• See DHS tutorial, pages 9-11.
• In order to ensure objective contractor performance and eliminate unfair competitive advantage, contractors that develop or draft specifications, requirements, statements of work, or invitations for bids or requests for proposals must be excluded from competing for such procurements. FEMA considers these actions to be an organizational conflict of interest. This applies to contractors that help an entity develop its grant application, project plans, or project budget. Example: Whoever completes your risk assessment cannot participate in the bidding process.
• Using state or local geographic preferences in evaluating bids or proposals is prohibited!
• These situations must be avoided because they are considered to be restrictive of competition:
  • Requiring unnecessary experience
  • Using brand names
  • Allowing non-competitive pricing practices
  • Using only contractors that are already on retainer
  • Allowing organizational conflicts of interest
  • Exhibiting arbitrary actions during the procurement process

• See the DHS tutorial, pp. 12-13.
• See the CSI Consultants’ Corner installment on advertising, starts at: 36:20.
• See more information below the video.

More information, per DHSES guidance

When soliciting competitive bids or offers, you are encouraged to utilize more than one form of media to attract qualified bidders or offerors. Some papers you can consider are Crains, AMNY, Brooklyn Eagle, Our Town, West Side Spirit, Tribeca Citizen, Riverdale Press, Chelsea News NY, etc. In addition to using your local newspaper, you may advertise in other newspapers and trade journals, and notices can be posted online (including the NY State Contract Reporter). Once posted per the rules, you may and should share your advertisement through all means necessary with applicable security vendors. When you share your ad with your RSD we will then distribute to wider audience.

• Reasonable period of time: a minimum of 3 days is recommended (read: required) as the intent of advertising is to promote open, fair advertisement of the opportunity to provide services. If a newspaper comes out once a week, that meets the 3-day recommendation.
• What is not appropriate?
  • to special interest groups;
  • in religious periodicals;
  • in another language; or
  • through internally generated mailings and publications.

Sample ad language

A nonprofit organization in ____(your City) is seeking sealed bids for the sale and installation of security related enhancements.

The project includes: (in general, list all of the equipment you wish to have installed, i.e.) installation of Closed-Circuit Television equipment. The selection criteria will be based on (include your selection criteria, i.e.) knowledge of surveillance and security, adherence to projected work schedule, prior experience, references, and cost. Specifications and bid requirements can be obtained by contacting us at ____________@gmail.com.” (*Use a generic e-mail address so you don’t attract unwanted attention). “All interested firms will be required to sign for the proposal documents and provide a primary contact, telephone, and email address. Bids will be accepted until ____ on _____________ and work is to commence by ________202_ and be completed by ________202_.” (*Your specified deadlines must be reasonable).

DHS Tutorial, pp. 8-11

The same information must be provided to all interested parties. Bid costs must be detailed item by item (not a lump sum amount). For example, the bid should list the number of cameras, the number of windows to be filmed, and/or the number of doors to be replaced.

A sealed bid can be an e-mail that is retained until the pre-determined opening date;

1. opened at one time before a committee who will certify the process;
2. an established methodology for evaluating bids before the bids are opened (see bid matrix); and
3. maintenance of a record of competitive procurement process.

See the DHS tutorial, pp. 9 and 14

NY State Procurement Rules require that awards must be made in accordance with a pre-determined process -evaluation criteria and scoring methodology, established before the bids are opened. You may award the contract to the lowest responsible bidder or on the basis of best value, which may include the following elements:

• Cost
• Experience/qualifications of vendor
• References
• Ability to conform with projected work schedule, etc.
• Scoring methodology and bid evaluations must be in writing.

Click to see CSI’s Sample Bidding Matrix.

Your Request for Proposal (RFP) should include, at a minimum:

• CSI’s Sample RFP Cover Letter (Download and save a copy so that it can be edited).
• CSI’s One-pager-Suggested General Requirements for Contractors.
• NSGP grantees: A copy of your completed EHP Screening Form and pictures (so that they can learn more about your facility and the requirements).
• Selected specifications from your CSI assessment. An example of a specification for window film follows:

Sample window upgrade language

Glass panes in windows and façades should be replaced with prefabricated security laminated type glass. If it is necessary to retrofit existing panes, then existing glass panes can be upgraded to improve resistance to attack using a surface laminate, or film, (recommended 12-13mil based on the manufacturer) mechanically anchored in the frame. If unable to replace glass and instead will be installing security rated film, follow the below recommended items to ensure effective film installation:

• • • All vendors should submit documents attesting to their status as authorized dealers and installers of the selected film.
    • Material should be delivered to the job site with the manufacturer’s labels intact and legible.
    • The film shall be applied according to the specifications of the manufacturer using an industrial-grade adhesive.
    • Film edges shall be cut neatly and square at a uniform distance in accordance with manufacturer’s specifications.
    • The film must be properly anchored to the frame using an adhesive or profile attachment system approved by the manufacturer.This should not be an additional option suggested by vendors but a requirement of your specifications to enable an effective system.
    • Upon completion, the vendor must provide an invoice and documentation stating the film manufacturer, film type, thickness, and other relevant specifications as well as a detailed listing of all windows to which the film and anchoring were applied.

Our Consultants’ Corner episodes on this topic are:

• Bid Management: Documents, Process, Results (Feb. 7, 2023)
• Procurement Flowchart Recap (April 4, 2023)
• Bid management – a real case with a guest speaker (April 18, 2023)