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Vendor Guide

VENDOR GUIDE to PROCUREMENT

This guide, including some frequently asked questions, has been prepared to assist you in understanding the basic procedures of centralized purchasing at the Pennsylvania Turnpike Commission.

BASIC PROCEDURES

The Strategic Sourcing and Asset Management Department (SSAM) is responsible for procuring all commodities and maintenance & repair services required by the Pennsylvania Turnpike Commission (PTC). The Strategic Sourcing and Asset Management Department is located in the Administration Building, 700 South Eisenhower Boulevard, Middletown, PA 17057. Purchasing contact with other departments within the PTC must be made through SSAM Buyers.

Does the PA Turnpike Commission utilize State Contracts?

The PA Turnpike Commission’s Strategic Sourcing Department purchases commodities and routine services based either on a competitive bidding process or by “piggybacking” an existing contract issued by the Department of General Services of the Commonwealth of Pennsylvania (DGS). If you are interested in being awarded a contract issued by DGS, you must contact DGS directly. We recommend that you visit the State of Pennsylvania’s website at www.pa.gov to learn more about doing business with the Commonwealth.

What are the Commission’s bidding procedures?

Purchases for $10,000.00 or less do not have to be bid, although, the Buyer may elect to send out a bid solicitation through an informal bid process (email, phone). Rather, the Buyer may rely on experience to confirm pricing with a previously used vendor of the needed material or service and simply send a Purchase Order to that vendor.

For purchases between $10,000.01 and $50,000.00, a formal bidding process is used where paper bid solicitations are sent via U.S.P.S. mail that includes specific instructions for completion and submission of the bid.

If the expected purchase is over $50,000.00, the formal bidding process will include an advertisement. The advertisement will be on the Bid Notices page. If you are interested in business of this nature, please visit the site regularly.

Does the PA Turnpike Commission ever require bonding?

Bid Surety: All bid proposals in excess of $100,000.00 must be accompanied by a Bid Bond not less than 10% of the bid price. In lieu of a Bond, the guaranty may be in the form of a Bank Cashier’s or Treasurer’s Check or a Depositor’s Check certified by the bank of deposit.

Performance Guaranty: Security in the amount of 100% of the bid may be required from the successful bidder(s) in the form of a Certified Check, Bank Cashier’s Check or Treasurer’s Check drawn to the order of the Pennsylvania Turnpike Commission or, preferably, a Performance bond with corporate surety and acceptable to the PTC.

Payment Bond: For contracts and agreements involving construction in excess of $100,000, a payment bond in the amount of 100% of the bid may be required from the successful bidder(s) in the form of a Certified Check, Bank Cashier’s Check or Treasurer’s Check drawn to the order of the Pennsylvania Turnpike Commission or, preferably, a Payment bond with corporate surety and acceptable to the PTC.


BID DOCUMENTS

Bid proposal Forms and Conditions may be obtained, free of charge, by calling the Bid Clerk, Purchasing Dept., 717-831-7288 or e-mail request (with complete company name and mailing address) to Purchasing@paturnpike.com.

Please note: Some Bid proposal Forms and Conditions are available for download on the Bid Notices page.

Why don’t I receive bids? I’m on your mailing list.

Our vendor mailing list consists of approximately 6,000 capable vendors. Obviously every vendor registered cannot be solicited each time; therefore, we choose vendors that have supplied us satisfactorily in the past in addition to others randomly selected. Contacting the PTC buyer listed for your particular commodity and promoting your company’s products and services will enhance your opportunities to participate.

I heard that a certain item was out for bid, but I don’t see the bid listed on your website?

The only bid notifications posted on the PTC website are those we call Advertised Sealed Bids, which are estimated to be in excess of $50,000. If you are interested in receiving documents for any PA Turnpike Commission bid, please contact the Strategic Sourcing Department at 717-831-7288.

Can I use the internet to bid?

The PA Turnpike Commission does not currently support on-line bidding. While this feature may be added at a later date, all bidders are asked to request and submit paper bids.


BID SUBMITTAL

All bid quotations must be returned in a sealed envelope addressed exactly as shown below. Failure to address envelope properly and include bid number and due date on face of envelope will be deemed sufficient reason for rejection of quotation.

quotation label

For Overnight or Express Delivery of bid documents, quotation must be sealed in a separate envelope addressed exactly as shown above. The sealed quotation may then be sent to:

Pennsylvania Turnpike Commission
700 South Eisenhower Boulevard
Middletown, PA 17057

Please note that use of U.S. Mail, FedEx, UPS, or other delivery method does not guarantee delivery to the Strategic Sourcing Department of the PA Turnpike Commission by the announced bid opening time. All bidders should allow sufficient delivery time to ensure timely receipt of their bids. Bids received after the designated time shall be considered "Received Too Late For Consideration" and will be returned.

Can we hand deliver our bid response?

Hand delivered bid responses will be accepted during normal business hours in the Strategic Sourcing Department at the PA Turnpike Central Administration Building, 700 S. Eisenhower Blvd, Middletown, PA 17057. All bids must be received and time-stamped in the Purchasing Department prior to the bid opening time to be accepted.

Can you extend the bid opening time for me?

The bid opening date and time may only be changed with sufficient cause as determined by the Buyer. If the Buyer wishes to extend a bid opening date or time, an addendum will be issued to all potential bidders. Exceptions cannot be made for individual bidders.

All bids must be received and time-stamped in the Strategic Sourcing Department located at 700 S. Eisenhower Blvd., Middletown, PA, no later than the assigned bid opening time, or they will be refused and returned.

Can I respond by fax to a sealed bid?

The Pennsylvania Turnpike does not accept faxed bid responses to formal sealed bids. The Procurement Code mandates that all bids be sealed from view prior to the bid opening date and time. Failure to submit a bid in a sealed, properly marked envelope shall be considered sufficient reason for rejection of proposal.

Are bid openings open to the public?

Bids are publicly opened and read aloud by the Strategic Sourcing Department on the date and time specified on the Bid Documents.


BID RESULTS / TABULATIONS

Can I call you for the results of the bid?

The PTC Strategic Sourcing Department does not have sufficient staff to process telephone requests for bid results. All requests for information must be made on-line or via mail as described below.

How can I find out if a bid has been awarded?

When submitting a quotation, bidders are welcome to enclose a stamped self-addressed envelope. If an envelope is provided, the tabulations will be mailed out ONLY after evaluation and official award has been made.

Any other requests for bid results or details of previous purchases or contracts are considered a request for public records under the Right-to-Know Law (RTKL), Act 3 of 2008 and shall comply with the Commission’s policies, process and procedures for requesting such records. RTKL requests may be submitted via the online RTKL request form.

Are bid results listed on your website?

Bid tabulations for our larger Advertised Sealed Bids are posted on the Bid Notices page ONLY after official award has been made.


REGISTRATION / VENDOR LIST

In order to sell commodities or services to the PTC you must first apply to be placed on our Vendor List.

How do I get on the Turnpike Vendor List?

The preferred method of application is via our Online Vendor Registration. Complete the application form and click submit. Vendors should check only those category classifications that they can responsibly supply at a competitive price.

Your application will be reviewed and you will be notified after you have been added to our Vendor List. You may also contact the corresponding buyer with specific questions that you may have about the commodity or service that you wish to furnish.

Vendors on the Approved Vendor List may be contacted when the PTC needs the item they provide. Vendors may be removed from the List after three (3) solicitations in any form are unanswered. A bid returned marked "No bid" is considered a reply. Vendors may also be removed from the List due to unsatisfactory performance, unethical practices, or other negative experiences.

Where can I get a blank W9 or ACH Enrollment Form?

Please complete the Form W-9, Request for Taxpayer Identification Number and Certification to provide your tax identification number.

Please complete the ACH Enrollment Form if you are interested in receiving payments via electronic banking.

Where do I submit my completed W-9 or ACH Enrollment forms?

By E-mail:
Vendor_Master_Records@paturnpike.com

By Fax:
(717) 831-7296

By Mail:
Pennsylvania Turnpike Commission
Attn: Finance and Accounting Department
PO Box 67676
Harrisburg, PA 17106

Do I have to have a federal and state ID tax or can I use my social security number?

Because the Pennsylvania Turnpike Commission is required to file an information return with the IRS, we must obtain your correct taxpayer identification number (TIN) to report amounts paid to you.

The TIN provided must match the name given.

For individuals, this is generally your social security number (SSN). If you are a sole proprietor and you have an EIN, you may enter either your SSN or EIN. However, the IRS prefers that you use your SSN.

If you are a single-member LLC that is disregarded as an entity separate from its owner, enter the owner’s SSN (or EIN, if the owner has one). Do not enter the disregarded entity’s EIN. If the LLC is classified as a corporation or partnership, enter the entity’s EIN.

My organization previously registered to be a business partner with PennDOT. Am I required to register separately with Turnpike Commission?

Yes. The Commission maintains an independent Bidder’s List, and a separate application must be submitted.

How do I update my contact information?

Any changes to a vendor’s address, phone number or product line should be communicated to the PTC through the online Vendor Registration. Please put your current PTC Vendor Number in the field at the top of the registration form so we know it is an update of an existing record.

How does the Pennsylvania Turnpike Commission define a Diverse Business?

A Diverse Business is a disadvantaged business, minority-owned or women-owned business or service-disabled veteran-owned or veteran-owned small business that has been certified by a third-party certifying organization

Third-party Certifying Organization – An organization that certifies a small business, minority-owned business, women-owned business or veteran-owned small business as a diverse business. The term includes: (1) the National Minority Supplier Development Council; (2) the Women’s Business Development Enterprise National Council; (3) the Small Business Administration; (4) The Department of Veteran Affairs; (5) the Pennsylvania Unified Certification Program.

SECTION 4107.2 OF THE PENNSYLVANIA CRIMES CODE MAKES IT A FELONY OF THE THIRD DEGREE FOR A PERSON TO OBTAIN OR RETAIN CERTIFICATION FRAUDULENTLY, OR TO MAKE A WILLFUL FALSE STATEMENT (ORAL OR WRITTEN) FOR THE PURPOSE OF INFLUENCING A CERTIFICATION DECISION.


OTHER

How do I contact the Strategic Sourcing (Purchasing) Department?

For questions about specific bids, purchase orders or categories, please see our Buyer listing. Please contact the buyer for your category, bid or purchase order.

Strategic Sourcing (Purchasing) Department FAX number: 717-986-9678

General questions – 717-831-7125

Who makes the decisions as to what brand of product the turnpike will use?

Some items require compatibility with current inventory or installations. Under these circumstances, we normally include the phrase “NO SUBSTITUTE”. All other instances, the brand is used as a guideline for evaluation purposes and “or equal” products are considered.

How do I find information on PA Turnpike Commission Construction Projects?

The Pennsylvania Turnpike’s Electronic Bidding System (EBS) contains information related to construction contracts for the PTC such as project advertisement, listing of planholders, unofficial bid results and bid tabulations. Registered business partners are also able to search for projects based on status, download all bid documents, drawings and specifications, and submit the entire bid package over the internet to a physically and electronically secure location.

PTC contracts involving roadway and bridge work require prime contractors to be prequalified by the Pennsylvania Department of Transportation. For facility-related contracts or other miscellaneous items, prime contractors may be required to obtain a special prequalification by the PTC or may be required to submit Commission-provided qualification forms with their bid. The specifications for each project identify the prequalification or qualification requirements.

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