1. RFP Information / Bid Information: We will update and inform of upcoming projects on the City website. It is a database created by the state for local and state wide advertised procurements. What are the Purchasing Procedures?
2. The Post-Standard: All bids will solicitate in the public notices section. All formal projects will advertise for five (5) consecutive days in the Post-Standard.
3. NYS Contract Reporter: All bids will be placed on this webpage. This is a membership webpage that advertises state wide construction and professional services.
Formal Contracts handled into two (2) categories:
Supplies more than $20,000.00
Services more than $35,000.00
Informal Quotations- for purchases of amounts less than these formal bid limits.
Informal Quotations handled into two (2) categories:
Purchase Orders - for a specified quantity of goods or services.
Annual Orders (APO's) - for an amount during a certain period.
*Note: Common Council can allow use of Informal Quotations to make purchases in the special cases that exceed the limit.
How Do I Bid on City Contracts?
Get Bid Plans- bid plans can picked up by reaching out to the Department of Purchase or calling (315) 448-8453.
The bid plans will specify the services, the terms, and conditions governing the bid. It will become the actual contract if you win the bid.
1. Vendors will need to submit bids to projects to potential qualify for contracts.
Make sure to fill in the bid plans. All signatures and attachments required (e.g. bid deposit, product information, etc.).
Seal the bid in the envelope provided and fill in your company's name. (Title and Bid Opening Date on the outside of the envelope in the spaces provided.)
Drop your bids off before the time and date specified on the form. We will no accept late bids.
2. All bids read aloud in the designated Bid Room and are available for public inspection.
If you discover an honest and significant mistake, you will notify with evidence. Write to Director of Office and Management within (3) days of the RFP opening and before an awarding. The director then has the discretion to release you from your proposal.
All vendors who have received bid documents will get addendums by mail . These changes become an integral part of the bid, returned signed with the bid documents.
All proposals submitted must be firm for at least of forty-five (45) days from bid opening. No proposer may withdraw a proposal within this time. The City may need the full forty-five (45) days for review and awarding an proposal.
Bid results are available by calling or emailing after 3:30 p.m. on the date of opening.
How Do I submit proposals on City Agreements?
Get RFPs document - reach out to the Department of Purchase or call (315) 448-8453 for a free copy.
The RFP document will detail the services, the terms, and conditions governing the RFP. It will become the actual agreement if your proposal wins.
Vendors will need to submit proposals to RFPs to potential qualify for an agreement.
Make sure your proposal is complete with signatures and required attachments.
The Original and Copies of proposal mailed in with your company's name. (RFP Number and Title on the outside of the package.)
Drop your bids off before the time and date specified in RFP document. We will no accept late bids.
2. Public Attendance is not permitted. Proposals received in private and given to the appropriate correspondents.
If you discover an honest and significant mistake, you will notify with evidence. Write to Director of Office and Management within (3) days of the bid opening and before an awarding. The director then has the discretion to release you from your bid.
All vendors who have received RFP documents will get addendums by email or mail. These changes become an integral part of the bid, returned signed with the bid documents.
All bids submitted must be firm for at least of forty-five (45) days from bid opening. No bidder may withdraw a bid within this time. The City may need the full forty-five (45) days for review and award of bids.
How Are Awards Made?
The Department, along with the help of the Mayor, will review and choose the awardee from the bid opening results.
The decision for construction bids will be the lowest responsible and responsive bid. The decision for RFPs will be the best rate for the service. Although the time varies, analysis and award is generally completed within forty-five (45) days.
The Director of Office and Management awards all Formal Contracts and Informal Quotations. The contract award is through an acceptance letter mailed to the vendor.
Whenever it is in the City's best interest, the director reserves the right to reject any and all bids. This is not typical but may be necessary. Rejection may be due to a change in the City's requirements or exceeds available funds.
The City participates in the Minority Business Enterprise (MBE) and Equal Employment Opportunity. These requirements for pertain to some contracts.
After Award – What Then?
The Vendor will receive a letter notifying the City's intent to award you a contract.
Protest a bid or a potential bid award, they need to submit a letter explaining why they want to protest the bid. It must address the Director of Office and Management (Division of Purchase).
After awarded, changes can occur in either price or performance. If available, modifications happen in the form of a written change order mailed to the vendor.
Please note that the contract will state the circumstances when changes can occur. Vendors must follow the guidelines to submit or respond to change requests.
Payments come from each department ordering the goods and services. Invoices mailed to the address specified on the purchase order.
Questions about payments directed to the ordering department.
*The Department of Purchase can assist with general payment information or directing to the correct City department(s).
Want More Information on awarded project?
FOIL (Freedom Of Information Law) - The New York State Freedom of Information Law as set forth in Public Officer Law, Article 6, Sections 84-90, mandates public access to government records. You will want to reach out to Department of Law for this services.
Interested in providing Architectural or Engineering Services?
Procurement of Architectural, Engineering and Other Professional Services:
The City relies on negotiated procurement for these services. In most cases, proposals will come from a short list of qualified firms or individuals.
After receiving proposals, a screening committee will review them. The recommendation goes to the Mayor and the Common Council for approval.
You will want to reach out to Department of Engineering.
Have other questions and concerns that weren't addressed on this page?
Please feel free to reach out to us at:
Division of Purchase
213 City Hall, 233 E Washington Street
Syracuse, NY 13202
Phone: (315) 448-8435