Procurement Handbook

Welcome to the Pennsylvania Procurement Handbook online. This Handbook provides information on the policies, procedures, and guidelines for the procurement of materials, services, and construction under the authority of the Procurement Code.

The Procurement Handbook is not available for download or print as a whole document. Individual handbook chapters, which are accessible from this page, can be downloaded or printed separately. This is the only version of the official Procurement Handbook. Please check back here for the latest procurement information since updates occur regularly. The latest updates to the Procurement Handbook were published on May 22, 2017.

Please direct any questions or recommended updates regarding the Procurement Handbook to gs-procure@pa.gov.

Procurement Handbook PARTS

Part I - Procurement Policies and Guidelines
Part II – Procurement of Supplies Procedures
Part III – Procurement of Services Procedures
Part IV – Procurement of Design and Construction Services
Procurement Code
Addendums
Procurement Code Thresholds

Procurement Handbook Chapters

Part I - Policies and Guidelines

Pt I Ch 01 General Provisions
Pt I Ch 02 Definitions
Pt I Ch 03 Responsibilities
Pt I Ch 04 Contract Use Need and Authorization
Pt I Ch 05 Contracting Process
Pt I Ch 06 Methods of Awarding Contracts
Pt I Ch 07 Thresholds and Delegations
Pt I Ch 08 Selecting Type of Contract
Pt I Ch 09 Statewide Requirements Contracts
Pt I Ch 10 Contract Formats
Pt I Ch 11 Multi-term Contracts
Pt I Ch 12 Real Estate Leases
Pt I Ch 13 Specification Statement of Work
Pt I Ch 14 Contractor Responsibility
Pt I Ch 15 Prequalification
Pt I Ch 16 Debarment and Suspension
Pt I Ch 17 Approval of Accounting System
Pt I Ch 18 Contract Payments
Pt I Ch 19 Employer Employee Issues
Pt I Ch 20 Nondiscrimination
Pt I Ch 21 Small and Diverse Business
Pt I Ch 22 Green Procurement
Pt I Ch 23 Guaranteed Energy Savings Contracts
Pt I Ch 24 Printing
Pt I Ch 25 Maintenance of Commonwealth-Owned Automobiles
Pt I Ch 26 Cancellation of Invitations for Bids and Requests for Proposals Rejection of All Bids and Proposals
Pt I Ch 27 Procurement Card
Pt I Ch 28 Cooperative Purchasing Including Purchasing from GSA Schedule Contract
Pt I Ch 29 Procurement of Furniture Fixtures and Equipment for Public Universities
Pt I Ch 30 Funds Commitments
Pt I Ch 31 Contract Signatures
Pt I Ch 32 Contract Changes
Pt I Ch 33 Subcontracting
Pt I Ch 34 Providing Equipment to Contractors
Pt I Ch 35 Contract Identification Numbers
Pt I Ch 36 Bid or Proposal Security
Pt I Ch 37 Contract Performance Security
Pt I Ch 38 Payment Bonds
Pt I Ch 39 Bid Modification and Withdrawal
Pt I Ch 40 Non-collusion and Bid-Rigging
Pt I Ch 41 Written Determinations
Pt I Ch 42 Reporting Requirements
Pt I Ch 43 Contract Provisions
Pt I Ch 44 Prevailing Wage Act
Pt I Ch 45 Steel Products Procurement Act
Pt I Ch 46 Trade Practices Act
Pt I Ch 47 Reciprocal Limitations Act
Pt I Ch 48 Inventory Management
Pt I Ch 49 Best Value and Return on Investment
Pt I Ch 50 Public Access to Procurement Information
Pt I Ch 51 Auditing
Pt I Ch 52 Records Retention
Pt I Ch 53 Interagency Agreements Memoranda of Understanding and Intergovernmental Agreements
Pt I Ch 54 Contact Person Responsibilities
Pt I Ch 55 Roles of Contracting Officer
Pt I Ch 56 Quality Assurance
Pt I Ch 57 Contractor Performance and Legal Remedies Materials and Services
Pt I Ch 58 Bid Protests
Pt I Ch 59 Contract Controversies
Pt I Ch 60 Employee Ethics

Part II - Procurement of Supplies Procedures

Pt II Ch 01 Small No-Bid Procurements
Pt II Ch 02 Reserved
Pt II Ch 03 Delegated Formal Competitive Sealed Bidding
Pt II Ch 04 Competitive Sealed Bidding Exceeding Delegated Thresholds
Pt II Ch 05 Sole Source Procurement of Materials
Pt II Ch 06 Emergency Procurements
Pt II Ch 07 Competitive Sealed Proposals RFP Process
Pt II Ch 08 Procurements from Effective DGS Statewide Requirements Contracts
Pt II Ch 09 Off-Contract Procurements
Pt II Ch 10 Procurement from DGS Multiple Award Contracts
Pt II Ch 11 Purchase of Materials Manufactured or Services Performed by Persons with Disabilities
Pt II Ch 12 Procurement of Equipment Through Rental Lease, Lease with Purchase Option or Installment Purchase
Pt II Ch 13 Purchase of Rented or Leased Equipment
Pt II Ch 14 Procurement of Used Equipment
Pt II Ch 15 Procurement of Printing
Pt II Ch 16 Trade-In Equipment
Pt II Ch 17 Interagency Transfer or Exchange of Materials
Pt II Ch 18 Vehicle Procurements
Pt II Ch 19 Procurement of Commercial Type Vehicles
Pt II Ch 20 Material Procurement through DGS Bureau of Supplies and Surplus Operations
Pt II Ch 21 Procurement of Materials or Services Through a Cooperative Purchase Agreement Including GSA Schedules
Pt II Ch 22 Procurement of Insurance and Notary Bonds
Pt II Ch 23 Invitation for Bid IFB Corrections
Pt II Ch 24 DGS Change Orders
Pt II Ch 25 Copier Lease Purchase Order Adjustments
Pt II Ch 26 Agency Change Purchase Orders
Pt II Ch 27 Reserved
Pt II Ch 28 Procurement Overshipment and Undershipment
Pt II Ch 29 Reserved
Pt II Ch 30 Reserved
Pt II Ch 31 Reserved
Pt II Ch 32 Reserved
Pt II Ch 33 Material Inspection
Pt II Ch 34 Late Delivery of Ordered Materials
Pt II Ch 35 Surcharge Program
Pt II Ch 36 Release of Supplier Security
Pt II Ch 37 Goods Receipt
Pt II Ch 38 Request to Advertise

Part III - Procurement of Services Procedures

Pt III Ch 01 Small No-Bid Procurements
Pt III Ch 02 Reserved
Pt III Ch 03 Delegated Formal Competitive Sealed Bidding
Pt III Ch 04 Competitive Sealed Bidding
Pt III Ch 05 Sole Source Procurement of Services
Pt III Ch 06 Emergency Procurements of Services
Pt III Ch 07 Competitive Sealed Proposals RFP Process
Pt III Ch 08 Competitive Selection Procedures for Certain Services (Accounts Clergy Physicians Lawyers Dentists and Other Professional Services)
Pt III Ch 09 Procurement from Effective DGS Statewide Requirements Contracts for Services
Pt III Ch 10 Procurement of Contract Items Off-Contract
Pt III Ch 11 Procurement from DGS Multiple Award Contracts
Pt III Ch 12 Purchase of Materials Manufactured or Services Performed by Persons with Disabilities
Pt III Ch 13 Procedure for Selection of Counsel and Litigation Consultants by the Office of General Counsel
Pt III Ch 14 Invitation for Bids IFB Corrections
Pt III Ch 15 Change Orders
Pt III Ch 16 Agency Change Orders
Pt III Ch 17 Purchase Requisitions Estimate Corrections
Pt III Ch 18 Request to Advertise

Part IV - Procurement of Design and Construction Services

Pt IV Ch 01 Capital Projects
Pt IV Ch 02 No-Bid Procurements of Construction (P-Card)
Pt IV Ch 03 Sole Source Procurements of Construction with an Estimated Cost Exceeding $10000
Pt IV Ch 04 Emergency Procurements of Construction
Pt IV Ch 05 Procurements of Construction Material and Equipment Through DGS Bureau of Procurement Statewide Contracts
Pt IV Ch 06 Procurements of Construction Material and Equipment from DGS Bureau of Procurement Multiple Award Contracts
Pt IV Ch 07 Requests to Advertise
Pt IV Ch 08 Tier 1 ITQ Small Business Construction Contracts
Pt IV Ch 09 Small Business Design and Construction Programs
Pt IV Ch 10 Competitive Sealed Proposals RFP Process
Pt IV Ch 11 Guaranteed Energy Savings Act Projects
Pt IV Ch 12 Small Guaranteed Energy Savings Act Projects
Pt IV Ch 13 Procurement of Leasehold Improvements
Pt IV Ch 14 Small and Diverse Businesses
Pt IV Ch 15 Job Order Contracting program

Addendums

Bureau of procurement Policy Directive 2011-1
BOP Policy Directive 2018-1
BOP Policy Directive 2018-2
BOP Policy Directive 2021-1
BOP Revised Policy Directive 2020-1

Procurement Code Thresholds

Below are the Procurement Code Threshold amounts as adjusted onJanuary 1, 2021.

Section 514: $20,692
Section 543: $2,069,174
Section 903: $51,729
Section 903: $206,917
Section 905: $41,383,470