The Commonwealth's Field Procurement Handbook describes the various purchasing procedures state agencies must follow. Some information you can find includes purchasing thresholds, requirements, exceptions, processes, etc. You can also find additional information on Commonwealth procurement policy by viewing Title 62, the Commonwealth Procurement Code.

To register as a vendor with the Commonwealth of Pennsylvania, go to www.pasupplierportal.state.pa.us. If you need help with the vendor application, contact the SRM Customer Support center at 717-346-2676, 1-877-435-7363, or ra-psc_supplier_requests@pa.gov.

The Commonwealth posts most bid opportunities over $10,000 online at www.emarketplace.state.pa.us and click on "Solicitations". You may also contact Commonwealth Purchasing Agents. After DGS, these individuals make most of the Commonwealth's purchases. They are also the primary source for bid opportunities under $10,000. Find purchasing agents online at www.portal.state.pa.us/portal/server.pt/community/procurement/1271/points_of_contact/258044, or click here for a list of purchasing offices and tips on using them.

The PA Treasury’s Bureau of Contracts and Public Records (BCPR) can answer these questions and more. BCPR maintains and provides information on awarded Commonwealth contracts over $5,000:

• Contract descriptions,
• Previous bidders,
• Pricing breakdowns,
• Issuing agencies,
• Expiration dates
• Copies of winning proposals
• Copies of entire contracts*

Treasury staff can also explain the contracting process and help you determine what business you might be able to do with the Commonwealth.

To view information on current contracts, visit the Contract e-Library at www.patreasury.org/eContracts.html and click on “Search Public Contracts”, or go directly to the online database at http://contracts.patreasury.org. Enter a keyword describing type of contract for which you would like information (e.g. construction, embroidery, catering, etc.), and click the Search button to bring up list of contracts in that area. Select either a Contract Number or View to access basic information on the contract and the link to pull up contract itself.

For copies of contracts awarded before July 1, 2008, send a request under Pennsylvania’s Right To Know aw (RTK) identifying the specific contract to contractinfo@patreasury.org or call the Contracts e-Library staff at 800-252-4700.

All vendors wishing to do business with the Commonwealth as prime contractors must first register through the PA Supplier Portal. You can register online at www.pasupplierportal.state.pa.us. For questions on completing the online application, contact the SRM Customer Support Center at 717-346-2676, 877-435-7363, or ra-srmhelp@pa.gov. You should receive your vendor number about three weeks after submitting your application.

If you have never done business with the Commonwealth and have no idea where to start, attend one of the many, free State Contracting Workshops. Held throughout Pennsylvania, these workshops can help you understand the Commonwealth's procurement process and find contracting opportunities. They also offer a unique opportunity to ask questions. Find workshops scheduled in your area by accessing our online calendar at www.portal.state.pa.us/portal/server.pt/community/events___workshops_calendar/1469.

Yes, the Bureau of Minority & Women Business Opportunities offers free workshops throughout the state. These workshops, Doing Business With The Commonwealth, cover the basics of state contracting, from find contracting opportunities to marketing your business to the Commonwealth's purchasing offices. Access our online calendar to find the next workshop scheduled in your area.

The Commonwealth posts most bid opportunities over $10,000 on the DGS website at www.emarketplace.state.pa.us by clicking on the Solicitations tab. You may also contact Commonwealth Purchasing Agents. After DGS, these individuals make most of the Commonwealth's purchases. They are also the primary source for bid opportunities under $10,000. Find purchasing agents online at www.portal.state.pa.us/portal/server.pt/community/procurement/1271/points_of_contact/258044, or click here to download a list of purchasing offices and tips on using them.

Sometimes. Click on the Soliciations tab at www.emarketplace.state.pa.us and search for a contracting opportunity. Click on the RFP you would like to see, and scroll down to the bottom of the page. You will often find a copy of the RFP in the "Related Solicitations File" section.

For all RFP-related questions, contact the RFP's primary point of contact listed in the RFP or the RFP overview at www.emarketplace.state.pa.us. For all Disadvantaged Business questions, contact BMWBO directly at (717) 783-3119 or gs-bmwbo@pa.gov.

The Commonwealth scores and awards RFPs using a point system. Each aspect of an RFP — such as technical, cost, disadvantaged business participation, etc. — is allotted certain number of points. The total available points and their distribution can vary from RFP to RFP. A proposal will earn points on the various aspects, and the total will determine which proposer will win the contract.

RFP points distribution can vary from RFP to RFP. Please read the individual RFP for details.

See Disadvantaged Business FAQs.

IFBs over $50,000 have certain thresholds that promote MBE and WBE involvement in State contracting. Called Minimum Participation Levels, or MPLs, they require that prime contractors solicit and commit to MBEs and WBEs when submitting bids. If they do not meet MPLs, the Commonwealth may reject their bids as non-responsive.

Though usually a set percentage of the estimated contract value, MPLs can vary from IFB to IFB. Read the IFB Notice to Bidders carefully to determine the MPLs or contact BMWBO at 717-772-0022 or 717-783-1301.

In an IFB, the lowest responsive and responsible bidder wins the contract. "Responsible" means the contractor can reliably do what it has contracted to do; "responsive" means the contractor's bid fulfills the IFB's requirements.

If a contractor meets MPLs, the Commonwealth will consider the bid responsive. If not, the bid can still be responsive if the contractor:

• Meets the minimum solicitation requirements (see answer to following question).
• Initiates all solicitations at least 5 (GSMWBE-16) or 10 (STD-168) business days* before the bid opening date
• Solicits MBEs and WBEs within the work area (GSMWBE-16 only)
• Explains why the bid does not meet MPLs
• Completes and submits the proper solicitation and commitment form

Following the solicitation and commitment form's instructions should ensure a responsive bid.

The Commonwealth will reject bids that have missing or incomplete solicitation or commitment forms. The Commonwealth may also reject bids that do not adequately explain why they do not meet MPLs or minimum solicitation requirements. For more information, please contact BMWBO at 717-772-0022 or 717-783-1301.

When vendors cannot meet MPLs, the Commonwealth will still consider their bids responsible if they solicit a minimum number of MBEs and WBEs. Minimum solicitation levels can vary between construction and non-construction projects. Most construction IFBs require that contractors use form GSMWBE-16 - MBE/WBE Subcontractor and Supplier Certification, Solicitation, and Commitment Form. Non-construction IFBs use Form STD-168 - MBE/WBE Subcontractor and Supplier Solicitation and Commitment Form.

If you have all the necessary materials and plan to do all work in-house, you need not solicit additional subcontractors and suppliers. You must state this in writing, however, either on the solicitation form or a separate letter. Submit the information with your bid. The Commonwealth will reject all bids with missing or blank solicitation forms as non-responsive.

No, when a bid meets all MPLs, the Commonwealth considers the contractor responsive, even when the contractor has not solicited the minimum number of MBEs and WBEs.

If you do not meet MPLs but have met the minimum solicitation requirements, the Commonwealth may still consider your bid responsive. See the answer above for the question, "What exactly does the Commonwealth consider responsive?"

Mark "No Response" on the solicitation and commitment form next to those who do not respond. Even if they do not respond, they will still count toward the minimum solicitation requirements.

No, you may accept a more competitive quote from a non-MBE or WBE. Explain on the commitment form or in a separate letter why you did not commit to the MBE or WBE - e.g. "More competitive quote received" - and attach a copy of the lower quote.

If you cannot solicit enough MBEs or WBEs to fulfill the minimum solicitation requirements:

• Check whether you already meet MPLs*
• Try soliciting MBEs/WBEs located outside the work area
• Consider what other services or supplies might help you fulfill the project's requirements (e.g. transportation, hauling, temporary employees, aPitional contractors, etc.)

If you still cannot meet the minimum solicitation levels, explain why on the commitment and solicitation form or on a separate sheet of paper - e.g. "Not enough available MBEs (and/or WBEs)".

* When you meet the MPLs, the Commonwealth will consider your bid responsive in this area whether or not you meet the minimum solicitation requirements.

If the certified company is coded for both services and supplies, it can count toward MPLs in both the Subcontractor and Supplier categories; however, it can only count as one solicitation toward the minimum solicitation requirements. The Solicitation & Commitment forms do not require a certain number of solicitations, they require solicitations to a certain (or minimum) number of companies. Depending on the type project, that number may be a of 5 MBE and 5 WBE suppliers and/or subcontractors (10 companies in total) or 5 MBE and 5 WBE suppliers and 5 MBE and 5 WBE subcontractors (20 companies in total).

To find DGS-certified MBEs and WBEs, go to www.dgsweb.state.pa.us/mbewbe/VendorSearch.aspx. Click here for more detailed instructions. You can also download a current copy of the code list by clicking here.

ITQ, or the Invitation to Qualify process, pre-qualifies vendors to provide IT services to the Commonwealth. Click here to learn more about ITQ or visit the ITQ website at www.itqrp.state.pa.us/ITQ/ITQ/Default.aspx. You may also contact Don Bauer at 717-705-1631.

No, ITQ is only the first step of a two step process. Pre-qualifying puts you on a list of approved vendors that can offer the Commonwealth IT services.

When an agency needs ITQ-related services, depending on the size of the contract, it may simply select a prequalified vendor or it may issue an RFQ, sending it to all prequalified vendors in the applicable category. With RFQs, the agency evaluates each vendor's proposal, determines which one offers the "best value" (not necessarily the lowest cost), and selects the winning vendor.

No. You can find non-ITQ IT contracts posted on the eMarketplace website at www.emarketplace.state.pa.us.

Visit the ITQ web application on the PA Supplier Portal at www.pasupplierportal.state.pa.us and click on the Bidders tab. You may also find opportunities through eMarketplace at www.emarketplace.state.pa.us or by contacting individual agencies' purchasing offices.

No, only vendors who wish to qualify as prime contractors for IT-related services must prequalify to become ITQ service providers. Through the ITQ contract, Commonwealth agencies deal only with the prime contractor. The prime contractor is responsible for all actions of any subcontractors participating in a project.

If you have not done so already, you must register as a vendor with the Commonealth through the PA Supplier Portal at www.pasupplierportal.state.pa.us. Once you have completed your vendor registration and have a 6-digit vendor ID, you can begin the pre-qualification process by visiting the ITQ application on the Supplier Portal by logging in and clicking on the Bidders tab. If you have problems, contact the ITQ Administator at (717) 787-4719.

Best Value RFPs have certain mandatory requirements that traditional RFPs do not:

• Project Team & Project Management Team Organization Charts
• Project Management Team Resumes
• Prime Contractor & Subcontractor(s) Qualifications Statement
• Completed Subcontractor/Supplier Utilization Form (form included with RFP)
• Workplan & Schedule
• Safety Plan
• QA/QC Plan
• Staffing Plan
• Executed Non-Collusion Affidavit

Additionally, Best Value RFPs do not award bonus points for Enterprise Zone Small Business participation.

For more information on Best Value, and to see a sample Best Value RFP or download Best Value RFP Process Guidelines, please visit Consturction & Public Works at www.portal.state.pa.us/portal/server.pt?open=512&objID=1235&PageID=419414&mode=2.

Not completely. The Commonwealth will continue using IFBs (or ITBs) for smaller (under $5 million), less complex construction projects.

All commitments in a winning bid or proposal are binding. If the prime contractor does not fulfill these commitments, contact BMWBO at 717-346-8104.

All commitments in a winning bid or proposal are binding. When the MBE accepted your proposal, however, he made a commitment, too: to be able to do the job. If the MBE cannot do the job he contracted to do, contact BMWBO at 717-346-8105 or 717-346-3819.

If you have or may have problems maintaining your commitments, contact BMWBO at 717-346-8105 or 717-346-3819.

Yes. Submit a cover letter along with your application asking to have it expedited. BMWBO will only expedite your application if you have an RFP, project, etc., pending. Your letter should include the RFP or project number and the due date. BMWBO must receive the application and expedite request at least three weeks before the project due date. The review process may take longer if the reviewer must request additional information or documentation or conduct an on-site.

Please bear in mind that your company must be certified by the bid or proposal due date for your certification to apply. If your certification is approved after that deadline, your company will not be eligible for MBE or WBE credit on that project.

Certification is a tool, not a guarantee. It enhances MBEs' and WBEs' exposure to State and Local agencies, prime contractors, and the business community. To be successful, a company must market itself, its people, and its services, just as any good business should. Like any tool, unless it is actively used, certification does no good.

• Find potential contracting and subcontracting opportunities online at www.emarketplace.state.pa.us and click on the Solicitations tab.
• Market you business to Commonwealth Purchasing agents in agencies that may need what you sell. You can also download a list of purchasing offices from the BMWBO portal.
• Network with potential prime contractors at pre-bid or preproposal conferences.
• Research already awarded contracts to learn which agencies purchase what you sell, who holds the current contract, and when that contract will expire. You can find such information through the PA Department of Treasury's Bureau of Contracts & Public Records by clicking on Search Public Contracts. The Pennsylvania Contracts e-Library allows a search for basic information on existing contracts.
• Attend a state contracting workshop to learn more about finding and landing State contracts.

Go to www.dgs.state.pa.us/bcabd and click on Forms & Publications . If you have problems accessing the form, please call (717) 772-0022.

Access the Online Quarterly Utilization Report at www.dgsweb.state.pa.us/quarterlyreports. If you have problems accessing the online application, call (717) 772-0022.

Go to www.portal.state.pa.us/portal/server.pt?open=512&objID=1532&mode=2 and scroll down to "Forms for State Contracting" at the bottom of the page.

Go to www.portal.state.pa.us/portal/server.pt?open=512&objID=1532&mode=2 and scroll down to "Forms for State Contracting" at the bottom of the page.

No, contractors use GSMWBE-16 when responding to construction IFBs and the STD-168 when responding to non-constructions IFBs.

See Invitation for Bid FAQs above or contact BMWBO's Supplier Diversity Division at 717-772-0022 or email BMWBO.

The public has a right to know about, view, and copy certain government documents. These documents include:

• Solicitation mailing lists and lists of bidders (contact issuing agency)
• Bid opening records (contact issuing agency)
• Awarded contracts and winning bids and proposals archived with the Bureau of Contracts and Public Records (BCPR) in the PA Department of Treasury by clicking on Search Public Contracts.

For more detailed information, read Chapter 50, Public Access to Procurement Information of the Commonwealth's Procurement Handbook.

Click here to learn more about Right To Know or read through BCPR's Frequently Asked Questions and Contracts Disclaimer.