Requests for Proposals

The current 5% vendor preference given to local (Nassau County) vendors is expanded to 7.5% for local veteran-owned small business owners. This preference only applies to contracts awarded pursuant to NYS General Municipal Law (GML) Section 104-b and the Town's internal procurement policy.

Requirements

• Maintain a place of business in Nassau County
• Certification by the NY State OGS as a Service Disabled Veteran Owned Small Business (SDVOB) or by the U.S. Department of Veterans Affairs

Purchasing Guidelines

Read the Town of Hempstead Purchasing Guidelines and RFP Process Document.

Town Board adopted Resolution Number 756-2013 establishing the guidelines for all purchases done by the Town of Hempstead. All procedures are in accordance with GML 103 and 104-b.

• Purchases of Supplies or Equipment
  • Costs of $20,000 or more - an advertised bid is required.
• Purchases of Labor/Materials (Public Works)
  • Costs of $35,000 or more - an advertised bid is required.
• Purchases of Supplies or Equipment
  • Costs greater than $5,000 but less than $20,000 will require the Purchasing Division to send a written request for written quotations from three vendors.
  • Costs greater than $2,000 but less than or equal to $5,000 will require the Purchasing Division to obtain quotes from two vendors.
  • Less than $2,000 is left to the discretion of the Purchasing Division.
• Purchases of Labor/Materials (Public Works)
  • Costs greater than $15,000 but less than $35,000 will require the Purchasing Division to obtain a written quotation from three vendors.
  • Costs greater than $4,000 but less than or equal to $15,000 will require the Purchasing Division to obtain quotes from two vendors.
  • Less than $4,000 is left to the discretion of the Purchasing Division.

General Municipal Law Section 104-b

Under New York State General Municipal Law (GML) Section 104-b every local government must adopt its own policies and procedures for the procurement of goods and services not required to be competitively bid pursuant to GML 103.

This includes the following:

• Purchase contracts of $20,000 or less;
• Public works contracts of $35,000 or less;
• Professional services and other procurements not required by law to be competitively bid (e.g., emergencies or sole source)
• Requires goods and services be procured in a manner that assures maximum quality at the lowest possible cost.
• Leaves room for factors other than cost to be considered, as long as policy guards against favoritism, improvidence, extravagance, fraud and corruption.
• If award is made to any vendor who is not the lowest responsible offerer, written justification is required.
• Goods and services shall be procured by use of written requests for proposals (RFPs), written quotations, verbal quotations or other methods which furthers the purposes of GML 104-b.

Vendor Response

A vendor is deemed responsive to a solicitation when it has provided all information, pricing, certifications, and other required documentation as required in the solicitation. Only the apparent low bidder(s) or proposer(s) shall be evaluated for responsiveness. Factors to consider in determining the responsiveness of a vendor's solicitation response include, but are not limited to, timely submission of required:

• Certifications
• Licenses
• Insurance
• Bonds or sureties
• Vendor disclosure documents
• Specifications
• Original signatures, seals, or notarizations

Pricing Failure to submit any required documentation, samples, or other submissions may result in a determination of non-responsiveness.

Bidding Process

RFPs will be advertised:

• Town of Hempstead website
• in Long Island Business News
• in New York State Contract Reporter Bid package distribution
• Via mail to prior vendors and vendors recommended by the initiating department
• Locally at Purchasing Department, Monday through Friday 9 AM to 4:15 PM, located:
  350 Front Street
  Room 122
  Hempstead, NY 11550
• Mailed by request at 516-489-5000, ext. 4500 or via email.

Note: Completed bid package must be received by the Purchasing Department by 11 am on the Bid Due Date stated.