Procurement Record Components

Required Components

• Contract Agreement, including notarized signature pages showing the contract number, all attachments and any documents incorporated by reference
• Contract Reporter Advertisement or Other Proof of Advertisement, as applicable
• Blank Solicitation Document (including appendices, Q&As and addenda)
• Solicitation List
• Certified Bid Tabulation
• Evaluation Instrument, Completed Scoring Sheets and Evaluation Summary
• Awarded Bid/Proposal or Signed Vendor’s Quote
• Lobbying Law Documentation
  • Vendor Affirmation
  • Lobbying Law Vendor Disclosure
  • Lobbying Law Vendor Certification
  • Termination Language
  • OSC Governmental Entity Representation Form
• Vendor Responsibility Certification
• All Proposer Correspondence
• Non-Award Letters
• Appropriation Language or Citation for Grants and Member Items
• Legislative Initiative Form for member items
• OSC Non-Approval Notice, if resubmission

Additional Components, as applicable

• State Authority Board Resolution
• Vendor Responsibility Determination Documentation
• Vendor Responsibility Disclosure or Questionnaire
• Justification of Award With Limited Competition
• Approved Contract Reporter Exemption Request
• All Cost Proposals of Unsuccessful Offerers
• Bid Protest and Authority Response
• Rejected Bids/Proposals
• Preferred Source Documentation or Waiver

• Mandatory Letter of Intent/Pre-bid Conference Sign-In Sheet and Transcript

• Prevailing Wage Rates

• Price Justification for Non-Competitive Awards

• Explanation of Vendor Selection and Alternatives Considered for Non-Competitive Awards
• Price Lists
• Member Item Disclosure and Accountability Certification
• Legislative Initiative Checklist
• Verification from the Office of the Attorney General, Charity Bureau, of current registration status (dated within 4 weeks of contract execution), for not-for-profit contractors
• Proof of current New York State Workers Compensation coverage

OSC reserves the right to require submission of additional documents to support the contract review process.

State Authority Contracts
Monday through Friday
866-370-4672
ITServiceDesk@osc.state.ny.us