Understanding the Bidding Process
If you are a business that wants to sell your products or services to New York State you need to go through a competitive bidding process to show you either have the lowest price or that your product or service is the best value. Here’s some simple things you need to know about the bidding process.
Seven Tips for a Successful Bid
Successful bids include the following elements:
- Participation in activities seeking bidder input like Requests for Information (RFI), Requests for Comment (RFC), and pre-bid conferences.
- Paying close attention to mandatory vs. optional requirements in the solicitation.
- Carefully reviewing specifications, bid packaging, delivery instructions, and the calendar of events.
- Actively looking for solicitation updates and amendments.
- Not waiting until the last minute.
- When in doubt, reaching out directly to designated solicitation contacts.
- Post-bid submission, participating in bidder debriefings.
Evaluating Responsible and Responsive Businesses
To do business with the State you must be able to demonstrate your ability to provide the goods and services before a contract is awarded. You must be responsive to all bid requirements and maintain responsibility throughout the term of the agreement. To make this determination, Procurement Services uses the CLIP review:
Procurement Services considers a responsible and responsive bidder to be a business that has the skill, judgment and integrity, and that is found to be competent, reliable, experienced and qualified financially. A responsive bidder is a bidder whose offer meets the specifications or requirements provided in the bid document or solicitation.
• Pre-bid conferences
• Request for Comment (RFC), Request for Information (RFI), or Request for Quote/Qualifications (RFQ)
• Notice of Intent (NOI) or Invitation/Intent to Bid (ITB)
All of these are different depending on the type of bid and should be explained in the bid notification. Failure to participate in mandatory activities may result in disqualification of your bid.
• Late bids, missing forms, or no price information
• Blank USB drives or CDs
• Failing to follow directions by providing the wrong number of copies, improper labeling or using the wrong version of the bid documents
• Failing to provide the required certification.
• Reference checks
• Product or service demonstrations
• Requests for clarifications
Contract awards are generally made on the basis of lowest price for commodities or best value for services. In situations where none of the bid submissions met their needs, a government entity may also choose not to award a contract.
• Contract negotiations
• Drafting and reviewing the contract
• Completion of various administrative forms
For state agency contracts, you will also need to obtain a vendor ID in order to sign up for receiving payments through the Statewide Financial System (please see below).