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Bureau of Administration

On this page:  Vendor registration, bid information, procurement information, procurement thresholds, types of purchases, purchase order/contract, security requirements/security clearance information for vendors and awarded contracts.

Harry Jones, Director (717) 728-4037

This bureau is responsible for all of the Department of Corrections' budget and fiscal matters. It also is responsible for management and administrative service activities, such as office management, procurement, automotive services, voice communications, grant financial reporting, inventory and property management and travel services. 

 

Vendor Registration
Vendors interested in bid opportunities with the DOC must register with the Department of General Services HERE.

 

Bid Information

Notice of bidding opportunities (with an estimated cost in excess of $10,000) are advertised daily on the Department of General Services website.  Interested bidders can access all DOC bid opportunities at:  www.emarketplace.state.pa.us

Information about:  signature of bids, submissions of bids, withdrawal of bids, opening and tabulation, bid protest procedures and cancellation/modification or rejection of invitation for bids can be obtained in the Department of General Services "Procurement Handbook."  (Questions about this handbook should be directed to the Department of General Services.)

 

Procurement Information

Forms:  All procurement forms required for bids can be located/obtained from the Department of General Services website HERE (Questions about these forms should be directed to the Department of General Services.)

 

Procurement Thresholds

 
Supplies
Not exceeding $5,000.00
No Bids required.
$5,000.01 - $10,000.00
Three quotes must be solicited by letter, phone, fax, e-mail.
$10,000.01 - $20,000.00
Delegated agency procurement. No Department of General Services' participation required. Formal competitive bidding required.
$20,000.01 and up
DGS acts as the purchasing agency. Formal competitive bidding required.

Services
$0.00 - $5,000.00
No Bids required.
$5,000.01 - $10,000.00
Three quotes must be solicited by letter, phone, fax, e-mail.
$10,000.01 - $250,000.00
Delegated agency procurement. No Department of General Services' participation required. Formal competitive bidding required.
$250,000.01 and up
DGS acts as the purchasing agency. Formal competitive bidding required.

Additional information may be obtained directly from the Department of General Services "Procurement Handbook." 
(Questions about this handbook should be directed to the Department of General Services.)

 

Types of Purchases

Department of General Services Statewide Requirements Contracts. These contracts are for a specified period of time, are competitively bid and are awarded by the Bureau of Purchases. The invitation for bids solicits firm prices on estimated quantities for delivery to using agencies as ordered throughout the contract period. For more information contact Department of General Services.
 
Department of General Services Purchase Requisitions. Commonwealth agencies submit these documents to the Bureau of Purchases to purchase a supply or service not available on a statewide requirements contract or through the Department of General Services' Central Warehouse. The invitation for bids solicits firm prices on fixed quantities for a specified delivery. For more information contact Department of General Services.

Agency Purchases. Agency purchases fall into three categories: 1) small procurements ($10,000 or less in estimated cost); 2) delegated procurements (where the agency has required special or general delegation from the Department of General Services) and 3) statutorily - authorized procurements (procurements which are excepted from the Department of General Services' procurement authority under the Commonwealth Procurement Code).  For more information contact DOC Procurement Personnel/Purchasing Agents.
Purchase Order/Contract
Purchase Order: Written authorization from a purchasing or using agency for a contractor to proceed to furnish a material, service, or construction item in accordance with a statewide requirements contract.
 
Purchase Order: Written authorization for a contractor to proceed to furnish a supply, service or construction in accordance with the terms of the IFB and the awarded bidder’s bid or a contract.
 

Security Requirements/Security Clearance Information for Vendors

All vendors or their subcontractors, who utilize regular delivery transportation will have to submit clearance checks through the original vendor, for all drivers (regardless if delivery is inside or outside of the fence). Common carriers will not be required to render clearance checks, however are subject to search and escort procedures. ALL CARRIERS reporting to outside warehouses must secure their vehicle (windows closed and doors locked), sign in at warehouse and and wait for further directions from correctional staff.

Vendor should review statement of work or purchase order for additional security requirements/restrictions that may apply.

 

Awarded Contracts

Visit www.emarketplace.state.pa.us