General Information

A formal sealed bid is a specification for goods or services. It is advertised and opened publicly. The award is generally made to the lowest responsible bidder.

Under certain circumstances, which are determined by State and municipal laws and guidelines, a formal sealed bid may not be necessary. The most common of these circumstances are the following:

1. The goods or services are covered under a County or College blanket order
2. The goods or services are covered under a New York State Contract or other purchasing Consortium.
3. The goods or services are available from a "Preferred Source," such as New York State Industries for the Disabled, Inc.  (NYSID).

The best ways to ensure that you don't miss a formal bid in which your company might be interested are: a) Check the Current Bid Opportunities section of this website, or b) Read the Legal Notices in Newsday every weekday. The College advertises all current formal sealed bids in Newsday.
If you see a bid listed or advertised that you are interested in, you may request it from the Current Bid Opportunities section of this website and the bid will be available for download. 

Many vendors think that we have a formal "Bidders List." We don't. When a buyer makes up a list of bidders to send a formal bid to, several factors come into play. The initial mailing of bids may go to vendors for the following reasons:

1. We have successfully done business with a vendor offering the same goods or servicesin the past.
2. A vendor has responded to previous formal bids for the same type of commodity or service.
3. A vendor has sent a letter, filled out a bidder's application, or visited, and has expressedinterest in bidding on certain goods or services.
4. A vendor's name has been recommended by the requesting department.

The best way for your company to be involved in the bidding process is to keep up on the latest bids through this website or Newsday.

Once you have obtained a formal sealed bid proposal, following the suggestions below will help to ensure that your bid will be filled out and submitted correctly.

1. Before you start to fill out the bid form, read the bid carefully. If you have any questions about the specifications or procedures, email the buyer, whose name and email address can be found on the formal bid header page.
2. Fill out every single page wherever there is a place to do so. That includes signing the bottoms of all pages that state "Bidder Sign Here," and completing all reference pages if required to do so. If additional documentation such as material data sheets are required, please include.  Failure to do so may result in your bid being disqualified.
3. Make sure you complete Page 4 of the bid regarding toxic substances. Failure to complete this page, or to send material safety data sheets along with your bid if necessary, may result in your bid being disqualified.
4. On Page 5 of the bid, titled "Additional Bid Clauses Selection," only the clause headings that have an "X" next to them apply to your bid. All other clauses may be disregarded. The full text of each clause may be found on the pages of your bid that follow Page 5.
5. If you wish to take exception to any of the specifications of the bid, you may write your exception(s) on a separate sheet identified with the bid number.
6. If you "cross-out" anything you've written on the bid, for example because you made an error, you must initial the correction, or your bid may be disqualified.
7. Wherever a bidder is asked to provide a price, make sure you have provided a price for that item.
8. If you are offering an "Equal" product, write on the bid the manufacturer's name and the part number of the product you are offering, provide a price for it, and attach full specifications of the product offered.
9. If Bid Security is required for the bid you will submit, make sure it accompanies your bid submission in the bid envelope.
10. Make a copy of the completed bid for yourself before you return it.
11. Return all pages of the bid. Do not leave out bid pages.
12. Mail or hand deliver the bid envelope. Do not fax or email your bid. Faxed and emailed bids will not be considered.
13. Make sure your bid arrives at the College Procurement Office's Bid Desk by the date and time stated in the bid as the "Opening Date." Any bids received after the time stated may not be considered. There are no exceptions to this rule.

Whenever a vendor is under contract to Nassau Community College, and will be performing work on the College campus, the vendor is required to provide the College with proof of current insurance coverage that will remain in effect throughout the term of the contract. Following is further information regarding insurance.

1. Details of the insurance requirements can be found in the vendor's blanket order, purchase order or bid. The vendor should consult his contract and/or bid to see exactly what is required before sending anything to the College.
2. Certificates or other proof of insurance must be mailed to the College. If a vendor wishes to expedite the process, the vendor may email the  documents to procurement@ncc.edu. However, the vendor must still mail the original document.
3. After the College receives the required proof of insurance coverage, the College will send the vendor a "release" letter advising the vendor that work on the College premises is authorized to begin.
4. REMEMBER - NO WORK CAN BE PERFORMED ON THE NASSAU COMMUNITY COLLEGE CAMPUS UNTIL ALL REQUIRED INSURANCE DOCUMENTS HAVE BEEN RECEIVED. 

In order for the receiving and payment process to move along smoothly, vendors are encouraged to do the following:

1. When you receive your purchase order, look it over carefully. If you notice an error or discrepancy in the manufacturer's name, part number or price, call or email the buyer whose name is on the purchase order immediately. Resolve the error or discrepancy issue with the buyer before shipping the merchandise required.
2. Make sure that the manufacturer names/part numbers of the items you ship match up with the same information on the purchase order. If there is a discrepancy, Receiving Department personnel will issue an Unsatisfactory Materiel Report, which will need to be resolved and answered. This will delay the receiving process and therefore your payment.
3. If your purchase order includes a clause titled "Assembly and Inside Delivery Required," read the instructions in the clause carefully. One of the most important points is that you must call the College's Receiving Department to make an appointment before delivering. If your truck shows up for an inside delivery without an appointment, it may be turned away. Appointments are required so the Receiving Department can schedule its workers to have an individual available to accompany the vendor's driver to the site, so Receiving can coordinate the installation with the College department, etc. Not making an appointment with Receiving may result in delays for your company.

Receiving Contact Phone Number: 516.572.7337

MyMarket is an e-procurement ta software system that was developed by UNIMARKET - a leading vendor of online catalog and ordering solutions for higher education and other institutions. The MyMarket website is hosted and maintained by this vendor, with key modifications for Nassau Community College.

Electronic procurement - generally known as eProcurement - is the automation and management of the procurement-to-payment process. It involves creating and approving purchase requisitions, placing purchase orders, receiving goods and services, and processing invoices through the internet.

Researching, ordering, or approving goods and services for your department, and paying invoices? My Market will help you by making these tasks easier, faster, more compliant, and more tractable. In particular, you'll be able to locate the best pricing with our preferred suppliers, find items on contracts, compare products across suppliers, and much, much more.

With My Market you have an online procurement environment that provides an intuitive approach much like the shopping cart experience similar to websites like Amazon.com.