Doing Business with the Commonwealth 09-2016.pdf

DOING BUSINESS WITH

THE COMMONWEALTH

The Commonwealth of Pennsylvania

Department of General Services

Bureau of Procurement www.dgs.pa.gov

Get Started at...

Registering with the PA Department of State – Under Pennsylvania law, every proceeding for the organization of corporations, both for-profit and non-profit, and every ancillary transaction relating to such corporations is required to be filed with the Department of State Corporation Bureau. Other businesses registering with the

Bureau include: professional corporations, municipal authorities, and limited partner-ships, foreign corporations qualifying to do business in the Commonwealth and indi-viduals and corporations conducting business under an assumed or fictitious name.

Online forms for registering with the DOS can be found at:

www.dos.state.pa.us/corps (Click on “Registration Forms” link)

The Pennsylvania E-Marketplace Portal is your one-stop shop for Bidding, Awards and Contract Information. Even before your company has registered with us, you can browse the site to see if your company is ready to do business with the Commonwealth. Key features include:

Solicitations – Search and view current opportunities.

Solicitation Tabulations – An overview of the suppliers and pricing for previous solicitations. These do not constitute an official award.

Awards – A list of all recent awards in response to Solicitations.

Search Contracts – Search the Commonwealth database for state contracts awarded by DGS and other agency-selected contracts.

Sole Source Procurements – Includes all agency requests for sole source purchases of supplies and services which require DGS approval.

ITQ – Descriptions of open ITQ (Invitation To Qualify) contracts and instructions on how to pre-qualify.

Upcoming Procurements – A list of procurements before the formal advertisement is posted.

To access Pennsylvania E-Marketplace, visit:

www.emarketplace.state.pa.us

Register and

Bid at...

If your company has never done business with us, we encourage you to register your business at the PA Supplier Portal. This allows you to search and respond to Commonwealth bidding opportunities, and to manage your account information. If your company already has a 6-digit supplier number issued by the

Commonwealth, you may already be registered with us.

To register, visit the PA Supplier Portal website at:

www.pasupplierportal.state.pa.us

For assistance, call the Help Desk at 877-435-7363 (Option #1) or visit www.dgs.pa.gov/Businesses/Materials and Services Procurement/Supplier Service Center

Bidding Opportunities

Go to www.emarketplace.state.pa.us to find all current and archived bidding opportunities. Other solicitations can be found by contacting the agency’s procurement office. Common types of solicitations include:

IFB (Invitation for Bids): Competitive sealed bidding for a product or service, awarded to the lowest responsive and responsible bidder.

RFP (Request for Proposals): Competitive sealed proposals are used when an agency is seeking a solution. Award is based on points established for cost, technical and disadvantaged business.

ITQ (Invitation to Qualify): A prequalification process for multiple-award contracts. Award to individual contractors can be done on a low cost or best value basis.

RFQ (Request for Quote): Used when an agency is seeking a price from suppliers on a contract established through the ITQ process (exception: IT ITQ).

RFQ IT ITQ (Information Technology Invitation to Qualify): Used for a price quote from suppliers on the IT ITQ contract when the procure-ment is less than $5 million.

http://www.dgs.pa.gov/Businesses/Materials%20and%20Services%20Procurement/Supplier%20Service%20Center

Procurement Handbook and Code www.dgs.pa.gov/State Government/Materials-and-Services-

Procurement/Procurement-Handbook/

Register and maintain company data at PA

Supplier Portal

Search for

Solicitations at

E-Marketplace

Search and respond to

Solicitations at

PA Supplier Portal

Summary of Commonwealth Contracting Process

Construction & Design – The Department of General Services’ Public Works

Bureaus administer the selection of architects and engineers, advertise projects for bid, obtain construction bids, execute construction contracts, and manage budgets for construction projects. For more information about the Department’s Public

Works Bureaus, visit www.dgs.pa.gov/Businesses/Design-and-Construction/.

http://www.dgs.pa.gov/State%20Government/Materials-and-Services-Procurement/Procurement-Handbook/Pages/default.aspx http://www.dgs.pa.gov/State%20Government/Materials-and-Services-Procurement/Procurement-Handbook/Pages/default.aspx http://www.dgs.pa.gov/State%20Government/Materials-and-Services-Procurement/Procurement-Handbook/ http://www.dgs.pa.gov/State%20Government/Materials-and-Services-Procurement/Procurement-Handbook/ http://www.dgs.pa.gov/Businesses/Design-and-Construction/

For invoice related questions, please contact:

Payable Services Center (PSC) Division The PSC Division serves as the primary point of contact for Commonwealth exter-nal vendors. The division’s responsibilities include: handling vendor activities (W

9’s, 1099’s, Replication, master vendor file support corrections), issuing resolutions through the call center, maintaining vendor data across the enterprise and scan-ning documents that are not scanned centrally by the Department of Revenue.

In order to provide excellent customer service to commonwealth suppliers, custom-ers and agencies, Comptroller Operations has established a Payable Service Call

Center. This Call Center responds to questions related to payment status, regis-tration, invoice processing and much more!

How to Contact PSC

Please call the Payable Services Call Center toll-free at 877-435-7363 [Option #1] or use one of the e-mail addresses provided below:

Payment related inquiries: RA-PSCPaymentInquire@pa.gov

General supplier requests: RA-PSC_Supplier_Requests@pa.gov

General customer requests: RA-PSC_Customer_Requests@pa.gov

Thresholds, Delegations and Procurement Organization

Next on pages 6 and 7 is information relative to the methods of procurement to be utilized, by dollar value. Also detailed are the procurement responsibilities for the various agency types within the Commonwealth of Pennsylvania.

Dollar

Thresh-old

Materials Services Construction

Mfgr. Equip Re-pair, Calibra-tion, Maint. &

Modification

Services

Mfgr. Repair

Parts / Soft-ware

License Agree-ments & Re-newals

Up to

$10K

No Bid /

No Docu-ments

Agency

No Bid / No

Documents

Agency

No Bid / No

Documents

Agency

No Bid / No Doc-uments

Agency

No Bid / No

Documents

Agency

$10,001-

$50K

Formal

Method

Agency

Formal

Method

Agency

Formal Meth-od

Agency

Formal Method

Agency

Formal Method

Agency

$50,001-

$100K

$100,001-

$250K

Formal Meth-od

DGS

Formal Method

DGS

Formal

Method

DGS

$250,001 and above

Formal

Method

DGS / Agen-cy Delegat-ed

Formal Method

DGS

Thresholds and Delegations

The following not-to-exceed thresholds apply for procurements by all Common-wealth Agencies for which DGS is to act as the purchasing Agency:

Supplies Services Construction

Policy Procure Policy Procure Policy Procure

Executive

Agencies

DGS sets policy

§301(a) and §311

DGS pro-cures

§301(a) ex-cept as dele-gated by DGS

§321(i); and

§514 and exceptions

§301(c)(2)(3) and (4)

DGS sets policy

§301(a) and §311

DGS pro-cures

§301(a) except as delegated by DGS

§321(1) and §514

DGS sets policy

§301(a) and §311

DGS pro-cures

§301(a) except as delegated by DGS

§321(1) and §514 and excep-tions §301

(c)(1)

Independ-ent

Agencies

DGS sets policy

§301(a) and §311

DGS pro-cures

§301(a) ex-cept as dele-gated by DGS

§321(i); and

§514 and exceptions

§301(c)(2)(3) and (4)

DGS sets policy

§301(a) and §311

Ind. Agen-cy pro-cures

§301(b)

DGS sets policy

§301(a) and §311

DGS pro-cures

§301(a) except as delegated by DGS

§321(1) and §514

Row Of-fices

Attorney

General

Auditor

General

Treasury

DGS sets policy

§301(a) and §311

DGS pro-cures

§301(a) ex-cept as dele-gated by DGS

§321(i); and

§514 and exceptions

§301© and (2

-5)

Row Office sets policy

§301(c)(5)

Row Office procures

§301(c)(5)

DGS sets policy

§301(a) and §311

DGS pro-cures

§301(a) except as delegated by DGS

§321(1) and §514

State

Affiliated

Agencies

SAE sets policy

§301(d)

SAE procures

§301(d)

SAE sets policy

§301(d)

SAE pro-cures

§301(d)

SAE sets policy

§301(d)

SAE pro-cures

§301(d)

Procurement Organization and Responsibility

Under the Commonwealth Procurement Code

COSTARS is a cooperative purchasing program managed by the Bureau of

Procurement. It encourages a partner-ship between local public procurement units and state-affiliated entities

(“members”) and the Commonwealth.

Several thousand eligible entities are currently taking advantage of existing Common-wealth contracts. Examples include Furniture, Heavy Equipment Rental, Office Sup-plies, MRO, Sodium Chloride (road salt), Vehicles, and Voting Systems.

It is estimated that COSTARS members spend $1 billion per year using Common-wealth contracts and save more than $220 million per year in transactional and spend cost reductions.

Our goal is to provide contracts with competitive pricing, while providing increased opportunities for suppliers and eligible participants.

Bureau of Procurement—COSTARS Program 6th Floor, Forum Place

555 Walnut Street Harrisburg, PA 17101 www.dgs.pa.gov/

Local Government and Schools/COSTARS

Toll-Free Telephone

1 (866) 768-7827

Local Telephone

(717) 346-9009

E-mail:

GS-PACostars@pa.gov

About PennDOT

The Pennsylvania Department of Transportation (PennDOT) is the custodian of over 40,000 miles of highways, 25,000 bridges, 1,500 buildings, and over 25,000 pieces of equipment. PennDOT is organized into a central office and eleven engineering districts which encompass 54 separate maintenance units. To obtain a booklet on information necessary to pursue contracting and purchasing with PennDOT, please contact the following office and request “Pub 4”.

Bureau of Office Services

400 North Street, 5th Floor

Harrisburg, PA 17120-0041

(717) 783-8915 http://www.dgs.pa.gov/Local%20Government%20and%20Schools/COSTARS http://www.dgs.pa.gov/Local%20Government%20and%20Schools/COSTARS mailto:GS-PACostars@state.pa.us

Small and Diverse Businesses The Department of General Services’ Bureau of Diversity, Inclusion & Small Busi-ness Opportunities (BDISBO) is responsible for assisting small and diverse busi-nesses, including Minority, Woman, Veteran, Service Disabled Veteran, LGBT, and

Disability-Owned Business Enterprises in competing for Commonwealth contracting opportunities. BDISBO, through the Verification Program, verifies self-certified Small

Businesses as Small Diverse Businesses (SDBs) when they hold certifications from approved third party entities. For details on how to become a Small or Small Diverse

Business or to participate in the two programs, visit www.smallbusiness.pa.gov.

Green Procurement

The Commonwealth of Pennsylvania is a significant purchaser of materials and services and is uniquely positioned to leverage our purchasing power to influence both price and availability in the marketplace.

“Green” or Environmentally Preferable Procurement (EPP) is the selection of products and services that have a lesser or reduced effect on human health and the environment when compared with competing products or services that serve the same purpose.

Our policy is to analyze each item during the bid process to determine what

EPP options are available. The “green” option is utilized whenever the prod-uct or service in question is comparable in quality, availability and price.

To learn more, please visit us at:

www.dgs.pa.gov/Businesses/Materials and Services Procurement/

Procurement-Resources

BDISBO

Room 601 North Office Building

401 North Street

Harrisburg, PA 17120-0500

Phone (717) 783-3119

Fax (717) 787-7052

General Email:

GS-BDISBO@pa.gov

Verification Questions:

RA-BDISBOVerification@pa.gov

Small Business Questions:

RA-SmallBusiness@pa.gov http://www.dgs.pa.gov/Businesses/Materials%20and%20Services%20Procurement/Procurement-Resources http://www.dgs.pa.gov/Businesses/Materials%20and%20Services%20Procurement/Procurement-Resources

Glossary

Advertising: The placement of a public notice of a contracting opportunity by electronic publication available to the general public.

Agency: An executive or independent agency of the Commonwealth.

Executive Agency: The Governor and departments, boards, commissions, authorities and other officers and agencies of the

Commonwealth.

Independent Agency: Boards, commissions and other agencies and officers of the Commonwealth not subject to the policy supervision of the Governor.

Best Value: The process of selecting the offeror which provides the greatest value to the Agency based on evaluating and comparing all pertinent factors, including price, so that the overall combination that best meets the Agency’s needs is selected.

Construction: The process of building, altering, repairing, improving or demolishing any public structure or building, or other notable public improvements of any kind to any public real property. The term does not include the routine operation or maintenance of existing structures, buildings or real property. The term does not include bridge, highway, dam, airport (except vertical construction) or railroad construction.

Contract Compliance: A program designed to ensure that

Commonwealth contracting is non-discriminating in intent and effect.

Pre-Proposal Conference: On complex, critical or high value procurements, a solicitation may contain a requirement to attend a pre-proposal conference. Attendance at a conference may or may not be mandatory in order to submit a bid. When such a requirement exists, it will be stated in the solicitation.

Row Offices: The Office of Attorney General, the Department of the Au-ditor General and the Department of Treasury.

State-Affiliated Entity: An active Commonwealth authority or a

Commonwealth entity. The term includes the Pennsylvania Turnpike

Commission, the Pennsylvania Housing Finance Agency, the

Pennsylvania Municipal Retirement System, the Pennsylvania

Infrastructure Investment Authority, the State Public School Building

Authority, the Pennsylvania Higher Educational Facilities Authority and the State Systems of Higher Education.

SRM: Supplier Relationship Management (SRM) is a procurement tool currently used by the Commonwealth that integrates with the current budget and financial system. SRM is a specialized product that is used to enhance and manage the ongoing relationships that we have with our procurement suppliers.

Misc. Information

Electronic Bidding – All the registered suppliers with the

Commonwealth of Pennsylvania have the opportunity to bid on designated solicitations issued electronically. Electronic bidding is the transfer of proposal bid data between the Commonwealth of

Pennsylvania and suppliers electronically via the Internet using digital

ID and encryption technology and it will supplement or replace traditional paper bid documents.

With Electronic Bidding, when the supplier digitally signs and submits a bid via the Internet, no paper is required. With electronic submission of bids, the amount of data entry and paper waste on both sides is greatly reduced.

Facsimile Bids – Facsimile Bids are not accepted for any reason.

Security – If Bid and/or Contract Security is required, the bid solicitation document will indicate the exact type and amount of the security needed.

For more information regarding Doing Business

With The Commonwealth, please contact:

Department of General Services

Bureau of Procurement

555 Walnut Street, 6th Floor

Harrisburg, PA 17101

Email: RA-procinternet@pa.gov

Fax: (717) 783-6241 www.dgs.pa.gov/Businesses/Materials and Services Procurement/ www.emarketplace.state.pa.us/ www.dgs.pa.gov/Businesses/Materials and Services Procurement/Supplier Service

Center

Jenny Doherty

Chief Procurement Officer

Ken Hess

Deputy Secretary, Procurement

Curt Topper

Secretary, Department of General Services

Tom Wolf

Governor

REVISED September 2016 http://www.dgs.pa.gov/Businesses/Materials%20and%20Services%20Procurement/Supplier%20Service%20Center http://www.dgs.pa.gov/Businesses/Materials%20and%20Services%20Procurement/Supplier%20Service%20Center