SUPPLEMENTAL INSTRUCTIONS_Electronic Signatures and Bid Submissions.pdf

SUPPLEMENTAL INSTRUCTIONS

Following the process outlined below, electronic bid submissions can only be accepted using the electronic signature process for ALL DOCUMENTS that require signature for the proper submission, validation and certification of bids.

For excel spreadsheets (bidder’s worksheets), once completed these should be submitted both in the excel (.xls) document format and PDF document format for the required signatures following this electronic signature process.

As detailed in the Invitation for Bids (IFB), Bidders (i.e. Third Party) utilizing the electronic bid submission process must follow these supplemental instructions, and submit complete and fully executed bid proposals including all required attachments, in accordance with the IFB, to the following sealed proposal email account:

ElectronicBidSubmission@dot.ny.gov

The subject line of the email submission with the proposal and all attachments, shall contain the Solicitation IFB Number (BA-xxx) and the Bidders Company Name for proper identification.

Not including this information can result in electronic bids not being properly received, opened and validated by the Department.

Personal Electronic Signature by a Third Party It is the Policy of the Department of Transportation that it will accept Third Party signatures electronically depending on the type of document that is to be signed and whether such document supports cutting and pasting a Personal Electronic Signature by a Third Party into the document.

1. For PDF or other documents that will allow a signature and certification to be cut and paste into the document. The Third Party should create a document by adding a certification clause and signature as follows:

I agree, and it is my intent, to sign this record/document by electronically submitting this record/document. I also affirm that I am authorized to legally bind the entity by signing this document on its behalf. I understand that my signing and submitting this record/document in this fashion is the legal equivalent of having placed my handwritten signature on the submitted record/document and this affirmation. I understand and agree that by electronically signing and submitting this record/document in this fashion I am affirming to the truth of the information contained therein.

Signed: [sign here] Dated: [date here]

This should be scanned and sent to the Third Party’s email and saved as a PDF document.

mailto:ElectronicBidSubmission@dot.ny.gov

The Third Party would then select the image of their certification and signature by right clicking on the image and copying it by selecting the entire image and then click “Copy Image”. The image can then be pasted by the Third Party into the document that the Department is asking the Third Party to sign. Once the electronic image of the certification and signature is affixed to the document, the document must be saved as a PDF document by the Third Party and then emailed back to the Department.

Please note that staff may need to allow extra space on a signature page so that the Third Party may cut and paste its signature without blocking or overlapping other portions of the document. For example, with contract documents extra lines should be provided where the Third Party is to cut and paste their signature.

2. For Documents received in PDF format and all other formats that do not allow an electronic image of a signature to be cut and paste into the document. The Third Party should sign and retain a PDF copy of the certification below with the Third Party’s signature. The certification with signature should be scanned to the Third Party’s email and saved as a PDF document entitled ‘Personal Electronic Certification’ on the Third Party’s electronic device.

I agree, and it is my intent, to sign this record/document by electronically submitting this record/document. I also affirm that I am authorized to legally bind the entity by signing this document on its behalf. I understand that my signing and submitting this record/document in this fashion is the legal equivalent of having placed my handwritten signature on the submitted record/document and this affirmation. I understand and agree that by electronically signing and submitting this record/document in this fashion I am affirming to the truth of the information contained therein.

Signed: ________________________________________ Dated: ______________

Each time an electronic signature is required by the Department, the Third Party must include a copy of its saved ‘Personal Electronic Certification’ with the electronic document that is required to be signed by it. The Third Party must email a copy of the document or electronic record with the PDF copy of the Electronic Signature to the intended recipient in the Department with copy to themselves. The signed Personal Electronic Certification with the document that is intended to be signed will be considered by the Department to be an electronically signed document.

3. If a Third Party is able to sign and scan a document. If a Third Party has the capability to sign a document physically then it may do so and forward a copy of such signed document to the intended recipient at the Department. This means of forwarding a signed document to the Department is also acceptable.

The requirements for Third Party electronic signatures described above shall remain in effect until further notice.