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DOE contracts have multiples levels of procurement mechanisms. The most commonly requested goods and services can be procured through a vendor that is already under contract with the DOE. Examples of those contracts that are ready to be used, and what can be procured, can be found below.
The first step for teams to be able to use these vendors, would be to explain via email, the types of goods and services needed to the Contracts and Purchasing team. Below, are the preferred methods to procure items (both services and commodities) since they are the most straight forward and easy to manage.
METHODS TO SECURING CONTRACTS
METHODS TO SECURING CONTRACTS
If a team would like to do business with a vendor that does not have an active DOE contract, and the amount is over $25,000, a new contract will need to be discussed and registered with the Division of Contracts and Purchasing (DCP). The program team members will need to provide detailed information on the services needed to DCP in order to initiate the contract securing process. This information includes a scope of work or work plan, and budget details to commence the contracting process. A comprehensive list of questions can be found here. Based on the information provided, DCP will hone in on a contract type and the molds of a contract will be provided. A typical contract will go through the following steps from start to finish. Please keep in mind that the entire process can take between 12 to 24 months to register.
OVERVIEW OF THE CONTRACT PROCESS
Please note that the steps below are subject to change without noticeOVERVIEW OF THE CONTRACT PROCESS
OPTIONS FOR REQUESTING & ISSUING NEW DOE CONTRACTS
OPTIONS FOR REQUESTING & ISSUING NEW DOE CONTRACTS
For a complete listing of the Division of Contracts and Purchasing Procedures and Policies, see the NYCDOE SOP.
Negotiated Service contracts are used when it is determined that no other vendor can perform the services being requested. The rationale for these services are closely scrutinized and regulated.
MTAC’s are used in a competitive environment where multiple vendors who can perform the work requested, are pre-determined based on the service description. The “pool” of candidates must be evaluated by the program team to determine which one provides the best value for the DOE.
RFP’s are the most competitive, as each vendor who can perform the work will submit a proposal. The team requesting the work will provide three separate evaluators to review the proposal and score the vendor based on who can provide the best value for the organization.
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