Specifications

New York State Office of General Services
Solicitation Number 1767 Integrated Facility Management
Page 17 of 54
3. Administrative Information
3.1 Issuing Office
This solicitation is being released by the New York State Office of General Services Division of Financial
Administration on behalf of the Office of General Services Real Property Management & Facilities Group
(RPM&F).
3.2 Method of Contract Award
A single award for each Lot shall be made to the vendor who has the best value responsive and
responsible proposal. Should the same contractor be awarded both Lots a single contract may be
awarded.
Upon determination of the best value proposer, a Service Agreement, a sample of which is attached to
the RFP as Appendix E – Sample Contract will be completed with the successful bidder‘s information and
appended to this RFP and the successful bidder‘s bid to form the contract between the parties. This
contract will be forwarded to the successful proposer for execution and returned to the issuing office to be
processed for all necessary signatures and State approvals. Upon final approval, a fully executed copy
will be forwarded to the contractor.
3.3 Term of Contract
This contract will commence upon approval by the Office of the New York State Comptroller (OSC), which
approval is estimated to be on or about January 15, 2014. The contractor will assume full on-site contract
services March 1, 2014. It is anticipated that the contractor will conduct planning and transitional activities
during the interim period (January 15 – February 28, 2014). The contract will terminate on February 28,
2019.
The State of New York retains the right to cancel this contract for convenience, provided that the
Contractor is given at least thirty (30) days written notice of OGS‘ intent to cancel. Any cancellation by
OGS under this section shall in no event constitute or be deemed a breach of any contract resulting from
this Solicitation and no liability shall be incurred by or arise against OGS, its agents and employees
therefore for lost profits or any other damages resulting there from. This provision should not be
understood as waiving the State‘s right to terminate the contract for cause or stop work immediately for
unsatisfactory work, but is supplementary to that provision. See Section 6.12 – Termination.
3.4 Price
All Proposers must submit their cost proposal for each Lot which they intend to bid as listed in Section 5.1
Facility Descriptions. Pricing is required for each facility within the Lot for the bid to be considered for
evaluation and must be submitted using Appendix D marked "Cost Proposal Form.‖ Any additions,
incompletion, altering qualifiers, assumptions or clarifications to the cost proposal form will result in
rejection (also see Section 3.9 Proposal Exceptions).
The following descriptions are provided as a guideline of where OGS would expect bidders to include
specific costs. However, bidders should consider the dollars provided in item 3, and ensure that their not-
to-exceed prices bid in items 1 and 2 are sufficient and inclusive of all associated costs. Pricing will be
represented in accordance with the cost proposal form(s) consisting of the following items:
Item 1. Administrative Services
This category includes Property Management Fee, professional fees, insurance, salaries, payroll
taxes and Workers Compensation, and employee benefits.
 Property Management Fee shall include the cost of off-site corporate building management
and administrative personnel, all overhead, profit, all administrative expenses including
payroll processing cost, auditing, required background checks, accounting, reporting and