A VENDOR'S GUIDE TO NEVADA STATE PURCHASING
Thousands of suppliers have learned that doing business with the State of Nevada is good business. The State of Nevada Purchasing Division purchases over $500 million in goods, equipment and services annually. More than 3,000 types of commodities are represented in these purchases.
We hope you are interested in being a supplier to the State of Nevada. To assist you, we provide the following information.
The State subscribes to the principles, standards and guidelines for Ethical Purchasing Practices advocated by the Institute of Supply Management. Through these principles, we subscribe to honesty and truth in buying and selling. Our policy prohibits employees from receiving any gift, gratuity or premium in connection with any purchasing or contracting activity.
Prospective vendors are advised to review Nevada's ethical standards requirements, including but not limited to, NRS 281A, which can be found on the Nevada Legislature's website. Your cooperation in respecting this commitment is appreciated.
Competition is required insofar as practicable in the purchasing of goods and services. Purchases are awarded to the lowest responsive, responsible vendor considering such things as: contractual requirements, total price, quality, service and delivery time.
Limited exceptions to competition include single-source purchases, emergency requirements and special market conditions. Otherwise, competition requirements are fulfilled by the following guidelines:
Marketing is a key ingredient to becoming a successful vendor with the State. Merely getting on the vendor list will not ensure automatic awards. You are encouraged to build a business rapport with the various agencies that use your product(s) and/or service(s) as well as State Purchasing and market your sales to the State as you would any other customer.
The most successful vendors:
(NOTE: A directory of all State agencies is available through State of Nevada’s Web Site at http://nv.gov/agency/department)
We recognize sales representatives can make a vital contribution to the State's operation by keeping us informed about the market place. Accordingly, we desire to give all sales representatives ample opportunity to meet with staff. Appointments may be arranged at a mutually convenient time. Sales representative visits should be constructive, but brief. Know the status of open purchase orders with your company. Vendor representatives should know their current delivery promise dates and product lead times.
Your interest and assistance are required to keep our files of catalogs and other product literature up to date and accurate. When appropriate, please update your information for our resource library.
Please keep in mind that the State must adhere to statutory bidding requirements. While your assistance to the various agencies in defining their needs is valuable and appreciated, purchases must still be bid. The State of Nevada under NRS 333 offers no preferences to vendors, regardless of in-state or women/minority owned business status, with the exception of local business owned by veteran with service-connected disability.
When completing the application in the Vendor Management System remember:
If you have questions about the application, please contact the State Purchasing Division at 775-684-0170.
Note: It is not a requirement that you register in the Vendor Management System to do business with the State of Nevada. Formal ITBs and RFPs may be obtained from the State Purchasing Web Site at http://purchasing.nv.gov/solicitations.
The preparation of the Bid document, "Invitation to Bid" (ITB) or Request for Proposal (RFP) is the key step in the procurement process for goods, equipment and/or services. In general, commodity contracts are awarded to the lowest responsive and responsible vendor, considering the specifications, terms and conditions. In awarding service contracts the State of Nevada is primarily concerned with the overall best value to the State, rather than the “lowest bid.” REMEMBER: The vendor's response constitutes an offer to enter into a contract with the State, and if accepted, is binding on both parties. PREPARE ALL ITB’S/RFP’S WITH CARE.
The ITB/RFP should be returned, marked clearly with the ITB/RFP number, opening date and time. It is the responsibility of the vendor to ensure the ITB/RFP is received at the Purchasing Division offices prior to the designated official opening date and time shown on the ITB or RFP. Keep in mind the State cannot accept proposals scheduled to be delivered on weekends, holidays or before/after business hours.
Formal ITB’S/RFP’S are opened at the State Purchasing offices in Carson City. The vendor or vendor’s representative may attend any opening. At a RFP opening you will learn the names of respondents to the solicitation. At an ITB opening you will also learn prices offered by each respondent. Following the opening, the responses are evaluated for award.
The successful vendor is notified in writing by "Notification of Award". Unsuccessful vendors are also notified of the outcome. After the award is made, the complete file becomes public record and the solicitation documents, executed contract and vendors’ proposals are posted on the Purchasing Divisions’ website.
Invoices for commodity purchases are paid based on the purchase order and after the receipt of goods. Invoices for service contracts are paid based on compliance with all contract requirements. Generally payment of invoices is made within 30 days from receipt of a properly completed and submitted invoice. Purchase orders for goods will not be paid unless the invoice shows the purchase order number. Prompt payment discounts are taken from date of receipt of invoice or date of actual receipt of material, whichever is later and deemed to be paid on the date of the State check. Invoices on purchase order originating from the Purchasing Division are to be mailed directly to the Nevada State Purchasing Division, 515 E. Musser Street, Suite 300, Carson City, NV 89701.
Vendors may be removed from the approved vendor list and/or penalties assessed for any of the following reasons:
WE LOOK FORWARD TO DOING BUSINESS WITH YOU!
State of Nevada
515 E. Musser Street, Suite 300
Carson City, NV 89701
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