To participate in the Office of the State Comptroller’s (OSC) Quick Contracting Program for commodity, printing, miscellaneous services or equipment procurements, State agencies must use the Quick Contract Boilerplate Agreement AC 3278-S and Contract Certification Form for Quick Contract Processing AC 3277-S unless the agency is using a standard Purchase Authorization or One-Time Purchase Order subject to OSC review (“OP” transaction) (see Section 3 - Submission of Agency Purchase Orders of this Chapter, for additional information). Satellite facilities should contact their main office for guidance.

Quick Contracting transactions can generally be processed by OSC in three business days or less.

Guidance on requirements for Quick Contracting for construction contracts is provided in Section 6.B - Quick Contracting–Construction of this Chapter.

The Contract Certification Form for Quick Contract Processing AC 3277-S certifies that the transaction meets certain minimum requirements, including:

• The List of Preferred Source Offerings was checked and the Preferred Source Guidelines were followed.
• The applicable OGS Statewide contracts were checked for offerings that meet the agency’s form, function and utility, where required.
• The Method of Award was an Invitation for Bid (IFB).
• The procurement was advertised in the Contract Reporter, and in addition, other applicable media (when required).
• The specifications were written to solicit and encourage competition. The IFB included Appendix A and other statutory requirements, including, but not limited to, a non-collusive bidding certification, the MacBride certification, and Minority and Women-owned Business Enterprise (MWBE) goals.
• Three or more bids were received and the award was made to the lowest responsive and responsible bidder in accordance with the stated method of award. If awards are made by an item or lot, then all awarded items or lots must meet this requirement.
• No bidder, who otherwise would have been the low bidder, was disqualified or withdrew.
• No bid, which otherwise would have been the low bid, was rejected.
• Prior to submission to OSC, ensure that non-awarded contractors have been notified, the debriefing period has passed and that all debriefings requested have been completed.
• The person certifying is unaware, after completing diligent research, of any protest or other objection to the award and the period of time for filing a protest has passed.

EXCEPTIONS AND OTHER NOTES

Contracts where the bidder, who otherwise would have been the lowest bidder, has withdrawn its bid or has been rejected, or contracts with any bidding irregularity are not eligible for Quick Contracting.

It is not necessary to submit the bids from the unsuccessful bidders(s) (see Chapter 2.G - Submission and Retention of Bids/Proposals of this Chapter, for additional information).

A statistical sample of all Quick Contract transactions will be post-audited by OSC. If OSC identifies transactions not meeting the criteria for Quick Contracting, the submitting agency’s Quick Contracting privileges may be restricted or rescinded.

Process and Document Preparation:

To qualify for Quick Contracting, the following minimum submission requirements must be met:

1. A completed Procurement Record Checklist
2. Proof that applicable advertising requirements were met
3. A bid tabulation
4. Full funds reservation in accordance with Section 2.C – Contract Funds Reservation of this Chapter
5. Proper signatures on the contracting instrument
6. Completed Contract Certification Form for Quick Contract Processing AC 3277-S executed by authorized staff
7. A vendor responsibility determination and all required supporting documentation, including a questionnaire, where applicable
8. Evidence of current NYS Worker’s Compensation and Disability Insurance coverage
9. Additional documentation, as required

Process and Document Preparation Specific to the SFS:

SFS users will create a contract transaction in the SFS using the appropriate Audit Type. Users will generate a Single Transaction Summary (STS) or AC 340-S and submit it with the agreement (contract) and required procurement record documents to OSC.

Process and Document Preparation Specific to Agency Bulkload System Users:

SFS users that bulkload contract transactions into the SFS must select the appropriate Audit Type. Users will generate an AC 340-S and submit it with the agreement (contract) and required procurement record documents to OSC.

Guide to Financial Operations

REV. 10/08/2021