Doing Business with DEP
Frequently Asked Questions
Competitive Sealed Bids
Professional Consultant Services
Minority and Women-owned Business (M/WBE) Enterprises
Competitive Sealed Bids
How do I register as a prospective bidder?
DEP, like all City agencies, uses the Citywide Bidders list, maintained by the Mayor's Office of Contracts, to obtain the names of vendors to whom solicitation notices will be mailed. You may go to the Vendor Enrollment Center to obtain the application and the information as to where to send your completed application. Once you register with the Vendor Enrollment Center, you will receive a card in the mail when DEP (or any other City agency) is soliciting bids for the type of work your company does.
What is the mailing address to submit a bid?
You may mail, hand deliver or express mail your completed bid package to the following address:
Bid Administrator
Department of Environmental Protection
59-17 Junction Blvd. 17th Floor
Flushing, New York 11373.
Please be sure to put 17th Floor on your address envelope, and you should mark the outside envelope with BID ENCLOSED. Be reminded that it is your responsibility to ensure that your bid is delivered by 11:30 a.m. on the bid due date. LATE BIDS WILL NOT BE ACCEPTED. You may call 718-595-3265 to ensure that your bid has been delivered.
When and where are bids opened?
DEP almost always (with very rare exceptions that are clearly stated) opens bids at 11:30 A.M. on the given day. Bids are always publicly opened on the 17th Floor of 59-17 Junction Blvd. in Flushing. (This is true even for contracting work that will take place in the Upstate Counties).
What if my bid is late?
It is your responsibility to ensure that your bid is delivered by the due date and time. Late bids are not accepted. A late bid will be returned to the bidder unopened and will not be considered for award.
Can I obtain bid results on-line?
Currently, we do not post bid results on-line. You may obtain bid results by calling the DEP Bid Room at 718-595-3265.
How can I obtain a list of potential bidders for a contract?
You may obtain the Planholders List (the list of everyone who has bought the plans and specifications for a particular contract) by calling the Bid Room at 718-595-3265 and asking that the List be sent to you. There is no charge for the list.
Where can I obtain bid documents?
You may obtain the bid documents by contacting the DEP Bid Room at 718-595-3265 and asking that the documents be mailed to you (if you want them to be mailed via an express mail delivery service, you will have to provide us with your account number). Or you may visit the DEP Bid Room located on the 17th Floor of 59-17 Junction Blvd in Flushing. The Bid Room is open daily from 8:30 a.m. to 4:30 p.m. You will be required to stop at the security desk prior to gaining access to the 17th Floor, so be sure to bring identification with you.
Is there a charge for bid documents?
Yes, there is a fee for plans and specifications. The fees range from $10.00 to $100.00 depending on the estimate of the Contract. To determine the exact fee for the plans and specifications you are interested in purchasing, call the DEP Bid Room at 718-595-3265.
Can I obtain bid documents on-line?
At the present time, DEP does not post bid documents on-line. The only way to obtain bid documents is through DEP's Bid Room located on the 17th Floor of 59-17 Junction Blvd. in Flushing. The telephone number is 718-595-3265. The Bid Room is open daily from 8:30 a.m. to 4:30 p.m.
What is VENDEX and how can I obtain the forms?
One of the resources the City uses to make well-informed decisions when selecting a vendor is the VENDEX questionnaires. These forms elicit background information from vendors who bid on all contract and subcontracts valued at $100,000 or more, sole source contracts valued at $10,000 or more and/or whose aggregate business with the City in the preceding 12 months totals $100,000 or more. The information obtained from the Business Entity and Principal Questionnaires is part of the automated Vendor Information Exchange Systems (VENDEX). You may obtain VENDEX forms here.
When is bid security required for a bid?
Bid security (in the form of a Bid Bond or a certified check) is required for construction contracts that are estimated to cost more than $250,000. Bid security is usually required to be 5% of the total bid for the Contract. For construction related services or service contracts, bid security is sometimes, although rarely, required. To determine whether bid security is required for a contract you will be bidding on, check the Contract's Schedule A (located in the bid package) or you can call the Bid Room at 718-595-3265.
Where can I go to see what DEP contracts are currently being advertised for bid?
You can view DEP's bid information here (PDF), or visit the Cityrecord On-Line to see what contracts are currently being advertised for bids from all City agencies. You may also visit DEP's Bid Room, located at 59-17 Junction Blvd, 17th floor, where a list is posted of all upcoming DEP contracts.
What is the Procurement Policy Board and how can I obtain the current Rules?
The Procurement Policy Board is the body which sets procurement policy for all City agencies. Its members are appointed by the New York City Comptroller and the Mayor. The Rules of the Procurement Policy Board are the rules that govern the procurement of goods, services and construction within the City. You may obtain a copy of the Rules here.
Professional Consultant Services
How can my firm find out about solicitations for Professional Consultant Services?
The City Record or the City Record Online list all open competitive Requests for Proposals (RFP). In addition, your firm should apply for inclusion in all the Citywide Bidders Lists that it qualifies for via the New York City Vendor Enrollment Application.
Is there a charge for RFPs?
No, DEP does not charge for RFP documents.
Can I obtain RFPs online?
No, DEP does not currently have RFPs available for download online.
I heard about an RFP issued by DEP, but I did not see it advertised anywhere. Why is that?
Many of DEP’s RFPs are not publicly advertised. These RFPs are known only to those firms on DEPs Pre-qualified lists (“PQL”) who are notified directly by written notice.
How can my firm become Pre-qualified?
If your firm provides architectural or engineering services, please read DEP's Catalogue of Pre-qualification Categories for Architectual and Engineering Projects (prequal.pdf) and review the criteria and pre-qualification categories. If you feel your firm meets the criteria, follow the application directions. Your application will be evaluated and you will be notified in writing within 90 days.
My firm does not handle architectural or engineering services. Can we still become Pre-qualified?
DEP only Pre-qualifies firms for the architectural and engineering services listed in the Catalogue, on an ongoing basis. You should still apply for inclusion in all Citywide Bidders lists that you qualify for.
My firm was denied Pre-qualification a year ago but we have since gained more experience and personnel. Can we re-apply?
Yes, absolutely. Please note that DEP's Pre-qualification criteria have recently changed. For our updated catalogue, please click here.
My firm is not Pre-qualified, but I know of a firm that is. Can we form a Joint Venture with that firm?
Unfortunately, only firms that appear on the specific Pre-qualified list that is being utilized for a particular solicitation may form a joint venture. You may, however, act as a sub-consultant to the Prime firm that is Pre-qualified.
Once my firm is Pre-qualified, do we have to provide any other information to DEP?
Yes, once annually you must affirm that there have been no changes in information included in your original Pre-qualification questionnaire. Additionally, if your firm fails to respond to three consecutive solicitations, it will be deemed to have withdrawn from the PQL (a response of “no proposal” shall be considered a response to the solicitation).
My firm responded to an RFP a few months ago but we have not yet been notified if we have been selected. What does this mean?
The evaluation process can take a number of months to complete. You can be assured that as soon as the process is completed, all firms will be notified.
Who selects the winning proposal?
All proposals are reviewed by an evaluation committed comprised of at least three but usually five DEP employees with knowledge, expertise and experience sufficient to make a fair and reasonable evaluation. Proposals are rated on the criteria that are described in the RFP, and are then compiled by the committee chair. Cost proposals are then opened. A recommendation is made to a committee of DEP’s Deputy Commissioners, who makes the final selection.
My firm proposed on an RFP where our price was very competitive, yet we were not selected. How can that be?
Cost is just one factor in selecting a consultant for DEP work. Pursuant to the basis for award set forth in RFPs, a contract will be awarded to the qualified proposer whose proposal will be the most advantageous to the City, based on the evaluation factors set forth in the RFP and taking price into consideration. RFPs differ from Competitive Sealed Bid in that a proposal does not necessarily get awarded to the proposer with the lowest cost.
My firm’s proposal was not selected as a winner. Can we meet to review how we were evaluated? Can we review the proposal of the winning firm?
It is possible to meet to discuss your proposal, but only after the contract has been awarded. The discussion can only focus on the strengths and weaknesses of your proposal; no other proposals can be reviewed.
How long does it take for a contract let via RFP to be awarded?
The timeframe does vary, but generally the process takes 6 to 9 months, maybe more, from the time your proposal is selected until you can start work.
Why so long?
As you might expect, there are many approvals that need to be received before finalizing a contract. While some, like Vendex and Department of Labor Services, can occur concurrently, others cannot and are outside the authority of the DEP.
We were selected as the winning proposal. When can we start working?
All contracts must be registered with the New York City’s Comptroller’s office. Once registered, an Order to Commence Work letter will be issued to your firm, and work can then commence.
Minority and Women-owned Business Enterprises
What does my business have to do to be recognized as an M/WBE by DEP?
Get certified by Empire State Development Corp. (ESDA) and the NYC Department of Small Business Services.
What is the purpose of MBE/WBE certification?
Certification is intended to insure that only bona fide M/WBEs participate in the various program.
If my firm is certified by another authority, is it automatically certified by others in New York State?
No. An approved certification from one agency does not guarantee certification to other agencies. However, there is a Uniform Certification Application for several agencies. Check with ESDA. If you are a business which is located in New York City, you should also call DSBS at 212 513-6300 to see what other forms are needed so that you can be certified by New York City.
Do all DEP contracts have goals for the participation of M/WBEs?
Contracts which have State and/or federal funding generally have goals for the participation of M/WBE subcontractors, services, and suppliers. The goals range from 17% to 23% for MBE participation, and from 5% to 13% for WBE participation. These firms must be certified by ESDA.
Does DEP have any other programs for small businesses?
On construction contracts which are not subject to M/WBE goals, there is a Locally Based Enterprise (LBE) Program. LBEs are also certified by the Department of Small Business Services (DSBS). Small business are also assisted by other DSBS programs.
Is bonding waived for M/W/LBE participants?
Bonding is waived for LBE participation but not necessarily for contracts requiring M/WBE participation. However, DSBS has a Bonding and Finance Program.
As a minority and/or women-owned business, how do I get work with DEP?
DEP has a large capital commitment that will average $1.6 Billion a year for several years. You can work for DEP as a prime contractor, a subcontractor or a supplier. DEP’s construction work is published in the City Record and advertised on the New York City web site. You can see DEP’s solicitation by going to the City Record On-Line. The MBE/WBE goals for a contract are listed with the description of the work. At the same site, you can see the results of bid contracts. If you wish to become a sub-contractor you can contact the contractor directly to offer your services.
What is required for LBE certification?
Check with DSBS for certification criteria and an application.
Does DEP have a set-aside program?
No. Under current laws, there are no contracts specifically targeted by DEP for solicitation solely to M/WBEs. However, there are other agencies which may implement such programs (e.g., Port Authority of New York and New Jersey).
Where can I obtain a copy of the directory of M/WBEs?
ESDA’s M/WBE directory is available on line. DSBS’s M/WBE directory can be e-mailed to you by calling 212-513-6300.
As an M/WBE firm am I guaranteed payment after a certain period of time?
As a prime contractor or a subcontractor there are time frames in which all contractors must be paid. Prime contractors are required to receive payment within 30 days of acceptance of their payment request or the contractor payment becomes subject to a late interest payment by the City. As a subcontractor you are required to receive payment from the prime contractor within 7 days after receipt of payment by the City to the prime contractor.
As an M/WBE I have received invitations from contractors to bid on work, but I never get their work. What can I do about that?
Keep documentation of all solicitations. If your firm has been solicited for its services or supplies, request that you provide a Letter of Intent to the contractor with a description of what you based your pricing on. If your prices are within a reasonable range of prices offered by non-M/WBEs, and a contractor has not met its M/WBE goals, your copy of a Letter of Intent will help deny a waiver, and it will assist us in requesting that your firm be reconsidered.
I am an M/WBE with in interest in participating on a construction contract. How do I find out what contracts will be bid or have been bid?
Check the City’s business page. DEP Bid results can also be obtained after 1:00 p.m. on the date of a bid opening by calling 718-595-3269. Once you are provided with the name of the low bidder and the bid amount, you may contact that firm directly. A good resource is The Blue Book for Building and Construction. For questions about our bid documents call the DEP Bid Room at 718-595-3265.
What other initiatives does DEP take in order to reach out to M/W/LBEs?
DEP is committed to assisting certified M/W/LBEs in marketing their products and services. As such we provide listings of contract opportunities to contractors, suppliers, and consultants. We regularly attend trade shows and events seeking to expand the base of M/WBE firms, and we regularly assist M/W/LBE contractors seeking work. We maintain an active role with numerous contractor and professional organizations seeking contract opportunities for its members, and we advise firms on how to become certified as M/WBEs so that subcontracting opportunities are not lost.
Last updated May 25, 2007
