Contract & RFP Guidelines

Contract & RFP Guidelines

System Administration's Requests for Proposals (RFPs) must be done for procurements greater than $125,000. They may also be done for lower dollar value procurements but are not required. The general purpose of the procurement process is to ensure that contract awards are made in the best interest of the State and in furtherance of the State University's mission. The following outlines the RFP process at System Administration and the roles and responsibilities of all individuals involved in the process.

The Project Manager is the department designee responsible for managing the procurement. The Contract Unit Officer is the Contract Unit staff in the Business Office designated to assist and guide the department through the entire procurement process.

Review the RFP Procedures

Contracts involving RFP:

DescriptionTimeApproximate Time Frame
Meet with Contract Unit Staff to discuss needs and funding 1 week 8-10 months prior to start date
Develop the RFP and bidders list 1 month 8 months prior to start date
Contract Unit staff and Legal staff review of RFP 2-3 weeks 7 months prior to start date
Advertise, then release RFP 1 week 7 months prior to start date
Develop Evaluation Criteria & select evaluation team members (this must be completed before proposals are opened) 1-2 weeks 7 months prior to start date
Wait for, Receive and Evaluate Proposals 3-6 weeks 6 months prior to start date
Vendor Demonstrations if required 1 week 6 months prior to start date
Award and Negotiate contract terms 4 weeks 5 months prior to start date
Legal review by all parties 1-2 weeks 4 months prior to start date
Finalize contract documents, required signatures, finalize procurement record 1-2 weeks 3 months prior to start date
Submit the contract to A/G and OSC 5-7 weeks 3 months prior to start date

Contract Renewals:

DescriptionTimeApproximate Time Frame
Contact Vendor 1-2 days 8-10 months prior to renewal date
Negotiate any changes in contract terms & conditions 4 weeks 6 months prior to renewal date
Revise contract document 1-2 weeks 5 months prior to renewal date
Legal review by all parties 1-2 weeks 4 months prior to renewal date
Finalize contract documents, required signatures, finalize procurement record 1-2 weeks 3 months prior to renewal date
Submit the contract to A/G and OSC 5-7 weeks 3 months prior to start date

Contracting Process and Approximate Timeline involving RFPs

DescriptionApproximate Time
1. Need for a university-wide contract is identified and funding is ensured  
2. Advisory group is formed (campus representative, stakeholders, users) 1 week
3. Subcommittee of advisory group identified to write project specifications 1 week
4. Subcommittee develops the RFP, evaluation methodology and identifies the bidders list 1-2 months
5. System Administration contract staff reviews and formalizes RFP and the evaluation methodology (proposals cannot be opened until methodology is finalized). 2 weeks
6. SUNY counsel reviews the RFP 1 week
7. Place ad in NYS Contract Reporter and release the RFP, and select evaluation team from advisory groups. Ad must appear for three weeks. 3 weeks
8. Receive and Evaluate Proposals 2 weeks
9. Vendor Demonstrations if required 1 week
10. Contract Unit reviews and performs final compilation of evaluation score sheets and makes award in consultation with the project manager. 1 week
11. Project manager negotiates contract terms & conditions 2 weeks
12. Contract Unit finalizes contract documents, SUNY counsel reviews, and documents sent to vendor for signature 1-2 weeks
13. Vendor returns contract documents, SUNY signs contracts, procurement record is finalized 1 week
14. Submit the contract to AG and OSC for approval 6-8 weeks
Purchasing Guidelines