Vendor Guide

Basic Procedures

The Strategic Sourcing and Asset Management Department (SSAM) is responsible for procuring all commodities and maintenance & repair services required by the Pennsylvania Turnpike Commission (PTC). Purchasing contact with other departments within the PTC must be made through SSAM Buyers.

What is the Vendor Portal?

The PA Turnpike has now launched the new Vendor Portal system to improve business partner relations and communications. Bids, orders and invoices are now directed through this system.

Please access this introduction video for a quick 10-minute overview of how the Vendor Portal works.

There are help documents available to walk you through various transactions in the Vendor Portal.

To initiate questions related to the vendor portal, please use the live Agent Chat functionality which is provided in the lower right-hand corner of each screen on the portal.

Does the PA Turnpike Commission utilize state contracts?

The PA Turnpike Commission’s Strategic Sourcing Department purchases commodities and routine services based either on a competitive bidding process or by “piggybacking” an existing contract issued by the Department of General Services of the Commonwealth of Pennsylvania (DGS). If you are interested in being awarded a contract issued by DGS, you must contact DGS directly. We recommend that you visit the State of Pennsylvania’s website at www.pa.gov to learn more about doing business with the Commonwealth.

What are the PA Turnpike Commission’s bidding procedures?

Purchases for $10,000 or less do not have to be bid, although, the Buyer may elect to send out a bid solicitation through an informal bid process (email, phone) or by using a Request for Quotation process. The Buyer may rely on experience to confirm pricing with a previously used vendor of the needed material or service and simply send a Purchase Order to that vendor.

For purchases over $10,000, the formal bidding process will include Request for Quotation (RFx) that will be posted on the Vendor Portal (www.ptcvendorportal.com).

Does the PA Turnpike Commission ever require bonding?

Bid Surety: Bid proposals in excess of $100,000 may require a Bid Bond not less than 10% of the bid price. In lieu of a Bond, the guaranty may be in the form of a Bank Cashier’s or Treasurer’s Check or a Depositor’s Check certified by the bank of deposit.

Performance Guaranty: Security in the amount of 100% of the bid may be required from the successful bidder(s) in the form of a Certified Check, Bank Cashier’s Check or Treasurer’s Check drawn to the order of the Pennsylvania Turnpike Commission or, preferably, a Performance bond with corporate surety and acceptable to the PTC.

Payment Bond: For contracts and agreements involving construction in excess of $100,000, a payment bond in the amount of 100% of the bid may be required from the successful bidder(s) in the form of a Certified Check, Bank Cashier’s Check or Treasurer’s Check drawn to the order of the Pennsylvania Turnpike Commission or, preferably, a Payment bond with corporate surety and acceptable to the PTC.

How do I contact the Strategic Sourcing (Purchasing) department?

For questions about specific bids, purchase orders or categories, please see our Buyer listing. Please contact the Buyer for your category, bid or purchase order.

Bid Documents

All bid proposal Forms and Conditions may be obtained, free of charge, via the PA Turnpike Vendor Portal: www.ptcvendorportal.com.

Why don’t I receive bids? I’m on your mailing list.

Our vendor mailing list consists of approximately 6,000 capable vendors. Your bid notifications are controlled by the material and service categories for which your company is registered. Whenever a bid is posted on the Vendor Portal, you will receive an email notification that the bid is available if you are registered for the bid category. If you are not receiving these emails, you can check your categories on your Vendor Profile in the Vendor Portal.

You may also want to ensure that the notifications are not going into your spam folder. Notifications from Vendor Portal will be sent from: vendorportalsupport@paturnpike.com.

I heard that a certain item was out for bid, but I don’t see the bid listed on your website?

If you are interested in a specific bid and cannot find it, please email your inquiry to purchasing@paturnpike.com.

Can I use the Internet to bid?

The PA Turnpike Commission currently does all of our bidding via the Vendor Portal: www.ptcvendorportal.com. Register in the Vendor Portal to ensure that you have full access to view upcoming bids and submit your proposals.

Bid Submittal

All bid submissions must be made via the Vendor Portal: www.ptcvendorportal.com in accordance with the terms and conditions of the specific bid (RFx).

Can we hand deliver our bid response?

Certain Requests for Quotation may require the delivery of samples or bid guaranty documents; however, the PA Turnpike Commission no longer accepts paper bid submissions. Hand-delivery of bid responses is not possible.

Can you extend the bid opening time for me?

The bid opening date and time may only be changed with sufficient cause as determined by the Buyer. If the Buyer wishes to extend a bid opening date or time, an addendum will be issued to all potential bidders. Exceptions cannot be made for individual bidders.

All bids must be received via the Vendor Portal, no later than the assigned bid opening time, or they will be refused and returned.

Can I respond by fax to a sealed bid?

The Pennsylvania Turnpike does not accept faxed bid responses to formal sealed bids.

Are bid openings open to the public?

Public bid openings will not be held for any bids until further notice. Refer to Bid Results/Tabulations section below for information on the availability of bid results.

Who makes the decisions as to what brand of product the PA Turnpike will use?

Some items require compatibility with current inventory or installations. Under these circumstances, we normally include the phrase “NO SUBSTITUTE”. All other instances, the brand is used as a guideline for evaluation purposes and “or equal” products are considered.

How do I find information on PA Turnpike Commission construction projects?

The Pennsylvania Turnpike’s Electronic Bidding System (EBS) contains information related to construction contracts for the PTC such as project advertisement, listing of plan holders, unofficial bid results and bid tabulations. Registered business partners are also able to search for projects based on status, download all bid documents, drawings and specifications, and submit the entire bid package over the internet to a physically and electronically secure location.

PTC contracts involving roadway and bridge work require prime contractors to be prequalified by the Pennsylvania Department of Transportation. For facility-related contracts or other miscellaneous items, prime contractors may be required to obtain a special prequalification by the PTC or may be required to submit Commission-provided qualification forms with their bid. The specifications for each project identify the prequalification or qualification requirements.

Bid Results / Tabulations

Can I call you for the results of the bid?

The PTC Strategic Sourcing department does not have sufficient staff to process telephone requests for bid results. All requests for information must be made online or via email as described below.

How can I find out if a bid has been awarded?

After an RFx has been opened, it will be thoroughly evaluated, and the award will be approved before it is publicly marked as awarded. Bidders are encouraged to check the Vendor Portal for the status of the bid award.

Any other requests for bid results or details of historic purchases or contracts are considered a request for public records under the Right-to-Know Law (RTKL), Act 3 of 2008 and shall comply with the Commission’s policies, process and procedures for requesting such records. RTKL requests may be submitted via the online RTKL request form.

Are bid results listed on your website?

Bid tabulations for awarded RFx (bids, RFQs, RFPs) are posted on the Vendor Portal RFx page ONLY after official award has been made.

Registration / Vendor List

In order to sell commodities or services to the PTC you must first apply to be placed on our Vendor List.

How do I get on the PA Turnpike Vendor List?

The preferred method of application is via our Vendor Portal. Complete a New Vendor Registration. Vendors should check only those category classifications that they can responsibly supply at a competitive price.

Your application will be processed, and your new vendor record will be accessible via the Vendor Portal where you will be able to maintain all of your banking and contact information. You may also contact the corresponding Buyer with specific questions that you may have about the commodity or service that you wish to furnish.

I’m already a PTC vendor, how do I update my information?

Any changes to a vendor’s name, address, phone number, email, tax identification number, banking information or product line can be submitted via the Vendor Portal and in your Profile.

Do I have to have a federal and state tax ID or can I use my social security number?

Because the Pennsylvania Turnpike Commission is required to file an information return with the IRS, we must obtain your correct taxpayer identification number (TIN) to report amounts paid to you.

The TIN provided must match the name given.

For individuals, this is generally your social security number (SSN). If you are a sole proprietor and you have an EIN, you may enter either your SSN or EIN. However, the IRS prefers that you use your SSN.

If you are a single-member LLC that is disregarded as an entity separate from its owner, enter the owner’s SSN (or EIN, if the owner has one). Do not enter the disregarded entity’s EIN. If the LLC is classified as a corporation or partnership, enter the entity’s EIN.

I need a PTC W9 or PTC Sales Tax Exempt Certificate, who do I contact?

Please send your request to: vendor_master_records@paturnpike.com.

My organization previously registered to be a business partner With PennDOT. Am I required to register separately with the PA Turnpike Commission?

Yes. The PA Turnpike Commission maintains an independent Bidder’s List, and a separate registration must be submitted.

How does the Pennsylvania Turnpike Commission define a Diverse Business?

A Diverse Business is a disadvantaged business, minority-owned or women-owned business or service-disabled veteran-owned or veteran-owned small business that has been certified by a third-party certifying organization.

Third-party Certifying Organization – An organization that certifies a small business, minority-owned business, women-owned business or veteran-owned small business as a diverse business. The term includes: (1) the National Minority Supplier Development Council; (2) the Women’s Business Development Enterprise National Council; (3) the Small Business Administration; (4) The Department of Veteran Affairs; (5) the Pennsylvania Unified Certification Program.

SECTION 4107.2 OF THE PENNSYLVANIA CRIMES CODE MAKES IT A FELONY OF THE THIRD DEGREE FOR A PERSON TO OBTAIN OR RETAIN CERTIFICATION FRAUDULENTLY, OR TO MAKE A WILLFUL FALSE STATEMENT (ORAL OR WRITTEN) FOR THE PURPOSE OF INFLUENCING A CERTIFICATION DECISION.

Invoice Submission

All invoices should be submitted to the PTC no later than two weeks after delivery of product or completion of service. Submitting timely invoices will allow our employees to complete their processing in an efficient manner which will then expedite payments to you.

Unless otherwise instructed by your PTC contact, all invoices must be submitted to the Vendor Portal. We recommend that you submit invoices directly through our Vendor Portal to ensure we can process your payment more quickly. Visit Invoice Instructions to view this process.

Please visit our Vendor Portal regularly to:

• respond to collaboration requests,
• act on rejection notification messages, and
• track payment status.

Please note that the PTC is exempt from state and local sales and use taxes as we are an instrumentality of the Commonwealth of Pennsylvania. Please contact vendor_master_records@paturnpike.com if you need a copy of our Sales Tax Exemption Certificate.

If you have any questions regarding the above information, please reach out to your PTC contact (Buyer, Project Manager, etc.) or PTC's Accounts Payable department at accountspayable@paturnpike.com for inquiries about invoice processing.