Guidelines for Procurement Contracts

March 25, 2008

1.         PURPOSE

These Guidelines for Procurement Contracts (“Guidelines”) comply with the applicable provisions of Article 4-C of the Economic Development Law, §2879 of the Public Authorities Law and §§139-j and 139-k of the State Finance Law, and establish the basis for the Authority to solicit and evaluate proposals from individuals and/or firms providing goods and/or services as defined in Section 2 below.  Consistent with these Guidelines, individual facilities, headquarters or departments may establish specific supplementary guidelines based on their own needs.

2.         DEFINITIONS

A.          “Procurement Contracts” are contracts for the acquisition of goods and/or services in the actual or estimated amount of $5,000 or more.  Such goods and/or services are those necessary to support the Authority’s headquarters, facilities, Operations and Maintenance (“O&M”)  and capital construction projects, including but not limited to: goods such as office supplies, major electrical equipment, construction and maintenance work and services as more fully described in Section 2. B below.  Procurement Contracts do not include contracts for energy, capacity, ancillary services, transmission, distribution or related services in support of providing service to Authority customers; contracts for differences; financial hedge contracts (including but not limited to swaps, calls, puts or swap options) and credit rating services.  In addition, Procurement Contracts do not include direct placement of advertisements with radio, television and print media, funding agreements, co-funding agreements, grants or memberships in various industry groups, professional societies or similar cooperative associations, nor any cooperative projects and procurement activities conducted or sponsored by such organizations in which the Authority participates.  

B.         “Services Contracts” are Procurement Contracts for services of a consulting, professional or technical nature provided by outside consultants/contractors (individuals, partnerships or firms who are not and do not employ officers or employees of the Authority) for a fee or other compensation.  Services Contracts comprise three specific types: Personal Services, Non-Personal Services and Construction.  Personal Services include, but are not limited to: accounting, architectural, engineering, financial advisory, legal, public relations, planning, management consulting, surveying, training (when provided on Authority property and/or exclusively for Authority employees) and construction management.  Non-Personal Services include, but are not limited to: skilled or unskilled temporary personnel, including clerical office staff, technicians or engineers working under Authority supervision; maintenance, repairs, and printing services.  Construction consists of craft labor and other services utilizing laborers and/or mechanics not otherwise considered Non-Personal Services. 

Note:  Use of such services may be appropriate (1) when a consultant/contractor possesses special experience, background or expertise; (2) when there is insufficient Authority staff and retention of a consultant/contractor is more appropriate or economical than hiring additional permanent staff; (3) to provide independent external review or a second opinion; (4) to meet unusual schedule requirements or emergencies or (5) for a combination of these factors.

C.         “Goods” include equipment, material and supplies of any kind. 

D.         “Contact” means any oral, written or electronic communication with the Authority under circumstances where a reasonable person would infer that the communication was intended to influence the procurement. 

E.         “Relative” is defined in Section 9.F.1 of these Guidelines. 

F.         “M/WBE” is defined in Section 3.C of these Guidelines.
 

3.         SOLICITATION REQUIREMENTS 

A.        Solicitation of proposals for Procurement Contracts is the joint responsibility of the headquarters Procurement Department, or the facilities’ Procurement Departments and the initiating department.  Except as otherwise authorized by these Guidelines, a Request for Proposals (“RFP”) or Request for Quotations (“RFQ”) will be made available to a minimum of three providers and/or firms (if available) for purchases valued under $25,000 and a minimum of five providers and/or firms (if available) for purchases valued at $25,000 and greater, commensurate with the magnitude and nature of the goods and/or services, and the schedule for performance. Whenever possible and practicable, RFP’s and RFQ’s should be sent to more than five providers. 

B.         Prospective bidders on Procurement Contracts may be prequalified by invitation.  In such cases, proposals are requested only from those providers and/or firms whose prequalification submittals demonstrate sufficient ability and competence to supply the particular goods and/or perform the particular services required.

The Authority may withdraw any pending solicitation (including but not limited to RFP’s and RFQ’s) at any time, for cause or no cause.  Any person or entity submitting any responsive document to the Authority does so at its own cost or expense and will not be reimbursed by the Authority for the preparation of any responsive document, unless otherwise agreed to in writing and signed by an authorized Authority representative. 

C.         In order to promote the use of minority and women-owned business enterprises (“M/WBE’s”), the Authority will solicit offers from M/WBE’s known to have experience in the type of goods and/or services to be provided, regardless of the type of contract.  For the purpose of these Guidelines, an M/WBE is any business enterprise at least 51% of which is owned by black persons, Hispanics, Native Americans , Asians, Pacific Islanders and/or women, and as further described in the Authority’s Supplier Diversity Program Policy and Procedures and Executive Law Article 15-A. 

D.         To foster increased use of M/WBE’s, a single proposal may be sought, negotiated and accepted for purchases of goods or services not exceeding $5,000 from a New York State-certified M/WBE that offers a reasonable price for such goods or services (not exceeding $5,000). 

E.         It is the policy of New York State to promote the participation of and maximize the opportunities for New York State business enterprises and New York State residents in Procurement Contracts.  The Authority will endeavor to promote such participation and to comply with the applicable statutory provisions.  Pursuant to Public Authorities Law §2879, 

1.         A New York State business enterprise is a business enterprise, including a sole proprietorship, partnership or corporation that offers for sale or lease or other form of exchange, goods sought by the Authority that are substantially manufactured, produced or assembled in New York State or services sought by the Authority that are substantially performed within New York State as further described in Public Authorities Law §2879. 

2.          A New York State resident is a  person who maintains a fixed, permanent and principal home in New York State to which such person, whenever temporarily located, always intends to return as further described in Public Authorities Law §2879. 

3.          A foreign business enterprise is a business enterprise, including a sole proprietorship, partnership or corporation, that offers for sale, lease or other form of exchange, goods sought by the Authority that are substantially produced outside New York State, or services sought by the Authority that are substantially performed outside New York State as further described in Public Authorities Law §2879. 

F.         Pursuant to the Public Authorities Law §2879, the Authority will, where feasible, make use of the stock item specification forms of New York State manufacturers, producers and/or assemblers for any Procurement Contract for the purchase of goods when preparing an RFP, RFQ, purchase order, price inquiry, technical specifications or similar document. The headquarters Procurement Department will develop a system for collecting such data and disseminating a list of such New York State manufacturers for use by Authority employees preparing a specification or bill of materials for goods.

G.         Goods may be procured pursuant to Procurement Contracts let by any department, agency, officer, political subdivision or instrumentality of the State or Federal government or any city or municipality where the headquarters Procurement Department, or  facility Procurement Departments, and the initiating department determine that a reasonable potential exists for cost savings or other benefits to the Authority and have approved the specifications and proposed terms and conditions of such contract.

H.         Solicitations will include a scope of work that defines the goods required and/or the services to be performed; milestone dates; the Authority’s M/WBE Program requirements, if applicable; all other applicable Authority requirements and any special methods or limitations that the Authority chooses to govern the work.  Telephone solicitation, usually for procurements valued at $25,000 or less, may be used where time constraints do not permit issuance of an RFP, where issuance of an RFP is otherwise impracticable or for goods that are catalog items or do not require a detailed bill of materials or specification. 

I.          For all Procurement Contracts with a value equal to or greater than $15,000  (except for those contracts noted below),  the Authority will, prior to soliciting proposals, submit the following information to the Commissioner of the New York State Department of Economic Development (“DED”) to be included in the weekly New York State Contract Reporter (“Contract Reporter”) (unless such publication would serve no useful purpose): (1) the Authority’s name and address; (2) the solicitation number;  (3) a brief description of the goods and/or services sought, the location where goods are to be delivered and/or services provided and the contract term;  (4)  the address where bids or proposals are to be submitted;  (5)  the due date for bids or proposals;  (6)  a description of any eligibility or qualification requirements or preferences;  (7)  a statement as to whether  the contract  requirements  may be fulfilled by a  subcontracting, joint venture or coproduction arrangement;  (8) any other information deemed useful to potential contractors; (9)  the name, address, and phone number of the person to be contacted for additional information and (10) a statement as to whether the goods or services sought have, in the immediately preceding three-year period, been supplied by a foreign business enterprise.  Such information will be submitted to the DED Commissioner in accordance with the schedule set forth by the DED.   The due date for bids or proposals will be a minimum of 15 business days after the date of publication of such notice in the Contract Reporter. 

This provision does not apply to Procurement Contracts awarded on an emergency basis as described below in Section 3.M; Procurement Contracts being rebid or re-solicited for substantially the same goods or services, within 45 business days after the original due date; and/or Procurement Contracts awarded to not-for-profit human services providers.  

Certain Procurement Contracts may require purchases: (1) on the spot market; (2) needed prior to the time limits for noticing in the Contract Reporter or (3) that do not lend themselves to the solicitation process. In accordance with paragraph 3(h) of   §2879 of the Public Authorities Law, such purchases, including, but not limited to, oil or gas purchases on the spot market, are exempted from the noticing requirements of Article 4-C of the Economic Development Law subject to the approval of the Vice President – Procurement and Real Estate and the head of the initiating department. Where appropriate, generic notices may be published from time to time in the Contract Reporter notifying potential bidders of such opportunities and soliciting qualification statements for consideration by the Authority.  

J.         Proposals for certain Services Contracts may also be solicited by competitive search, as follows: 

For contracts where the scope of work cannot be well defined or quantified, or where selection requires evaluation of factors such as breadth and depth of experience in a unique or highly specialized field and suitability as an Authority representative, a “competitive search” will be conducted to determine which consultants are most qualified, for reasonable compensation terms, to perform the work.  Depending on market conditions, at least five potential sources should be evaluated;  if there are fewer than five sources, all sources should be evaluated.  The headquarters Procurement Department will work with the initiating department to gather information from potential sources, that will include a description of the consultant/firm’s qualifications, résumés of key personnel, past experience and proposed billing rates.

K.        A Procurement Contract may be awarded on a sole source basis where: 

1.         Compatibility of equipment, accessories or spare or replacement parts is the paramount consideration.

2.         Services are required to extend or complement a prior procurement and it is impracticable or uneconomic to have a source other than the original source continue the work.

3.         A sole supplier’s item is needed for trial use or testing, or a proprietary item is sought for which there is only one source.

4.         Other circumstances or work requirements exist that cause only one source to be available to supply the required goods or services.

5.         The contract is awarded to a certified M/WBE firm for purchases not exceeding $5,000, pursuant to Section 3.D. 

L.         Subject to the Authority’s Expenditure Authorization Procedures (“EAP’s”), a Procurement Contract may be awarded without following the solicitation requirements that ordinarily apply (but using such competitive selection procedures as are practicable under the circumstances) where emergency conditions exist, such as: 

1.         A threat to the health or safety of the public or Authority employees or workers.

2.         Proper functioning of the Authority facilities or construction or operating projects requires adherence to a schedule that does not permit time for an ordinary procurement solicitation. 

M.        Whenever an initiating department determines that a Procurement Contract should be awarded on either a sole source or an emergency basis, the head of the department will provide a written statement explaining the reasons therefor to the headquarters Procurement Department or the appropriate facility Procurement Department. 

N.         It is the policy of New York State to discourage improper communications intended to influence a governmental procurement.  The Authority will endeavor to control such practices and will comply with the applicable statutory provisions.  Pursuant to State Finance Law §§139-j and 139-k, 

1.    A “Procurement Contract” is any contract or other agreement for a commodity, service, technology, public work, construction, revenue contract, the purchase, sale or lease of real property or an acquisition or granting of other interest in real property that is the subject of a governmental procurement.  Grants, contracts between the Authority and non-profit organizations pursuant to Article 11-B of the State Finance Law, intergovernmental agreements, railroad and utility force accounts, utility relocation project agreements or orders and eminent domain transactions are not  Procurement Contracts. 

2.    The “Restricted Period” is the period of time commencing with the earliest written notice, advertisement or solicitation of a request for proposal, invitation for bids, or solicitation of proposals, or any other method for soliciting a response from bidders/contractors intending to result in a procurement contract with the Authority and ending with the final contract award. 

3.   The Authority shall designate a person or persons who may be contacted, with respect to each Authority procurement, by bidders/contractors or persons acting on their behalf where a reasonable person would infer that the communication was intended to influence the procurement during the Restricted Period. 

4.         EVALUATION OF PROPOSALS 

A.         Proposals will be evaluated using a fair and equitable comparison of all aspects of the proposals against the specifics of the solicitation and against each other, including an analysis of each offer that considers: the quality of the goods and/or the competence of the bidder, the technical merit of the proposal and the price for which the goods and/or services are to be supplied. 

B.         In the event the price submitted by the bidder recommended to be awarded a contract exceeds the cost estimated on the solicitation at the time of bidding, the initiating department will prepare a written explanation to be reviewed by the headquarters Procurement Department and/or the appropriate facility Procurement Department and appropriate managers as stipulated in the EAP’s.  The following options should be considered: (1) rejecting the bids, resoliciting proposals and/or modifying the scope of work; (2) revising the cost estimate and proceeding with the contract award; and (3) negotiating with the low bidder(s), as determined by the Vice President – Procurement and Real Estate, to reduce the price quoted.  Factors to be considered in reaching the proper course of action include but are not limited to the effects of a delay on both the schedule and the cost of  the specific capital construction project or outage at an operating facility, the magnitude of the contract, available bidders, the ability to attract additional competition if the solicitation is reissued and the accuracy of the original cost estimate.  The recommended course of action and the reasons therefor must be fully documented in a memorandum for consideration by the appropriate level of management prior to approval and placed in the appropriate procurement file. 

C.         Factors to be considered in evaluating the goods to be supplied and/or the competence of the bidder are: previous experience (including applicable experience in New York State and evaluations from other clients for whom the bidder has provided goods and/or services); the abilities and experience of the personnel to be assigned to the Authority’s work and the ability to provide any needed advanced techniques such as simulation and modeling.  The approach proposed in meeting the exact requirements of the scope of work will be given consideration in evaluating the technical merit of the proposal, together with a well-organized task structure, the ability to timely supply the goods and/or perform the proposed services and the ability to meet M/WBE goals, if any.  The need to purchase the goods from and/or  subcontract performance of services to others will be evaluated as to their effects on cost, as well as quality, schedule and overall performance. 

D.         For Services Contracts, the technical merits of the proposals and the experience and capabilities of the bidders will be the primary factors in determining the individual or firm to be awarded the contract, provided that the price for performing such work is reasonable and competitive. 

E.         For Procurement Contracts other than Personal Services (as defined in Section 2.B of these Guidelines), the award should generally be made to the lowest-priced firm submitting a proposal that meets the commercial and technical requirements of the bid documents. 

F.         Pursuant to §139-j of the State Finance Law, the Authority shall not award a Procurement Contract (as defined in Section 3.N.1. of these Guidelines) to a bidder/contractor who fails to provide timely, accurate and complete responses to inquiries about past determinations of non-responsibility (unless awarding the contract is necessary to protect public property or public health or safety and the bidder/contractor is the only source capable of supplying the required article of procurement within the necessary timeframe.) 

A bidder’s/contractor’s knowing and willful violation of the Authority’s policy providing for certain procurement disclosures shall result in a determination of non-responsibility of such bidder/contractor pursuant to State Finance Law §§139-j and 139-k only. 

More than one determination of non-responsibility due to violations of State Finance Law §139-j in a four-year period shall render a bidder/contractor ineligible to submit bids for four years from the second determination of non-responsibility.

G.         An award to “other than low bidder” can be made only with the approval of appropriate management as stipulated in the EAP’s, and should be based on such a proposal providing a clear advantage to the Authority over the lower-priced proposal.  Factors justifying an “other than low bidder” award may include, but are not limited to improved delivery schedules that will reduce outages, longer warranty periods, improved efficiency over the usable life of the equipment, reduced maintenance costs, the bidders’ financial resources or the ability to meet or exceed M/WBE goals. 

H.         The specifications set forth in any solicitation prepared under these Guidelines were based upon information available at the time of the preparation of the solicitation. Thus, the Authority may diverge from the specifications of any solicitation if after review of the proposals responsive to such solicitation, the Authority deems it prudent in light of its experience, the circumstances of the solicitation and/or potential cost savings. Such divergence from the specifications should be immaterial, for example only, as to qualifications, quantity, quality, term, services and/or price.  

5.         RECOMMENDATION OF AWARD 

A.         A recommendation for approval of a proposed award of a Procurement Contract is usually prepared in the form of a memorandum by the department requiring the goods and/or services.  The recommendation must include an evaluation of proposals as specified in Section 4 above, as well as proposed specific compensation terms that provide a clear breakdown of cost factors and methods of calculation, including, as applicable: 

1.         Lump sum and/or unit prices for equipment and construction work. 

2.         Hourly or daily rates for personnel. 

3.         Markups for payroll taxes, fringe benefits, overhead and fees, if the proposal is based on reimbursement of actual payroll costs. 

4.         Terms for reimbursement of direct out-of-pocket expenses, such as travel and living costs, telephone charges, services of others and computer services. 

5.         Provisions, if any, for bonus/penalty arrangements based on target person-hours and/or target schedule. 

B.         The recommendation will also review any substantive exceptions to commercial and technical requirements of a price inquiry, RFP, RFQ or bidding documents, including but not limited to payment terms, warranties and bond requirements, if any. 

6.         AWARD OF CONTRACT 

A.         Services Contracts to be performed for a period of more than 12 months  are approved and reviewed annually by the Trustees. Services Contracts for a period of less than 12-months are approved by authorized designees in accordance with existing EAP’s.  Extending a contract for services with an initial duration of less than 12 months beyond 12 months will be approved by the Trustees at the request of the initiating department and will be reviewed by the Trustees annually.  Extending a contract for services that has previously been approved by the Trustees for a cumulative term of more than 12 months requires further Trustees’ approval.  Extending a contract previously approved by the Trustees for 12 months or less requires approval by an authorized designee in accordance with existing EAP’s.  

B.         For Services Contracts to be performed for a period of more than 12 months that must be awarded prior to the next scheduled Trustees’ meeting, the initial contract will be issued for the entire term of the contract.  Based on its total value, such contract must be approved by the appropriate management as set forth in the EAP’s.  Such contract is subject to the Trustees’ approval, at the next quarterly Trustees’ meeting.  If such approval is not granted, the contract will be terminated immediately. 

C.         A contract or contract task is deemed to be for services in excess of 12 months where the contract does not specify a definite term and the work will not be completed within 12 months, and any “continuing services” contract with no fixed term that provides for the periodic assignment of specific tasks or particular requests for services.  This includes Trustee-approved contracts for architect/ engineering services with the original engineers of operating facilities, as well as the original supplier of steam supply systems or boilers and turbine generating equipment. Each task authorized under such contracts (which may be referred to as a “Change Order,” “Purchase Order” or “Task Number”) is considered a separate commitment and must be separately approved in accordance with the EAP’s. 

D.         The term of a Personal Services contract is limited to a maximum of five (5) years, including any extensions. 

E.         When time constraints or emergency conditions require extending an existing contract with an initial duration of less than a year beyond a year , and the cumulative monetary change order value does not exceed the appropriate limit set forth in the EAP’s, the Business Unit Head, with the prior concurrence of the Vice President – Procurement and Real Estate, may authorize extending such contract, subject to the Trustees ratifying such action as soon as practicable. 

F.         When the total estimated contract value or the value of the extension exceeds the monetary limits set forth in the EAP’s, interim approval by the President and Chief Executive Officer  is required, subject to the Trustees’ ratifying such action as soon as practicable. 

G.         When time constraints or emergency conditions require immediate commencement of services to be performed for a period of more than one year, and when the contract value exceeds the monetary approval limit for the President and Chief Executive Officer as set forth in the EAP’s, the President and Chief Executive Officer, with the prior concurrence of the Vice President -Procurement and Real Estate, may authorize the commencement of such services.   The initial compensation limitation may not exceed the authorization level for the President and Chief Executive Officer set forth in the EAP’s.  Such contracts will be subject to the Trustees’ approval, which will be solicited at their next scheduled meeting.

H.         The headquarters Procurement Division or the facilities’ Procurement Departments prepare the contract for execution by the Authority and the successful bidder.  No work by the selected contractor will commence until the contract is executed by both parties, except that mutually signed letters of award or intent may initiate work prior to formal execution.  Authority signatories of such letters must be authorized to approve contract awards pursuant to the EAP’s. 

I.          Pursuant to Public Authorities Law §2879, the Authority shall notify the Commissioner of Economic Development of the award of any Procurement Contract for the purchase of goods or services from a foreign business enterprise (as defined in Section 3.E.3 of these Guidelines) in an amount equal to or greater than $1 million simultaneous with notifying the successful bidder therefor. The Authority shall not enter into the Procurement Contract for said goods until at least 15 days have elapsed from the notification of the award, except for a Procurement Contract awarded on an emergency or critical basis.  The notification to the Commissioner shall include the name, address, telephone and facsimile number of the foreign business enterprise, the amount of the proposed Procurement Contract and the name of the individual at the foreign business enterprise or acting on behalf of same who is principally responsible for the proposed Procurement Contract.  

7.         CONTRACT PROVISIONS

A.         The following standard forms of contracts are available from the headquarters Procurement Department: purchase order format for standard procurements of goods or services; furnish-and-deliver format for major equipment purchases; letter agreements and agreement formats for consulting work and contract work orders (for construction work of small magnitude), construction contracts (for major construction work) and furnish, deliver and install contracts (for specialized, major procurements where single responsibility is required for procurement and installation).  These contract forms are intended to govern the purchase of goods and/or performance of services.  Authority departments proposing to initiate a Procurement Contract should review these forms to suggest any modifications and additions that may be required for the particular goods and/or services.  Under no circumstances should contract forms be shown to proposed bidders without the prior approval of the Procurement Department, which, along with the facilities’ Procurement Departments, is solely responsible for requesting proposals. 

B.         The following types of provisions setting forth contractor responsibilities are to be contained in the standard forms of Procurement Contracts, except that any provisions listed below that are inapplicable or unnecessary because of the nature or duration of the work to be performed, the location(s) where the work is to be performed or the type of compensation being paid therefor, need not be included.  Other provisions may be added as necessary and appropriate.

1.                  Schedule of Services or Specifications

2.                  Time of Completion

3.                  Compensation or Itemized Proposals

4.                  Relationship of Parties

5.                  Delays

6.                  Termination

7.                  Changes in the Work

8.                  Claims and Disputes

9.                  Warranty

10.                 Insurance

11.                 Records, Accounts, Inspection and Audit

12.                 Assignment

13.                 Notices

14.              Indemnification

15.              Governing Law

16.              Proprietary Nature of Work

17.              Testimony

18.              Entire Agreement 

Contract Attachments

1.         Compensation Schedule

2.         Schedule of Services or Specifications

3.         Appendix “A” (Miscellaneous Statutory Provisions)

4.         Appendix “B” (Prompt Payment Provisions)

5.         Appendix “C” (Minority and Women-Owned Business Enterprises Provisions)

6.         Appendix “D” (Background Security Screening for Authority Contractors)

7.         Appendix “E” (Omnibus Procurement Act of 1992 Requirements)

8.          Appendix “G” (Equal Employment Opportunity Requirements)

9.          Appendix “H” (Tax Law Requirements)

10.        Appendix “J” (Bidder/Contractor Compliance with State Finance Law §§139-j and 139-k  Providing for Certain Procurement Disclosures) 

C.         Any firm, person or entity retained by the Authority to provide conceptual studies, designs or specifications is prohibited from being awarded future phases of work, including implementation, related to the original work.  If there is no qualified response to the solicitation for future phases of work, including implementation, the approval of the Vice President -Procurement and Real Estate, applicable Business Unit Head, Assistant General Counsel and President and Chief Executive Officer is required to waive this restriction on a case-by-case basis. 

8.         CHANGE ORDERS 

A.                 Change Orders to existing contracts are justified in the following cases: 

1.         To incorporate additional work related to the original scope, to delete work or to otherwise modify the original work scope; 

2.         To exercise options previously included in the original contract to perform additional work or to extend the contract term; 

3.         To accommodate emergency conditions, defined in Section 3.L herein, that require the immediate performance of work by a firm already under contract; 

4.         When rebidding would not be practical or in the best interests of the Authority’s customers; and 

5.         To meet the Authority’s M/WBE goals in accordance with Executive Law Article 15-A. 

B.         All Change Orders must be approved in accordance with the Authority’s EAP’s, and should include specific schedules for completion of work at the earliest possible time. 

9.         PROHIBITION OF CURRENT EMPLOYEES; EMPLOYMENT OF FORMER OFFICERS AND EMPLOYEES 

A.         All current employees and their immediate families (spouse, parent, child or sibling), or entities in which such employees and their immediate families have an ownership interest, are prohibited from employment as Authority contractors, vendors or consultants.

B.         Former Authority officers and employees are eligible to be considered for employment as contractors and/or consultants provided that they meet all criteria for contractors and/or consultants generally as specified in these Guidelines; their employment is not barred by New York Public Officers Law §73(8); if requested, they obtain an opinion by the New York State Commission on Public Integrity that such employment is permissible; and upon approval of the President and Chief Executive Officer. 

C.         Pursuant to the provisions of New York Public Officers Law §73(8): 

1.         No Authority officer or employee is eligible, within a period of two years after the termination of Authority service to appear or practice before the Authority or receive compensation for any services rendered on behalf of any person, firm, corporation or association, in relation to any case, proceeding or application or other matter before the Authority. 

2.         No Authority officer or employee is eligible, at any time after the termination of Authority service, to appear, practice, communicate or otherwise render services before the Authority or any other state agency or receive compensation for any such services rendered on behalf of any person, firm, corporation or other entity in relation to any case, proceeding, application or transaction that such person was directly concerned with and personally participated in during his or her period of service, or which was under his or her active consideration.  

D.         No Authority employee who is involved in the award of Authority grants
or contracts may ask any officer, director or employee of such current or 
prospective contractor or grantee to reveal: 
(a) the political party affiliation of the individual; 
(b) whether the individual or entity has made campaign contributions 
to any political party, elected official or candidate for elective office or 
(c) whether the individual voted for or against any political party, 
elected official or candidate for elective office.  

E.         No Authority employee may award or decline to award any grant or contract, 
or recommend, promise or threaten to do so because of a current or 
prospectivegrantee’s or contractor’s: 
(a) refusal to answer any inquiry prohibited by Section 9.D above or 
(b) giving or withholding or neglecting to make any contribution of money,
 service or any other valuable thing for any political purpose.

F.        No Authority employee may take part in any contracting decision involving 
the payment of more than $1,000: 
(i) to a Relative; or 
(ii) to any entity in which the Authority employee or a Relative 
of such Authority employee owns or controls 10% or more of the stock 
of such entity (or 1% inthe case of a corporation whose stock is regularly 
traded on an established securities exchange); or serves as an officer, 
director or partner of that entity. If a contracting matter arises relating to 
this Section 9.F, then the employee must advise his or her supervisor of 
the relationship,and must be recused from any and all discussions or 
decisions relating to the matter.  

1. For purposes of Section 9.F, the term “Relative” is any person living in 
the same household as the Authority employee 
or any person who is a direct descendant of the Authority 
employee’s grandparents or the spouse of such descendant. 

G.            Restrictions 9.D through 9.F above also apply to disposal of property 
which is governed by the Authority’s Disposal of Personal Property 
Guidelines and Disposal of Real Property Guidelines.

10.        MINORITY AND WOMEN-OWNED BUSINESS ENTERPRISE (M/WBE) REQUIREMENTS 

The Authority strives to continue to foster the development of business opportunities on Authority contracts for M/WBE’s.  Article 15-A of the Executive Law established a Statewide office of M/WBE development that is responsible for developing rules and regulations for implementation of this statute, certifying M/WBE’s and reviewing and monitoring goal plans, compliance reports and contract provisions to be included in all non-construction contracts for more than $25,000 and construction contracts for more than $100,000.  The definition of an M/WBE is included in Section 3.C of these Guidelines.  The Authority aims to solicit proposals from certified M/WBE’s that are qualified to perform the required work.  In addition, specific goals may be included in certain contracts for consulting work, construction and procurement of goods and other services requiring the contractor/vendor to subcontract a portion of the work to certified M/WBE’s as required by law.  Bidders’ proposals will include Preliminary Subcontracting Plans for M/WBE’s, where required, and such bidders failure to meet these requirements may be grounds for rejection of the proposal, or cancellation of the contract if a contractor did not make a good faith effort to meet its goals after contract award.  

11.       REPORTING REQUIREMENTS AND PROCUREMENT RECORD 

A.         The headquarters Procurement Department maintains records of Procurement Contracts, including bidders’ names, the selection processes used and the status of existing contracts, including goods provided and/or services performed and fees earned, billed and paid.  At the facilities, such records will be kept by the facilities’ Procurement Departments.  After the end of each calendar year, the Vice President ‑ Procurement and Real Estate will prepare and submit an annual report to the Trustees for their approval that will include:  

1.          A copy of the Guidelines;

2.          An explanation of the Guidelines and any amendments thereto since the last annual report;

3.          A list of all Procurement Contracts entered into since the last annual report, including all contracts entered into with New York State business enterprises and the subject matter and value thereof and all contracts entered into with foreign business enterprises and the subject matter and value thereof;

4.        A list of fees, commissions or other charges paid;

5.         A description of work performed, the date of the contract and its duration, the total amount of the contract, the amount spent on the contract during the reporting period and for the term of the contract to date and the status of open Procurement Contracts;

6.         The method of awarding the contract (e.g., competitive bidding, sole source or competitive search); and

7.         The reasons why any procurements with a value greater than $15,000 were not noticed in the Contract Reporter.  

B.         Such annual report, as approved by the Trustees, shall be submitted to the New York State Division of the Budget within 90 days of the end of such calendar year, with copies and shall be distributed to the New York State Department of Audit and Control, the DED, the New York State Senate Finance Committee, and the New York State Assembly Ways and Means Committee and any other entity as may be required by law.  The annual procurement report is posted on the Authority’s website and copies shall be made available to the public upon reasonable written request therefor. 

C.        State Finance Law §§139-j and 139-k. 

1.          A statement describing the basis for a determination of a bidder’s/contractor’s non-responsibility (per State Finance Law §§139-j and 139-k only) and the Authority’s decision not to award a bidder/contractor the Procurement Contract must be included in the procurement contract record. 

2.         The Authority shall notify the New York State Office of General Services of bidders/contractors who have been determined to be non-responsible bidders (per State Finance Law §§139-j and 139-k only) or debarred due to violations of §139-j of the State Finance Law. 

3.         All forms entitled “Record of Contact” shall be included in the respective procurement contract record.

4.          A statement describing the basis for a termination of a Procurement Contract for providing an intentionally false certification must be included in the procurement contract record. 

12.       THIRD PARTY RIGHTS: VALIDITY OF CONTRACTS 

A.         These Guidelines are intended for the guidance of officers and employees of the Authority only.  Nothing contained herein is intended, nor should it  be construed, to confer on any person, firm or corporation any right, remedy, claim or benefit under, or by reason of, any requirement or provision hereof. 

B.         Nothing contained in these Guidelines alters or affects the validity of, modifies the terms of or impairs any contract or agreement entered into in violation of these Guidelines.