Specifications

New York State Office of General Services
Solicitation Number 1767 Integrated Facility Management
Page 31 of 54
The Contractor‘s use of subcontractors shall not diminish the Contractor‘s obligations to complete the
work in accordance with the contract. The Contractor shall coordinate and control the work of the
subcontractors.
The Contractor shall be responsible for informing the subcontractors of all terms, conditions, and
requirements of the contract documents.
During the term of the Contract, before any part of the contract shall be sublet, the Contractor shall submit
to the Executive Director Real Property Management & Facilities or his/her designated representative,
Governor Nelson A. Rockefeller Empire State Plaza, 39
th
Floor, Albany, New York 12242, in writing, the
name of each proposed subcontractor and obtain written consent to such subcontractor. The names
shall be submitted in ample time to permit acceptance or rejection of each proposed subcontractor
without causing delay in the work of this contract. The Contractor shall promptly furnish such information
as the Executive Director Real Property Management & Facilities may require concerning the proposed
subcontractor's ability and qualifications.
In the event that subcontractors must be used during the term of this contract for Additional Services
work, the following guidelines shall apply.
 The Contractor shall procure goods and services using commercially reasonable and prudent
practices to obtain the most favorable price and terms. The Contractor will make his/her best
efforts and shall document same to obtain written proposals or bids from at least three (3)
responsible service providers before selecting the best price and terms. Prior OGS approval is
required for all Additional Services. The following conditions apply to competitive bidding for
subcontracted additional services:
 Each bid will be solicited in a form and manner conducive to uniformity in all bids. The Contractor
will maintain documentation of the solicitation and results.
 If the Contractor desires to accept other than the lowest bidder, or where competitive bids are not
possible, adequate justification must be provided to the State for required prior approval.
The OGS shall be free to accept or reject any proposal/subcontract submitted for State‘s approval, and
Contractor shall provide OGS with copies of all documentation OGS may request in relation to such
approval rights.
5.5.4 Issuing Solicitations and Contracts
When issuing solicitations (Requests For Proposals, Invitations For Bids, Requests For Quotes, etc.) and
entering into contracts to procure goods and/or services necessary to fulfill the Contractor‘s contract
obligations, the Contractor shall develop the solicitation package (utilizing applicable specifications
provided by OGS), bid, provide a recommendation of award to OGS, and upon OGS approval award such
contracts.
As appropriate, OGS shall provide the Contractor with service contract specifications. Prior to issuing a
solicitation, OGS shall have the opportunity to review and approve the solicitation package(s). Any
contract which cannot by its terms be canceled on 30 days‘ notice must be approved in writing by OGS.
OGS shall separately procure all goods and services for purchases or contracts valued at more than Fifty
Thousand Dollars ($50,000).
The Contractor shall procure goods and services using commercially reasonable and prudent practices to
obtain the most favorable price and terms. For purchases or contracts less than Five Thousand Dollars
($5,000), the Contractor will obtain and document a minimum of three verbal quotes. For contracts more
than Five Thousand Dollars ($5,000), but less than Fifteen Thousand Dollars ($15, 000), the Contractor
will obtain written proposals or proposals from at least three (3) responsible service providers before
selecting the best price and terms. Prior OGS approval is required for the solicitations for all contracts for
repairs, capital improvements, goods and services more than Fifteen Thousand Dollars ($15,000), but
less than Fifty Thousand Dollars ($50,000). The following conditions apply to competitive bidding: