DCAS Agency Procurement - Frequently Asked Questions

General Information

BID/RFP Process

Minority - Women Owned Business Enterprise



General Information


1. Where is DCAS Agency Procurement Located?
DCAS Agency Procurement is located in the Manhattan Municipal Building on the 18th floor South at 1 Centre Street, New York, NY 10007. Visitors must have ID and enter through security using the 1 Centre St. South entrance only.

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2. Does DCAS have Bidders' Lists, and, if so, how can my company get on a list?
Recent enhancements to the City’s Payee Information Portal (PIP) allow online self-management of your contact information and commodity code listing and will enroll your firm in the City’s Bidders’ Lists. Your self-assigned commodity code listing will determine which solicitations your firm should be contacted for. Active City vendors can log in here to edit their existing contact and commodity selections in PIP.  New or prospective City vendors may create and manage a new PIP account. This can be completed by visiting the PIP webpage, clicking on the “Activate” button, then following the online direction. Completion of your vendor information and commodity code listing is all that is required to be included on the City’s Bidders’ Lists. Vendors who have questions or issues regarding online enrollment should contact the Vendor Enrollment Center at (212) 857-1680 or via email at vendorenrollment@cityhall.nyc.gov. In addition, for those who wish to receive automatic notification of bid opportunities over $100,000 in value, you must enroll in The City Record Online (CROL).

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3. Do I need to be pre-qualified to participate in DCAS procurement solicitations?
DCAS does not pre-qualify vendors for participation in its procurement solicitations. The requirements that a vendor must meet to be eligible for award of a contract are identified in each specific solicitation.

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4. How do I find out about DCAS Procurement Solicitations?
This website contains all currently advertised solicitations. Solicitations over $100,000 are advertised in The City Record and some are advertised in Minority Commerce Weekly. Solicitations under $100,000 are conducted using the City’s Bidders’ Lists.  Please reference above question 2 for information regarding enrollment with the City’s Bidders’ Lists.  Please contact the individual procurement manager identified in the solicitation for specific questions regarding the solicitation.

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5. How do I obtain copies of DCAS Procurement Solicitations?
RFP solicitations are issued in electronic format and do not require a fee. You must register for the City Record online at www.nyc.gov/cityrecord in order to download and view the RFP. Printed copies can also be picked in person at 1 Centre St., Room 1860.

DCAS generally charges a fee of $35 for CSB solicitation documents in printed text. Those solicitations must be picked up in person. A company check or money order in the amount of $35 per set and payable to DCAS is required for release of the documents. Cash and personal checks are not permitted.

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6. What is VENDEX and how can I obtain the forms?
VENDEX is the City's automated 'Vendor Information Exchange System' and is one of the resources the City uses to make well-informed decisions when selecting a vendor. Prospective vendors are required to complete VENDEX Forms (Vendor and Principal Questionnaires), which elicit background information from vendors who are being considered for award on all contracts and subcontracts valued at $100,000 or more, sole source contracts valued at $10,000 or more and/or whose aggregate business with the City in the preceding twelve (12) months totals $100,000 or more. You may obtain VENDEX forms here:
(http://home.nyc.gov/html/selltonyc/html/tocvendex.html).

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7. What are the Procurement Policy Board Rules (PPB) and how can I obtain a copy of those rules?                                                

Procurements by New York City mayoral agencies are governed by the Rules of the PPB. The PPB is authorized to promulgate rules governing the procurement of goods, services, and construction by the City of New York under Chapter 13 of the Charter of the City of New York.  For an electronic version of the Rules, proposed and final rule amendments since the publication date, please see the Procurement Policy Board’s webpage on the New York City website at www.nyc.gov/ppb.

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8. How can I find out what company currently holds a specific contract and when that contract expires?

DCAS Agency Procurement posts recent contract awards and contract expiration dates on its webpage.  The City Record on-line is also a good source.  Visit www.nyc.gov/cityrecord for public hearings, agency rule changes, court notices, procurement actions, contract awards, and other information. Solicitations remain posted until the due date. Awards remain posted for at least 10 days after its publication in The City Record on line.  After the 10 day period you may search the electronic archived bid and award notices found at the same web address.  To subscribe to the full printed publication, go to the subscription form.

You may also request contract information under the Freedom of Information Law (FOIL) by emailing us via the form. Please include the procurement identification number (PIN #) if you know it and a contract description.

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BID/RFP Process

1. How does the procurement process work?

Most bids and proposals are solicited in one of five (5) ways: (Click here to see What & How We Buy)

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2. What is the difference between a bid and proposal?
Bids, formally known as Competitively Sealed Bids (CSB), refer to a contracting method in which sealed bids are publicly solicited and opened and a contract is awarded to the lowest responsive, responsible bidder. Proposals, formally known as Competitively Sealed Proposals (CSP), refer to a contracting method in which a solicitation is made through a Request for Proposal (RFP), and between receipt of proposals and award, discussions with vendors may take place, which may result in price changes.


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3. When is a bid security or bonding required for a bid?
Generally, bid security and payment and performance bonds are required for construction contracts when the bid exceeds $500,000 however, there maybe exceptions to this.  Any bid security requirements are always specified in either 'Attachment 1' or 'Attachment A' of the bid booklet. If a bid security is required, in most cases, performance security in the form of Payment and Performance Bonds will also be required. Attachment 1 or Attachment A will indicate the requirements

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4. What kind of insurance do I need to maintain once I have a contract?
Insurance in most cases is required as part of your contractual obligation and varies according to what type of contract you have. At a minimum the company must have a General Liability insurance policy of one million dollars ($1,000,000) and Workers Compensation insurance in accordance with the laws of the State of New York from a licensed insurance company.  Additionally, you may be required to provide auto insurance.

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5. My firm responded to an RFP a few months ago but we have not yet been notified if we have been selected. What does this mean?
The evaluation and selection process can take a number of months to complete. You can be assured that as soon as the process is completed, all firms will be notified.

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6. How is the winning proposal selected?
All proposals are reviewed by an Evaluation Committee comprised of at least three (3) members with knowledge, expertise and experience sufficient to conduct fair and reasonable evaluations. Generally, proposals are ranked numerically based on technical merit and criteria described in the RFP, and the scores are then compiled by the Committee Chair. Cost Proposals are then opened and using the "Basis for Contract Award" criteria set out in the RFP an award is made.

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7. How long does it take for a contract to be awarded?
The timeframe does vary, but generally the process takes 4 to 6 months from the bid opening date in the case of Competitively Sealed Bids, or, in the case of Competitively Sealed Proposals, 6 to 9 months, or more before and award is made.

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8. Why does the procurement process take so long?
As you might expect, there are many reviews that need to occur before finalizing a contract. Much of the delay is caused by reviews of pricing, required certifications, background check, payrolls, funding, etc.

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9. Our proposal was selected for award / We were selected as the winning proposers. When can we start working?
All contracts must be registered with the New York City's Comptroller's office. Once registered, a Notice to Proceed (NTP) letter will be issued to your firm indicating when you can commence work.

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Minority & Women Owned Business Enterprise 

1. Are there opportunities for Minority and Women Owned Businesses in DCAS' solicitations?
As a result of Local Law 129 of 2005, City agencies aim to buy more goods and services from certified Minority and Women Owned Business Enterprises (M/WBE). This has created more opportunities for certified M/WBEs to bid on public contracts.  We strive to increase awards to M/WBEs and include M/WBEs in all solicitations for micro and small purchases. For information, please contact Christine Norman by filling out the form. Additional details about the M/WBE certification process as well as a list of certified firms may be found at www.nyc.gov/getcertified.

 

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2. I am a prime contractor and I would like to identify New York City Certified M/WBE subcontractors. Where can I find a listing?

The New York City Department of Small Business Services (DSBS) has a searchable online directory of certified vendors. To access the online directory visit www.nyc.gov/getcertified.   You may also contact (212)-513-6356, or e-mail buyer@sbs.nyc.gov for assistance in finding vendors or to verify a firm’s certification status.

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3. I’m already certified with New York State as an MBE or WBE does this count?

In order for your certification to count towards meeting the City’s subcontracting requirements you will have to be certified with the City through the Department of Small Business Services (DSBS).  Companies who are 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's Educational Organization 
  • New York & New Jersey Minority Supplier Development Council Inc.
  • New York State Department of Economic Development, Division of Minority & Women's Business Development (DMWBD)

Call the Certification Helpline at (212)-513-6311 to request a "Fast Track" application or email mwbe@sbs.nyc.gov.  To download a standard certification application visit www.nyc.gov/getcertified

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