Procurement Process Steps

Procurement is a critical tool for government to achieve its mission. Agencies purchase, deliver and pay for goods and services to support communities. Bold new steps are necessary to make this work most effective. We must centralize values and priorities that raise the bar on how procurement is implemented and make investments in the procurement workforce. Our hardworking individuals are key to unlocking excellence and making New York City the fairest big city in America.

  • Step 1Identifying a Need and Planning

    Agencies identify needs matched to their agency's mission. Program staff works with procurement office to research what best meets the need and how to obtain it. The appropriate procurement method is selected based on a variety of factors, including: funds available, the type of good or service needed, and the City's procurement rules.

  • Step 2Writing and Releasing the Solicitation

    An agency writes a solicitation document to inform vendors what the agency is looking for and the criteria for considering the vendor for award. The length and detail of the solicitation document depends on the procurement method utilized. An agency typically requires oversight approval of solicitation documents before they are released to ensure fairness and transparency in the procurement process.

  • Step 3Competition

    Once the solicitation document is released, vendors are able to respond to solicitations based on the criteria contained in the solicitation document.

  • Step 4Vendor Selection and Vendor Responsibility

    City agencies select vendors based on the factors listed in the solicitation document.

    The City must award contracts only to responsible contractors. A responsible contractor has the technical capability and financial capacity to fully perform the requirements of the contract, as well as the business integrity to justify the award of public tax dollars.

  • Step 5Contract Negotiation and Signature

    Agencies are allowed and encouraged to negotiate with vendors to bring down prices and save the City money. When both the vendor and the City agency agree, both sign the contract.

  • Step 6Oversight Review

    Various mayoral agencies provide technical assistance and support throughout the lifecycle of a procurement. As a final step, each works with the lead agency to resolve any issues and ensure that there is appropriate funding, sufficient documentation and compliance with applicable rules.

  • Step 7Contract Registration

    Once all the appropriate oversight approvals are in place, the agency sends the contract registration package to the Office of the Comptroller. The Comptroller's office has 30 days to review and register the contract.