Table of Contents
NYPA’s
SDP Policy Statement
About the Authority
The Supplier Diversity Program
Minority and Women Business Definitions
New York State Certification
For Out of State Corporations
The Procurement Function.
Subcontracting
Business Tips
Before you Begin Work as a Subcontractor
As Work Progresses
Who to Contact
Bidders Information
For Your Information
What the Authority Buys
Key Procurement Personnel
NYPA Facilities
Vendor Profile Form
Authority
Network Map
NYPA’s SDP
Policy Statement
The Authority, as
a part of its responsibility, recognizes that the continuing growth and
health of our society depends, to a large extent, on the opportunity for
everyone to share in the economic process.
To that
end, the Authority hereby asserts its policy to take affirmative action to
ensure that "Minority and Women-Owned Businesses", hereinafter referred to
as M/WBEs, shall be afforded maximum practicable opportunity to participate
in the Authority's contracting activity for the procurement of goods and
services.
Specific
responsibility for implementation of the Supplier Diversity Program is
delegated to the Procurement Division. However, all Officers, Department
Heads, Managers, Supervisors and Employees share in the responsibility of
making the Supplier Diversity Program a success.
Roger B. Kelley
President and
Chief Executive Officer
About the Authority
The
New York Power Authority is the nation's largest state-owned power
organization and New York’s only statewide electricity supplier. NYPA
provides lower-cost power to government agencies; to municipally owned and
rural-cooperative electric systems; to job-producing companies and
non-profit groups; to private utilities for resale—without profit—to their
customers; and to neighboring states, under federal requirements. The Power
Authority is also a national leader in promoting energy efficiency and the
development of clean energy technologies and electric vehicles. A
non-profit, public-benefit energy corporation, NYPA does not use tax
revenues or state credits. It finances its projects through bond sales to
private investors.
The Supplier
Diversity Program
Linking the Authority's
diversified product and service needs with qualified minority and
women-owned businesses are what the Authority's Supplier Diversity Program
is all about.
In 1983, the Authority
voluntarily established the Supplier Diversity Program. Since that time it
has awarded hundreds of millions of dollars in contracts to Minority and
Women Business Enterprises (M/WBE)’s for items such as fuel oil, computer
equipment, printing, office supplies, construction work and engineering
services, to name a few.
With the enactment of
Executive Law Article 15-A in 1988, the Authority's Supplier Diversity
Program was revised to incorporate the rules and regulations promulgated by
the New York State Governor's Office. In accordance with the law and with
direction from the aforementioned office, the Authority will continue its
aggressive effort to increase utilization of M/WBE firms certified by New
York State and to reach out to those firms who have yet to be certified.
In addition, on September 1, 1994, Equal Employment Opportunity requirements
were implemented on all applicable contracts.
Definitions of
Minority and Women Owned Businesses
In accordance with
Executive Law Article 15-A, the Authority only recognizes minority or
women-owned business, which have been certified by the New York State’s
Office of Minority and Women's Business Development. The law defines
Minority or Women-Owned Businesses in the following manner:
Minority Owned Business
Enterprise
Any business enterprise which
is at least fifty-one percent owned by, or in the case of a publicly owned
business, at least fifty-one percent of the stock is owned by citizens or
permanent resident aliens who are:
(a)
Black persons having origins in any of the black African racial
groups not of Hispanic origin;
(b)
Hispanic persons of Mexican, Puerto Rican, Dominican, Cuban, Central
or South American or either Indian or Hispanic origin,
regardless of race;
(c)
Asian and Pacific Islander persons having origins in any of the Far
East Southeast Asia, the Indian subcontinent or the Pacific Islands; and
(d)
American Indian and Alaskan Native persons having origins in any of
the original peoples of North America and maintaining identifiable tribal
affiliations through membership and participation or community
identifications; and such ownership interest is real, substantial and
continuing. The minority ownership must have and exercise the authority to
independently control the business decisions of the entity.
Woman Owned Business Enterprise
Any business enterprise which
is fifty-one percent owned by, or in the case of a publicly owned business,
at least fifty-one percent of the stock is owned by citizens or permanent
resident aliens who are women, and such ownership interest is real,
substantial and continuing. The ownership must have and exercise the
authority to independently control the business decisions of the
entity.
New York State
Certification
In order to be recognized
as a Minority/Women Business Enterprise (M/WBE) by the Authority, your firm
must be certified by the Empire State Economic Development's Division of
Minority and Women's Business Development.
To request an
application, obtain additional information on the NYS certification
requirements or to initiate your certification process, contact one of the
two offices listed below or visit their website:
Empire State Development Corporation
Division of Minority and Women's Business
Development
ALBANY OFFICE
30 South Pearl Street
Albany, NY 12207
(518) 292-5250
NEW YORK CITY OFFICE
633 3rd Avenue, 32nd Floor
New York,
NY 10017
(212) 803-2414
WWW.Empire.State.NY.US
For Out of State
Corporations
The following information was
obtained from the New York State Department of State and pertains to all
Out-of-State Corporations without a New York State address. This
requirement does not apply to out-of-state firms who are sole proprietors.
PRIOR
TO APPLYING FOR NEW YORK STATE MINORITY/WOMEN BUSINESS ENTERPRISE (M/WBE)
CERTIFICATION.
To do business in
New York State
the corporation must possess a Certificate of Authority which can be
obtained through any stationery store that carries legal documents.
ü
A filing fee of $225.00 must be paid by certified check,
attorney's check or money order.
ü
The corporation must obtain the Certificate of Good
Standing from the state in which they are located.
ü
Upon completing the above process, the corporation will be
qualified to apply for New York State certification. At this point, the
APPLICATION FOR AUTHORITY,
together with a
completed
NYS M/WBE CERTIFICATION APPLICATION,
should be submitted to the following address for processing:
Send To:
New York State Department of
State
Division of
Corporations
41 State Street
Albany, NY 12231
(518) 473-2492
(Automated)
Web Site:
www.dos.state.ny.us
info@dos.state.ny.us
Tel: 1(900) 835-2677
The Procurement
Function
Since the Authority purchases
a vast amount of equipment, services and supplies to support its operations,
maximum emphasis is placed on competitive bidding to meet quality and
delivery requirements at the lowest possible cost.
There are two primary
methods by which M/WBE’s participate in the Authority's procurement
activities. They are:
1)
Direct Purchasing
- The Authority contracts
directly with the M/WBE for the goods and/or services.
AND/OR
2)
M/WBE
Utilization Goals
- The M/WBE is sub-contractor to a prime vendor/contractor that has
a contract with the Authority.
The M/WBE's role as a prime
contractor on one contract does not preclude it from also seeking work as a
subcontractor on another contract. It is not necessary for the M/WBE to
hire agents, advisors and other intermediaries in order to compete for
Authority contracts.
Normally proposals are
submitted to the Authority as a result of the Authority's issuance of a
formal price inquiry, public bid notice or invitation to bid. Each type of
solicitation contains instructions relative to proposal preparation and
submission procedures.
Public
Bid Notices are advertised in the New York
State Contract Reporter, the
State's Official weekly listing of bidding opportunities. Contact them at
1-518 292-5221 or Contract Reporter Customer Service at (888) 697-7787.
Additional information can be found on their Web site address at
www.nyscr.com. Additionally, the Authority may issue statements of
interest or other similar notices of various program opportunities.
For each product or
service purchased, the Authority normally solicits bids through a number of
qualified sources. It is imperative that each bidder follows ALL
instructions and specifications. Each solicitation includes:
ü
Technical
specifications data for the item or
service
ü
Instructions for preparing the bid
ü
Date, Time
and Place for bid submission
ü
Schedule
for commencement and completion
ü
Place of
delivery
The proposal submitted
by the vendor is the instrument intended to persuade the Authority's staff
that the vendor is technically qualified, understands the scope of work and
can perform the work in a timely, cost-effective manner.
Therefore,
·
The Bid
Inquiry Number must be referenced on all correspondence and mailing labels.
·
If
provided, proposals must be signed and submitted on forms furnished
by the Authority.
·
Unless
specifically extended by a bid addendum, bid proposals are due by the "bid
due date" specified.
·
Your
proposal should be self-contained and written with clarity and thoroughness.
·
All
exceptions to the bid document requirements must be in writing and submitted
with your bid proposal.
FAILURE TO DO SO MAY
RESULT IN THE REJECTION OF YOUR BID PROPOSAL AS INFORMAL OR INCOMPLETE.
Make
sure your price includes all costs associated with performing the work.
Remember you are at a disadvantage if you want to renegotiate the price
after the work has begun. Legally, you may not be granted relief if
mistakes (except perhaps for obvious arithmetic errors due to the extension
of unit prices and corresponding quantities) are discovered after bid
opening.
INSTRUCTIONS SHOULD BE FOLLOWED EXPLICITLY.
Questions
regarding preparation of your bid proposals should be directed to the buyer
identified in the bid document. THE AUTHORITY IS NOT RESPONSIBLE FOR COSTS
INCURRED IN THE PREPARATION OF PROPOSALS.
Subcontracting
Business Tips
The New York Power Authority
is committed to increasing the procurement opportunities for Minority and
Women-Owned Business Enterprises (M/WBE’s) at our headquarters and operating
facilities.
Once you become a (sub)contractor,
your success will depend largely on your ability to carry out your
obligations in a manner consistent with accepted business practices.
Before
You Sign a (Sub)Contract Agreement
1. Study the bid specifications
and plans for the project. Make sure you know the scope of work.
2. Know the
prime contract's provisions and requirements, such as the insurance
provisions, prevailing wage rates, submission requirements and retention.
3. Ask the job or work
site to become aware of conditions that may affect your bid price.
4. Ask the prime
contractor for written clarification of any bid item(s) you do not
understand.
5. Prepare accurate and
detailed cost proposals or price quotes. The proposal submitted is the
instrument intended to persuade the Authority's staff or Prime Contractor's
staff for subcontracting work that you are technically qualified, understand
the scope of work and can perform the work in a timely, cost-effective
manner. If you initially offer a
price by telephone, follow up by sending the prime contractor or the
Authority, as the case may be, written confirmation of the bid amount
specified in our verbal quote.
6. During negotiations,
document all conversations with the Authority or prime contractor. Be sure
to note the time, date and name of the person with whom you spoke, as well
as the nature of your discussion.
7. Notify NYPA's
Supplier Diversity Department immediately if your company is listed by a
prime contractor as a M/WBE without your knowledge or consent on an
Authority related project.
8.
Remember! Do not assume anything.
When in doubt as to the
meaning of any part of the procurement package, contact the issuing contract
administrator.
ü
Prepare your bid accurately.
The Authority may not be able to grant relief if you make an error that is
costly to you.
ü
Write
all technical and commercial terms and conditions.
Bids which appear to be incomplete may be automatically rejected. The
Procurement Division is the starting point for all firms that would like to
do business with the Authority.
ü
Submit the bid on time.
Bids submitted after the bid due date are generally rejected unless a
written time extension has been granted to all applicable bidders by the
Authority prior to the bid opening.
Before You Begin Work as a Subcontractor
1. Make sure you have a
written (sub)contract agreement that
includes the requirements, conditions and provisions of the job. Some items
that should be addressed in the agreement include:
ü
A detailed description of the
scope of work to be performed by your company. Read and be sure you
understand all the terms and conditions of the (sub) contract.
ü
Clear identification of
responsibility for insurance, bonding and equipment requirements.
ü
Identification of required
certifications, permits, and prevailing wage requirements, the latter
pursuant to section 220 of the labor law of New York State.
ü
Discussion of how and when you
will receive payment from the prime contractor, if any, for work performed
and the amount you are to be paid.
ü
Procedures for resolving
conflicts and disagreements and handling additional work, change orders and
modifications.
ü
The recommendation that your
attorney review any (sub)contracting agreements before you sign it.
2. Ask the prime contractor to provide you with the project schedule
specifying when your company is to start work on the project as well as the
duration of your participation. This will permit you to allocate sufficient
time for details such as placing orders or supplies and arranging for the
leasing of equipment.
As Work Progresses
1. Keep a daily log of all work-related activities performed by your
company. Focus on site conditions, unforeseen changes and oral directives
from the Authority or the prime contractor. Communications with the
Authority or prime contractor should be in writing as much as possible.
2. Make sure that change orders affecting your (sub)contract amount and
your scope of work are in writing. The written change order should contain
a statement of cost and should be signed by you and the Authority and/or the
prime contractor.
3. Attempt to resolve problems and conflicts as they arise.
Who to Contact
The Procurement
Division's Staff welcomes the opportunity to acquaint new firms with the
Authority's procurement procedures. A listing of key personnel is provided
on pages 18-23 of this publication.
Most of the Authority's
purchasing functions are performed by the White Plains Office and
its other operating facilities.
The Authority's operating facilities function as independent purchasing
entities for certain site-specific goods and services. You may solicit the
individual facilities to market your product, goods or services.
Experience has shown that
successful bidders take an active approach in marketing their goods and
services to the Authority. Active marketing involves direct contact with
key personnel. We wish to emphasize the importance of active marketing,
especially for those firms that have not previously worked with the
Authority.
It is highly recommended
that you make an appointment before coming in to see any Authority
personnel. Normal appointment hours are Monday through Friday,
8:00 a.m. to 4:00 p.m.
To maintain security, all
visitors must identify themselves upon entering, sign the visitor's register
and obtain an identification badge. The badge must be worn conspicuously
and returned to the guard upon your departure. Authority personnel must
accompany visitors when moving from one department to another.
Bidders Information
(Vendors that are NOT listed in the New York
State Directory of Certified Minority and Women-Owned Businesses are
considered general vendors.)
If your firm is listed in the New
York State Directory of Certified Minority and Women-Owned Businesses, it will
then automatically be included in our pool of vendors certified to meet NYPA's
procurement needs. You must be certified by NYS in order for us to recognize
your firm as a Minority or Women owned business. Lack of certification, however,
does not preclude your firm from doing business with us. If your firm is not
certified as an M/WBE by the State of New York and you request certification or
additional information, please see Page 6 of this Guide.
The Authority does not
maintain an official bidders list. The majority of bids in excess of $15,000
are advertised in the NYS Contract Reporter. (See page 7 for more information).
Bids under $5K may be awarded to vendor of choice, although proposals may be
solicited from several sources. Information regarding NYPA’s current
contracting opportunities may be found on the Authority’s web site by going to
www.nypa.gov
“Doing Business with Us” and looking for NYPA’s RFQ’s/“Procurement
Opportunities.”
Register and you will be able to see what the Authority has out for bids at that
time. Please complete
and return the Vendor Survey Form located at the rear of this” Guide to Business
Opportunities”) along with any pertinent information on your company such as
line cards, references, company literature or brochures etc to this office.
All information should be mailed to:
New York Power Authority
123 Main Street
White Plain, NY 10601
Procurement – Supplier Diversity Program
-or-
For further information
Visit our Supplier Diversity Web
Site Address
WWW.NYPA.GOV
Doing Business With Us
Supplier Diversity
Program
For Current Contracting
Opportunities
Visit our Procurement RFQ Web Site
Address
WWW.NYPA.GOV
Doing Business With Us
NYPA’s RFQ’s
Procurement Opportunities
For Your Information
Unsolicited Proposals
The Authority does not
recognize proposals submitted solely on the proposer's initiative. Submitted
proposals must be in response to a formal Request For Proposal (RFP).
Evaluation, Negotiation and Award
After
bids are opened, the proposals are evaluated for both their technical
qualifications and commercial acceptability. If questions, exceptions or
disagreements are expressed by either the Vendor or the Authority, negotiations
may ensue. However, negotiations may only take place with the lowest qualified
bidder. If mutually acceptable terms cannot be negotiated with the lowest
evaluated bidder, the Authority may reject
that bid and open negotiations with the next bidder, and so on. Where
applicable, M/WBE goal requirements can also serve as evaluative criteria in the
final determination of a Bid Award.
Quality Assurance Requirements
Vendors must meet the
pertinent quality assurance requirements for the commodity or service that they
are supplying. The term "quality assurance" is defined as those planned and
systematic actions necessary to provide adequate confidence that a system,
structure or component possesses the material composition, physical
characteristics and performance capability for which it was intended. Specific
applicability or acceptability of quality assurance will be covered separately
in each bidding document.
What the Authority Buys
The following partial list represents the
variety of goods and services generally purchased or leased by the Authority:
SERVICES
SUPPLIES/EQUIPMENT
Accounting Appliances New/Repair
Advertising/Public
Relations Art/Drafting Supplies
Architectural Visual Equipment
Archeological
Services Automobiles New/Repair
Asbestos
Removal Boiler Parts
Banking
Services Books Reference/Technical
Catering Building Supplies
Carpentry Carpeting/Floor
Coverings
Computer
Consulting/Analysis Chemicals
Court
Reporting/Transcription Computer Hardware/Software
Demolition
Services Copying Machines/Supplies
Diving and Underwater Construction
Concrete/Gravel/Asphalt
Drafting Electrical
Supplies
Dry Cleaners/Laundry Services
Electronic Components
Editing/Writing Fences
Electrical
Contractors Filtering Equipment
Engineering Design
Engraving Fuel Oil/Natural Gas
Exterminators
(insects/rodents) Gauges/Instrumentation
Fencing
Contractors HVAC Equipment/Supplies
Financial/Brokerage
Services Janitorial Supplies
General
Constructions Labels/Signs
Insulation
Contractor Material Handling Supplies
Janitorial
Services Novelty Items/Trophies
Labor Relations
Consulting Office Equipment
Landscaping Office Furniture
Legal
Consulting Office Supplies
Key Procurement
Personnel
New York Power
Authority
White Plains Office
Albany
Office
Clarence
Rappleyea Building 30 South
Pearl Street - 10th
123 Main Street
Albany, NY 12207-3425
White Plains, NY
10601-3170 (518) 433-6700
(914) 681-6200
Chairman
Frank S. McCullough, Jr...................................... (518) 433-6751
President & CEO
Roger B. Kelley.....................................................
(914) 681-3501
PROCUREMENT AND REAL ESTATE
DIVISION
Supplier
Diversity Program Staff
John Hoff
Vice President of Procurement & Real Estate....
(914) 681-6377
Debra J. White
Manager, Supplier Diversity Program....................
(914) 681-6976
Yves-Rose Valbrun
Supplier Diversity Program Specialist...................
(914) 681-6453
Senior Procurement Staff
James McGuire
Director of Procurement &
Materials Management
Systems..............................
(914) 681-6635
Len Walker
Director of Hydro/Transmission
Procurement...........................................................
(914) 681-6627
Charlie Wischusen
Director
of Energy Services & HQ Procurement
Energy
Efficiency...................................................
(914) 287-3080
Patricia Leto
Lead Procurement Agent
Fossil/Gas Turbine Procurement
Procurement...........................................................
(914) 287-3080
HEADQUARTERS DEPARTMENTAL PERSONNEL
Accounting
Howard Berg
Sr.
Accountant............................................. (914) 287-3362
Corporate Support
Services
Susan
Egginton
Director of
Corporate Support....................... (914) 681-6410
Joyce
Boucher
Procurement
Agent...................................... (914) 681-6611
(Building
Services)
Shawn
McGinnis
Facility
Manager.......................................... (914) 287-3933
Linda Vigars
Travel Services
Administrator....................... (914) 681-6907
Environmental
John Kahabka
Manager,
Environmental Operations ............. (914) 681-6308
Ed Alkiewicz
Manager,
Environmental
Studies & Remediation . …….(914)
287-3247
Patricia Meehan
Sr. Environmental Engineer………………….(914) 287-3407
Engineering
Bill Broderick
Director of Civil /Structural Engineering......... (914) 681-6455
Fred Pagano
Director Protection and Control……………..(914)
681-6668
John Grzan
Director –
Power Systems Equipment……….(914) 287-3016
Bill Stanton
Director -
Mechanical Engineering………….(914) 287-3307
Peter Ludwig
Director –
Hydro Engineering……………….(914) 287-3273
Finance-Corporate
Brian McElroy
Treasurer.................................................... (914) 287-3956
Fossil Fuel Supply
Jim Ondishin
Manager...................................................... (914) 287-3881
Human Resources
Ida Gencarelli
Director of Employee Benefits...................... (914) 287-3113
Training & Development
Bill Berliner
Director of Organizational
&
Employee Development............................
(914) 287-3260
Information
Technology
Janis Archer
Director of Project Support........................... (914) 681-6940
Peter Poggi
Director of Infrastructure/
Telecommunications.....................................
(914) 681-6667
Peter Daly
Director of Product Design &
Delivery…......(914) 287-3208
Insurance
Dennis Sacco
Director of Risk Management.......................
(914) 287-3922
Legal
Erin Nolan
Financial
Admin........................................... (518) 433-6753
Allison Shea
Senior Attorney............................................ (914) 390-8035
Public Affairs
Stephen Shoenholz
Deputy Vice President................................. (914) 390-8165
Marsha Camera
Manager, Communications
&
Marketing................................................ (914) 390-8172
Research and
Technology
Richard Hackman
Director of Research and Technology........... (914) 390-3824
Project
Management/ Construction Management Services
Ben Wong
Project Manager……………………………..(914) 287-3018
John Canale
Project Manager - Hydro/Transmission…….(914) 681-6706
Michael Mitchell
Project Manager
Generation/Fac.
Improvement…………….....(914) 681-6428
Ray Salcedo
Sr. Mechanical Engineer I
Generation/Fac. Improvement……….……..(914) 287-3408
NYPA Facilities
ST. LAWRENCE – FDR
PROJECT
Rick Turner
New York Power
Authority Regional Manager
Robert Moses Power
Dam Northern NY
Massena,
NY
13662
(315)
764-0226 Sandy Johnston
Purchasing
& Warehouse
Mailing Address:
Supervisor
P. O. Box
700
Massena,
NY
13662
NIAGARA PROJECT
Horace Horton
New York Power
Authority Regional Manager
5777 Lewiston
Road Western NY
Lewiston,
NY
14092
(716)
285-3211 Frank Giancola
P.O. Box
277
Mailing Address:
Purchasing & Warehouse
Niagara Falls, NY
14302-0277 Manager
RICHARD
M. FLYNN POWER PLANT
New York Power
Authority James Moffett
607 Union
Avenue Purchasing & Warehouse
Holtsville,
NY
11742-1420 Manager
(631)
687-1900 (718) 626-8250
Russ Bahm
Director
of Operations
(631)
687-1900
CHARLES
A. POLETTI POWER PROJECT
New York Power Authority
Paul Tartaglia
31-03 20th Avenue
Regional Manager
Long Island City, NY 11105
(718) 626-8250
James Moffett
Purchasing &
Warehouse
Manager
Mailing Address:
Kevin King
P.O. Box 5309,
Purchasing & Warehouse
Woolsey Station
Assistant
Long Island City, NY 11105
CLARK ENERGY CENTER/
ENERGY CONTROL CENTER
New York Power Authority
Steve De Carlo
6520 Glass Factory Road
Sr. V.P. Transmission
Marcy, NY 13404
(315) 724-8186
Purchasing
& Warehouse
Manager
Mailing Address:
Pat Donnelly
P.O. Box 191 Facilities
Materials
Marcy, NY 13403
Superintendent
BLENHEIM-GILBOA POWER
PROJECT
New York Power
Authority
Kelvin Nahrwold
397 Power Plant Access
Road Purchasing & Warehouse
Gilboa,
NY
12076 Supervisor
Mailing
Address:
Al Schriver
P.O. Box
200
Regional Manager
Gilboa,
NY
12076
