VENDOR'S GUIDE TO NEVADA STATE PURCHASING
Vendors will receive bid notifications via e-mail.
Thousands of suppliers have learned that
doing business with the State of Nevada is good business. The Nevada
State Purchasing Division purchases over $400 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
PRINCIPLES AND STANDARD OF CONDUCT
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 and the Governor's
Proclamation, which can be found on the Purchasing Division's website (http://purchasing.state.nv.us). Your
cooperation in respecting this commitment is appreciated.
POLICY OF COMPETITION
Competition is required insofar as
practicable in the purchasing of goods and services. Purchases are
awarded as economically as possible considering such things as:
contractual requirements, total price, quality, service and delivery
Limited exceptions to competition include
single-source purchases, emergency requirements and special market
conditions. Otherwise, competition requirements are fulfilled by the
* Purchases under $25,000
may be obtained by telephone quotes, written quotations, or the sealed
bid process may be used.
* Purchases over $25,000
require the sealed, formal bid or proposal process.
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:
* Understand the customer's needs.
* Know their product.
* Work diligently with agencies and
"end users" of your product(s) and service(s).
(NOTE: A directory of all State agencies
is available through State of Nevada Purchasing Division’s Web Site at
and click on the link to visit the State Telephone Directory under the
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
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 offers no preferences
to any vendor, regardless of in-state or women/minority owned business
STATE VENDOR’S LIST
When completing the vendor’s application
carefully indicate the correct commodity and/or service codes that best
describe the goods and services your company provides.
the Nevada Vendor’s application is used to identify the vendors who have
indicated a desire to receive Bid and/or RFP notifications for
specific commodities and services. The State of Nevada Purchasing
Division makes available all solicitation notifications and documents on
our website under "Bidding Opportunities".
the course of seeking to do business with the State of Nevada, pursuant
to NRS 239B.040 (2) databases containing email and telephone numbers are
public information and subject to disclosure.
to the On-Line Vendor Application Now!
If you have questions about the
application, please contact the State Purchasing Division at
Note: It is not a requirement that you
complete a vendor application to do business with the State of Nevada.
Formal Bids and RFP’s may be obtained from the State Purchasing Web Site
Price Quotations (purchases under $25,000) will be sent to registered
THE BID/RFP PROCESS
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, all bids and service contracts are awarded to the most
responsive vendor, considering the specifications, terms and conditions,
etc., which are acceptable to both parties. 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
State Purchasing offices prior to the designated official opening date
and time shown on the ITB or RFP. Keep in mind the State does
not guarantee overnight delivery.
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 an 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. Vendors may contact the applicable staff member
to arrange for appropriate inspection of the file.
WHAT WE EXPECT FROM A VENDOR
1. Quality products and dependable
2. Dependable delivery promises.
3. Completion of service and
installation work on schedule.
4. Responsible, competitive prices.
5. Introduction of new products and
services to reduce costs and improve reliability.
6. Frequent communication with staff
to keep them informed of new products, economic changes, and personnel
changes within the vendor's organization.
7. Willingness to accept the return
of damaged, incorrect and excessively shipped merchandise.
8. Prompt settlement of warranty
9. Understanding of the State's
purchasing policies and procedures.
10. To notify State Purchasing promptly
of any circumstances that will or may affect the delivery date of any
order and/or the completion date of any project.
Invoices are paid based on the purchase
order and after the receipt of goods. Purchase orders will not be paid
unless State Purchasing receives an invoice that 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 date of the State check. Invoices are to be mailed
directly to the Nevada State Purchasing Division, 515 E. Musser Street,
Suite 300, Carson City, NV 89701.
(Payment is normally made within 30
Vendors may be removed from the approved
vendor list and/or penalties assessed for any of the following reasons:
1. Unsatisfactory quality of
materials or services supplied.
2. Supplying materials that do not
meet the State's specifications.
3. Deliveries inconsistent with the
terms stated on the purchase order.
4. Inability or unwillingness to
supply products or services for which the State of Nevada has issued a
5. Material breach of contract.
6. Unethical practice.
7. Collusion, conspiracy or fraud in
the solicitation process.
OUR PURCHASING POLICY
1. The Purchasing Division is concerned
with obtaining materials, supplies, services and equipment at the most
reasonable cost and value to the taxpayer, to supply the agency as
quickly as possible, and to provide vendors competitive opportunities.
2. Whenever possible we use competitive
solicitation as the basis for State purchases.
3. Provide products/services that meet
the needs and budgets of our customers.
4. Consider the following when
evaluating quotations, bids, or proposals as a basis for making an
a. The best interests of the
State of Nevada.
b. Experience and technical
expertise of the vendor.
c. The quality of the
articles/services to be provided.
d. Conformity with
e. Service and support.
f. Date of delivery/project
g. Price (NOTE: Discount periods
of less than 30 days are not considered when awarding bids.)
5. Encourage good communications,
freedom of action, and a friendly atmosphere between the vendor and
Purchasing as a prerequisite in the conduct of good business.
WE LOOK FORWARD TO DOING BUSINESS WITH
State of Nevada
Musser Street, Suite 300
City, NV 89701
the hearing impaired: (800) 326-6868 Please ask for the Relay Agent
to dial 1-775-684-0170/V)