Doing Business with South Carolina Department of Transportation

Business Development & Special Programs

"C" Program

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SCDOT Vendor Instructions

SCDOT Vendor Registration

The South Carolina Department of Transportation Procurement Division is committed to providing the highest level of service possible to our community. To help us achieve this goal, we ask that you take a few moments and register your company with the Budget and Control Board. You can access the registration at the Budget and Control Board Registration.

Thank you for your participation and cooperation. We look forward to doing business with you in the future.

SCDOT Vendor Information

SCDOT always welcomes new vendors to join its list of quality suppliers for goods and services. Please go to the Budget and Control Board (BCB) vendor registration website and register your company. Vendors will be selected on a rotational basis for solicitations issued for goods and services. This selection is based on the commodity codes each vendor has selected as being able to provide. A post card will be generated and mailed to those vendors selected notifying of the solicitation and how to access it through our web site. Each vendor will be responsible for visiting the web site and downloading the solicitation. Any vendor wishing to bid may visit our website to download a copy of the bids posted. Once the solicitation is printed and completed the vendor will mail the solicitation to:

SCDOT Procurement
PO Box 191
Columbia, SC 29202
ATTN:(Buyers Name)
SOLICITATION #:

Bids can be hand delivered to:

SCDOT Procurement
955 Park Street
Room 101
Columbia, SC 29201

Bid/Quote packages may be delivered to the Procurement Office between the hours of 8:00am and 5:00pm, Monday through Friday, except holidays. All sealed bids and formal quotes must be mailed or hand delivered. Faxed bids or quotes will not be accepted. If you are unable to download a solicitation, a hard copy will be mailed to you upon request.

Bids & Requests for Proposals

SCDOT requires formal sealed bidding above $50,000. In those cases, bid packages are prepared and distributed to prospective bidders of the commodities or services required.

Each bid package contains complete instructions for submission of the bid. Bidders are asked to complete each bid in its entirety. All bids should be clearly identified by bid number and bid title on the face of the envelope containing the bid.

Standard Terms and Conditions are incorporated in each solicitation by reference and can be viewed at Standard Terms (PDF 45.4 Kb). It is up to the vendor to be familiar with all Standard Terms and Conditions for each solicitation. Special Provisions and Terms and Conditions that apply to particular solicitations will be incorporated in the solicitation documents.

In certain cases, Requests for Proposals (RFPs) are issued - generally in the area of consulting services. Procedure and evaluation criteria will be included in each RFP issued. Bids and RFPs are publicly opened at the closing time and date specified on the solicitation cover page. SCDOT Procurement Office opens sealed bids in Conference Room 1 unless otherwise noted in the solicitation. The room is located on the College Street entrance to the SCDOT Headquarters building at 901 College Street. After entering the glass door, turn right and the Conference Room is straight ahead. Solicitations must be received on or before the scheduled closing date and time. It is up to the vendor to assure the solicitation is received prior to the closing date and time. Any solicitations that are received late will not be accepted and will be returned to the vendor unopened.

After bids are opened, the Procurement Division makes the tabulation and analysis. After consultation with and concurrence from the department involved, an award is made via a Statement of Award or Intent to Award and issuance of a valid Purchase Order.

Facilities Construction awards estimated over $100,000 require issuance through the Office of General Services, State Engineers Office.

Bidders may be required to furnish Certificates of Insurance, Performance/Payment Bonds, and Workmens Compensation. These requirements will be specified in the bid documents.

Pre-bid Site Visit and Conferences are held on projects when deemed necessary by SCDOT staff. Invitations to bid will specify the date, time and location of such meetings. In some cases these Site Visits and Pre-bid Conferences will be mandatory and only those in attendance will be considered eligible for an award.

Bidders List

A vendor may be placed on SCDOT's bid list by filling out a vendors application and commodity listing form. Vendors will then be placed on an automated bid list and will receive requests for bids on the commodities they have indicated on a rotational basis. You can download a vendors application from our Web site.

Vendors may be removed from the bid list for cause pursuant to the rules and regulation adopted by the South Carolina Consolidated Procurement Code. A copy of the Procurement code is available for review by visiting the Materials Management Web Site.

Appointments with Buyers

Vendors visiting hours are Wednesdays and Thursdays 10:00 AM to 12:00 Noon, except holidays. Although every effort will be made to accommodate vendors who arrive unannounced, it is preferred that appointments be made in advance. Prior appointments will help assure full consideration be given to presentations or discussions. No vendors/bidders will be seen at any other time unless previously scheduled with buyer.

Payments to Vendors

Upon receipt of a correctly initiated order and invoice, the department receiving the product shall authorize payment. The project manager authorizes progress payments for construction projects. The average payment period by SCDOT is 30 days after receipt of a correct invoice. Vendors will be contacted if a disputed invoice is received and the invoices will be returned for correction.

Tax

SCDOT is not tax exempt and must pay State sales tax or a use tax.

Gratuities

It is the policy of SCDOT that employees, officers or agents are prohibited from being financially interested directly or indirectly in the purchase from or the sale to SCDOT of any land, materials or supplies. Soliciting or accepting any gift, gratuity, favor, entertainment, kick-back or any items of monetary value from any person who has, or is seeking to do business with, SCDOT, is prohibited. Any vendor knowing of this type of activity is encouraged to report it in confidence to the Director of Procurement or the Deputy Director of Strategic Planning, Finance and Administration so the matter can be dealt with.

If a vendor wishes to show appreciation to SCDOT it is suggested this be done in the form of a reduction on invoices or other cost saving measures that can be passed on to the Agency.

Solicitation Advertisement

The South Carolina Consolidated Procurement Code requires all State Agencies to advertise solicitations over $10,000 in the "South Carolina Business Opportunities" publication. This publication is issued twice weekly and lists proposed procurements of goods, services, construction, and information technology. It also contains other information of interest to the States business community. To obtain information regarding this publication visit the South Carolina Business Opportunities - General Information.

Related Documents:

Standard Terms (PDF 45.4 Kb)

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