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MOCS Innovation & Impact

The Mayor's Office of Contract Services continues to collaboratively implement new policies, introduce helpful tools, and strengthen support services to streamline New York City procurement and enhance the experience of vendors and agencies. FY20 included a number of positive improvements. Additional data on citywide and agency-specific performance is available in the Data/Publications section.

MOCS oversees two platforms to streamline the contracting process. HHS Accelerator is utilized by human services agencies to manage client and community services Request for Proposals and contract invoicing. PASSPort currently enables all vendors who do business with the city to file disclosures online and allows agencies to document and share vetting and performance information. Key performance metrics are illustrated below.

 

HHS Accelerator - FY20 Citywide Data

Vendors and agencies benefit from sharing a common platform which standardizes the contract budget structure and enables direct submission of related invoices and backup documentation for review and approval. Various levels of agency personnel participate in the review process.

 

 

Total Request for Proposals (RFPs) Released in FY20
  • Request for Proposals or RFPS realeased in fiscal year 2020 displayed by agency
  • ACS - 52 RFPs, DCA - 10 RFPs, DCAS - 22 RFPs, DFTA - 13 RFPs, DHS - 72 RFPs, DOC - 1 RFP, DOE - 51 RFPs, DOHMH - 27 RFPs, DOP - 44 RFPs, DYCD - 74 RFPs, HPD - 20 RFPs, HRA - 211 RFPs, MOCJ - 11 RFPs, SBS - 1 RFP
  • 609 total RFPs in Fiscal year 2020
  • Procurement Awards Given by agency in fiscal year 2020
  • ACS - 121 Procurment Awards, DFTA - 0 Procurment Awards, DHS - 5 Procurment Awards, DOE - 52 Procurment Awards, DOHMH - 2 Procurment Awards, DOP - 37 Procurement Awards, DYCD - 43 Procurment Awards, HPD - 0 Procurment Awards, HRA - 3 Procurment Awards, MOCJ - 24 Procurment Awards, SBS - 0 Procurement Awards
  • 290 total given awards in Fiscal year 2020
  • 130 Median Calendar Days RFP Release to awards Fiscal year 2020

 

PASSPort – Responsibility Determination Cycle Times

PASSPort moved the former 20-page “VENDEX” paper form online, enabling vendors to now complete the submission process in a matter of hours. Centralized, digital information collection also created the opportunity for agencies to more readily share findings and complete vetting of prospective vendors as a part of their responsibility determination process. Prior to the release of PASSPort, RDs were completed on a median of 45 days. Today, the cycle time has been reduced to a median of 3 days.

 

FY20 Top 5 Agencies with Finalized RDs

In addition to our online platforms, MOCS also pushed for new policies to strengthen support services and remove barriers to participation for vendors. Below outlines major accomplishments for minority and women owned business enterprises and the health and human services sector.

  • FY20 Top 5 Agencies with Finalized RDs in a 3 day Median Cycle Time
  • DYCD - 1,170 Finalized RDs, DOHMH - 722 Finalized RDs, DSS - 711 Finalized RDs, DFTA - 661 Finalized RDs, ACS - 442 Finalized RDs

Expansion of M/WBE Noncompetitive Small Purchase Method

On December 29, 2017, Governor Cuomo signed legislation (NY State Senate Bill S6513B, codified in Section 311 of the New York City Charter) which gave the City the authority to award goods and services contracts valued up to $150,000 to City-certified Minority and Women-Owned Business Enterprises (M/WBEs) without formal competition. While the City was previously authorized to award micro purchases up to $20,000 for goods and services without competition, under this new procurement method, City agencies were able to award such contracts up to $150,000 exclusively to City-certified M/WBE vendors. In Fiscal 2020, the Procurement Policy Board voted to adopt a number of changes to the Procurement Policy Board Rules (“PPB Rules”), which govern procurement actions for City agencies. The PPB Rules allow agencies to use the M/WBE Noncompetitive Small Purchase mechanism to make purchases above the micropurchase limit, but not in excess of $500,000, to City-certified M/WBEs provided that they obtain at least three price quotes from City-certified M/WBEs. The rule changes also expanded the scope of applicability of the M/WBE Small Purchase mechanism, allowing agencies to use this mechanism to procure construction services as well. In Fiscal Year 2020, the City awarded 1,065 contracts to City-certified M/WBEs, totaling $84.1 million.

 

Health and Human Service Sector Initiatives

In Fiscal Year 2020, the Mayor’s Office of Contract Services supported the health and human service (HHS) sector through a number of initiatives and reforms. In response to COVID-19, MOCS was a principal member of a centralized HHS Team that designed and implemented contracting, budgeting and financial policies to provide organizations with flexibility, business stability and cash flow during the shifting and dynamic environment. In the first two months of the pandemic (March - May), the City disbursed $755 million dollars through more than 1500 advances and 1100 invoice payments. MOCS is also a principal member of the City Implementation Team, responsible for managing the Indirect Cost Rate Funding Initiative. In Fiscal Year 2020, MOCS, in collaboration with the Nonprofit Resiliency Committee, led an effort to realize more timely contract registration. For contracts with July 1 start dates, more than 80% were ready for registration on time. Six agencies – ACS, DOHMH, DFTA, DOP, HRA, DHS – were over 90%. By August, roughly 90% of all FY 20 funding was registered ($4.2b). Finally, FY20 saw universal adoption of HHS Accelerator for HHS budgets and invoices.  Accelerator is a centralized, digital platform that standardizes financial management for more than $5 billion worth of contracts. Through HHS Accelerator, providers are paid within 4 median days of invoice acceptance. For further information about how MOCS supports the health and human service sector, please visit nyc.gov/nonprofits.