For housing maintenance and repairs as well as demolition small purchases, Contractors are selected from a pre-qualified panel of vendors established by the Contractor Compliance Unit (CCU) of HPD. To obtain pre-qualified status, contractors must complete appropriate forms and submit relevant licenses, references etc. to the CCU. For further information on how to get onto the pre-qualified panel, contact the Contractor Compliance Unit at 212-863-7815.
The pre-qualified panel is distinguished by various categories, depending on the type of work to be performed. A list of at least five randomly selected contractors is solicited unless the pre-qualified panel consists of fewer than five suppliers, in which case all the suppliers on the list are solicited. Awards are made to the lowest responsive and responsible bidders.
For purchases outside the pre-qualified panel, vendors are solicited through the NYC Vendor Enrollment Center. To get on the mailing list for NY contract opportunities, visit the Web site at http://www.nyc.gov/selltonyc or call 212-857-1680, for further information.
Large purchases are awarded through the issuance of competitive sealed bids; negotiated acquisitions and requests for proposals. The most common form of large purchase procurement issued by the agency is via competitive sealed bids. Advertisements of contract opportunities are done via directly mailed notices, publication in the City Record Newspaper and on the World Wide Web. The NYC Home page is www.nyc.gov and HPD's Home Page is www.nyc.gov/hpd
Contractors are also solicited through the Citywide Vendor's List maintained by the NYC Vendor Enrollment Center. To get on the mailing list for NY contract opportunities, visit the Web site at http://www.nyc.gov/selltonyc or call 212-857-1680, for further information. Once included in the City's database, HPD will notify contractors of upcoming contract opportunities. Demolition contractors, however, are solicited from HPD's Pre-Qualified Lists.
For some large purchases, Contractors may be required to submit bid security at the time of bidding. This requirement is described in the particular bid package. Most contracts for which bid security is required also require Payment and Performance Bonds upon contract award. In addition, there are insurance requirements for general liability coverage, worker's compensation and automobile liability. The 'Information for Bidders' document included in every bid package will clearly indicate the requirements of each solicitation. [See Insurance Requirements]. Contractors must factor into their bid prices all costs associated with applicable insurance and bonding requirements as well as factors of inflation.
Bid packages are available to contractors at a non-refundable cost of $25.00. However, prospective contractors may review bid documents at the offices of HPD if they do not wish to purchase them.
Attendance at Pre-Bid Conferences is always strongly encouraged for all solicitations. Contractors are also reminded that bid opening times are strictly adhered to and that concessions are not usually granted for late submission of bids.
Submission of VENDEX and Equal Opportunity (EO) documents may be required by apparent low responsive Bidders. See 'VENDEX' and 'Equal Opportunity (EO) Packages' for further details.
In many cases, when contracts are awarded to new contractors to HPD, a Post-Award Meeting is held where procedures for invoicing and payments, explanations and interpretation of purchase orders, performance expectations etc., are explained in detail.