The Repository of State Practices (RoSP) is a database of state procurement statutes, regulations, and policies. NASPO’s Research and Innovation team continually update the RoSP. Best Value Procurement best-value-procurement rosp_category State authority to conduct best value procurement (BVP) raw Pennsylvania Procurement Manual. Part I Chapter 49. p. 1
B. Definitions
1. Best Value. The process of selecting the offer which provides the greatest value to the Agency based on evaluating and comparing all pertinent factors,including price,so that the overall combination that best meets the Agency’s needs is selected.Factors to consider include,but are not limited to: product performance,maintenance costs,life cycle costs,trade in value,warranty,quality, durability,past contractor performance, training,discounts,support and service,suitability for a particular purpose,and environmental considerations
https://www.dgs.pa.gov/Documents/Procurement%20Forms/Handbook/Pt1/Pt%20I%20Ch%2049%20Best%20Value%20and%20Return%20on%20Investment.pdf Public Link: Bid Protest bid-protest rosp_category Statutory, regulatory, and procedural guidance for bid protests raw PA ST 62 Pa.C.S.A. § 1711.1
(a) Right to protest.–A bidder or offeror, a prospective bidder or offeror or a prospective contractor that is aggrieved in connection with the solicitation or award of a contract, except as provided in section 521 (relating to cancellation of invitations for bids or requests for proposals), may protest to the head of the purchasing agency in writing.
(b) Filing of protest.–If the protestant is a bidder or offeror or a prospective contractor, the protest shall be filed with the head of the purchasing agency within seven days after the aggrieved bidder or offeror or prospective contractor knew or should have known of the facts giving rise to the protest except that in no event may a protest be filed later than seven days after the date the contract was awarded. If the protestant is a prospective bidder or offeror, a protest shall be filed with the head of the purchasing agency prior to the bid opening time or the proposal receipt date. If a bidder or offeror, a prospective bidder or offeror or a prospective contractor fails to file a protest or files an untimely protest, the bidder or offeror, the prospective bidder or offeror or the prospective contractor shall be deemed to have waived its right to protest the solicitation or award of the contract in any forum. Untimely filed protests shall be disregarded by the purchasing agency.
(c) Contents of protest.–A protest shall state all grounds upon which the protestant asserts the solicitation or award of the contract was improper. The protestant may submit with the protest any documents or information it deems relevant to the protest.
(d) Response and reply.–Within 15 days of receipt of a protest, the contracting officer may submit to the head of the purchasing agency and the protestant a response to the protest, including any documents or information he deems relevant to the protest. The protestant may file a reply to the response within ten days of the date of the response.
(e) Evaluation of protest.–The head of the purchasing agency or his designee shall review the protest and any response or reply and may request and review such additional documents or information he deems necessary to render a decision and may, at his sole discretion, conduct a hearing. The head of the purchasing agency or his designee shall provide to the protestant and the contracting officer a reasonable opportunity to review and address any additional documents or information deemed necessary by the head of the purchasing agency or his designee to render a decision.
(f) Determination.–Upon completing an evaluation of the protest in accordance with subsection (e), the head of the purchasing agency or his designee shall issue a written determination stating the reasons for the decision. The determination shall be issued within 60 days of the receipt of the protest unless extended by consent of the head of the purchasing agency or his designee and the protestant. The determination shall be the final order of the purchasing agency. If the head of the purchasing agency or his designee determines that the solicitation or award of the contract was contrary to law, he may enter an order authorized by section 1711.2 (relating to solicitations or awards contrary to law).
(g) Appeal.–Within 15 days of the mailing date of a final determination denying a protest, a protestant may file an appeal with Commonwealth Court. Issues not raised by the protestant before the purchasing agency are deemed waived and may not be raised before the court.
(h) Record of determination.–The record of determination for review by the court shall consist of the solicitation or award; the contract, if any; the protest; any response or reply; any additional documents or information considered by the head of the purchasing agency or his designee; the hearing transcript and exhibits, if any; and the final determination.
(i) Standard of review.–The court shall hear the appeal, without a jury, on the record of determination certified by the purchasing agency. The court shall affirm the determination of the purchasing agency unless it finds from the record that the determination is arbitrary and capricious, an abuse of discretion or is contrary to law.
(j) Remedy.–If the determination is not affirmed, the court may enter any order authorized by 42 Pa.C.S. § 706 (relating to disposition of appeals), provided that, if the court determines that the solicitation or award of a contract is contrary to law, then the remedy the court shall order is limited to canceling the solicitation or award and declaring void any resulting contract.
(k) Stay of procurement during pendency of protest.–In the event a protest is filed timely under this section and until the time has elapsed for the protestant to file an appeal with Commonwealth Court, the purchasing agency shall not proceed further with the solicitation or with the award of the contract unless and until the head of the purchasing agency, after consultation with the head of the using agency, makes a written determination that the protest is clearly without merit or that award of the contract without delay is necessary to protect substantial interests of the Commonwealth.
(l) Applicability.–This section shall be the exclusive procedure for protesting a solicitation or award of a contract by a bidder or offeror a prospective bidder or offeror, or a prospective contractor that is aggrieved in connection with the solicitation or award of a contract. The provisions of 2 Pa.C.S. (relating to administrative law and procedure) shall not apply to this section.
https://www.legis.state.pa.us/cfdocs/legis/LI/consCheck.cfm Public Link: Statutory Guidance Bid Responsiveness bid-responsiveness rosp_category Statutory, regulatory, and procedural guidance for bid responsiveness raw PA ST 62 Pa.C.S.A. § 103
“Responsive proposal.” A proposal which conforms in all material respects to the requirements and criteria in the request for proposals.
https://www.legis.state.pa.us/cfdocs/legis/LI/consCheck.cfm Public Link: Yes Bidder Responsibility bidder-responsibility rosp_category Statutory, regulatory, and procedural guidance for bidder responsibility raw PA ST 62 Pa.C.S.A. § 103
“Responsible bidder.” A bidder that has submitted a responsive bid and that possesses the capability to fully perform the contract requirements in all respects and the integrity and reliability to assure good faith performance.
https://www.legis.state.pa.us/cfdocs/legis/LI/consCheck.cfm Public Link: Yes Contract Claim contract-claim rosp_category Statutory, regulatory, and procedural guidance for contract claims before a specialized body raw PA ST 62 Pa.C.S.A. § 1724
(a) Exclusive jurisdiction.–The board shall have exclusive jurisdiction to arbitrate claims arising from all of the following:
(1) A contract entered into by a Commonwealth agency in accordance with this part and filed with the board in accordance with section 1712.1 (relating to contract controversies).
(2) A written agreement executed by a Commonwealth agency and the Office of Attorney General in which the parties expressly agree to utilize the board to arbitrate disputes arising from the agreement.
(3) Unless otherwise provided by law, a contract entered into by a Commonwealth agency involving real property interests in which the Commonwealth agency is the respondent.
https://www.legis.state.pa.us/cfdocs/legis/LI/consCheck.cfm Public Link: Statutory Guidance Contract Claim Appeal contract-claim-appeal rosp_category Statutory, regulatory, and procedural guidance for contract claim appeals before a specialized body raw PA ST 62 Pa.C.S.A. § 1725(f)
(f) Appeals.–Within 30 days of a final order being entered, a party may file an appeal with Commonwealth Court in accordance with 42 Pa.C.S. § 763 (relating to direct appeals from government agencies).
https://www.legis.state.pa.us/cfdocs/legis/LI/consCheck.cfm Public Link: Statutory Guidance Evaluation Committees evaluation-committees rosp_category The rules concerning the size and composition of evaluation committees for formal solicitations raw PA ST 62 Pa.C.S.A. § 513(e); Pennsylvania Procurement Manual. Part I Chapter 06. p. 9
A Commonwealth agency shall invite its comptroller to participate in the evaluation as a nonvoting member of any evaluation committee. No individual who has been employed by an offeror within the preceding two years may participate in the evaluation of proposals. ;
Evaluation Committee.
a. The evaluation committee should be composed of a minimum of three (five or seven is recommended) Commonwealth employees who possess technical and managerial expertise in the appropriate field. Normally the evaluation committee should be chaired by the Issuing Officer, who should be a non-voting member of the committee. An agency should highly consider including individuals from other agencies who possess expertise in a product or service being procured to serve on the evaluation committee as a voting or non-voting member. An agency is required to invite its comptroller to participate as a non-voting committee member.
https://www.dgs.pa.gov/Documents/Procurement%20Forms/Handbook/Pt1/Pt%20I%20Ch%2006%20Methods%20of%20Awarding%20Contracts.pdf Public Link 2: https://www.legis.state.pa.us/cfdocs/legis/LI/consCheck.cfm Public Link 1: The agency comptroller must be a non-voting member of an evaluation team; minimum of 3 members (5-7 recommended) who are state employees with appropriate technical or managerial expertise; chaired by the soliciting procurement official Goods and Services Procurement goods-and-services-procurement rosp_category State entity with the statutory authority and oversight for the purchasing of goods and services raw PA ST 62 Pa.C.S.A. § 301
(a) General organization.–Formulation of procurement policy governing the procurement, management, control and disposal of supplies, services and construction for executive and independent agencies shall be the responsibility of the department as provided for in Subchapter B (relating to procurement policy). The procurement and supervision of the procurement of supplies, services and construction for executive agencies and those independent agencies for which the department acts as purchasing agency shall be the responsibility of the department as provided for in Subchapter C (relating to powers and duties of department).
(b) Application to independent agencies.–Except as otherwise specifically provided by law and this section, independent agencies shall use the department as their purchasing agency for the procurement of supplies or construction. Independent agencies shall have the authority to procure their own services. However, when any independent agency acts as its own purchasing agency, it shall use the procedures provided in this part for any procurement of supplies, services or construction.
(c) Exceptions for executive and independent agencies.–The following supplies, services and construction need not be procured through the department, nor shall the procurement policy be established by the department, but shall nevertheless be procured by the appropriate purchasing agency, subject to the requirements of this part:
(1) Bridge, highway, dam, airport (except vertical construction), railroad or other heavy or specialized construction, including:
(i) The construction of facilities and improvements by the Department of Conservation and Natural Resources in State parks and State forests.
(ii) Construction activities, excluding buildings, solely within the expertise of the Department of Environmental Protection, including, but not limited to, mine reclamation, oil and gas well plugging, waste site remediation, flood control and stream rehabilitation.
(iii) Owner-controlled insurance programs for bridge, highway, dam, airport, railroad or other heavy or specialized construction.
(2) Works of art, historic objects and documents for acquisition and public exhibition.
(3) Published books, maps, periodicals, technical pamphlets, compact discs, video and audio reproductions, subscriptions and professional memberships.
(4) Perishable food stuffs.
(5) The procurement of services, the renting of machinery and equipment and the licensing of specialized computer software by the Office of Attorney General, the Department of the Auditor General and the Treasury Department.
(d) Application to State-affiliated entities.–State-affiliated entities may formulate their own procurement policy governing the procurement, management, control and disposal of supplies, services and construction and may act as their own purchasing agency for the procurement of supplies, services and construction, but they are required to use the procedures provided in this part for such procurement.
https://www.legis.state.pa.us/cfdocs/legis/LI/consCheck.cfm Public Link: Central Procurement Office Multistep Competitive Sealed Bidding multistep-competitive-sealed-bidding rosp_category State authority to conduct multistep competitive sealed bidding raw PA ST 62 Pa.C.S.A. § 512(h)
(h) Multistep sealed bidding.–When it is considered impractical to prepare initially a procurement description to support an award based on price, an invitation for bids may be issued requesting the submission of unpriced bids, to be followed by an invitation for bids requesting priced bids from responsible bidders of the first solicitation.
https://www.legis.state.pa.us/cfdocs/legis/LI/consCheck.cfm Public Link: Full Authorization Procurement Website procurement-website rosp_category Official state procurement website for public raw https://www.dgs.pa.gov/Materials-Services-Procurement/Pages/default.aspx Public Link: Public Notice public-notice rosp_category The required time between the issuance of a formal solicitation and the scheduled opening of bids or proposals raw Pennsylvania Procurement Manual. Part I Chapter 49. p. 11
Public Notice. The purchasing agency shall give public notice of RFPs in the same manner used for the competitive sealed bidding method. The Issuing Office must provide potential offerors with sufficient time to prepare their proposals. Normally, no fewer than 30 calendar days should be allowed for submission of proposals.
https://www.dgs.pa.gov/Documents/Procurement%20Forms/Handbook/Pt1/Pt%20I%20Ch%2006%20Methods%20of%20Awarding%20Contracts.pdf Public Link 1: 30 Days State Procurement Manual state-procurement-manual rosp_category Official state procurement manual available to public raw https://www.dgs.pa.gov/Materials-Services-Procurement/Procurement-Handbook/Pages/default.aspx Public Link: State Statutes and Regulations state-statutes-and-regulations rosp_category State databases of statutes and regulations raw https://www.legis.state.pa.us/cfdocs/legis/LI/Public/index.cfm Resource Public Link 1: Resource 1: Title 62 Pa.C.S.A. Procurement https://www.pacodeandbulletin.gov/ Resource Public Link 2: Resource 2: Title 4. AdministrationPart III. Department of General Services State-Wide Contracts state-wide-contracts rosp_category Awarded contracts as provided by each state raw http://www.emarketplace.state.pa.us/BidContracts.aspx State-Wide Contracts Link: Supplier Registration supplier-registration rosp_category Information for suppliers as provided by each state raw https://pasupplierportal.state.pa.us/irj/portal/anonymous Supplier Registration Link: Technology Procurement technology-procurement rosp_category State entity with the statutory authority and oversight for the purchasing of technology raw PA ST 62 Pa.C.S.A. § 301 State Central Procurement Office