Vendor Guide

Vendor Guide

 

VENDOR GUIDE

Goal: To support the needs of our customers by procuring quality goods and services at the best value for the taxpayers dollar.

 

Procurement Services personnel strive to ensure that all businesses have an equitable opportunity to compete for the Wyoming Department of Transportation procurement opportunities.

 

WYDOT hereby notifies all bidders that minority business enterprises will be afforded full opportunity to submit bids in response to bid invitations and will not be discriminated against on the grounds of race, color, sex, creed or national origin.

 

This guide seeks to encourage, direct and assist bidders in doing business with WYDOT and also to help foster understanding of WYDOT's Procurement Services system and aid bidders in becoming more active participants.

 

WYDOT Procurement Services is responsible for acquiring all materials, supplies, equipment, printing, services and construction for all branches of WYDOT throughout the State of Wyoming, with the exception of highway and bridge construction and consulting services.

 

Disclaimer

 

This guide is not intended to be a complete description of the regulations, rules, policies and procedures governing the procurement process nor does it replace, supersede or interpret the terms and conditions of any bid. Notwithstanding anything contained in this guide, bidders must strictly adhere to the instructions, conditions of bidding, specifications and contract terms and conditions set forth in each individual bid solicitation to which they respond.

 

Methods of Procurement

 

Verbal Quotations (Up to $5,000):

 

Verbal quotations are limited to the purchase of materials, supplies, equipment, printing, services, and construction within prescribed limits for normal day to day operations.

 

Written Quotations ($5,000 to $25,000):

 

Written quotations are limited to the purchase of materials, supplies, equipment, printing, services, and construction within prescribed limits for normal day to day operations.

 

Bids and RFP’s ($25,000 and above):

 

Competitive sealed bids for materials, supplies, equipment, printing, services or construction shall be made by competitive sealed bidding when the configuration or performance specifications are sufficiently designed to permit award based on the lowest evaluated price as determined in accordance with objective measurable criteria set forth in the invitation for bids, and when available sources, the time and place of performance, and other conditions are appropriate for using competitive sealed bidding.   

 

Requests for proposals (RFPs) may be used when configuration or performance specifications cannot be clearly defined; the Department has designed a need and requests the bidders to propose the best method for accomplishing it; cost is only one criteria in determining award or other factors as the Procurement Services manager deems appropriate.

 

Bid packages are prepared and advertised on WYDOT’s website and WYDOT’s third party bid house, Public Purchase at www.publicpurchase.com . Bidder’s registered with Public Purchase may download any WYDOT Procurement Services bids.

 

Bids or RFP’s are publicly opened at the time and date specified. Openings are held at the Wyoming Department of Transportation, 5300 Bishop Blvd., Building No. 6189, Cheyenne, Wyoming, 82009-3340. Bids must be received BEFORE the scheduled opening time. No bids will be accepted after that time.

 

Bid information is publicly available at the time of the bid opening. RFP information is restricted and not publicly available until after the award is made.

 

After bids are opened, the results are tabulated and analyzed. After consultation with and concurrence from the requesting party, and any required approvals are obtained, the award is made and a purchase order or a service contract is issued.

 

In the case of construction awards or certain service contracts, the successful bidder must furnish any required forms (insurance, workers compensation, bonds, etc.) as specified in the bid package prior to issuance of a contract.

 

All bid packages contain the name of the assigned buyer. Questions regarding a bid should be addressed to the attention of the assigned buyer.

 

Who Gets the Contract

 

Bids are awarded to the responsible, responsive bidder whose bid meets specifications; terms and conditions of the bid; and provides the lowest price.

 

WYDOT reserves the right to reject any or all bids, waive any informalities or technical defects in the bids, and unless otherwise specified by WYDOT, to accept any item or groups of items in the bid, as may be in the best interest of WYDOT.

 

Acquisition Methods

 

Purchase Order - This method is used for the procurement of most commodities and services. This form is used when only one payment is to be made upon completion of delivery of the commodities or services. Partial payments may be allowed as provided by contract.

 

Purchase Contract - This method is used for the procurement of commodities and services on an as needed basis for a pre-determined period of time (usually for a period of one year) .

 

Agreement - This method is most generally used in contracting for services where payments may be in the form of progress payments or prearranged periodic payments.  

 

Getting on the Bid List

 

WYDOT’s Procurement Services Program is in partnership with Public Purchase, a web based eProcurement service. This eProcurement system provides registered vendor’s with automatic notification of WYDOT Procurement Services bids for vendor selected commodities and services based on classification codes. (WYDOT does not guarantee electronic notification of bids.  Bidders shall be responsible for monitoring the site and downloading any bids of interest.)

In addition WYDOT Procurement Services bids will be advertised on WYDOT’s web page www.dot.state.wy.us  under Business with WYDOT, Procurement Services, Bidding Opportunities; as well as posted on the Public Purchase web site for WYDOT bids. Bids may be obtained by registering with Public Purchase. This registration is a two-step process.

1.  Create an account by registering your organization with Public Purchase at no cost.  If you
have already registered please go to step 2, otherwise you can register by going to their website
at http://www.publicpurchase.com . Under “Free Registration” click on “Go to Register”.  This will link you to the Public Purchase vendor registration site where you should follow the instructions provided on the screen.  Your registration will be submitted to Public Purchase for activation and review, and then your account will be created. This process usually takes about 24 hours.
 

2.  Link your Public Purchase account to WYDOT.  When your registration with Public Purchase is complete and activated you will receive a confirmation email from Public Purchase.  Using the link provided in the email, log in using your username and password, then click on the “Tools” tab on the top right hand side of the screen. Type in “Wyoming Department of Transportation” and click on “Search” then click “Register with Agency” on the right hand side of Wyoming Department of Transportation. WYDOT requires you to complete five (5) tasks in this part of the registration process:
 

1. You will be prompted to read and either accept or decline our Disclaimer;
2. You will be prompted to read and either accept or decline our Standard Terms and Conditions;
3. You will need to complete our Bidder’s Application;
4. You will need to complete the form W109, Request for Taxpayer Identification Number & Certification; and
5. You will need to select the NIGP commodity code(s) that relate to your business so you can receive email notifications of future bid opportunities that match the code(s) you select.
 

These tasks will be automated if you follow the process outlined above.  It is your responsibility to keep the information up-to-date, particularly contact information and email addresses.  Public Purchase provides government agencies and their vendors with a comprehensive and easy to use web-based eProcurement system.  The Public Purchase eProcurement system is designed exclusively for use by government agencies and their vendors and is compliant with all Federal and State regulations, which set forth the required procedures for government agency purchasing.
 

If you have any problems with this process please contact Public Purchase at: support@publicpurchase.com , or call (801) 932-7000, or you may use the “live chat” option in the upper left hand corner.

 

Business Relations and Appointments

 

We realize it is essential to develop good relationships with our suppliers so our policy is to give all vendors full, fair, prompt, and courteous hearings. Every effort will be made to accommodate vendors who arrive unannounced, appointments are preferred. Procurement Services personnel operate under substantial workloads and prior appointments will help assure full consideration will be given to any presentation or discussion and further assure no conflict with prior commitments or bid openings.

 

Tax Responsibility

 

Direct purchases of commodities by WYDOT are exempt from Wyoming sales or use tax. However, in construction, remodeling, or improvements to real property, the Contractor is considered the consumer and is responsible for payment of Wyoming sales or use tax.

 

Resident Bidder Preferences

 

Title 16 of Wyoming Statutes provide for percentage preferences for public works and commodities contracts for Wyoming resident bidders. Reference: W.S. 16-6-101 through 16-6-108. (Printing - W.S. 16-6-301).

 

Expenditures or contracts involving Federal Funds are subject to Federal Rules and Regulations. Under these conditions, a percentage differential will not be allowed.

 

Bonding Requirements

 

In the procurement of construction, bidders shall provide a bond or other form of guarantee satisfactory to WYDOT as hereafter provided:

 

Bid Bond - A bid bond is a guarantee that the conditions as specified on the bid proposal will be honored by the successful bidder until the contract agreement or purchase order form is signed. A bid bond guarantee may be in the form of bond, cashier' s check, certified check, or bank money order assigned to WYDOT. 

 

Performance Bond - A performance bond (contractors bond or surety bond) is a legal written obligation or guarantee pledging surety for financial loss caused by default of the contractor. It is for the performance and completion of the terms of the contract as well as to assure payment of taxes, licenses, penalties or assessments associated with the contract. Performance bonds must be provided on WYDOT forms and shall meet statutory requirements as to form and execution.   

 

Information for the Vendor

 

Contract Agreement

 

WYDOT does not sign standard contract forms or agree to alternate terms and conditions which may be used by vendors. The bid with the vendor's signature affixed thereto, shall constitute an offer to sell to WYDOT under the terms and conditions contained therein. The delivery of a purchase order or contract award with the valid signature of the WYDOT Procurement Services Manager constitutes acceptance of the offer to sell and consummates the binding contractual agreement.

 

Any Correspondence Concerning Bid Invitations

 

Any questions concerning the Invitation to Bid, Request for Quotation, Request for Proposal should be directed to the buyer whose name and telephone number are listed on the document. The person corresponding should specify the bid, quotation or proposal number, the opening date, etc.

 

Modifications or Withdrawal of Bids

 

A bid may be altered or withdrawn through Public Purchase prior to the time and date of opening.  Bids withdrawn after the bid opening may eliminate the bidder from the active bidder's list for a minimum of one year.

 

Late Bids

 

Bids must be received in the office of the Procurement Services Manager on or before the time and date specified. Bids received after the time specified will not be considered and will be returned to the bidder unopened.

 

It is the bidder's sole responsibility to ensure that his or her bid is received as a sealed document by the WYDOT Procurement Services Office no later than the official bid opening date and time.  

 

Payment for Purchases

 

The WYDOT Procurement Services program is responsible only for the contracting of needed goods and services for WYDOT. It is the responsibility of the ordering agency, when upon receiving and approving merchandise or services, to initiate as quickly as possible the necessary paperwork to insure prompt payment to the vendor.