Contracts

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Procurement 101
Revised 101905
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DAS Purchasing Statutes

• DAS
• Connecticut General Statutes Title 4a
• Chapter 57, DAS programs responsibilities
• Chapter 58, purchases printing
• Chapter 58a, prequalification evaluation of
  contractors

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DOIT Purchasing Statutes

• DOIT
• Connecticut General Statutes Title 4d, 2, 5 8
• Chapter 61, State Information
  Tele-communications Systems Management
  Contracts, Educational Technology

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Special Purchasing Statutes

• Special statutes
• Cooperative Purchasing Plans
• Set-aside
• EPP (Environmentally Preferable Purchasing)
• Preference legislation

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Purchase Request

• Is product/service on current DAS or DOIT State
  Contract or Master Agreement?
• If no contract/agreement exists
• Make purchase with General Letter 71 authority

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General Letter 71

• General Letter 71
• lt 2500 - no quotes needed
• gt 2500 up to 10,000 3 written quotes
• gt 10,000 up to 50,000 delegated authority
  that requires bid to be posted on State
  Contracting Portal
• gt 50,000 submit DAS SP-10 or DOIT 10

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Bid/RFP Process

• Bid process
• Specification driven
• Advertised
• Sealed bid public bid opening
• Awarded to lowest, qualified, responsible bidder
• No ability to negotiate

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Bid/RFP Process

• RFP process
• Problem statement
• Seeking best overall solution
• Advertised, sealed response

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Bid/RFP Process

• RFP process
• Permits other criteria for award besides low bid
• Utilize evaluation teams group scoring of RFP
• Negotiation permitted

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Bid/RFP Boilerplate

• Standard terms conditions
• Special terms conditions
• Product/service specifications
• Proposal pricing pages

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Bid/RFP Package

• Other bid documents as required
• Prevailing wage rates
• DOL - Wage Workplace Standards (Gary Pechie at
  860/263-6376 or gary.pechie_at_po.state.ct.us)
• Standard wage rates
• Affidavit forms
• CHRO forms
• EPP requirements
• SBE/MBE requirements
• Pre-Qualification language

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SBE/MBE Requirements

• SBE/MBE bid/RFP clause options
• Full
• Partial
• 2nd Tier
• Special Bid Provision

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SBE/MBE Annual Reporting Requirements

• Reporting requirements
• Annual goals calculation
• Quarterly reporting package
• Goal achievement by agency

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EPP Requirements

• EPP - What is it?
• products, services or practices that have a
  lesser or reduced negative affect on human health
  and the environment when compared to competing
  products, services or practices that serve the
  same function.

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EPP Requirements

• EPP evaluates product lifecycle (or
  cost-effectiveness)
• taking into consideration the raw materials
  acquisition, production, manufacturing,
  packaging, distribution, reuse, operation,
  maintenance or disposal aspects of the product

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EPP Requirements

• Statutory requirements that support EPP
• CGS 4a-67h Designating, Tracking and Monitoring
  the use of EPP products and services
• CGS 4a-67f Purchase of 30 post-consumer waste
  recycled content papers
• CGS 4a-67a Purchase of products with recycled
  content in accordance with EPA Comprehensive
  Procurement Guidelines

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Contractor Pre-Qualification Program

• What is the Contractor Prequalification Program?
  (C.G.S 4a-100)
• Requires all contractors bidding on vertical,
  building construction projects estimated to cost
  500,000 or more and are funded in whole or in
  part with state funds be prequalified by DAS

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Contractor Pre-Qualification Program

• Changes the definition of lowest responsible
  bidder to include lowest responsible prequalified
  bidder
• Awarding authority must indicate in bid
  announcement what prequalification
  classifications are being sought

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Contractor Pre-Qualification Program

• What must a responsible bid contain?
• Prequalification certificate that includes
• Company information
• Prequalification classifications
• Issuance expiration dates
• Aggregate work capacity single limit
• Licenses the company holds

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Contractor Pre-Qualification Program

• Update Bid Statement that includes
• Listing of companys currently bonded projects
  and projects completed since prequalification
• Any significant financial or organizational
  changes to the company

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Evaluation/Award Process

• Bid evaluation
• Lowest responsible, qualified bidder
• RFP evaluation
• Evaluation team
• Evaluation criteria
• Scoring
• Negotiation

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Contracts

• Types of contracts
• Spot, Term
• Overall award,Multiple award
• Contract usage
• Limited to specific agency
• All state agencies
• State agencies municipalities, schools, not
  for profit organizations

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Affidavits

• Basis for need P.A. 04-245
• Affidavit requirements
• Bid/RFP gift affidavit SP-8
• Consulting affidavit SP-13
• Affirmation of Ethics
• Contract gift affidavit SP-40
• Annual renewal

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Protests Appeals

• Most common complaints
• Bid specifications were restrictive
• Winning bidder was not low bidder
• Winning bidder not qualified
• State did not adhere to its own terms
  conditions
• Informal meeting
• Can sometimes diffuse situation

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Sole Source Purchases

• Waiver of bid requirement
• Emergency conditions
• Unforeseen contingencies
• Special market conditions
• Sole source
• Compatibility with existing equipment
• Standardization Transactions
• CGS 4a-58 Standardization Committee

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P-Card Program

• MasterCard credit card use wherever MasterCard
  is accepted
• Small purchase transactions lt1000
• Can be customized with spending limits controls
• Purchase transactions can be monitored online

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Executive Order No. 3

• What does it do?
• Establishes the State Contracting Portal as a
  single place for posting bid opportunities
• Encourages active recruitment participation of
  CT small/minority businesses in state contracting
  process
• Development of a procurement manual

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Executive Order No. 3

• Why does Connecticut need this?
• Promotes open government transparent
• Provides a single source for procurement
  information 24/7
• Saves on copying, faxing, advertising paper
  costs
• Increases bidder interest in supplying
  competitive bids

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State Contracting Portal

• How does it work?
• Suppliers register for bid notices by commodity
• Agencies post bids by commodity (minimum 5
  working days)
• Suppliers notified by email
• Suppliers link to documents on Internet
• Suppliers download and submit bid

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State Contracting Portal

• Advantages of using SCP
• You control the bid posting information
• Reduces copying/mailing expenses
• Fewer calls and FOI requests

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State Contracting Portal

• Advantages of using SCP
• New sources and increased competition
• Suppliers self register for bid notices
• Suppliers automatically notified by email when a
  bid is posted or modified

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State Contracting Portal

• Which bids am I required to post?
• Bid documents that are posted on your agency
  website
• All sealed and/or advertised bids gt50,000
  (non-executive branch agencies)
• Bid posting required by DAS purchasing
  delegations
• gt 10,000 up to 50,000

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State Contracting Portal

• What do I need to do?
• Obtain an account password
• Obtain Adobe Version 6.0 or above
• Make certain your current vendors are registered
  for bid notification

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Sample Email
Connecticut Procurement Notice Unit Washington,
Town of, Selectman's Office Bid NumberChurch
Street Improvements 8-11-2005Post DateJul 25,
2005 Close DateAug 18, 2005 Linkhttp//www.das.s
tate.ct.us/purchase/agency_bid_docs/ChurchStreetIm
provements.pdf SummaryAddendum 1 New Bid
Closing Date 8/18/2005 - 400 p.m. Bids will be
open at Board of Selectmen's Meeting at 430
p.m.Sealed bids for the reconstruction of Church
Street in New Preston are invited for drainage
work, reclaim and repave portions of New Preston
Hill Road, Hinckley Road, and Church Street
develop parking, replace sidewalk and install
fire-protection cistern as indicated on contract
drawings and specifications prepared by Stuart
Somers,Co. LLC. Commodity0040
ContactRichard C. Sears, First Selectman
Emailkathy.gollow_at_washingtonct.org
Phone[phone] Fax[phone] Web
Sitehttp//www.washingtonct.org To Maintain Your
Registration visithttp//www.das.state.ct.us/Pur
chase/Register/ This e-mail provided as a
service of DAS Procurement Services.Visit the DAS
Procurement Services Web Page often at
http//www.das.state.ct.us/Busopp.asp
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Surplus Property Program

• State/Federal Property Distribution
• CGS 4a-4 4a-57a
• Sale or disposal of surplus state property
• Obtain account from PDC to list surplus property
  and/or to view online available surplus property

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Surplus Property Program

• Week 1 available free to state agencies only
• Week 2 available free state agencies and for
  purchase by municipalities
• Week 3 4 contracted auctioneer removes all
  items deemed to have a sale value

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Surplus Property Program

• If no interest, available for donation to not for
  profits
• If no interest, property scrapped (agency
  responsible for disposal)

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Ethics

• Office of State Ethics Citizens Ethics
  Advisory Board (P.A.05-183)
• State Employees Public Officials
• Lobbyists
• Contractors
• Conflicts of interest, nepotism, gifts, financial
  disclosure, outside employment as a state
  employee, post-state employment, etc.

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Procurement Contacts

• Carol Wilson, Procurement Director,
  carol.wilson_at_ct.gov or 860/713-5093
• Carlos Velez, Procurement Program Manager,
  carlos.velez_at_ct.gov or 860/713-5257
• Tony Deluca, Procurement Program Manager,
  tony.deluca_at_ct.gov or 860713-5070
• Meg Yetishefsky, Manager, Supplier Diversity
  Program, meg.yetishefsky_at_ct.gov or 860/713-5228
• Barbara Moser, Environmental Purchasing Advisor,
  barbara.moser_at_ct.gov or 860/713-5081

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