To make purchases through this program you must be a Public Safety Agency (PSA) certified to participate in the 1122 Program. Certification may be obtained by submitting a certification request letter to OGS Procurement Services. The letter is reviewed and if approved, a certification approval letter is sent to the Public Safety Agency (requesting entity) welcoming them into the 1122 Program.
A separate letter must be submitted for each activity chosen (counter-drug, homeland security, or emergency response). Even if you have previously participated in this program under a different SPOC we ask that you complete and refile the Certification letters and send to the address below.
Certification Letter Requirements
The letter must be prepared on your entity’s official letterhead, signed by an authorized representative with the authority to sign on behalf of the requesting entity and able to constitute an agreement to comply with the necessary terms and conditions. Certification request letters may be submitted to OGS Procurement Services by email ([email protected]) or mail:
New York State Office of General Services
Attn: 1122 Program
38th Floor, Corning Tower, Empire State Plaza
Albany, NY 12242
A sample certification request letter template may be downloaded here.
Your letter must include the following information and terms:
Step 1
Contact information: name, street address, telephone number, fax number, and email address.
Step 2
An overview of your organization’s mission in your jurisdiction, to include any prevention, intervention or suppression strategy being implemented to counteract the problem and how the 1122 Program can assist this mission.
Step 3
Identification of the Point(s) of Contact including their contact information:
- "Requesting Officer" is a person authorized to requisition equipment/supplies on behalf of the Public Safety Agency. Any individual with this designation must be a paid employee of the Public Safety Agency or its governing body.
- "PSA Representative" is a person responsible for ensuring that upon receipt of the requested supplies and/or equipment, all items are received as expected, prompt payment is made to the vendor, and the 1122C: Usage Report is completed and emailed with a copy of the original purchase order to [email protected]. Any individual with this designation must be a paid employee of the Public Safety Agency.
- Depending on your governmental policies and procedures you may need to identify only one individual as both your Public Safety Agency’s “Requesting Officer(s)” and “PSA Representative." Each Public Safety Agency may have as many Points of Contact as they deem necessary to maintain compliance with their local policies and procedures. They can be different on each certification or the same for all 3 certifications. The purpose of designating points of contact is to help in disseminating program information and to provide an organization level review for compliance with your internal purchasing policies.
Step 4
The following terms and conditions:
- It is understood that all designated Requesting Officers must be paid employees of the applying entity.
- Agreement that the agency authorized representative will notify Procurement Services in the event of changes in the requesting officer(s).
- Agreement that upon receipt of the requested supplies and/or equipment, the agency representative will ensure prompt payment is made to the vendor and the 1122C: Usage Report is completed and emailed to [email protected].
- Agreement that upon receipt of the requested supplies and/or equipment, the ordering/receiving agency will inspect the shipment contents to ensure that all items have been received in good order. If the agency receives supplies or equipment that is not in conformance with item specifications, they will immediately notify Procurement Services for resolution.
- Understanding that Procurement Services does not endorse or recommend any specific vendor and/or product. Product warranty issues will be dealt with directly between the agency and the vendor/manufacturer.
- Agreement that the undersigned authorized representative, who has the authority to do so, holds the federal government, New York State, and the NYS Office of General Services harmless in the event of any lawsuit or claim arising as a result of the acquisition, use, or disposal of supplies and equipment procured under this program.
- Assurance that once your agency has been certified to be an active participant in the 1122 Program, you will comply with the 1122 Program Guidance Manual.
- [Homeland Security Only] Agreement that if the item is purchased for homeland security then it must be in the Authorized Equipment List (AEL).
Step 5
Signature of an authorized representative constitutes an agreement to comply with the terms and conditions as outlined above.