Current through Register Vol. 46, No. 12, March 20, 2024
The procedure to be followed by the railroad companies in
purchasing materials in the open market for use on State sponsored projects
involving changes to railroad facilities is as follows:
(a)
(1) Upon
the acceptance of a project estimate by the State, the railroad shall determine
the extent of required material available in its stores. A stores charge of 15
per cent may be added to the cost of this material after its incorporation in
the work.
(2) Substantial
quantities of materials ordered under an annual contract for a specific project
will be paid for at the cost provided for in such contract, plus necessary
costs of transportation and inspection. This material shall be shipped direct
to project and the 15 per cent overhead will not be allowed.
(3) All other materials required shall be
grouped in a manner which would permit the solicitation of bids for each class
of materials. Open market orders will be required for each group of materials
having an estimated cost of $2,000 or more.
(4) Open market orders shall be numbered
consecutively by projects. Each tabulation shall be tied in with the
appropriate estimate item.
(5) All
tabulations should show the following certification of the railroad company's
purchasing agent or other responsible official:
I hereby certify that the foregoing is a correct tabulation
of all bids received on the material listed above. The quotations are based on
delivery of the material ____________.
Recommend placing order with
(Low bidder)
Value $________
Terms ________
Purchasing Agent
Dated ________
(b)
(1)
Invitations to submit bids must be issued to at least five manufacturers or
distributors of products or materials meeting the railroad company's general
specification. If less than five invitations are issued, the reason for the
limited canvass should be shown on the proposal form. In recognition of the
fact that the railroad companies have adopted the products of certain
manufacturers as an inflexible standard for signal and related facilities, the
State will in these instances, waive the requirement for competition, providing
that the proposed purchase is a reproduction of a product of the same producer,
and accept a copy of railroad company's purchase order for such products. If
the proposal of other than the low bidder is recommended for acceptance, a
detailed explanation of the preference must be submitted by the Superintendent
of Public Works. All tabulations must be accompanied by a copy of the proposal
form, invitation and photostatic copy of each bid and/or declination.
(2) Prices must be based on delivery at the
nearest point of the railroad on which the project is located and tabulation
should show the estimated cost of transportation (for each bidder) at the rate
of not to exceed 10 miles per ton mile from such point to the site of project,
or the published tariff rate for that commodity. Specifically, the total for
each bid should be adjusted to show total net cost of materials F.O.B.
job.
(3) Delivery dates should be
so arranged that materials will not pass through railroad stores, as the 15 per
cent overhead will not be allowed on direct purchases.
(4) Materials purchased for specific State
projects shall be consigned to the State of New York, Department of Public
Works--in care of the railroad for the reason that the State will not accept
billing for transportation taxes on such purchases. In issuing invitations to
bid on these materials the railroad companies should not be influenced by the
fact that a manufacturer is located on their own or affiliated lines.
Invitations must be issued to any reputable producer or distributor of products
meeting the railroad company's general specifications.
(c) In order to secure prompt consideration
of the open market orders, the following procedure should be carefully
followed:
(1) The railroad company shall
submit to the State seven photostatic copies of each bid or declination,
proposal form, invitation and certified tabulation.
(2) Distribution should be as follows:
Two copies to Deputy Chief Engineer, State Department of
Public Works, Albany, N. Y.
One copy to Public Service Commission, Albany, N. Y. (if
project is under jurisdiction of that commission).
Remaining copies to Department of Audit and Control, Albany,
N. Y.
(d) The
Department of Public Works and/or the Public Service Commission shall review
the material so transmitted and forward same to the Department of Audit and
Control with appropriate recommendations or comments.
(e) Upon approval of the Department of Audit
and Control, the copies shall be distributed as follows:
One copy to each railroad company.
One copy to Deputy Chief Engineer, Department of Public
Works, Albany, N. Y.
One copy to Public Service Commission, Albany, N. Y. (if
P.S.C. project).
One copy to Director, Bureau of Contracts, Department of
Public Works, Albany, N. Y.
One copy retained for files of the Department of Audit and
Control.
