Procurement Informational Resources for Agencies
How do I make a purchase when a state contract is not in place?
Answer: When a state contract is not in place for the product or service you require, agencies are required to follow the policy set forth in General Letter #71.
I cannot determine if the product I need is covered under an existing state contract. What should I do?
Answer: Contact DAS Procurement Contracting Staff at 860-713-5095. Assistance will be providing in identifying the right contract to use or determination made as to if a new contract is needed.
An emergency situation has developed in my agency and public safety is impacted. I do not have time to solicit bids for the services I need to purchase to address the emergency, what can I do?
Answer: In real emergency situations that threaten public health, public safety or extraordinary circumstances that couldn’t have been foreseen or guarded against, DAS has the authority to waive the competitive process when a state contract isn’t available for your use. This waiver is administered through a process that’s called a “Standardization Transaction”.
How do I request a new contract from DAS?
Answer: State agencies should use the Core-CT system to request contracts from DAS. Using e-Pro in Core-CT, the DAS-Bid Requisition is the online requisition form to initiate the competitive solicitation process through the DAS/Procurement Division. Non-Core-CT agencies may send DAS an email with all of your requirements. If we receive your requirements and the DAS staff will create the DAS-Bid Requistion to initiate the competitive process.
How long does the process take once I submit my request for a contract to DAS?
The timeframe varies, depending upon the scope of the contract, complexity of the contract and how well the needs are documented. For non-information technology goods or services, generally, the bid process from reviewing the request, posting the bid, evaluating the submissions and awarding a contract takes about six (6) weeks.
For more complex, solution-based procurements, the Request for Proposal (RFP) process is used and the process could take 1-3 months .
For Information Technology projects the timeframe is lengthier and is usually accomplished in an 8-12 month timeframe depending upon how well the scope of work is developed and how long negotiations take.
There are many factors that can impact these timelines. A general rule of thumb is to contact DAS Procurement as soon as you are contemplating a procurement so we can get involved early-on in the planning and more effectively meet your business needs in a timely manner.
I’m having a vendor performance issue with a company on a DAS contract, how should I handle this?
Answer: Agencies should communicate with the appropriate DAS Contract Specialist when vendor performance issues arise during the course of a contract. To start this communication process and for documentation purposes, agencies should access the Vendor Performance System using a BizNet password to inform DAS staff and vendor’s Staff of the issue. DAS will work with the agency and vendor to resolve the issues. The System can also be used to commend a vendor for exemplary service.
How should I handle market research when I am unsure of specifically what solutions are available?
Some examples are -
- Issue a Request for Information (RFI) with a general statement of need and post the document on the State Contracting Portal to get your request out to a broad audience.
- Use the web as a research tool. Google searches provide vast information about products and services.
- Ask DAS Procurement Contracting Staff to assist in the research. DAS has various market research tools and subscriptions available to them and stay connected with our peers in other states to network on common topics.
Do pre-bid meeting sign-in sheets needs to be shared with the public if requested?
Answer: Yes. A sign-in sheet (i.e. in the case of a pre-bid meeting), is a public document that should be shared if requested through a Freedom of Information (FOI) request.
When purchasing items using a p-card do I need to use state contracts?
Answer: Yes, the p-card is simply a convenient payment tool. All procurement laws, regulations and policies must be followed when using a p-card.