Vendor Meeting Request Form

Thank you for your interest in meeting with New York State. On behalf of Governor Cuomo, we look forward to working with you to lower the cost of government and increase efficiency in New York.

The following process is designed to efficiently manage discussions between Statewide Information Technology (“IT”) staff and the IT vendor community regarding statewide IT initiatives. At the same time, we are helping to protect vendors from potential violations of the State’s procurement lobbying laws. Please read the information below and follow the directions for completing the IT Vendor Meeting Request Form.

GENERAL INFORMATION:

• NEW YORK STATE PROCUREMENT:
  New York State is committed to fair, open, and transparent procurement competition. If you are “new” to New York State procurement, please familiarize yourself with information about doing business within the State; available at http://ogs.ny.gov/BU/PC/Default.asp or for specific Information technology procurement rules, go to http://cio.ny.gov/procurement_rules.
• ITS PROCUREMENT LOBBYING GUIDELINES FOR VENDORS:
  This document establishes the NYS Office of Information Technology Services (ITS) Procurement Lobbying Guidelines for vendors in accordance with the NYS Procurement Lobbying Law (“Law”), which became effective on January 1st, 2006. Vendors submitting proposals to ITS for covered governmental procurements, as defined in the Law, are required to certify their understanding of and intent to comply with these guidelines for each covered procurement at http://cio.ny.gov/Contracts/vendor_guide.
• RESTRICTED PERIODS:
  In addition, please be advised that for purposes of the NYS Procurement Lobbying Law, there will be no discussion or communication at that meeting regarding procurements which are in an open restricted period. This includes ITS procurements as well as procurements by other state entities. Vendors should review the ITS restricted periods and other information relating to the Procurement Lobbying Law. In addition, go to http://cio.ny.gov/tables/Contract/contract.htm for a list of current procurements.
• MWBE INFORMATION:
  Governor Andrew M. Cuomo issued an executive order establishing a team to explore ways to meet his goal of expanding minority- and women-owned business enterprise (MWBE) participation in state contracting to 20%. Current MWBE participation in the state's contracting and procurement process is at 9.2%. For more information on MWBE and the ITS, go to http://www.cio.ny.gov/mwbe.

  For Statewide MWBE information, go to the Empire State Development’s Division of Minority and Women Business Development website at http://www.empire.state.ny.us/MWBE.html.

• CONTRACT REPORTER:
  The New York State Contract Reporter, www.nyscr.org, is the State’s official publication of procurement activity. The Contract Reporter publishes RFI requests, solicitations, and posts bid results every business day. It is very important to note that the release of a solicitation notice triggers a procurement lobbying restricted period; at that point, all contact between potential vendors and non-designated agency representatives must cease.

VENDOR MEETING REQUEST INSTRUCTIONS:

Vendors requesting a meeting with State IT staff must complete the form below. Within five days after submission, you will be notified of the disposition of your request. Partially completed forms will not be accepted into the system.

Vendors are responsible for compliance with all laws, rules, regulations and guidelines administered by the NYS Commission on Public Integrity, including but not limited to registration obligations arising from lobbying any governmental procurement for which a determination of need has been made. Please do not contact the Executive Chamber, State agencies or entities directly with meeting requests. This system has been developed to be a single entry point to manage meeting requests.