For housing maintenance and repairs as well as demolition, contractors are selected from a pre-qualified list of vendors, if applicable. To obtain pre-qualified status, contractors must complete appropriate forms and submit relevant licenses, references, etc. For further information, review HPD Vendor's List or contact the Contractor Compliance Unit at 212-863-7815.
The pre-qualified lists are distinguished by various categories, depending on the type of work to be performed. HPD will randomly select at least eight contractors to solicit unless the pre-qualified list consists of fewer than eight suppliers, in which case HPD will solicit all suppliers on the list. Awards are made to the lowest responsive and responsible bidders.
Large purchases are awarded through the issuance of competitive sealed bids; negotiated acquisitions and requests for proposals. Advertisements of contract opportunities are done via directly mailed notices and publication in the City Record.
For some large purchases, contractors may be required to submit bid security at the time of bidding, and Payment and Performance Bonds upon contract award. This requirement is described in the particular bid package. In addition, there are insurance requirements for general liability coverage, worker's compensation and automobile liability outlined in the bid package. Contractors must factor into their bid prices all costs associated with applicable insurance and bonding requirements as well as factors of inflation.
Bid packages are available to contractors at a non-refundable cost of $25.00. However, prospective contractors may review bid documents at the offices of HPD if they do not wish to purchase them.
HPD strongly encourages prospective bidders to attend a pre-bid conference. Contractors are also reminded that bid opening times are strictly adhered to and that concessions are not usually granted for late submission of bids.
Submission of PASSPort (see below) and Equal Opportunity (EO) documents may be required by apparent low responsive bidders.
In many cases, when contracts are awarded to new contractors to HPD, a Post-Award Meeting is held where procedures for invoicing and payments, explanations and interpretation of purchase orders, performance expectations etc., are explained in detail.
PASSPort NYC Vendor Enrollment
On August 1, 2017, the New York City Mayor’s Office of Contract Services (MOCS), implemented a new procurement system called PASSPort, the Procurement and Sourcing Solutions Portal. PASSPort will replace the paper-based VENDEX process and will become the primary portal to do business with the City.
For more information or to begin enrollment in the new system, visit nyc.gov/passport. Submit questions or concerns to MOCS via the Contact page.
All organizations intending to do business with the City of New York should complete an online disclosure process to be considered for a contract. This disclosure process was formerly completed using the Vendor Information Exchange System’s (VENDEX) paper-based forms. In anticipation of awards, all potential bidders and proposers are requested to create online accounts in PASSPort and file all disclosure information. Paper submissions, including certifications of no changes to existing VENDEX packages will no longer be accepted in lieu of enrollment and completion of the disclosure filing in the PASSPort system.
The HPD Fiscal Manual provides vendors with information on the agency’s payment procedures, requirements for the maintenance of books and records related to payment requisitions, the agency’s Right to Audit, and additional related procedures. For further information or to review the agency’s Fiscal procedures, please refer to the HPD Fiscal Manual.