Procurement Information

Procurement Information
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The Purchasing Unit of NYSTRS' Finance Department awards competitively bid contracts to acquire commodities, services and technology in the best interest of NYSTRS for official business use by NYSTRS staff. Exceptions to the competitive bidding process include, but are not limited to, certain contracts specifically authorized and approved by the Retirement Board, such as investment management contracts. Purchasing's primary function is to ensure that NYSTRS receives the best possible products and services at the lowest possible cost or best value.

NYSTRS encourages all segments of the business community to participate in its purchasing program.

Rules governing purchasing and contract procedures were established under the concept of open competitive bidding in accordance with applicable laws, rules and regulations. Under this system, purchase awards are made to the responsive and responsible vendor with the lowest price or offering best value who meets NYSTRS' specifications and conditions, and also has the capacity to deliver the service or product. These specifications and conditions are outlined in bid packages that are available to all interested vendors.

The Purchasing Unit coordinates vendor contracts and supervises the procurement process to ensure compliance with purchasing policies and procedures.

NYSTRS will not be responsible for purchases made without prior authorization from the Purchasing Unit. Goods should not be shipped or services should not be performed without obtaining a duly issued and valid form of purchase authorization from an authorized representative of NYSTRS, including a purchase order, statement of work, professional services agreement, engagement letter, or authorized use of a procurement or travel card.

Policies of Note to Vendors

Vendors are encouraged to read the following important policies:

RFP 21-34: Enterprise Risk Management Program Audit

NYSTRS' Internal Audit Department is seeking bids from qualified firms to perform an evaluation of the NYSTRS' risk management function. The evaluation shall assess the maturity of the current policy, processes and procedures for managing its Enterprise Risk Management (ERM) program against leading ERM practices. Interested parties should download the RFP for more information.

3/1/2021: RFP Amendment 1 – Changes to Timeline
4/2/2021: RFP Amendment 2 (QA)

For convenience, the following exhibits are provided in Microsoft Word:

Exhibit 1: Response Template
Exhibit 2: Vendor Responsibility Questionnaire
Exhibit 3: Technology Questionnaire (revised 3/30/2021)
Exhibit 4: Conflict of Interest Disclosure
Exhibit 5: Cost Proposal

RFI 21-43: Request for Information – Collection Services

NYSTRS is seeking information on collection services. This Request for Information (RFI) relates specifically to accounts receivable resulting from unreported deaths of NYSTRS’ retirees. Currently, NYSTRS exclusively uses the New York State Attorney General for all external collection efforts related to overpayments to deceased retirees. NYSTRS is exploring options for revising the collection process and supplementing collection activities by engaging a collection service. Please see the attached RFI for more details.

IFB 21-42: Electrical Equipment Upgrades

NYSTRS is seeking to procure electrical equipment, including associated equipment start-up and training, in accordance with Exhibit 1 hereof. NYSTRS intends to make a single award to the responsive and responsible Bidder offering the lowest price. Interested parties should download the IFB for more information.

3/5/2021: Amendment 1 (QA)

Exhibit 1: Pre-Purchase Drawings
Exhibit 2: Vendor Responsibility Questionnaire
Exhibit 3: Bid/Proposal Template

Supplier Form
Bidder Form
Potential Bid Opportunities

Information about New York State subcontractors and suppliers is available from:

              NYS Department of Economic Development
              Division for Small Business
              633 Third Avenue, 33rd Floor
              New York, NY 10017

              (518) 292-5100
              opa@esd.ny.gov

A directory of certified minority and women-owned business enterprises is available from:

              NYS Department of Economic Development
              Division of Minority and Women's Business Development
              633 Third Avenue, 33rd Floor
              New York, NY 10017

              (212) 803-2414
              mwbecertification@esd.ny.gov

A list of certified NYS Service Disabled Veteran-Owned Businesses is available from:

              NYS Office of General Services
              Division of Service-Disabled Veterans’ Business Development
              41st Floor, Corning Tower
              Empire State Plaza
              Albany, NY 12242

              (844) 579-7570
              VeteransDevelopment@ogs.ny.gov

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