How can I get involved to participate in the RFP process and submit proposals for the services for which my firm may qualify?

Firms must request a copy of the RFP via email from the negotiator overseeing the solicitation. The request is then forwarded to the User Department to make a determination on whether the firm can receive a copy of the RFP. Firms interested in obtaining a copy of the RFP must provide all of the following information:

1. A description of your firm's experience including:
   • length of time your firm has been in existence performing the services required under this RFP
   • prior projects
   • firms you've partnered with, and the value of the portion your firm worked on
   • number of years
2. Whether your firm is prequalified with the SCA (if you do not know, you can state this).
3. The full contact information of the person to whom the RFP should be sent, including:
   • Title
   • Phone number
   • Fax number
   • Street address (RFPs are not sent to PO boxes.)

Do I need to be prequalified to submit a proposal?

Firms do not need to be prequalified with the SCA to submit a proposal. However, a firm must be prequalified to be awarded a contract following their selection. A requirement for prequalification is that firms be registered with the New York State Division of Corporations as a New York entity. For additional information please visit the Prequalification Process page.

If I have submitted a proposal for a specific RFP, when can I expect to be informed of the names of the selected firms?

All proposers will be notified of the names of the firms selected for contract award three to four weeks after the RFP due date.

How can I obtain information on which firms were invited to submit proposals for a particular solicitation?

Contact the contract negotiator overseeing the specific RFP. Contact information can be obtained at Request for Proposal.

Estimate Stage:

• Confidential independent estimate, issued by the design firm based on the bulletin and/or a detailed scope of work. The Project Officer then awaits the contractor's response to the Request for Proposal (RFP).

Proposed Change Order Stage:

• Contractor responds to Request for Proposal. Contractor submits detailed Labor and Material Proposal to Construction Management based on the scope issued under the Notice of Direction (NOD). If the Contractor does not provide a cost proposal within 30 days of issuance of the NOD, the SCA will issue a Unilateral Change Order.
  (The Estimate document is now closed CLO within the Change Process.)

Fair & Reasonable Estimate Stage:

• A Fair and Reasonable (FRE) evaluation of Contractor's proposal prepared by either Construction Management or Change Order Unit. Construction Management prepares FRE when Contractor's Proposal is less than or equal to $25,000. Some exceptions apply.
• Change Order Unit prepares FRE when Contractor's Proposal is greater than $25,000. Some exceptions apply.
  (The Proposed Change Order document is now closed CLO within the Change Process.)
• If the Contractor accepts the FRE, the process proceeds to the Change Order stage. Otherwise, the Project Officer schedules a negotiation session with all required parties.
  (The Proposed Change Order document is now closed CLO within the Change Process.)

Change Order Stage:

• A settlement is reached with the Contractor; the change order is issued for the Contractor's signature. If no settlement is reached, a unilateral change order is issued, Contractor does not sign change order. Change Order is sent to Finance for funding authorization.
• Once funding is authorized, the Change Order is signed by SCA senior Management authorizing the final approval. Status of Change Order: APP.
• A copy of the Approved Change Order is sent to the Contractor and entered in Expedition as a line item for payment.