7360023269Attachment15.docx

Mini-Bid Template (Revised 6/6/25)

Authorized User Instructions

How to Use this Template

· Text Fields highlighted in grey are Authorized User specific and must be updated with information relevant to your project.

· Explanatory comments are in (parenthesis) and italic text and should be removed.

Tailor this template to meet your needs. Some sections of this template may not be relevant to all Authorized Users. Those sections may be changed or removed. Remove explanatory comments as you go along. Where you decide to omit a section, you might keep the header, but insert a comment saying why you omitted the data.

Delete this page prior to distribution.

INSERT AUTHORIZED USER NAME

INSERT AUTHORIZED USER STREET ADDRESS

INSERT AUTHORIZED USER CITY, STATE, ZIP CODE

MINI-BID # INSERT MINI-BID REFERENCE NUMBER

INSERT PROJECT NAME

CONTRACT CATEGORY: PROJECT BASED INFORMATION TECHNOLOGY CONSULTING SERVICES

GROUP: 73600 AWARD NUMBER: 23269

DELIVERABLE BASED IT CONSULTING SERVICES ONLY

Insert Lot No.

DESIGNATED CONTACTS

Authorized User must indicate if Procurement Lobbying Law/Restricted Period is in effect: ☐ Yes ☐ No Where Procurement Lobbying Law is deemed applicable by the Authorized User, by signing, Contractor affirms that it understands and agrees to comply with the Authorized User’s policies and procedures relative to permissible contacts. Information may be accessed at: Procurement Lobbying https://ogs.ny.gov/acpl

If different than above, please mail the signed and notarized original of this document and any completed Attachment(s) to the following address:

Insert First and Last Name

INSERT AUTHORIZED USER NAME

INSERT AUTHORIZED USER STREET ADDRESS

INSERT AUTHORIZED USER CITY, STATE, ZIP CODE

Contract Term, Extensions and Enhancements/Change Request

(The maximum initial term for any Authorized User Agreement is three (3) years from the beginning of the engagement. The starting date for each Authorized User’s project will vary according to the date of the Mini-Bid award. An Authorized User Agreement that is fully executed prior to the expiration of the Project Based Information Technology (IT) Consulting Services Contract (“Contract”) shall survive the expiration date of the Contract, as defined in the Contract. Authorized User Agreements shall not be renewed.

An Authorized User and Contractor are encouraged to plan accordingly and make allowances for Project Scope Changes and Change Orders.

NO COST CHANGE REQUEST: A no cost change request may be initiated to amend a Deliverable without a cost increase to the Authorized User. No cost change requests m A no cost change request may be initiated to amend a Deliverable without a cost increase to the Authorized User. No cost change requests must be submitted and agreed upon before the expiration of the Authorized User Agreement and require mutual written agreement between the Authorized User and Contractor. The Authorized User may initiate the no cost change request by using Attachment 17 - No Cost Change Request Template.

The Authorized User reserves the right to reasonably amend a Deliverable, provided the amendment does not materially change the scope of the Deliverable, without a cost increase. Although the Authorized User has endeavored to identify many tasks associated with a Deliverable additional tasks which can reasonably be anticipated to carry out the Deliverable shall be within the scope of the Deliverable and shall not result in a cost increase.

ENHANCEMENT BUDGET: An enhancement budget request may be initiated to make an amendment to an Authorized User Agreement that will result in a cost increase to the Authorized User. Enhancement budget requests must be submitted and agreed upon before the expiration of the Authorized User Agreement and require mutual written agreement between the Authorized User and Contractor. The Authorized User may initiate the enhancement budget request by using Attachment 18 – Enhancement Request Template.

Enhancements refer to additional functionality and deliverables unknown to the Authorized User at the time of mini-bid release. An Authorized User is strongly encouraged to consider including an enhancement budget, as included in the mini-bid (up to 25%). The total cost of the project including the enhancement budget shall not exceed the lot threshold from which the award was made. For example, a project estimated to be $700,000 that includes an enhancement budget of 25% ($175,000) would total to $875,000 and would be a Lot 2 project as the final cost including enhancement would exceed the $750,000 Lot 1B threshold. Authorized User shall define specific criteria and method of reimbursement for the enhancement budget in the mini-bid/statement of work documents.

An enhancement budget included in the mini-bid is the sole opportunity for additional funding to be available for an Authorized User Agreement. Increasing the budget after the mini-bid is awarded is not permitted. If an enhancement budget is not included in a mini-bid, then it shall not be available under the final Authorized User Agreement or any no cost time extension(s).

Written approval of the Enhancement Budget Request is required from both the Authorized User and the Contractor.

NO COST TIME EXTENSION REQUEST: A no cost time extension may be initiated to extend an Authorized User Agreement without a cost increase to the Authorized User. No cost time extensions must be submitted and agreed upon before the expiration of the Authorized User Agreement and require mutual written agreement between the Authorized User and Contractor. Either the Authorized User or Contractor may request the no cost time extension by using Attachment 19 – No Cost Time Extension Request Template.

A no cost time extension may be utilized to extend the length of an Authorized User Agreement for any tasks already included in the Authorized User Agreement Scope of Work. This may include, but is not limited to, completion of deliverable(s), performance testing after completion of deliverable(s), continuing maintenance/support services, or implementing changes from no cost change requests and enhancement budget requests. , Upon completion of the no cost time extension request, the Authorized User must provide a copy of Attachment 19 – No Cost Time Extension Request Template to the OGS Contract Manager at the Authorized User inbox – ogs.sm.pbits.authorizedusers@ogs.ny.gov.

An Authorized User Agreement may be extended up to three (3) times: the first extension may be up to one (1) calendar year, and the remaining two extensions up to six (6) months each. There will be no additional cost for any extensions. A maximum of three (3) no cost time extensions beyond the initial term of up to three years is permitted. An Authorized User Agreement may not be extended by more than a total of two (2) years. This may not be used to extend the time of staff augmentation under PBITS.

Tentative Start Date Enter Date through Enter Date

Authorized User’s Maximum Enhancement Budget Allowable Percentage % This figure is applied after the negotiations with Tentative Awardee and should not be included with the Contractor’s submission in response to this document.

MWBE Goals, Utilization and Staffing Plans

(NYS Executive Agencies must follow internal policies on establishing MWBE goals. Other Authorized Users should follow their own internal policies according to Article 15A of the Executive Law. Please see http://www.esd.ny.gov/MWBE.html for more information. Authorized Users may wish to add MWBE utilization goals as they see fit. Should an Authorized User wish, they are permitted to insert their own MWBE language in this section.)

Best Value Award Methodology

(The OGS Centralized Contract requires that a Mini-Bid be completed and an award made on the basis of “best value” per State Finance Law § 163(4)(d). This law mandates that a contract for services (including technology) be awarded on the basis of best value which takes into consideration cost as well as technical or non-cost factors. For certain service and technology procurements, best value can be equated to lowest price, where all requirements have been met by the Contractor. The evaluation weight assigned to the Technical evaluation shall not exceed 70% of the total score, and Cost evaluation shall be no less than 30% of the total score. If applicable, the Quantitative Factor for MWBE, SBE, or SDVOB Technical evaluation may be up to 5%. The evaluation ratio MUST BE STATED below.

If the Authorized User is subject to the requirements of the State Finance Law, State Finance Law Section 163(1)(j) allows the inclusion of a quantitative factor for offerers that are small businesses or certified minority- or women-owned business enterprises (MWBEs) as defined in subdivisions one, seven, fifteen and twenty of section three hundred ten of the Executive Law or service-disabled veteran-owned business enterprises (SDVOB) as defined in subdivision one of section three hundred sixty-nine-h of the executive law. It is recommended that up to 5% of the total technical evaluation scale be awarded to a Proposer who meets one of these criteria.

In addition, if the Authorized User includes a quantitative factor in its evaluation, as part of the Mini-Bid process it must obtain a certification from each Contractor indicating whether such Contractor is a small business pursuant to Executive Law Section 310(20). The Authorized User must use the directory of New York State Certified MWBEs to verify a Contractor’s status as a MWBE and Article 3 of the NYS Veterans’ Services Law for SDVOB.

Authorized User may choose to provide additional Technical evaluation point components for the Contractor to provide more focused proposals (e.g. 5% key personnel interviews))

An award will be made to the Contractor who offers the best value solution.

Evaluation Weights:

Technical*: Insert Value (up to 70%) Financial/Cost: Insert Value (30-100%)

If applicable, the Quantitative Factor for MWBE/SBE/SDVOB Technical evaluation weight: Insert Value (up to 5%)

* indicate pass/fail when Financial is 100%

The total price quoted/negotiated will be a fixed-price for the term of the Authorized User Agreement. Prices will remain firm for the entire Project duration.

Mini-Bid Proposal Validity

All Contractor responses to Authorized User Mini-Bids must remain open and valid for at least 180 days from the Mini-Bid opening date, unless the time for awarding the Authorized User Agreement is extended by mutual consent of the Authorized User and the Contractor. A Contractor’s Mini-Bid response shall continue to remain an effective offer, firm and irrevocable, subsequent to such 180 day period until either tentative award of the Authorized User Agreement by the Authorized User is made or withdrawal of the Contractor Submission in writing by the Contractor. Tentative award of the Authorized User Agreement shall consist of written notice to that effect by an Authorized User to a successful Contractor, who shall thereupon be obligated to execute a formal Authorized User Agreement .

Introduction

(An Authorized User may use this section to introduce their organization to the Contractor pool. The introduction should be kept brief and contain the information in the box below.)

This Mini-Bid is being distributed to the Contractors awarded under Lot INSERT LOT NO. to acquire Project Based Information Technology (IT) Services for INSERT AUTHORIZED USER NAME, an Authorized User of OGS Centralized Contract Award 23269 on a fixed-price basis.

· The purpose of this Mini-Bid is to obtain Proposals for INSERT PROJECT NAME as detailed in this document and any attachments(s) that may be included.

· Responses will only be accepted from Contractors listed under Award #23269, Lot # INSERT LOT NO..

· Responses which include pricing in excess of the maximum “Not-To-Exceed” price on the Contractor’s price list must be found non-responsive by the Authorized User.

· Responses which include titles/descriptions not listed in a Contractor’s Pricelist must be found non-responsive by the Authorized User.

Authorized User Procurement Rights

New York State reserves the following rights. These reserved rights are applicable to an Authorized User’s Mini-Bid. The Authorized User may reserve additional rights in the Mini-Bid.

A. Reject any or all Contractor Submissions received in response to the Mini-Bid.

B. Withdraw the Mini-Bid at any time, in Authorized User’s sole discretion.

C. Make an award under the Mini-Bid in whole or in part.

D. Disqualify any Contractor whose conduct and/or Contractor Submission fails to conform to the requirements of the Mini-Bid.

E. Seek clarifications and revisions of Contractor Submission(s).

F. Prior to the Submission opening, amend the Mini-Bid specifications to correct errors or oversights, or to supply additional information, as it becomes available.

G. Prior to the Submission opening, direct Contractor to submit Contractor Submission modifications addressing subsequent Mini-Bid amendments.

H. Eliminate any mandatory, non-material specifications that cannot be complied with by all of the prospective Contractors.

I. Waive any requirements that are not material.

J. The Authorized User may utilize any and all ideas submitted in the Mini-Bids received.

K. Adopt all or any part of a Contractor’s Submission in selecting the optimum solution.

L. Negotiate with the Contractor(s) responding to this Mini-Bid within the Mini-Bid requirements to serve the best interests of the State. This includes requesting clarifications of any or all Contractors’ Submissions.

M. All Contractor Submissions and accompanying documentation shall become the property of the Authorized User and shall not be returned.

N. Require clarification at any time during the Mini-Bid process and/or require correction of arithmetic or other apparent errors for the purpose of assuring a full and complete understanding of a Contractor’s Submission and/or to determine a Contractor’s compliance with the requirements of the Mini-Bid.

O. The Authorized User reserves the right to exclude any price lists that do not fall within the scope of the Mini-Bid.

P. Upon discovery of non-material completeness or conformance issues with a Contractor’s Submission, contact the Contractor to attempt to cure the issue prior to completion of the evaluation of the Contractor’s Submission.

Q. OGS reserves the right to post information about Authorized User Contract usage of Centralized Contracts.

(An Authorized User should use this section to identify any additional reserved rights that they wish to include in order to provide additional protections. Additional rights are those beyond the rights included in the OGS Centralized Contract.)

Key Events and Dates

(An Authorized User should use this section to identify all dates and times associated with this Mini-Bid. There may be additional key events the Authorized User may wish to add. Please take into consideration the level of complexity associated with the procurement and allow sufficient time in the schedule included in this section to permit Contractors to prepare and submit a thorough response.

Minimum Time Frames from Mini-Bid Release to Bid Opening are as follows:)

Please note: INSERT AUTHORIZED USER NAME will not accept any Mini-Bid responses received after [Enter Day, Date, and Time Bids are Due].

Pre-Bid Conference

(It is up to the Authorized User to decide if a Pre-bid Conference will be held. If a Pre-Bid Conference is planned the Authorized User must enter the details for the Pre-Bid Conference in the Mini-Bid. Please include details such as: Date, Time and Location of the conference; state if participation is mandatory or optional for Contractors; how to register; any requirements for advanced submission of questions in writing; and any building access requirements.)

Question and Answer Period

(It is up to the Authorized User to decide if a Question and Answer period will be held. If a Question and Answer period is planned, the Authorized User must enter the details for the Question and Answer period in the Mini-Bid. Please include details such as: Date, Time, How and where to send the Questions.)

Intent to Bid

(An Authorized User may request that Contractors submit a notice of their Intent to Bid. If requested, a deadline date for the Intent to Bid submission must be included in the Key Events and Dates section. Submission of the Intent to Bid may be mandatory or optional at the Authorized User’s discretion. The Intent to Bid process may help the Authorized User adjust work-loads and ramp up staffing to meet the demands of the Mini-Bid evaluation process. Contractors that submit an Intent to Bid are not required to submit a response to a Mini-Bid.)

Downstream Prohibition

(Any and all work from this Mini-Bid that involves developing specifications, establishing a base for other applications or otherwise gaining information that would give a Contractor an unfair competitive advantage in a future procurement may result in the Contractor being precluded from further work (downstream prohibition) due to conflicts of interest. Authorized User shall provide notification of any downstream prohibitions known at the time the Mini-Bid is released. It is in the interest of the Authorized User and the Contractor to explore these issues during the pre-award negotiations and review as the project progresses. See State Finance Law section 163-a and section 163 (2) for additional information on the statutory prohibitions. Non-State agency Authorized Users may have additional statutory prohibitions.)

INSERT PROJECT NAME

1. Project Overview (Provide a brief overview of the project. Much of this information may be extracted from existing documents such as Project Charter, Business Case, etc. Fields may be modified or updated as required.) [Enter text in the clear boxes provided.]

1.1 Project Background

(Please provide Contractors with a short summary of the project’s history and proposed approach, such as:

· Short statement of the business need and problem to be resolved;

· Timeline or review of major dates in the project development process;

· Authorized User organizational units and key personnel involved in advancing the project; and/or

· Alternative solutions or implementation strategies evaluated.)

1.2 Project Purpose / Objectives

(Identify the key end results that the project will achieve when successfully executed. Measurable performance indicators for anticipated benefits may also be listed here.)

1.3 Business Processes Impacted

(Review major changes in the way business will be conducted once the project is complete (if any).)

1.4 Customers / End Users Impacted

(Identify the specific groups whose work will be most affected during and after the project’s execution.)

1.5 EXISTING SYSTEM DESCRIPTION

(Describe the background and system technology, components, interfaces, etc. that would be pertinent for the Contractor to provide a comprehensive proposal. Clearly indicate what additional resources are supporting this system. Include what business processes the solution supports, identify users, system products, etc.)

2. Detailed Project Scope (An Authorized User should use this section to define the tasks that the Contractor must complete under the Authorized User Agreement. This section must describe requirements in a way that permits Contractor to prepare a complete and accurate proposal. The Detailed Project Scope must include a list of the specific requirements and responsibilities that the Contractor must satisfy. It should also include a listing of the Deliverables/milestones that will become the basis for the Authorized User’s Project Plan, as well as those items that are specifically excluded from the project scope.

The Detailed Project Scope should include:

· Scope and purpose of the project;

· The project period;

· Services to be performed and, where necessary, the specific individuals to perform the services;

· Location(s) where the work is to be performed;

· Deliverables/milestones; and

· The actions that will occur in the event the Contractor does not comply with Contract terms (e.g., corrective action, repayment of overcharges, full fiscal review of all invoices, and Contract termination).

If requirements are identified by the Authorized User as “mandatory” or “minimum”, such requirements are deemed to be material and not waivable. Any Contractor proposal that does not meet or exceed the requirement must be found non-responsive and removed from consideration.) [Enter text in clear boxes provided.]

2.1 Project Requirements

(List the key technical, functional, and non-functional requirements for the project. Highlight the requirements that are essential to the ultimate success of the project. Insert rows and columns as needed to provide a complete listing of these requirements (attach a Project Requirements document if needed) or reference a website link to an electronic copy of this document. Specify project requirements clearly so that all Contractors have a clear understanding of the desired outcomes, referencing applicable specifications and standards required.

Project requirements may include the following:

· Contractor requirements, licenses, and responsibilities;

· Stages, timeframes, and completion factors;

· Location where work is to be performed;

· Elements of the Project Plan requested (such as Gantt chart, Work Breakdown Structure (WBS), etc.);

· Performance requirements essential for the Contract;

· Record keeping and reporting requirements;

· Billing requirements;

· Method for submitting invoices; and

· Signatures or authorizations required.

Examples of non-functional requirements are administrative tasks, documentation, required meetings, etc.)

2.2 Project Consulting Key Personnel Requirements

(An Authorized User may list the key personnel functions and qualifications required for the project. Highlight the personnel requirements considered to be essential to the success of the project. Insert rows and columns as needed to provide a complete listing. Consider adding a Functions/Personnel Requirements Spreadsheet for Contractors to use in their response to ensure consistency in Contractor responses. If qualifications are identified by the Authorized User as “mandatory” or “minimum,” any Contractor proposal that does not meet or exceed the requirement, must be found non-responsive and disqualified from consideration. Each Contractor has a NYS Price List that contains job titles, descriptions, and rates. The Contractor may propose titles from their price list based on the individual Contractor’s solution for your project needs. If the positions required are not included on a price list, Contractors may update their price list in accordance with the OGS Centralized Contract terms to accommodate the Mini-Bid process. All positions listed as “key personnel” are expected to work the entire Authorized User Agreement duration, unless otherwise negotiated and approved by the Authorized User in accordance with the OGS Centralized Contract terms. Please refer to the OGS Centralized Contract and/or the How to Use this Contract document for additional details.)

2.3 Project Deliverables Narrative

(Provide a general description of the project included within this Mini-Bid with anticipated stages, timeframes, and completion factors.

2.4 Project Deliverables

(In the table below, list the suggested Deliverables that have been specifically included in this project. Deliverables should be clearly linked to the requirements identified in section 2.1. If there is a chance that the Deliverable will need to be updated at a later time, be sure to put language in the requirements that states that the Contractor is responsible for updating the document as needed. The final list of Deliverables and timeframes will be subject to the final negotiation process; however, there cannot be material and substantive changes to the original scope of the Mini-Bid. Knowledge Transfer requirements should be identified for all Projects.

2.4.1 Acceptance process and criteria

(The Authorized User should include its process(es) and criteria for reviewing and approving Deliverables. Deemed acceptance of a Deliverable is prohibited within this Contract. If no acceptance process is set forth, the terms set forth in Appendix B control.)

2.5 Project Risk Assessment

(Identify known risks and mitigations. Consider developing a High, Medium, Low or other quantifiable/qualitative risk ranking system.)

2.6 Authorized User Security Requirements

(An Authorized User should use this section to specify background check requirements, confidentiality Non-Disclosure requirements, and additional security or confidentiality requirements regarding access to sensitive data, such as Federal tax information, health information, criminal justice information, or education information.)

2.7 Authorized User Insurance Requirements

(An Authorized User must use this section to specify any additional insurance requirements, for this Mini-Bid, to supplement the insurance required by the OGS Centralized Contract. Higher insurance limits, additional endorsements, and/or the availability to purchase more than one year of tail coverage for any claims-based insurance policies must be included in this section. Projects cannot begin until all Insurance Requirements on the OGS Centralized Contract as well as Authorized User Insurance Requirements as specified below.)

3. General Terms and Conditions

3.1 Definitions

(Please use this section to list any terminology, abbreviations, programs, etc. that are not included in the OGS Centralized Contract. Definitions provided here must not modify or conflict with definitions in the OGS Centralized Contract.)

3.2 Mini-Bid With Statement of Work Document And Attachments

(Authorized User should provide a list of the documents that compose the Mini-Bid. Please list all Appendices, Exhibits, and Attachments by name. Sample Language: This Mini-Bid contains the following set of documents: [Insert List Below])

3.3 Additional Terms and Conditions

(In accordance with Appendix B, Section 26, Modification of Contract Terms, an Authorized User may add additional required terms and conditions to this Mini-Bid and resultant Authorized User Agreement only if such terms and conditions are more favorable to the Authorized User and do not conflict with or supersede the OGS Centralized Contract terms and conditions. Examples of additional terms and conditions include:

· New York State Procurement Rights;

· Any additional security or confidentiality requirements regarding access to sensitive data (such as: Federal tax information, health information, criminal justice information or education information);

· Any additional requirements imposed by the funding source;

· Expedited delivery timeframe; and

· Additional incentives, such as a discount for expedited payment/Procurement Card use.)

3.4 Authorized User And Contractor Responsibilities

(The Authorized User is required to provide language regarding the respective responsibilities of both the Authorized User and the Contractor. This listing should include, but is not limited to, expected Authorized User resources and management involvement, responsibility for other Contractors and the Contractor’s performance, compliance with Authorized User policies, regulations and/or laws, consents necessary from third parties, etc.)

3.5 Debriefing

(Pursuant to Section 163(9)(c) of the State Finance Law, any unsuccessful Bidder may request a debriefing regarding the reasons that the Mini-Bid submitted by the Bidder was not selected for award. Requests for a debriefing must be made within 15 calendar days of notification by the Authorized User that the Mini-Bid submitted by the Bidder was not selected for award. Requests should be submitted in writing to a designated contact identified in the Mini-Bid.)

3.6 Authorized User Dispute Resolution Procedure

(The Authorized User is required to provide language regarding the Authorized User’s Dispute Resolution procedures. Should a dispute be submitted by a Contractor regarding a Mini-Bid, the dispute will be considered and decided by the Authorized User.)

3.7 Authorized User Bid Protest Procedure

(The Authorized User is required to provide language regarding the Authorized User’s Bid Protest procedures. Should a Bid Protest be submitted by a Contractor regarding a Mini-Bid, the Bid Protest will be considered and decided by the Authorized User.)

3.8 Enhancement Budget Provision

(The Authorized User is strongly encouraged to consider including an Enhancement Budget provision. Including an Enhancement Budget provision in the Mini-Bid is the sole opportunity for additional funding to be available for an Authorized User Agreement. Increasing the budget after the Mini-Bid is awarded is not permitted. If an Enhancement Budget provision is not included, it will not be available under the final Authorized User Agreement or any No Cost Time Extension(s). The provision cannot exceed 25% of the total project cost. This figure is applied after the negotiations with Tentative Awardee and should not be included with the Contractor’s submission in response to this document. The total cost including the Enhancement Budget may not exceed the Lot parameters from which the award was made. Specific criteria and methods of reimbursements for the Enhancement Budget should be included in this section.)

3.9 Travel

(If determined to be necessary by the Authorized User, the Authorized User may authorize the Contractor to submit a Mini-Bid that seeks separate reimbursement for travel expenses. If so, the Authorized User must state the forms and conditions of travel that will be considered for reimbursement, i.e. travel, lodging, meals, per diem, etc. All rules and regulations associated with this travel can be found at http://osc.state.ny.us/agencies/travel/travel.htm. In no case will any travel reimbursement be paid that exceeds these rates. All travel must be included in the Mini-Bid response. Travel shall be paid only in conjunction with a Deliverable specified within the Authorized User Agreement and must be billed with that associated Invoice with receipts attached. If travel reimbursement is not necessary, please delete the travel line from the Mini-Bid Financial Response Template.)

3.10 Retainage

(The Authorized User may provide for a retainage provision. If a retainage provision is not included, it will not be available under the final Authorized User Agreement. An Authorized User may include a provision to retain a percentage of each individual Deliverable payment of no more than 20% until the acceptance of the completion of a specific Deliverable or after the final acceptance. Additionally, the Authorized User may include a provision that Retainage may be reduced when the Contractor substantially reduces the agreed upon Deliverable timeline. If a Retainage provision is used the Authorized User must include the requirement for Retainage, the total percentage of Retainage to be withheld, and the requirements for the release of the Retainage amount.

The use of Retainage, the retained percentages and timing for release employed is at the discretion of the Authorized User within the limits listed in the preceding paragraph. An Authorized User may negotiate with a Tentative Awardee regarding Retainage if Retainage is included in the Mini-Bid. If Retainage is not included in a Mini-Bid, then it must not be available under the final Authorized User Agreement.)

3.11 Additional Incentives

(An Authorized User may include an invitation to Contractors to propose additional incentives as allowed under Appendix B, Section 30, Purchase Orders such as better or advantageous pricing, payment terms, and delivery terms.)

CONTRACTOR RESPONSE TEMPLATE

Contractor: When the Authorized User provides for electronic submission, please convert this executed document to PDF, attach this PDF with the Contractor’s full submission, and email before the Mini-Bid Deadline.

The Contractor Submission must be fully and properly executed by an authorized person. By signing you certify your express authority to sign on behalf of yourself, your company, or other entity and full knowledge and acceptance of this Mini-Bid (including any Questions/Answers or addenda), the OGS Centralized Contract, and that all information provided is complete, true, and accurate.

(Where Procurement Lobbying Law is applicable by the Authorized User, by signing, Contractor affirms that it understands and agrees to comply with the Authorized User’s procedures relative to permissible contacts. Information may be accessed at: Procurement Lobbying: https://ogs.ny.gov/acpl)

The Authorized User will not be held liable for any cost incurred by the Contractor for work performed in the preparation of a response to this Mini-Bid or for any work performed prior to the formal execution of an Authorized User Agreement. Responses to the Mini-Bid must be received as specified in Key Dates and Events. Contractors assume all risks for timely, properly submitted deliveries of this Mini-Bid response. A Contractor is strongly encouraged to arrange for delivery of Mini-Bid responses prior to the date of the bid opening. LATE MINI-BID RESPONSES may be rejected. The received time of Mini-Bid responses will be determined by the clock at the Authorized User’s location.

Contractor’s Federal Tax Identification Number (Do Not Use Social Security Number) Contractor’s NYS Vendor Identification Number

Legal Business Name of Company Responding (must match the OGS Centralized Contract):

D/B/A – Doing Business As (if applicable):

OGS Centralized Contract Number:

Contractor’s Signature:

Title:

Printed or Typed Name:

Date:

☐ CONTRACTOR DECLINES TO RESPOND TO THE MINI-BID for the following reasons:

☐ Insurance Affirmation: All insurance forms as per Lot requirements have been provided to OGS and are up to date.

☐ Additional Incentives

The information in this document defines the Authorized User’s Project and its scope. The Contractor is to return a Project Plan and financial submission based on the above information. The Contractor’s response to this Mini-Bid should address all elements included within this document, following the order listed in this document. No extraneous elements or enhancements are to be included.

INDIVIDUAL, CORPORATION, PARTNERSHIP, OR LLC ACKNOWLEDGMENT

STATE OF

SS.:

COUNTY OF

On the ______day of ____________________ in the year 20 __, before me personally appeared ____________________, known to me to be the person who executed the foregoing instrument, who, being duly sworn by me did depose and say that _ maintains an office at ________________, and further that:

[Check One]

Notary Public Registration No.

Group 73600 - Award 23269 Project Based Information Technology Consulting Services (Statewide) June 2025 Attachment 15 – Mini-Bid Template Page 1 of 1

23269 Attachment 15 – Mini-Bid Template (Revised 6/6/25) The following is an example of all elements that must be included in a Contractor’s financial submission document.

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