on behalf of the other mayoral agencies. DCAS/DMSS
annually issues contracts totaling approximately $700
million. DCAS/DMSS predominantly uses competitive
sealed bids to award "requirements contracts." Under
these fixed term, indefinite quantity agreements a
single vendor wins the right to supply all of the
City's requirements for the contracted goods over
the term of the contract.
After
submitting a NYC-FMS Vendor Application,
prospective suppliers of goods who are interested
in larger dollar value contracts can send marketing
materials to:
Office
of Vendor Relations
Division
of Municipal Supply Services
Department
of Citywide Administrative Services
1
Centre Street 18th Floor
New
York, NY 10007
(212)
669-8562
Firms
interested in competing for purchases and goods
valued at $100,000 or less, should submit a NYC-FMS
Vendor Application and then send marketing information
to individual agencies.
- Construction
and Architecture/Engineering. Many agencies have
responsibility for procuring construction and Architecture/Engineering
services. For information on the upcoming construction-related
contracts expected to be bid out over the next 12
months by City agencies, please see the Construction
Pipeline Report. Several agencies use pre-qualified lists to solicit construction or
construction-related services. In addition to submitting
an NYC-FMS Vendor Application, small
construction contractors should consider applying
to become a Locally Based Enterprise with the Department of Small
Business Services for benefits in sub-contracting
and posting of performance bonds. You can also receive
information and technical assistance through the Business Opportunity Program administered by the Department
of Housing Preservation and Development.
- Human
Services. Seven agencies procure virtually all
of the City's human services. To see the status of
human service contract procurement actions for the
coming fiscal year, please see the Human
Services Contracting Plans. To learn more about
plans for procurements relating to new and substantially
modified human services programs, please see the Concept
Reports.
- Information
Technology. Information
Technology vendors should submit the NYC-FMS Vendor
Application in order to be placed on centralized Bidders
Lists. In addition, you should apply to become a vendor
of the New York State Office of General Services;
City agencies frequently use OGS contracts to purchase
IT goods and services. Most IT procurement in New
York City is done by the Department of Information
Technology and Telecommunications (DoITT). Click
here for a listing of their current contracting
opportunities.
- Audit
Services. NYC contracts for audit services may
be solicited only from vendors included on the Comptroller's
citywide
pre-qualified list.
- Other
Services. A few, widely-used services are procured
by the Division of Municipal Supply Services of the
Department of Citywide Administrative Services (see
Goods, above). These include Printing, Mailing, Security
Guard, and many types of rental of lease services.
For other services, each individual agency is responsible
for carrying out its own procurements. Explore
the agencies'
web pages
to learn about their various programs as a guide to
their needs for contracted services.
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PROCUREMENT
POLICY BOARD RULES
How
New York City agencies carry out procurements is governed
by New York State Law, the New York City Charter and
Administrative Code, and the Rules
of the New York City Procurement Policy Board. These
Rules can be downloaded in PDF format. You can also
request them either in hard copy or on disk, by calling
the Procurement Policy Board office at (212) 788-0010.
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VENDOR
ENROLLMENT APPLICATION
Bidders
lists are established mailing lists of vendors which
have registered with the City to sell specific products/services.
For most procurements above $5,000, the PPB
Rules
require agencies to send notices of upcoming contracting
opportunities, at a minimum, either to all or to a random
sub-sample of the vendors contained in applicable bidders
lists. Vendors can sign up for placement on bidders
lists--free of charge--by filling out the on-line NYC-FMS Vendor Application.You
can also request a printed copy by calling the Vendor
Enrollment Center at (212) 857-1680. When you use this
application, over 80 City agencies will be able to access
your information.
Non-City
agencies have their own Vendor Applications (see below).
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PRE-QUALIFIED
LISTS
The
PPB
Rules
permit agencies to develop and solicit from pre-qualified
lists of vendors, under certain circumstances. When
an agency decides to establish a new pre-qualified list,
it will publish a notice in at least five issues of
the printed "City Record" inviting suppliers to apply.
Such notices are also published annually for pre-qualified
lists maintained by an agency.
The
following table lists the agencies currently making
regular use of pre-qualified lists, what kinds of lists
the agency maintains, and how to obtain additional information
and qualification questionnaires.
Important:
to be placed on the City's centralized Bidders Lists,
vendors must submit a NYC-FMS
Vendor Application in
addition to any pre-qualified questionnaire.
A
completed qualification questionnaire may be submitted
to the respective Agency Chief Contracting Officer at
any time and action (approval or denial) shall be taken
by the agency within 90 days from the date of submission.
Any
denial or revocation of pre-qualified status will be
recorded as cautionary information in the Vendex
system, and can be appealed to the Agency Head and
then to the Office of Administrative Trials and Hearing
(OATH). Section 3-10 of the PPB
Rules describes the circumstances under which pre-qualified
lists may be used.
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AGENCIES
USING THEIR OWN VENDOR APPLICATIONS
The
agencies listed below are not subject to the PPB Rules,
do not use the NYC-FMS Vendor Enrollment Application
and, in some cases, post their solicitations on their
own web sites.
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PUBLIC
ACCESS CENTER
The
Public Access Center
is available to vendors and the public as a central
source for contract and contractor-related information
through computer access at the Center, which is located
at 253 Broadway, 9th floor, in lower Manhattan. It is
open Monday through Friday from 10 am to 4 p.m. For
additional information, contact the Mayor's Office of
Contract Services at (212) 788-0010.
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BUSINESS
OPPORTUNITY PROGRAMS
The
New York City Department of Small Business Services
(SBS) and the Department of Housing Preservation and
Development (HPD) offer several programs to help small
businesses which want to do business with the City.
The
SBS "How to Sell to Government" Course
For vendors who are new to government contracting and
want to get an overview of the City's purchasing procedures,
classroom training sessions called "How to Sell to Government"
are conducted the first Tuesday of each month from 10:00
AM to 12:00 PM. The course outline covers basic government
contracting issues, how to register with different purchasing
departments, and how to search for current bids, request
for proposals, and other contracting opportunities.
Registration is required! Please call
311 or 212-NEW-YORK and ask for Small Business Seminars
or email businesssolutions@sbs.nyc.gov
The
SBS Locally Based Enterprise Program
If
you are a small construction contractor with average
annual gross receipts not in excess of $2 million and
you do at least 25% of your work in economically disadvantaged
areas of New York City, you may be eligible to certify
as a Locally Based Enterprise (LBE), which entitles
you to:
- Preference
in sub-contracting with general contractors doing
business on City projects
- Exemption
from City performance bond requirements
For
more information about the LBE program, please call
the Certification Helpline 212/513-6311.
The
SBS Minority- and Woman-owned Business Enterprise (M/WBE)
Program
The
M/WBE program is designed to ensure the equitable participation
of bona fide minority and woman-owned businesses in
the New York City procurement process. Certified M/WBE
firms receive guaranteed 30-day quick payment for goods
and services. For more information on the M/WBE program,
call the Certification Helpline 212/513-6311.
The
HPD Business Opportunity Program
The
HPD Office of Community Partnerships has developed the
Business Opportunity Program to provide information
and technical assistance to businesses about HPD contract
opportunities in particular and City contract opportunities
in general.
The
Business Opportunity Session provides property owners,
community group representatives, business owners and
vendors with information on HPD contract opportunities,
referrals to other City agencies, and technical assistance
designed to accommodate the individual needs of the
participants. Business Opportunity Sessions are held
on the 5th Floor (Section Z) of 100 Gold Street (Lower
Manhattan) and are conducted on Fridays. Please call
for an appointment. Vendors also receive a Business
Opportunity Package containing pertinent information.
To
schedule an appointment to attend a Business Opportunity
Session, please call (212) 863-7931.
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PROMPT
PAYMENT
It
is the policy of The City of New York to pay its bills
promptly. The PPB Rules
generally require that the City pay its bills within
30 days after the receipt of a proper invoice (the grace
period that formerly existed was eliminated on July
1, 2000). With the exception of certain types of payments
that are not eligible for interest, as described in
Section 4-06 of the PPB Rules, the City pays interest
on any payments made after the 30-day period. The Comptroller
and the Office of Management and Budget (OMB) determine
the interest rate on late payments effective in January
and July of each year. The City's prompt payment policy
is stated in the 2001 Prompt
Payment Guidelines which can also be requested from
the Procurement Policy Board, 253 Broadway, 9th floor,
New York 10007 (212) 788-0010.
NYC
VENDOR SEARCH
We
have recently launched the NYC Vendor Search that contains
useful data from the VENDEX system. To review the information
that is publicly available, click
here.
Last
updated June 13, 2006
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