SPECIAL CONTRACT TERMS AND CONDITIONS 2011-2012 Smithfield.pdf

Department of General Services GSPUR-13B Rev. 2/20/01

SPECIAL CONTRACT TERMS AND CONDITIONS

CONTRACT SCOPE/OVERVIEW: This Invitation to Bid (IFB) CN00035189, formerly legacy contract 9110-05 (identified here and in the other documents as the “Contract”) will cover the requirements of the Commonwealth of Pennsylvania for Anthracite and Bituminous Coal.

CONTRACT TERMS AND CONDITIONS/ORDER OF PRECEDENCE:

Invitation for Bid No. CN00035189 is comprised of the following documents that are incorporated by reference and are listed in order of precedence in the event of a conflict between the documents:

1. These Special Terms and Conditions and any attachments referenced herein;

2. Standard Contract Terms and Conditions for Department of General Services Statewide Contracts for

Supplies - SAP, GSPUR-12E, (Rev 12/17/07) which can be found at http://www.dgsweb.state.pa.us/comod/CurrentForms/GSPUR12E_SAP.doc

3. General Conditions and Instructions to Bidders for Supplies for RFQ-Invitation for Bids, STD-203 (SAP), (1/17/03), which can be found at http://www.dgsweb.state.pa.us/comod/CurrentForms/STD203_SAP.doc

MODIFICATIONS TO STANDARD TERMS AND CONDITIONS:

Updated versions of the Nondiscrimination/Sexual Harassment Clauses (Paragraph 24), Contractor Integrity Provisions (Paragraph 25), and Contractor Responsibility Provisions (Paragraph 26) can be found at the locations indicated below.

The updated clauses found at these links supersede the versions of these clauses found in the Standard Contract Terms and Conditions for Department of General Services Statewide Contracts for Supplies incorporated by reference above.

Nondiscrimination/Sexual Harassment Clause (Contracts) (8/19/2010), which can be found at http://www.dgsweb.state.pa.us/comod/CurrentForms/Nondiscrimination_Contracts.doc

Contractor Integrity Provisions (7/30/2010), which can be found at http://www.dgsweb.state.pa.us/comod/CurrentForms/ContractorIntegrityProvisions.doc

Contractor Responsibility Provisions (4/27/2011), which can be found at http://www.dgsweb.state.pa.us/comod/CurrentForms/ContractorResponsibilityProvisions.doc

RECIPROCAL LIMITATIONS ACT: This procurement is subject to the Reciprocal Limitations Act. Bidders must complete and submit with the Bid Response the State of Manufacture Chart which is contained in Reciprocal Limitations Act Requirements (GSPUR-89), found at http://www.dgsweb.state.pa.us/comod/CurrentForms/GSPUR89.doc . This form is also attached to and made part of this IFB. The completed State of Manufacture Chart should be submitted in the same sealed envelope with the bid response. If the State of Manufacture Chart is not submitted with the bid response, the Bidder shall have three (3) days from the date of notification by the Department to submit the form or their bid may be deemed to be non-responsive.

RIGHT TO KNOW LAW:

a. The Pennsylvania Right-to-Know Law, 65 P.S. §§ 67.101-3104, applies to this Contract.

b. Unless the Contractor provides the Commonwealth, in writing, with the name and contact information of another person, the agency shall notify the Contractor using the Contractor information provided by the Contractor in SRM [or “the legal contact information provided in this Contract”] if the agency needs the Contractor’s assistance in any matter arising out of the Right to Know Law. The Contractor shall notify the agency in writing of any change in the name or the contact information within a reasonable time prior to the change.

c. Upon notification to the Contractor that the Commonwealth has received a request for records under the RTKL, the Contractor shall fully assist the Commonwealth in responding to the request. Such assistance shall include providing the Commonwealth within three (3) days, access to, and copies of, any document or information arising out of the http://www.dgsweb.state.pa.us/comod/CurrentForms/GSPUR12E_SAP.doc� http://www.dgsweb.state.pa.us/comod/CurrentForms/STD203_SAP.doc� http://www.dgsweb.state.pa.us/comod/CurrentForms/Nondiscrimination_Contracts.doc� http://www.dgsweb.state.pa.us/comod/CurrentForms/ContractorIntegrityProvisions.doc� http://www.dgsweb.state.pa.us/comod/CurrentForms/ContractorResponsibilityProvisions.doc� http://www.dgsweb.state.pa.us/comod/CurrentForms/GSPUR89.doc�

Contract in the Contractor’s possession that the Commonwealth deems a Public Record (“Requested Information”) and providing such other assistance as the Commonwealth may request in order to comply with the RTKL. If the Contractor is unable to provide the Requested Information within three (3) days for one of the reasons specified in the RTKL, the Contractor must immediately notify the Commonwealth that it will need up to an additional twenty-five (25) days, and must provide in writing the reason the additional time is needed. If the Contractor fails to provide the Requested Information to the Commonwealth within the period specified in this provision, the failure shall be considered an event of default and the Contractor shall pay, indemnify and hold the Commonwealth harmless for any damages, penalties, detriment or harm that the Commonwealth may incur as a result of the Contractor’s failure. If the Office of Open Records or the Pennsylvania Courts determines that a record in the possession of the Contractor is a public record, liquidated damages of $500 per day will be assessed for each calendar day beyond the date the Contractor was required to provide the record.

d. The Commonwealth’s determination as to whether the Requested Information is a public record is dispositive of the question as between the parties. Contractor agrees not to challenge the Commonwealth’s decision to deem the Requested Information a Public Record. If the Contractor considers the Requested Information to be a Trade Secret or Confidential Proprietary Information, as those terms are defined by the RTKL, the Contractor will immediately notify the Commonwealth, and will provide a written statement signed by a representative of the Contractor explaining why the requested material is exempt from public disclosure under the RTKL within five (5) days. If, upon review of the Contractor’s written statement, the Commonwealth still decides to provide the Requested Information, Contractor will not challenge or in any way hold liable the Commonwealth for such a decision.

e. The Commonwealth will reimburse the Contractor for any costs associated with complying with this provision only to the extent allowed under the fee schedule established by the Office of Open Records or as otherwise provided by the RTKL if the fee schedule is inapplicable.

f. Contractor agrees to abide by any decision to release a record to the public made by the Office of Open Records, or by the Pennsylvania Courts. The Contractor agrees to waive all rights or remedies that may be available to it as a result of the Commonwealth’s disclosure of Requested Information pursuant to the RTKL. Contractor’s duties relating to the RTKL are continuing duties that survive the expiration of this Contract and shall continue as long as the Contractor has Requested Information in its possession

TERM OF CONTRACT: The Contract shall commence on the Effective Date which shall be no earlier than January 1, 2012 and expire on June 30, 2012.

OPTION TO EXTEND: The Department of General Services reserves the right, upon notice to the Contractor, to extend the Contract or any part of the Contract for up to three (3) months upon the same terms and conditions. This will be utilized to prevent a lapse in Contract coverage and only for the time necessary, up to three (3) months, to enter into a new contract.

OPTION TO RENEW: For the award of the initial six month base contract period, the contract(s) or any part of the contract(s) may be renewed for four (4) additional one (1) year terms by mutual agreement between the Commonwealth and the Contractor(s). If the contract(s) is/are renewed, the same terms and conditions shall apply. A price adjustment for the renewal year will be based on the Bureau of Labor Statistics data series PCU2121112121113 (Bituminous coal and lignite shipped from surface mining operations) for bituminous coal and PCU2121132121133 (Anthracite mining) for anthracite coal or their replacement series. The price adjustment up or down will be based on the February (previous year) to February (current year) index values.

(Example: Contract year 2006 – 2007 supplier wishes to renew for the contract year 2007 – 2008 for bituminous coal.

February, 2007 bituminous coal index 117.8 and February, 2008 index 132.1. Percentage change (132.1 -117.8)/(117.8) = 12.1% price increase).

OPTION FOR SEPARATE COMPETITIVE BIDDING PROCEDURE: The Department of General Services reserves the right to purchase supplies covered under this Contract through a separate competitive bidding procedure, whenever the department deems it to be in the best interest of the Commonwealth. The right will generally be exercised only when a specific need for a large quantity of the supply exists or the price offered is significantly lower than the Contract price.

ADDRESS OF PURCHASE ORDER: Commonwealth agencies may issue purchase orders against this Contract for supplies required by the agencies (using agencies). Please state below where the Purchase Orders should be sent (name, address, city, state, zip code).

Company Name:

Mailing Address:

City, State, Zip Code:

Contact person:

Telephone Number:

Emergency Phone:

E-mail Address:

BIDDING: The bid price is the delivered price per ton of the specified coal to a particular facility. The bid price shall include all transportation, delivery, handling charges, overhead, profit, etc.

AWARD: Award will then be made to the responsive and responsible bidder with the lowest offered price for the contract period.

COMMITMENT LETTERS: Contractors must submit, with their bid or no later than three (3) business days after notification from the Department of General Services of an award, commitment letter(s) from the operator of the breaker and/or mine of each source that the contractor intends to utilize. The letter(s) must include at minimum the names(s) of the operators of the breaker and/or mine, the permit number(s) for the breaker and/or mine, the tonnage commitment by the Commonwealth facility to be supplied, a statement in the letter that the material supplied will meet PCID 1069 specifications for each awarded facility, and the signature of an officer of the company operating the breaker and/or mine. Sample letter attached.

Failure to provide commitment letter(s) may result in disqualification. If an awarded contractor’s source of supply changes during the contract period it is the responsibility of the contractor to notify the Bureau of Procurement within ten

(10) calendar days prior to the change. Failure to provide this notification may result in termination.

SPECIFICATIONS: The selected contractor(s) is required to furnish coal in accordance with the attached current Pennsylvania Commercial Item Description (PCID) 1069, dated June 17, 2011.

The Commonwealth will not update this PCID during the contract period, except by mutual agreement between the Commonwealth and the awarded supplier. Specifications for new coal burning new facilities may be added to the current PCID at anytime. By agreeing to contract renewals, contractors agree to the updated version of the PCID.

The current version of the PCID is also available on the DGS website, www.dgs.state.pa.us/procurement.

COAL SAMPLE AND TESTING:

a. Agencies will take and submit samples following the current Management Directive 620.1 Coal Sampling and Reporting, dated October 4, 2005. The Management Directive is available upon request.

b. Coal Testing shall be conducted by an independent laboratory as outlined in DGS Legacy Contract 9110-04, Coal Laboratory Testing.

c. For each sampling period, Commonwealth facilities are to collect a composite sample to be split into 4 representative samples. Samples A, B, and C shall be sent to the Commonwealth’s contracted coal testing laboratory. Sample D shall be retained by the facility for a period of sixty days.

d. Sample A shall be tested to verify that the coal provided meets all requirements outlined in PCID 1069.

If Sample A fails to meet the specification for any specific property. Samples B and C shall be tested.

Pass/Fail of any specification property shall be based on the average result of Samples A, B, and C.

e. Analysis of coal samples done in accordance with the methods of the American Society for Testing and Materials (ASTM), unless otherwise noted.

http://www.dgs.state.pa.us/procurement�

f. The DGS Bureau of Procurement Quality Assurance Division shall interpret the test results. Their conclusions are final and binding on the parties hereto.

g. If a submitted sample fails to meet the specification, the failure is recorded against the contractor for the specific facility affected.

h. If the coal fails to work efficiently with the fuel burning equipment and/or the load conditions at the facility, even though the coal meets the specification, the Commonwealth reserves the right to cancel the contract for that facility. An Engineering appraisal must substantiate such a cancellation.

i. Quality deficiencies shall be charged in accordance with the “Quality Deficiency” clause below.

QUALITY DEFICIENCY: Coal shall be sampled and tested per the Coal Sample and Testing provisions of this contract.

Failure to meet the coal quality requirements as defined in PCID 1069, Coal, Anthracite and Bituminous shall result in the assignment of points per deficiency as defined below. Awarded contractors shall receive a Quality Deficiency Report for each instance a sample fails to meet the quality requirements as defined in PCID 1069.

Upon accumulation of forty (40) points for an awarded institution, it shall be the awarded contractor’s responsibility to provide a plan to correct the quality deficiencies for which they have been charged within 10 calendar days after notification by the DGS Bureau of Procurement, Quality Assurance Division. Failure to submit this plan may result in the termination of the contractor’s contract.

Upon the accumulation of hundred (100) points per contractor, per institution, the Commonwealth reserves the right to terminate all or a portion of the awarded contractor’s contract at any time as failing to meet the prescribed coal quality specifications.

In the case that a particular sample fails to meet specification for multiple test parameters, deficiency points will be assigned for the highest rated defect. For example, if a sample fails for both Ash – Dry Basis (40 points) and Moisture (5 points) the sample will be assigned 40 deficiency points.

A +1% tolerance is placed on the undersize maximum specifications for anthracite coal listed on PCID 1069. This tolerance is provided to account for sizing variations that occur due to production methods and product degradation during storage and shipping. Contractors shall target their production for the stated maximum undersize percentages listed on PCID 1069. The Commonwealth reserves the right to remove the +1% tolerance if environmental issues or facility operational needs dictate or if rampant undersize related coal quality issues occur.

Number of Points Incurred for Specification Failure Testing Parameter Anthracite Bituminous Sulfur Max. Dry Basis 40 40 Ash Max. - Dry Basis 40 40 Btu/lb. Min. - Dry Basis 40 40 Volatiles - Dry Basis - 10 AST Min. - 10 Free Swelling Index - 10 Undersize Maximum 15 - Oversize & Undersize Total Max. 15 - Moisture Max. 5 5 Excessive Debris in Shipment 5 5 Miscellaneous* 5 5

*Miscellaneous specification requirements will be defined on a facility by facility basis at time of bid based on specific needs.

CONTRACTOR CHALLENGE: Contractors may initiate a challenge for samples that fail to meet the requirements of PCID 1069. If the contractor does not agree with the test results from the Commonwealth’s contracted testing laboratory, the contractor must notify DGS, Quality Assurance Division in writing within five (5) business days by fax or e-mail. The contractor and the Commonwealth will mutually agree on an independent laboratory to conduct testing on Sample D, retained by the facility. The laboratory test must consist of an initial test as defined in Management Directive

620.1. The facility will ship Sample D to the agreed upon laboratory. The results for Sample D shall be averaged with the results for Samples A, B, and C. If the average of the four samples meets the requirements of PCID 1069, the deficiency points assessed for the challenged specification failure shall be removed. The results from the independent laboratory are final and binding. The cost of the additional testing is the responsibility of the contractor.

CERTIFICATION: The Contractor must provide certification for each truckload. If certification is not present at time of delivery or the certification indicates that the coal from a particular truckload does not meet the specifications outlined in PCID 1069, the facility shall refuse acceptance of shipment. The owner or operator shall supply one of the following at time of delivery:

a. A fuel analysis of the BTU value, moisture, ash, and sulfur content (% by weight), conducted on a representative sample of each shipment received.

b. Written certification from the contractor, signed by a responsible official, which certifies the aforementioned fuel characteristics for each shipment delivered to the facility.

Note: The Contractor shall conduct coal sampling and analysis with sufficient frequency to assure that the coal supplied meets the Commonwealth’s specifications.

REGULATORY ACTION: If a fine resulting from the receipt and/or use of coal that is not in compliance with the specification set forth in PCID 1069 is imposed on a using Agency, the awarded contractor shall be responsible for payment of such fine only if the coal:

1. was certified upon delivery by the awarded contractor as adhering the specifications of PCID 1069;

2. was accepted as such by a facility of a using Agency of the Commonwealth in reliance on the awarded contractor’s certification; and

3. was later determined by testing to not be in compliance with the specifications.

INVOICES: The invoice for each shipment shall identify the operator(s) of the breaker and/or mine and the permit number(s) for the breaker and/or mine. Contractors will invoice based on the valid weigh masters certificate or the net weight of the check weight location, whichever is less.

PRICE CHANGE:

a. If, as a result of legislation, rule-making, rate-making, or any related act of a legislative or regulatory body subsequent to bid opening, the Contractor’s cost of supplying coal increases, the Contractor may request a change in price by furnishing the Chief Procurement Officer (CPO), Department of General Services with sufficient documentation showing the direct effect on the Contractor’s cost. Price adjustments for the aforementioned reasons will not occur more than once a month after the bid opening date.

No adjustment in price is effective until approved by the Chief Procurement Officer. If an increase is unacceptable to the Commonwealth, the item(s) will be removed from the Contractor’s contract/purchase order.

b. Between the months of August through June, the Department of General Services shall review the cost for transportation on a monthly basis and adjust the contractor’s bid price as outlined below.

The base price for diesel fuel is calculated as follows, using the Oil Price Information Service (OPIS) PADD 1 Report, Biodiesel Averages in Key Cities.

Base Price (cts/gal ULSD/B2) = (Harrisburg Avg + Philadelphia Avg + Pittsburgh Avg)/3

The established base price for ULSD/B2 fuel is $3.3940 per gallon as calculated using the OPIS report dated April 11, 2011. A price change is calculated by comparing this base price to the weekly Oil Price Information Service (OPIS) PADD 1 Report, Biodiesel Averages in Key Cities, market average, calculated in the same manner as above using the OPIS report described above. The total price per ton of coal will be adjusted by the difference between the base price and the monthly market average. If the monthly average is greater than the base, an upward price change shall be issued. If the monthly average is less than the base, a downward price change shall be issued. If the variation between the base price and the monthly market average is less than $.25 per gallon of the base price, no price change shall be issued.

A price change shall be effective the first Tuesday of each month. Should the first Tuesday of the month fall on a Commonwealth holiday the price change shall be effective the next business day. A change notice to the contract shall be issued to incorporate the price change.

(Example Calculation: Base ULSD/B2 diesel fuel price is $2.800 per gallon. Monthly market average ULS/B2 diesel price is $3.200 per gallon. Monthly market average price is equal to or greater than Base Price plus $.25.

Bid price of coal is $100.00 per ton. (Bid price $100.00 per ton) + (Monthly market price ULS $3.2000/gal. – Base ULS price $2.800/gal.) = $100.00 per ton + $.40 = $100.40 per ton adjusted price.)

Beginning in May 2010, all diesel fuel sold in Pennsylvania is required to be biodiesel, initially 98% ULS diesel and 2% biodiesel, otherwise known as B2. This percentage concentration of biodiesel required in PA will increase, as required by law, as certain production thresholds are met. For the purposes of this price adjustment, the OPIS average price for the minimum biodiesel concentration required by law at the time of adjustment shall be compared to the established base price.

PURCHASE ORDERS/DELIVERY SCHEDULES:

No blanket orders are authorized against this contract. Purchase orders issued against this contract represent a firm order commitment and are to establish a set delivery schedule, i.e. number of truckloads per day or per week. Materials ordered are to be delivered within 30 days of receipt of a purchase order in accordance with the schedule specified on the order. Reasonable adjustments to order quantities due to weather changes or equipment problems are permitted but shall be done so in writing via a change to the purchase order.

DELIVERIES:

a. Deliveries shall be F.O.B. Using Agency location. Delivery schedules are set by each facility as instructed on their purchase order.

b. Contractors are strongly encouraged to inspect the unloading and storage facilities at the various using agency locations to determine the unloading equipment requirements. It is each contractor’s responsibility to verify delivery location requirements.

c. If it is determined that a vehicle owned or leased by the Contractor was operated on a public highway carrying a weight in excess of the registered gross or axle weight limits established in Chapter 49, of the Motor Vehicle Code, the Commonwealth is not liable for payment for the amount of material equal to the excess over the registered gross and/or axle weight limits. The Contractor may elect to deliver the excess material to the Using Agency without charge or to retain the material in the vehicle.

d. The truck must use a waterproof cover to protect the coal.

e. No fraternization allowed with prison inmates at any time. Truck driver must remain with vehicle at all times.

f. Drain trucks of water prior to deliveries.

g. Each coal shipment shall be free of any foreign material.

h. Two Weigh Slips must accompany each delivery (one from source and one from check weigh location). If the weigh scales are computerized provide the facility with the computerized weigh slips.

i. If at the time of delivery, the facility representative finds the aforementioned delivery requirements or other contract requirements are not met, the representative may refuse the shipment.

WEIGHTS:

a. If available, the contractor will utilize on-site scales for check weighing. For facilities not equipped with on-site scales, the contractor is responsible to check weigh deliveries at an independent scale location not to exceed a 25 mile radius from the facility. The Commonwealth reserves the right to have truck deliveries check-weighed on a “SPOT CHECK” basis.

NOTE: The contractor is responsible for all check-weigh fees.

b. The Weigh Master Certificate must conform to the requirements of Pennsylvania Code Title 70. The Commonwealth reserves the right to determine a source’s weighing capability. Scales must have current certificate from the Department of Agriculture showing the scale is within acceptable tolerances.

c. Contractors, delivering coal to locations with requirements for less than 3 tons, may request an exemption from the requirement that an unaltered mine or colliery weigh master certificate accompany each load.

d. The Commonwealth reserves the right to supervise the weighing of each and every load of coal at the point of origin.

e. Water Allowance for Anthracite Coal – The weigh master certificate shall also show a water allowance, calculated using the percentages shown in Table I. The water allowance round off to the nearest 100 pounds.

TABLE I

WATER ALLOWANCE

SIZE (% of net weight)

Egg 2-7/16” x 3- ¼” 0.75% Stove 1-5/8”x 2-7/16” 1.00% Chestnut 13/16” x 1-5/8” 1.50% Pea 9/16 x 13/16 2.00% Buckwheat No. 1 5/16” x 9/16” 3.00% Buckwheat No. 2 (Rice) 3/16” x 5/16” 4.00% Buckwheat No. 3 (Barley) 3/32” x 3/16” 5.00% Buckwheat No.4 3/64” x 3/32” 6.00%

An example of how the water allowance is computed is given below for Barley coal:

Colliery Weight Check-

Slip Weight Slip

Gross Weight 62,500 62,300 Tare Weight -21,300 -21,000 Net Weight 41,200 41,300 Water Allowance (5% of Net) -2,100(*) Adjusted Net Weight 39,100

(*) The calculated water allowance of 2,060 pounds was rounded off to the nearest 100 pounds, as allowed.

NOTE: The water allowance will be applied to the lower net weight of the “Colliery Weight Slip” or

“Check – Weight Slip”. Payment is based on the lower of the two net weights minus the water allowance.

REPORTING REQURIEMENTS: Suppliers are required to provide a monthly report to the contracting officer of the tons delivered to each of their awarded facilities. The report must be in MICROSOFT EXCEL format and contain the following data elements at minimum: facility name, facility address, type of coal delivered, separate line for each delivery, tons delivered and month the coal was delivered. The report is due fifteen (15) calendar days after the last date of the reporting month. If the date for filing the report falls on a weekend or a national or state holiday the report is due the next business day. Example: The report for January is due February 15.

Failure to file timely delivery reports may result in the termination of a contractor’s contract.

MID-TERM MEETING: A mandatory meeting between Commonwealth personnel and all awarded contractors will be held during the December/January period of the Contract at the DGS Bureau of Procurement offices. The scheduling of this meeting shall occur after award based on the availability of the awarded contractors.

INVOICING:

A. Submitting Invoices: Contractors must submit one complete original invoice to the “Bill To” address on the Purchase Order and include the following items

a. Mandatory Items

i. Supplier Name and Address

ii. Purchase Order Number

iii. Invoice Date

iv. Invoice Number

v. Invoice Quantity: (Note: It is very helpful if invoice reflect quantities per delivery and delivery date for each line item on the invoice. Grouping multiple deliveries on an invoice requires the Commonwealth to determine which Goods Receipt (GR) in our system match the appropriate invoice. This can cause delays and in some cases more information requested in order to make determination.)

vi. Invoice Gross/Total Amount (Items should be listed by unit price and extended price and grand total due for all items on the invoice.

b. Preferred Items

i. SAP Vendor Number

ii. Delivery Date

iii. Purchase Order Line Item Number reference on invoice line items

iv. Beginning and End Dates of services covered by the invoice (For Services Only)

B. Decimals and Rounding: Decimal Places for delivery ticket quantities and invoice quantities must be limited to two places (hundredths). If the third digit is 5 or greater, round to the next highest hundredth digit place. If the third digit is less than 5, round to the next lowest hundredth digit place.

C. Rejection of Invoices: The Commonwealth may reject invoices that contain incomplete information, inaccurate information, are for materials or services outside of the purchase order validity period, or are believed to be duplicates. Invoice rejections will be communicated to the vendor by letter indicating the reason for rejection and corrective actions needed. Suppliers can prevent delays in payment due to rejections by ensuring all invoicing information is complete accurate and submitted timely after delivery of service or materials.

D. Corrected Invoices: If a corrected invoice is required as a result of a rejection or for other reasons, it is important for timely processing that the following guidelines be followed:

a. The corrected invoice should be stamped with “Corrected Invoice” in a manner that makes it clearly visible without covering other information.

b. The corrected invoice number should be labeled as such. The original invoice number being replaced should also be clearly designated. Both invoice numbers are required to avoid delays in payment.

c. A concise description of the reason for the correction should be placed on the invoice if possible.

The description can be on a separate attachment if necessary, but is not preferred.

E. Duplicate Invoices: Suppliers should only submit original invoices once as described above. Multiple submissions of the same invoice will not result in faster payment. To the contrary, duplicate invoice submission will result in a delay due to increased research needed to resolve. If you have doubts that your invoice was received, please use the contact information below to verify if resubmission is needed prior to sending.

F. Contact Information for Invoicing:

a. For invoice status inquiries, suppliers may check payment status of submitted invoices by accessing the Comptroller Office website at www.comptrolleroperations.state.pa.us. Select Vendor Resources from the navigation links on the left.

b. For other invoice questions, use the website address above, however select Payable Services Call Center from the navigation links on the left.

c. For questions regarding your purchase order or contract, please contact the “Purchasing Agent” listed on your purchase order or contract.

INQUIRIES: Direct all questions concerning this Invitation to Bid to:

George Landis Commodity Specialist Department of General Services Bureau of Procurement 555 Walnut Street, 6th Floor Forum Place Harrisburg, PA 17101-1914

(717) 346-2679 E-mail: gelandis@state.pa.us http://www.comptrolleroperations.state.pa.us/�