Understand How to Use the Public Safety 1122 Program · Management Systems, Fire, Rescue, Special...

April 30 & May 1, 2019

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Understand How to Use the Public Safety 1122 Program

2#2019NYGovBuy @NYSPro @nysprocurement

What is the Public Safety 1122 Program?


• The 1122 Program, owned and managed by the Department of Defense, allows states and local government entities access to federal sources of supply to purchase equipment to support counter-drug, homeland security, and emergency response activities.

• The Department of the Army (DOA), Defense Logistics Agency (DLA), and the General Services Administration (GSA) provide equipment for purchase to the participating states under this program.

1122 Program Overview


The 1122 Program is open to state and local governmental entities that have as part of their mission at least one of the following public safety categories, and supports missions for:1. Counter Drug2. Emergency Response Activities3. Homeland Security Efforts

1122 Program Overview| Continued


Counter DrugMission Requirements

• Enforces anti-drug laws.• Engages in, or supports prevention,

intervention or suppression activities related to counter illegal drug activity in our communities.


Emergency ResponseMission Requirements

• Provides immediate support services during prevention, response, and recovery operations related to emergency management


Homeland SecurityMission Requirements

• Prevents and protects New York from terrorist attacks.

• Reduces America’s vulnerability to terrorism, major disasters, and other emergencies.

• Minimizes the damage and helps recover from attacks, major disasters, and other emergencies.


The 1122 Program Provides Participating State and Local Governments Access to Federal Sources of Supply

What makes the program unique is that it gives state and local governments access to federal stock items (equipment and supplies).


Sources of Supply (SOS) fall into two categories:1. Federal Stock Items - direct buys from:• Department of the Army [Local Government Entities ONLY]• Defense Logistics Agency [Local Government Entities ONLY]

2. Third Party Vendors• General Services Administration (GSA) Schedules

These are direct purchases!


What Sources of Supply are Available Under the Program?Federal Sources Of Supply (SOS)

Department of the Army

Defense Logistics Agency

General ServicesAdministration


Schedule 23V: Vehicular Multiple Award Schedule (Command Centers only)Schedule 58: Professional Audio/VideoSchedule 66: Scientific Equipment Schedule 67: Photographic Equipment-Cameras, Photographic Printers and Related Supplies (Digital and Film-Based)Schedule 70: General Purpose Commercial Information, Technology Equipment, SoftwareSchedule 84: Total Solutions for law Enforcement, Security, Facility Management Systems, Fire, Rescue, Special Purpose Clothing, Marine Craft, and Emergency/Disaster Response

General Services AdministrationExamples of 1122 Approved Schedules (Contracts)


1. Command Centers Only

GSA Schedules authorized for use by State and Local Governments categorized by program.• GSA offers 3 Programs to State and

Local Governments each with unique requirements for participation

• DLA & Army Stock Items are exclusively available through the 1122 Program (available for use by Local Government Entities only).

• 13 Schedules are authorized for use under the 1122 Program providing an exhaustive list of equipment contracts


What Can Be Purchased Through the 1122 Program?• Aviation Parts including Aviation Fuel• Laboratory Equipment• Vehicle Parts• Armored Vehicles• Rescue Equipment• Highway Maintenance Equipment


When Can Items Be Purchased?

The 1122 Program may be utilized any time an 1122-certified Public Safety Agency (PSA) needs to support one of the three specific mission types to:

Prepare RespondRecover


Who Can Use the Program?

FIRST RESPONDERS

EMERGENCY MANAGEMENT

PUBLIC HEALTH

CLINICAL CARE

PUBLIC WORKS

Only certified Public Safety Agencies may make purchases through the 1122 Program.


• Since New York launched the 1122 Program for local government use in December 2015, a total of 39 local government entities have become certified under the Program, and have realized savings of $91,898 in 2018.

Who Is Using the Program?

• The 1122 Program has recently been made available to NYS Agencies as of April 1, 2019. Three State Agencies have become certified to use the Program.


How Does It Work?


Local Government Entities and NYS Agencies Have Different Requirements

State agencies may only make purchases from GSA contracts, and must obtain OSC approval for all purchases over $50k.

Local Government Entities may make purchases from GSA, the Department of the Army and the Defense Logistics Agency.


How Do I Get Started?


To use the 1122 Program all entities must complete two separate steps prior to placing an order.

1. Get certified as a Public Safety Agency (PSA).

2. Request authorization to place an order.


How To Get Certified


How to Get CertifiedJust 3 Easy Steps!1. Use one Certification Letter template for each category requested. The

templates can be found on our website: https://ogs.ny.gov/procurement2. Submit Certification request letter(s) to the 1122 State Point of Contact

(SPOC) [email protected]. Agencies must ensure they have provided all the requested information as outlined in the template.

3. Upon receipt, the letter will be reviewed and if approved, a certification approval letter will be sent to the requesting entity.

NOTE: Authorized Users must ensure that the Requesting Officer and Public Safety Representative have signing authority and have secured authorization to purchase in accordance with purchasing guidelines before submitting the Certification Letter.

https://ogs.ny.gov/procurement

mailto:[email protected]


Ordering Process for Local Government Entities


Local Government Entities Purchasing Procedures

NOTE: Purchasing procedures differ between units of local government and state agencies.

General Municipal LawGeneral Municipal Law, section 104(2) authorizes the use of certain federal contracts by local governments to make purchases pursuant to Section 1122 of the National Defense Authorization Act for Fiscal year 1994.

Use of these contracts constitutes an exception to the competitive bidding and offering requirements of the law.


Local Government Entities Purchasing ProceduresWhile General Municipal Law allows the use of this program as an exception to the competitive bidding process, local government entitles are encouraged to:

• Check availability from Preferred Sources and NYS Centralized Contract Awards.

• Get at least three (3) quotes from GSA vendors by uploading the quote request on GSA Advantage.

NOTE: Only products may be purchased from the 1122 Program-services are excluded.


Local Government Entity Purchasing Procedures

Before You Make Your Purchase:• Ensure that the Requesting Officer and Public Safety

Representative have signing authority and have secured authorization to purchase in accordance with your guidelines.

• Note in your Procurement Record your demonstrated need for the purchase.


After you receive your Public Safety Agency 1122 Program certification letter(s) from the SPOC, follow these steps to place your order.

1. Identify your needs, secure funding, ensure that purchases comply with funding guidelines, develop specifications using the 1122 Program Equipment and Supplies Catalog, and seek quotes.

2. Complete the appropriate request form: 1122A (or GSA orders), or 1122B (for DLA/DA orders), and submit electronically to the SPOC for review.


https://www.gsa.gov/cdnstatic/1122_CatalogFeb2014Finalv2.pdf


Local Government Entity Purchasing ProceduresFor GSA items:• Complete 1122A: GSA Purchase Authorization Request.• You must contact prospective GSA vendors directly for questions about

supplies and/or equipment, and to solicit quotes if you did not upload your quote request to the GSA eBuy Advantage site.

• Although it is not required, we recommend that you establish a GSA eBuy Advantage account. GSA eBuy is where you can develop specifications and upload quote requests. It’s free and only takes a moment:

• GSA eBuy Registration• GSA eBuy Walkthrough Presentation (PDF)• GSA eBuy Uploading a Quote (PDF)

https://www.ebuy.gsa.gov/ebuy/

https://ogs.ny.gov/system/files/documents/2018/09/1122gsaebuywalkthrough.pdf

https://ogs.ny.gov/system/files/documents/2018/09/1122gsaebuyuploadingyourquote.pdf


Local Government Entity Purchasing ProceduresFor DA/DLA Stock items:• Complete 1122B: DLA/DA Purchase Authorization Request.• Contact the SPOC for help processing your order and to make

payment. You must provide the SPOC with your purchase card number over the phone to place your order. DO NOT email your Purchase Card information.



3. The 1122 Program SPOC will review your request.Approved requests:• For GSA purchases you’ll receive a Letter of Approval (LOA), which you will submit

to the GSA vendor when ordering and paying. Follow your standard purchasing procedures.

• For DLA/DA purchases, the SPOC will assist you with order processing and payment.

Denied requests:Denied requests require revision and resubmission. A denial may occur for one of the following reasons:

Ø Insufficient order or vendor justification.Ø Incomplete or inaccurate information.Ø Failure to submit 1122C: Usage Report for previous 1122 Program purchases.


Local Government Entity Purchasing Procedures4. Within 30 days of purchase, complete form 1122C: Usage Report

and submit with a copy of your purchase order to [email protected].



Ordering Process for NYS State Agencies


To use the 1122 Program all entities must complete two separate steps prior to placing an order.

1. Get certified as a Public Safety Agency (PSA).

2. Request authorization to place an order.


How to Get Certified


How to Get CertifiedJust 3 Easy Steps!1. Use one Certification Letter template for each category requested. The

templates can be found on our website: https://ogs.ny.gov/procurement Submit Certification request letter(s) to the 1122 State Point of Contact (SPOC) [email protected]. Agencies must ensure they have provided all the requested information as outlined in the template.

2. Upon receipt, the letter will be reviewed and if approved, a certification approval letter will be sent to the requesting entity.

NOTE: Authorized Users must ensure that the Requesting Officer and Public Safety Representative have signing authority and have secured authorization to purchase in accordance with purchasing guidelines before submitting the Certification Letter.




How To Place an Order


NYS Agency Purchasing Procedures

New York State Finance Law does not contain similar exemption language as General Municipal Law, which requires state agencies to complete a few more additional steps depending on the purchase amount.

If the GSA purchase is greater than $50K, the 1122 State Agency Quote Request form must be used.

State Finance Law


Which Federal Source of Supply Will State Agencies Be Allowed to Purchase From?

State agencies will only be allowed to make purchases from GSA contracts under the 1122 Program.

NYS Agencies may not purchase from the Department of the Army or Defense Logistics Agency.


Federal Source Of Supply (SOS)

General Services AdministrationGSA will be the sole Source of Supply for NYS Agencies


GSA Schedules authorized for use by State Agencies are categorized by program• GSA offers 3 Programs to

State Agencies each with unique requirements for participation.

• 13 Schedules are authorized for use under the 1122 Program providing an exhaustive list of equipment contracts.


Schedule 23V: Vehicular Multiple Award Schedule (Command Centers only)

Schedule 67: Photographic Equipment-Cameras, Photographic Printers and Related Supplies (Digital and Film-Based)

Schedule 70: General Purpose Commercial Information, Technology Equipment, Software

Schedule 84: Total Solutions for law Enforcement, Security, Facility Management Systems, Fire, Rescue, Special Purpose Clothing, Marine Craft, and Emergency/Disaster Response

Please note that the 1122 Program is limited to products ONLY

General Services AdministrationExamples of 1122 Approved Schedules (Contracts)


• New York State Agencies that are PSA-certified must ensure that the products to be purchased are not available, or not available in the quantities needed, from Preferred Sources or NYS Centralized Awards.

• New York State Agencies may make GSA eBuy purchases ONLY.

• New York State Agency purchases over $50K must follow New York State Procurement Law §139-d, §139-j, and §139-k.

• Refer to form 1122D Requirements: All purchases over $50K must be forwarded to the agencies designated payment office for review and payment.

• After receipt of the Public Safety Agency certification letter(s) from the SPOC, agencies will follow these steps to place an order.



NYS Agency Purchasing ProceduresAgencies must adhere to the purchasing guidelines detailed in form 1122D Requirements.

Source Of Supply: GSA Form 1122D Purchasing Requirements For State Agencies

If your Purchase Amount is: $0 -$2500

If your Purchase Amount is: $2501-$10,000

If your Purchase Amount is: $10,001-$49,999

If your Purchase Amount is:$50,000 & over

Do I need SPOC approval? Yes. All Orders placed through the 1122 Public Safety Procurement Program must be authorized by NY's State Point Of Contact (SPOC). The SPOC is appointed by the Governor to administer all State activities under the program.

How do I get SPOC approval to place an order?

Program participation is a two-step process. State Agencies must first be certified by the SPOC as a Public Safety Agency (PSA) authorized to submit requests using the 1122A Purchase Authorization Request Form. Approved 1122A forms are returned to the PSA with a Letter Of Authorization (LOA) and CRER ID: OGS01-0000129-1140000 Sequence No. 0.

What purchasing method do I use? P-Card Where possible or Purchase Requisition

P-Card Where possible or Purchase Requisition

P-Card Where possible or Purchase Requisition

Purchase RequisitionBSC or OSC will approve order and make payment, where applicable.

Who solicits quotes or issues bid documents?

Agency- informal quotes Agency- 1 written quote from GSA Vendor

Agency- 3 written quotes from GSA Vendor Agency releases RFQ to all Scheduled Contractors listed under SIN # using GSA 'e-buy'. Lowest price award for those that meet mandatory requirements in RFQ. (If other than lowest price a strong justification is required.)

Do I have to advertise in Contract Reporter?

No, agencies must include a copy of CRER ID: OGS01-0000129-1140000 when submitting their procurement documents to OSC. The Contract Reporter Announcement may be viewed here: https://www.nyscr.ny.gov/agency/adsContinuous.cfm

Do I need OSC pre-approval? No No No Yes

Do I need a VR Profile/Checklist? No No No Yes

Do I need a VR Questionnaire? No No No Yes- if over $100,000

Is a NYS Procurement Lobbying Law form required?

No No Yes, if $15,000+ Yes

Additional Required Procurement Record Documents

SPOC approved 1122A GSA Purchase Authorization Request formSufficient documentation supporting/application of the OGS or Less Guidelines clause in the HIRE Contract Award Notice, Section 4.21

Iran DivestmentIreland Non-DiscriminationWorkmens Comp & DisabilityST220TD (if over $100,000)SPOC approved 1122A GSA Purchase Authorization Request form (Make a notation that this is an 1122 program purchase)Sufficient documentation supporting/application of the OGS or Less Guidelines clause in the HIRE Contract Award Notice, Section 4.21Enter a Contract RequistionCreate an STS

What do I need to submit to BSC for payment processing?

In addition to standard relevant document requirements, BSC customer agencies should submit a copy of their SPOC approved 1122A GSA Purchase Authorization Request form as well as a copy of their Letter Of Authorization (LOA) when submitting the BSC Invoice Submission Form For Agencies. For those entities not currently a BSC customer agency these documents should be included in your procurement record for submission to OSC.

Are there any MWBE Goals? OGS encourages current NYS Certified MWBEs & SDVBs to participate in the 1122 Program and current GSA MWBE/SDVB to acquire NYS certification. Agencies should reference their agency's current MWBE policies.

Do I need DOB B-1184? DOB B-1184 approval threshold varies based on what is being purchased. Agencies should reference Page 4 of the BSC New York State Purchasing Requirements for Business Services Center Customer Agencies.

Emergency Purchasing In the event of a State Disaster Emergency: NYS Emergency Purchasing Standards should be followed.

https://www.nyscr.ny.gov/agency/adsContinuous.cfm


1. Identify agency needs, secure funding, ensure that purchases comply with funding guidelines, and develop specifications using the 1122 Program Equipment and Supplies Catalog. NOTE: New York State guidelines may differ from those in the GSA Catalog.

• Agencies must contact prospective GSA vendors directly for questions about supplies and equipment provided.

2. It is required that state agencies establish a GSA eBuy Advantage account before making their first purchase. GSA eBuy is where agencies will develop specifications and must upload quote requests.

• GSA eBuy Registration

• GSA eBuy Walkthrough Presentation (PDF)

• GSA eBuy Uploading a Quote (PDF)


https://www.gsa.gov/cdnstatic/1122_CatalogFeb2014Finalv2.pdf

http://www.ebuy.gsa.gov/advantage/profile/directregistration.do

https://www.ebuy.gsa.gov/ebuy/

https://ogs.ny.gov/system/files/documents/2018/09/1122gsaebuywalkthrough.pdf

https://ogs.ny.gov/system/files/documents/2018/09/1122gsaebuyuploadingyourquote.pdf


3. Complete the appropriate request form and submit electronically to [email protected].

• For Purchases under $50K complete 1122A: GSA Purchase Authorization Request.

• For Purchases over $50K complete the 1122F: State Agency Quote RequestForm.

• Complete and submit Attachment 1 (within the 1122 Quote Request form) to the SPOC.

• Attachment 2 (within the 1122 Quote Request form) should be completed by the GSA vendor and submitted in accordance with step 5.



https://ogs.ny.gov/system/files/documents/2019/03/1122a-gsapurchaseauthrequest.pdf

https://nyspro.ogs.ny.gov/sites/default/files/uploaded/1122A_GSAAuthRequest0615.pdf

https://nysnysprodev.prod.acquia-sites.com/sites/default/files/1122_Quote_Request.docx


4. The 1122 Program SPOC will review the agency request.

Approved requests:• For purchases both over and under $50K (refer to form 1122D: Requirements): • For Purchases under $50K, you will receive an approved form 1122A: GSA Purchase

Authorization Request and a Letter of Approval (LOA). • For Purchases over $50K, you will receive an approved Attachment 1 of the 1122F:

State Agency Quote Request form and a Letter of Approval (LOA).

Denied requests:Denied requests require revision and resubmission. A denial may occur for any one of the following reasons: ØInsufficient order or vendor justification, ØIncomplete or inaccurate information, or ØFailure to submit 1122C: Usage Report for previous 1122 Program purchases.



5. Upon secured funding, quote selection, and SPOC approval, agencies are reminded to follow appropriate procedures to submit their completed packet (approved forms, Letters of Approval, quotes, and all related documents as outlined above) for purchases over $50K to the following:

• Office of General Services Business Services Center (BSC) - if agency procedures require it, forward completed packets to the BSC for processing.

• Office of the New York State Comptroller (OSC) - forward completed packets to the OSC for final approval and payment.

6. Within 30 days of purchase, agencies must complete form 1122C: Usage Report and submit with a copy of their purchase order to [email protected] . If necessary, fill out 1122E: Procurement Record Checklist for agency records.




The GSA has published a catalog that provides a program summary and indexes products available through the program by their Source Of Supply (SOS) and other helpful links.

1122 Program Equipment and Supplies Catalog

Resources

https://drive.google.com/open?id=16gJKAAi0gPVrMpdhge1SqxwpgRUgwu0v


An 1122 Program guide will be located on the updated 1122 Program site page on the OGS Procurement Services website: https://ogs.ny.gov/procurement

The Guide document can be accessed here: 1122 Program Guide

The 1122 Program Guide contains resources and detailed Program instructions to assist NYS Agencies with their purchase.

Resources


https://drive.google.com/open?id=1VeNlq-ZzDAH-0x5sYgYS7awxuDcpjZa1


Matthew JonesNYS 1122 Program State Point of Contact (SPOC)State Point of Contact (SPOC)Ph. (518) 474-4163Email: [email protected]

Questions?Additional information is available on the OGS website: https://ogs.ny.gov/procurement/1122-program


https://ogs.ny.gov/procurement/1122-program


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Understand How to Use the Public Safety 1122 Program · Management Systems, Fire, Rescue, Special...

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