QTO Subdomain - New York
QTO Subdomain - New York   // NEW YORK // : (866)-493-4944 enquiry@quantity-takeoff.com
QTO Subdomain - New York   // NEW YORK // : (866)-493-4944 enquiry@quantity-takeoff.com

QTO Subdomain - New York // NEW YORK // : (866)-493-4944 enquiry@quantity-takeoff.com

QTO Subdomain - New York  // NEW YORK //
: (866)-493-4944 enquiry@quantity-takeoff.com
QTO Subdomain - New York  // NEW YORK //
: (866)-493-4944

Procurement Policies in New York

Procurement Policies in New YorkThe Procurement Policy Board (PPB) has the authority to promote and put into effect rules governing the procurement of goods, services, and construction by the City of New York under Chapter 13 of the Charter of the City of New York. The procurements by New York City mayoral agencies are governed by the Rules of the Procurement Policy Board. As there are no schedules for Board meetings and Rules hearings hence one should check back often to learn about the same. The purposes of the various rules of the Procurement Policy Board are to:


  • Simplify, clarify, and modernize the law governing procurement by the City of New York
  • Authorize the continued development of procurement policies and practices
  • Bring consistency and uniformity in the application of these policies throughout New York City agencies
  • Offer increased public assurance in New York City's public procurement procedures
  • Guarantee fair treatment to all persons dealing with the procurement system of the City of New York
  • Offer increased efficiency, economy, and flexibility in City procurement activities and to maximize the purchasing power of the City
  • Promote effective broad-based competition from all segments of the vendor community, including small businesses, and minority- and women-owned and operated enterprises
  • Providing safety to the integrity of the procurement system and protect against fraud, corruption, and abuse
  • Confirm proper public access to contracting information
  • Encourage equal employment opportunities in the policies and practices of contractors and subcontractors planning to do business with the City


The amendments have been adopted are mentioned below:

Rules Chapter and Section Title Date Adopted
1-01, 2-04, 2-08, 2-09, 3-01, 3-10, 3-16, 4-12 HHS Accelerator 10/24/13
1-01, 3-15 Investment Managers 10/24/13
2-09 Best Value in Recommendation for Award 10/24/13
3-05 Sole Source Procurement Threshold 10/24/13
1-01 Definitions 4/8/13
2-07 Responsiveness 4/8/13
2-11 Best Value Public Hearing Requirements 4/8/13
3-01 Best Value Method of Source Selection Policy 4/8/13
3-02 Best Value Competitive Sealed Bidding 4/8/13
3-03 Best Value Competitive Sealed Proposals 4/8/13
3-08 Micro purchases 4/8/13
4-01 Best Value Evaluation and Documentation of Vendor Performance 4/8/13



Bidding must be done in an organised and focused manner for maximized effectiveness. Given below are some tips for bidders that simplify their work and helps in enhancing the bidding process:


  • Bids should be submitted on time as late bids are not accepted. Even when mailing a bid, it should be mailed early so that the bid arrives in time as Late bids will not be accepted
  • When hand delivered, the bid must be brought to DDC’s Contracts Office as bids are only accepted at the Contracts Office and cannot be accepted at the Bid Opening Room or the Security Desk
  • The mailing label should be typed as handwritten labels are difficult to read and process correctly.
  • The mailing label should have "BID ENCLOSED" typed on it as it is one of the hundreds of pieces of mail and express packages that DDC receives every day. It is an essential step to differentiate it from other mails
  • The mailing label should have the project identification number and the project name typed on it. Absence of these slows down the processing of the bid
  • The date and time of the bid opening should be typed on the mailing label
  • It is important to identify which trade the bidding is on, if it is a multi-trade project. Besides, a bid envelope missing trade information creates processing problems and slows down the bid opening
  • If the bidder is bidding on more than one trade for the same project, he must submit each bid in a separate envelope. Placing multiple trade bids in a single envelope can create processing problems and also slow down the bid opening
  • For security the bid bond or check can be stapled to the front cover of the bid. Any bid without the required bid security cannot be awarded a contract
  • Bidders can tab the page where their bid amount appears. Bid openings are slowed down when bidders cannot easily find the amount of their bid
  • It is advised that all materials submitted as bid should be securely stapled or clipped together as loose materials can easily detached and run the risk of being misplaced.


The various documentation required to be submitted during the Contract Registration are as follows:


  • The original executed contract and related contract budget
  • A request for encumbrance or advice of award containing:
    • The name, address, telephone number, and federal taxpayer’s identification number of the vendor and the address of the contract worksite
    • The dollar amount of the contract, including the original maximum expenditure and revised maximum expenditure authorized and current encumbrance, and any funding sources
    • The type of goods, services, or construction to be procured pursuant to the contract
    • The name and/or code of the agency that awarded the contract and the procurement identification number
    • The term of the contract or in the case of a construction contract, the approximate starting and scheduled completion date of the contract (and any subsequent extensions), and the project or sub-project to which the contract relates
    • The source selection method utilized and, if applicable, whether the vendor in the case of a competitive sealed bid, was the lowest responsible bidder or, in the case of an RFP, offered the lowest price option
    • The number of responses to a solicitation, invitation to bid, or RFP (excluding a response of “no bid” or “no proposal”)
    • An indication whether the vendor is a not-for-profit organization or has been certified by DEFO as a women-owned or minority-owned business enterprise
    • Any other information requested by the Comptroller and agreed to by the CCPO, or required by law
  • The VENDEX business entity, principal, not-for-profit organization and individual questionnaires. This requirement will remain in effect until such time as such information is available on-line by computer to the Comptroller prior to registration
  • Copies of the Recommendation for Award/Renewal and the presolicitation review report required by these Rules
  • If applicable, capital encumbrance justification memorandum and fixed asset detail document or fixed asset waiver document
  • Certificate of legal authority by the Corporation Counsel
  • Certificate of Procedural Requisites and, if applicable, the determination required by Section 313(b)(2) of the Charter
  • In those cases where contracts have been changed pursuant to these Rules, a determination by the ACCO explaining good and sufficient cause for such contract change. Where such explanation pertains to a request for additional time to complete a new procurement to replace a current contract, the explanation shall state the date by which such new procurement will be completed.

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