Specifications
New York State Office of General Services
Solicitation Number 1767 Integrated Facility Management
Page 37 of 54
Note: Contractor‘s / Contractor‘s Employee(s) failure to provide such documentation to the OGS Facility
Manager upon or prior to employee reporting to their initial work assignment shall result in the OGS
Facility Manager rejecting the employee(s).
5.7 Budgetary Responsibilities
The Contractor‘s budgetary responsibilities shall include but not necessarily be limited to the following:
5.7.1 Develop Annual Operating Budgets
The annual budget period for Operating Expenses shall be March 1 through February 28.
For the initial budget period, the Contractor shall submit an Operating Expense budget for the balance of
that budget period, as well as a budget for the upcoming full year, not later than (60) days after the
contract commencement date.
By August 1st of each subsequent year, the Contractor shall, submit an annual Operating Expense
budget for the next fiscal year, for the State‘s approval. All budgets shall list the annual amount and
monthly distribution encompassing the three (3) major components listed below:
Item 1 (Administrative) The budget amounts for Item 1 shall be the yearly amounts bid per Lot
and subject to annual price adjustments per Section 3.5. For annual budgeting purposes, the
Contractor shall break out the annual amount per lot into an appropriate amount for each
respective facility.
Item 2 (Itemized Building Services) The first annual budget amounts for Item 2 shall be the
amounts bid each of the twelve (12) major service categories, for each facility. In subsequent
years, the budget amount for each service will be adjusted based upon the approved Consumer
Price Index (CPI) See Section 3.5.
Item 3 (General Repairs, Supplies & Services) The first annual budget amounts for Item 3 shall
be provided by the State to the Contractor in accordance with the bid document. The Contractor
shall break out the annual amount provided in the bid, into appropriate detail to show budgeted
amounts for all repairs, supplies and services. This detail shall be presented to show both in-
house and sub-contractor portions of these amounts. In subsequent years, the Contractor shall
provide updates to the itemized amounts as appropriate, for OGS review and approval.
The State may change the budgeted amount of Operating Expenses to be placed in the Operating
Expense Account at any time, and the Contractor shall operate the facilities within the available funds.
Funds remaining in this account at the end of the contract are to be transferred back to New York State
within thirty days (30), after all obligations have been satisfied.
5.7.2 Capital Plans and Budgets
Contractor shall submit five year Capital Plans and Budgets for each facility, based upon a thorough
assessment of all building systems and components listing the annual amount and monthly distribution of
planned expenditures. These submissions will be concurrent with the Operating Budgets listed in Section
5.6.1 above.
5.7.3 Operating Expense Account
The Company shall set up and maintain in a fiduciary capacity at a bank doing business in the State of
New York, an interest bearing Operating Expense Account funded by New York State. The State shall
fund the account every six (6) months during the contract term. The state shall be entitled to all interest
earned on its designated funds.
Funds in the Operating Expense Account shall be used to purchase all contractual services, supplies and
replacement equipment which shall be necessary to properly maintain and operate each Facility as
specified in the respective facility Budget. The cost of such items shall be net of any discounts or