Agency Tips for Establishing or Using State Contracts
- When requesting a new contract, specific to your agency, initially consult with the DAS Contract Specialist about your needs. They will discuss with you what they need in terms of description of goods or services, scope of work, etc., and will discuss timelines for the procurement. Follow-up with a Core-CT Requisition type of “DAS-Bid” and attach your specifications, etc. The Core-CT requisition is the trigger e-document for DAS to start the competitive process on behalf of your agency.
- Through the State Contracting Portal, keep track of the contracts DAS administered on behalf of your agency and their expiration date. Six months prior to contract expiration, provide the DAS/Contract Specialist with communication and/or specifications of upcoming purchasing needs (and estimated quantities if possible) to ensure contracts adequately cover needs. Verbal communication is great to establish the need, but follow-up with a Core-CT Requisition Type of DAS-Bid so needs are documented and the new contract is initiated by DAS.
- If the products on contract are inventory items, please clearly indicate this. This will ensure that DAS/Contracting staff can work to ensure these inventory items get populated in the Core catalog which feeds the inventory system in Core-CT.
- Throughout the contract term, communicate with DAS/Contract Specialist with feedback on Vendor Performance, business needs, contract gaps, and important purchasing needs for your organization (this will help DAS in establishing contracts with products and terms that meet your needs, and will also enable us to assist in performance issues or possible contract breach issues).
- Understand that the Procurement process is heavily prescribed by state laws, and what may appear to be bureaucracy is part of the purchasing policies and laws that ensure that all state purchases are open, honest, fair and accessible to all.
- Always follow the “Communications with Vendors” Guidelines attached.
- Always review the contract terms and conditions before making a purchase, many services are built into the contract prices; deviations from this could negatively impact cost savings.
- When in doubt, call DAS/Contract Specialist and ask questions. DAS/Procurement Staff are trained experts in public procurement and the contracting process. DAS Main Phone # 860-713-5095.