state of new york office of the state comptroller back to basics office of operations 2013 fall...
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STATE OF NEW YORK OFFICE OF THE STATE COMPTROLLER
Back to Basics
Office of Operations2013 Fall Conference
November 6-7
New York State Office of the State ComptrollerThomas P. DiNapoli, Comptroller
Office of OperationsJohn Traylor, Executive Deputy Comptroller
Division of Contracts and ExpendituresMargaret Becker, Deputy ComptrollerCharlotte Breeyear, Director, Bureau of Contracts
Complex Issues in Invitation for Bid (Estimated Use Contracts)
Bill Hughes
STATE OF NEW YORK OFFICE OF THE STATE COMPTROLLER
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PART I
Planning for Your Needs The “What If” Factors Developing the IFB’s Method of
Award The Award and the Contract Contract Monitoring
STATE OF NEW YORK OFFICE OF THE STATE COMPTROLLER
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PLANNING FOR YOUR NEEDS
Historical information such as previous maintenance agreement costs
Quantity of each different piece of equipment, parts, labor and material costs
Age of equipment, and maintenance program
Labor rates, raw material pricing, or changes in general or specific market indexes, etc.
Market volatility
STATE OF NEW YORK OFFICE OF THE STATE COMPTROLLER
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THE “WHAT IF” FACTORS
Consider including in your budget a reasonable cushion for unexpected event(s)
Consider option items not previously included
STATE OF NEW YORK OFFICE OF THE STATE COMPTROLLER
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DEVELOPING THE METHOD OF AWARD
Quantify needs into the bid document and develop a Method of Award (MOA) upon which all bidders will be evaluated
Ensure that all bidders have a true understanding of: What they are bidding on How they are bidding
All bidders’ prices must be compared fairly and equally
STATE OF NEW YORK OFFICE OF THE STATE COMPTROLLER
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THE AWARD AND THE CONTRACT
Create a ‘not to exceed’ contract The contract amount reflects your
best cost estimate of your assessed needs for the contract term
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CONTRACT MONITORING
Agencies need to not only monitor their contracts in terms of contract deliverables, but also to monitor expenditures The Office of the State Comptroller’s
Guide to Financial Operations XI.2.H.on Multi-Year Contract Renewals
http://www.osc.state.ny.us/agencies/guide/MyWebHelp/
STATE OF NEW YORK OFFICE OF THE STATE COMPTROLLER
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PART II – DEVELOPING A WORKABLE METHOD OF AWARD
BackgroundManufacturer’s Preventive Maintenance
NarrativeRepair Labor RatesReplacement Parts and MaterialsOption Items - Manufacturer's
Preventive Maintenance Weighted Evaluation MethodologyCushioning for That Unexpected Event
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PART II – HANDOUT AND TEMPLATE EXAMPLE
Refer to the Method of Award Handout and Template Example
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QUESTIONS
Questions