Procurement Guide - Doing Business With the Commonwealth.pdf

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

Fax: (717) 783-6241 www.dgs.state.pa.us/procurement

Elizabeth Lenhart, Program Manager Phone: (717) 346-4298

Kenneth A. Rapp

Deputy Secretary, Procurement

Sheri Phillips Secretary, Department of General Services

Tom Corbett

Governor

REVISED FEBRUARY 2011

PROCUREMENT GUIDE

DOING BUSINESS WITH

THE COMMONWEALTH

The Commonwealth of Pennsylvania

Get Started at...

Registering with the PA Department of State – Under Pennsylvania law, every proceeding for the organization of corporations, both for-profit and nonprofit, 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 partnerships, foreign corporations qualifying to do business in the Commonwealth and individuals 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 “Forms” sidebar link)

The Pennsylvania E-Marketplace Portal is your one-stop shop for Bidding, Awards and other 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 solicitations.

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 the Pennsylvania E-Marketplace Portal, visit:

www.emarketplace.state.pa.us

State-Affiliated Agency: 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.

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 Auditor General and the Department of Treasury.

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 (717) 346-2676 or (877) 435-7363.

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.

Procurement Regulations

Procurement Handbook:

(Click on “Procurement Handbook” sidebar link)

Procurement Code:

(Click on “Procurement Handbook” sidebar link, then “Procurement Code” link)

Register and maintain company data in SRM

Search for Solicitations in E-Marketplace

Search and respond to

Solicitations in SRM

Summary of Commonwealth Contracting Process

Construction Contracts – The Bureau of Professional Selections and Administrative Services administers the selection of architects and engineers, advertises projects for bid, obtains construction bids, executes construction contracts, and manages budgets for construction projects.

For more information regarding the Bureau of Design and Construction, e-mail gs-construction@state.pa.us or call (717) 787-7095.

About the Bureau of Minority and Women Business Opportunities

The Bureau of Minority and Women Business Opportunities (BMWBO) provides the necessary information and inspiration for their customers, the small, women, and minority business owners, to compete for and participate in the state contracting process. The office certifies minority and women businesses based on ownership criteria and teaches these business owners how to pursue the opportunities available through state contracting. The office also administers a statewide contract compliance program which ensures that suppliers and contractors are not discriminatory in any way.

sPhone: (717) 783-3119 | Fax: (717) 787-7052 Pittsburgh Office: (412) 442-5872 | Email: gs-bmwbo@state.pa.us

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, visit us online at:

www.portal.state.pa.us/portal/server.pt/community/green_procurement/ mailto:gs-bmwbo@state.pa.us?subject=Feedback/Question�

COSTARS is the Commonwealth of PA’s cooperative purchasing program managed by the Bureau of Procurement. It encourages a partnership between local public procurement units and state-affiliated entities (together “members”) and the Commonwealth.

Thousands of eligible entities are currently taking advantage of existing Commonwealth contracts. Examples of COSTARS contracts include Furniture, LED Traffic Signals, Office Supplies, Sodium Chloride (road salt), Vehicles, and Voting Systems.

It is estimated that COSTARS members spend more than $400 million per year using Commonwealth contracts and save approximately $80 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.

6th Floor, Forum Place

555 Walnut Street Harrisburg, PA 17101 www.dgs.state.pa.us/costars

Toll-Free Telephone

1 (866) 768-7827

Local Telephone

(717) 346-9009

E-mail:

GS-PACostars@state.pa.us

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

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 new Payable Service Call Center. This Call Center responds to questions related to payment status, registration, invoice processing and much more!

How to Contact PSC

You can reach the Payable Services Call Center toll-free at 1 (877) 435-7363 or locally at (717) 346-2676, or use one of the e-mail addresses below:

Payment related inquiries: RA-PSCPaymentInquire@state.pa.us General supplier requests: RA-PSC_Supplier_Requests@state.pa.us

General customer requests: RA-PSC_Customer_Requests@state.pa.us

The next page provides information relative to the methods of procurement that are to be utilized, by dollar value. It also details the procurement responsibilities for the various agency types within the Commonwealth of Pennsylvania.

mailto:GS-PACostars@state.pa.us�

Supplies

Policy Procure Poli

Executive Agencies

DGS sets policy §301(a) and §311

DGS procures §301(a) except as delegated by DGS §321(i); and §514 and exceptions §301(c)(2)(3) and (4)

DGS sets poli §301(a) and §

Independent Agencies

DGS sets policy §301(a) and §311

DGS procures §301(a) except as delegated by DGS §321(i); and §514 and exceptions §301(c)(2)(3) and (4)

DGS sets poli §301(a) and §

Row Offices Attorney General Auditor General

Treasury

DGS sets policy §301(a) and §311

DGS procures §301(a) except as delegated by DGS §321(i); and §514 and exceptions §301© and (2-5)

Row Office se §301(c)(5)

State Affiliated Agencies

SAE sets policy §301(d)

SAE procures §301(d)

SAE sets polic §301(d)

Procurement Organization and Responsibility

Dollar Threshold Materials Services Con

Up to $5K No Bid / No Documents Agency

No Bid / No Documents Agency

No Bid / No Agency

$5,001-$10K Informal Bid - 3 Quotes Agency

Informal Bid - 3 Quotes Agency

Informal Bid Agency

$10,001-$20K Formal Method Agency

Formal Method Agency

Formal Meth Agency

$20,001-$100K

Formal Method

DGS

$100,001-$250K Formal Meth

DGS $250,001

and above Formal Method DGS / Agency Delegated

Thresholds and The following not-to-exceed thresholds apply for procurements by all Com

Services cy Procure Policy Procure cy §311

DGS procures §301(a) except as delegated by DGS §321

(1) and §514

DGS sets policy §301(a) and §311

DGS procures §301(a) except as dele-gated by DGS §321(1) and §514 and exceptions §301(c)(1) cy §311

Ind. Agency procures §301(b)

DGS sets policy §301(a) and §311

DGS procures §301(a) except as delegated by DGS §321

(1) and §514 ets policy Row Office procures §301(c)(5)

DGS sets policy §301(a) and §311

DGS procures §301(a) except as delegated by DGS §321

(1) and §514 cy SAE procures §301(d)

SAE sets policy §301(d)

SAE procures §301(d)

Construction

Under the Commonwealth Procurement Code nstruction Mfgr Equip Repair, Calibration, Maint & Modification Services

Mfgr Repair Parts / Software Li-cense Agrmnts & Renewals

Documents No Bid / No Documents Agency

No Bid / No Documents Agency d - 3 Quotes hod

Formal Method Agency

Formal Method Agency hod

Formal Method

DGS

Formal Method

DGS

d Delegations monwealth Agencies for which DGS is to act as the purchasing Agency:

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/HRV (Za stvaranje Adobe PDF dokumenata najpogodnijih za visokokvalitetni ispis prije tiskanja koristite ove postavke. Stvoreni PDF dokumenti mogu se otvoriti Acrobat i Adobe Reader 5.0 i kasnijim verzijama.)

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<FEFF005500740069006c0069007a006500200065007300730061007300200063006f006e00660069006700750072006100e700f50065007300200064006500200066006f0072006d00610020006100200063007200690061007200200064006f00630075006d0065006e0074006f0073002000410064006f0062006500200050004400460020006d00610069007300200061006400650071007500610064006f00730020007000610072006100200070007200e9002d0069006d0070007200650073007300f50065007300200064006500200061006c007400610020007100750061006c00690064006100640065002e0020004f007300200064006f00630075006d0065006e0074006f00730020005000440046002000630072006900610064006f007300200070006f00640065006d0020007300650072002000610062006500720074006f007300200063006f006d0020006f0020004100630072006f006200610074002000650020006f002000410064006f00620065002000520065006100640065007200200035002e0030002000650020007600650072007300f50065007300200070006f00730074006500720069006f007200650073002e> /RUM <FEFF005500740069006c0069007a00610163006900200061006300650073007400650020007300650074010300720069002000700065006e007400720075002000610020006300720065006100200064006f00630075006d0065006e00740065002000410064006f006200650020005000440046002000610064006500630076006100740065002000700065006e0074007200750020007400690070010300720069007200650061002000700072006500700072006500730073002000640065002000630061006c006900740061007400650020007300750070006500720069006f006100720103002e002000200044006f00630075006d0065006e00740065006c00650020005000440046002000630072006500610074006500200070006f00740020006600690020006400650073006300680069007300650020006300750020004100630072006f006200610074002c002000410064006f00620065002000520065006100640065007200200035002e00300020015f00690020007600650072007300690075006e0069006c006500200075006c0074006500720069006f006100720065002e> /RUS 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<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> /UKR <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> /ENU (Use these settings to create Adobe PDF documents best suited for high-quality prepress printing. Created PDF documents can be opened with Acrobat and Adobe Reader 5.0 and later.)

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