Procurement Information

Procurement Information
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The Purchasing Unit of NYSTRS' Finance Department awards competitively bid contracts to acquire commodities, services and technology in the best interest of NYSTRS for official business use by NYSTRS staff with the exception of those contracts specifically authorized and approved by the Retirement Board, including, but not limited to, investment management contracts. Purchasing's primary function is to ensure that NYSTRS receives the best possible products and services at the lowest possible cost or best value.

NYSTRS encourages all segments of the business community to participate in its purchasing program.

Rules governing purchasing and contract procedures were established under the concept of open competitive bidding in accordance with applicable laws, rules and regulations. Under this system, purchase awards are made to the responsive and responsible vendor with the lowest price or offering best value who meets NYSTRS' specifications and conditions, and also has the capacity to deliver the service or product. These specifications and conditions are outlined in bid packages that are available to all interested vendors.

The Purchasing Unit coordinates vendor contracts and supervises the procurement process to ensure compliance with purchasing policies and procedures.

NYSTRS will not be responsible for purchases made without prior authorization from the Purchasing Unit. Goods should not be shipped or services should not be performed without obtaining a duly issued and valid form of purchase authorization from an authorized representative of NYSTRS, including a purchase order, statement of work, professional services agreement, engagement letter, or authorized use of a procurement or travel card.

Policies of Note to Vendors

Vendors are encouraged to read the following important policies:

RFP 19-48: Private Equity/Private Debt Consulting Services

NYSTRS is seeking bids from qualified professionals for non-discretionary private equity and private debt consulting services, in accordance with specifications indicated in the attached Request for Proposal (RFP). Bidder must be a Registered Investment Advisor under the Investment Advisers Act of 1940, as amended. NYSTRS intends to make a single award. The initial contract term will be for one (1) year, with options to renew for up to four (4) successive one-year terms. Interested parties should download the RFP for more information.

For convenience, the following exhibits are provided in Microsoft Word®:

Exhibit 1 – Response Template
Exhibit 2 – Vendor Responsibility Questionnaire
Exhibit 3 – Technology Questionnaire
Exhibit 4 – Conflict of Interest Disclosure
Exhibit 5 – Cost Proposal

4/15/19: Amendment 1 (Correction)
                Revised Exhibit 1 - Response Template (Adobe PDF)
                Revised Exhibit 1 - Response Template (Microsoft Word)

RFP 19-50: Printing and Mailing of Annual Benefit Profiles

NYSTRS is seeking bids from qualified and experienced firms (“Bidders”) to print, and mail personalized annual benefit profile statements (“Profiles”) to its active and vested members.  The Profile is one of many important tools for NYSTRS’ members when it comes to retirement planning and making well-informed decisions on the way to retirement.  Each Profile contains our members’ service and contribution accruals, benefit calculations and projections, address and beneficiary information, and explanatory text.

NYSTRS intends to make a single award to the responsive and responsible Bidder, as determined by the evaluation process (the “Contractor”).  The contract will cover the Profiles for 2019, 2020, and 2021, with the option to renew for 2022 and 2023 Profiles, upon mutual consent of the parties.  The Contractor will be required to enter into a contract with NYSTRS, similar in form and substance to the sample contract provided with the RFP (Appendix C-1); Contractor’s staff assigned to the project will be required to execute the Confidentiality and Non-disclosure Supplemental Agreement (Appendix C-2).  

NYSTRS expects the Contractor to mail the Profiles at the lowest possible presorted, commercial, first class mail automation rates available, when and where applicable, and applicable trucking discounts, where applicable.

Interested parties should download the RFP for more information.

4/12/19: Amendment 1 (Q&A)

RFP 19-51: General Investment Consulting/Advisory Services

NYSTRS is seeking the services of qualified professionals in accordance with specifications indicated in this Request for Proposal (RFP) to provide non-discretionary general investment consulting/advisory services, acting as fiduciary and providing objective, creative and conflict-free advice, including on-site consultation and assistance, in the areas of asset allocation, manager research, governance, and education. Interested parties should download the RFP for more information.

Supplier Form
Form W-9: Request for Taxpayer Identification Number and Certification
Bidder Form

Information about New York State subcontractors and suppliers is available from:

              NYS Department of Economic Development
              Division for Small Business
              633 Third Avenue, 33rd Floor
              New York, NY 10017

              (518) 292-5100

A directory of certified minority and women-owned business enterprises is available from:

              NYS Department of Economic Development
              Division of Minority and Women's Business Development
              633 Third Avenue, 33rd Floor
              New York, NY 10017

              (212) 803-2414

A list of certified NYS Service Disabled Veteran-Owned Businesses is available from:

              NYS Office of General Services
              Division of Service-Disabled Veterans’ Business Development
              41st Floor, Corning Tower
              Empire State Plaza
              Albany, NY 12242

              (844) 579-7570

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