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How to do Business with
the State of Tennessee
A Bidder’s Guide
Welcome
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The State of Tennessee is pleased to
have your organization indicate an
interest in exploring business
opportunities within State government
Selling to the State of
Tennessee
The Process:
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Registration as a bidder/vendor
Successful response to public
solicitations/events
Award made to lowest qualified bidder
*Public administration of this process is done in
an open, fair and accessible manner to all
prospective bidders
Edison E-Procurement
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The State of Tennessee has implemented an ECommerce system named Edison using Oracle
People-soft technology for all business processes
During this gradual implementation, there will be
documents produced in both the existing purchasing
system, known as TOPS, as well as the new system
of E-procurement, known as Edison
We thank you for your patience as we make this
business process transition
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For the latest information, please view this ink:
http://tennessee.gov/finance/ERP_files/supplier.html
Where do Purchasing Rules
and Guidelines come from?
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Purchasing authority comes from the
Tennessee Code, annotated
Additional operating rules specified by the
State Board of Standards
Purchasing Division issues the Agency
Purchasing Manual outlining agency rules
All State purchasing offices are required to
handle procurements in accordance with
these established rules
Purchasing Methods Used by
the State Purchasing Division
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Over $25,000: Formal sealed
solicitation/event process
$5,000.01 - $25,000: Informal
solicitation/event process
Department of General Services
Purchasing Division
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As the State’s central purchasing
agency, this office has oversight for
procurement of all goods and nonprofessional services
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Statewide Term Contracts for common
needs for all agencies
Agency Term Contracts for specific
agency needs
One-Time Purchases over $25,000
Purchasing Methods Used by
Agency Purchasing Offices
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$5,000.01 to $25,000 – must obtain
competition
$0-$5000 – may purchase without
competition
Purchases are required from established
Statewide Term Contracts and Agency
Term Contracts
What’s Important about
Vendor Registration?
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Must be a registered vendor in order to
receive a contract award
Registration by category codes will
result in receipt of e-mail notifications
of solicitations/sourcing events that are
publicly posted
Vendor Registration
Two ways to register as a new bidder/vendor:
(1)
Preferred: On-line vendor registration at the General Services
Purchasing Division link:
http://www.tennessee.gov/generalserv/purchasing/dobuis.htm
(2)
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Alternately, download the registration form, print, complete, and
return by fax or mail to Purchasing Division
Personal assistance as well as on-line kiosk available at the
Purchasing Division office:
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312 Rosa L. Parks Ave., Nashville, TN 37243
3rd Floor, Tennessee Tower
615-741-6875 (phone) or 615-741-0684 (fax)
Update Vendor Registration
Existing Vendors will perform self maintenance
of the information listed below through the
Edison Portal:
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Category codes; TN is using NIGP codes
(areas of interest for doing business)
Contact Person (s) and e-mail addresses
Physical Address (es) and Locations
Telephone and Fax numbers
Sensitive financial information will be maintained and
updated by TN Department of Finance and
Administration
Diversity Vendors
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The Purchasing Division actively
partners with the Governor’s Office of
Diversity Business Enterprise in order to
maximize procurement activity from
those identified and certified business
sectors
Diversity Business Enterprise
Certifications
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Minority Owned
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Woman Owned
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Small Businesses
Minority Business Enterprise
(MBE)
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Is a continuing, independent, for profit business
which performs a commercially useful function and is
at least 51% owned and controlled by one or more
minority individuals who are impeded from normal
entry into the economic mainstream because of past
practices of discrimination based on race or ethnic
background. The following are the minority ethnic
groups:
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African-American
Asian-American
Hispanic
Native American
Woman Business Enterprise
(WBE)
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Is a continuing, independent, for profit business which performs
a commercially useful function and is at least 51% owned and
controlled by one or more women or in the case of any publicly
owned business, at least 51% of the stock of which is owned
and controlled by one or more women whose management and
daily business operations are under the control of (1) or more
women. The following are the female designated groups:
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Non-Minority
African-American
Asian-American
Hispanic
Native American
Small Business Enterprise
(SBE)
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A business, including its affiliates meeting the
following criteria:
Independently owned and operated
 Not an affiliate or subsidiary of a business
 Not dominant in its field of operation
Must meet the guidelines established by the
GOVERNOR’S OFFICE OF DIVERSITY BUSINESS
ENTERPRISE
Refer to: www.tennessee.gov/diversity for Small
Business criteria per Industry
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Diversity Language
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The diversity language included in all
solicitations/sourcing events requests bidders
to indicate their level of diversity business
participation
Bidders that do not respond to the diversity
language in a solicitation may be considered
non-responsive
Bidders may visit the Go-DBE web site to
identify certified diversity firms of which to
partner with at:
www.tennessee.gov/diversity
Majority Owned Firms are
encouraged to:
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Partner with,
Subcontract with,
Develop a joint venture, or
Establish distributorship with:
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Minority
Woman Owned and/or
Small businesses…
Contact Information for further assistance:
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(615) 253-4657
http://www.tennessee.gov/diversity
How to locate Solicitation
Documents/Sourcing Events
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Frequent review of the Purchasing Division’s website: http://www.tennessee.gov/generalserv/purchasing/index.html
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Viewing the Edison supplier portal for daily posting of
public events:
https://supplier.edison.tennessee.gov/psp/supplier/SUPPLIER/E
RP/h?tab=DEFAULT
Or: http://www.tennessee.gov/finance/ERP_files/supplier.html
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Existing vendors registered in the State legacy
system (TOPS) and/or as an Edison e-Supplier and
receive notifications of opportunities by e-mail
Pre-Bid Conference
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Reviews in detail the requirements of
the solicitation
Vendors and end users discuss critical
points and specifications
Pose questions; receive responses
Site visit, if necessary
Results in fair and competitive
solicitation document
Responding to
Solicitations/Sourcing Events
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During this time of transition for the Edison system
implementation, vendors will receive and respond to solicitations
in both the existing system, TOPS and sourcing events in the
new E-Procurement system, Edison
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E-procurement (Edison) sourcing events – registered vendors may
receive email notification, respond electronically, or choose to
receive hard copy in the mail and submit hard copy response
Existing System (TOPS) solicitations – vendors will receive e-mail
notification, print out from the internet and return hard copy OR
receive hard copy in the mail for return to the Purchasing Division
Dual operation during system implementation – vendors may
receive solicitations from the State using both systems
Bidder’s Responsibility
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Thoroughly read and understand the
solicitation document
Provide all required information requested in
the solicitation
Provide required documentation or samples
Signature is required on hard copy responses;
electronic signature is secured through
system security in electronic submission
Timely response; no late bids accepted
Errors on Solicitations
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In written submittals, corrections made
by the bidder must be INITIALED in ink
No bid or line item shall be altered or
amended after the bid opening.
Unit price governs
Withdrawal of Submitted
Solicitation Document
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Prior to opening, bidders may withdraw or
amend a bid anytime following specified
guidelines; HOWEVER
After opening, request for withdrawal of a bid
or a portion of a bid for an obvious error
requires submission of written cost
documentation to demonstrate vendor’s
position that enforcement of award would
impose unconscionable hardship on the part
of the vendor
Mailing Instructions for
Solicitation Documents
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One solicitation per envelope
Apply proper postage. Mail will be
returned for insufficient postage
Use blue window envelope, or
If using your own envelope, the
solicitation number and opening date
must be on the outside of the envelope.
Special Delivery
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If using special carriers for
express/overnight delivery:
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Solicitations must be properly identified
Individual bids must be submitted in
separate envelopes
Do not use P. O. Box designation for
express/overnight mail deliveries, use
physical address
Late Bids
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Late bids will be rejected, both
electronic and hard copy
Due date, time and destination is
specified on the first page of the
document or on the electronic page
Payment Terms
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If bidder offers cash discount, it must
be offered on the solicitation/event
response
Discount for prompt payment periods of
less than 30 days will NOT be
considered in the award process
All discounts offered will be taken if
earned
Public Opening of
Solicitations/Sourcing Events
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Bidders are encouraged to attend the
public opening at the date, time and
location indicated on the solicitation
The following information is publicly
read to attendees: Make/model, unit
price and discount, if offered
Evaluation Process
Evaluation of solicitation/event includes:
Specifications
 Terms and Conditions
 Compliance with requirements of
solicitation
*Confidentiality is maintained during this
evaluation period
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Notification of Intent to Award
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For formal solicitations/events, a
notification is sent to all responding
bidders of intent to award seven days in
advance
Inspection of
Solicitation/Event File
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Inspection of the bid file permitted after
completion of evaluation and upon
recommendation of award
Interested parties should contact the
purchasing agent to schedule an
appointment to review the file
Award
Made to:
 Lowest responsible bidder (s)
 Meeting solicitation/event requirements
 And other criteria as set forth in the
solicitation/event
Tie Bids
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Two or more vendors offer products that
meet specifications, other criteria and have
identical pricing
Broken by:
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Certified Small/Minority business
Bidder utilizing Certified Small/Minority business as
sub-contractor (s)
Bidder low on additional line item (s) in
solicitation/event
Best delivery
By lot or coin toss
Public Records
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Bid tabulations will be posted after
contract award for 30 days
Physical files are made available during
regular business hours by appointment
Vendor Protest
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May be filed by any actual or prospective bidder claiming to be
aggrieved in connection with a solicitation, the bid process, or
pending award of contract, may protest to the Commissioner of
General Services
Protest must be accompanied by a Protest Bond in the amount
of 5% of the lowest bid or the estimated value of contract (if
the bid has not yet opened)
Protesting party must submit such protest in writing within 7
days after knowledge of facts giving rise to the protest
Visit Purchasing Offices
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As a bidder, you are encouraged to
visit the purchasing offices to share
product information
Please schedule an appointment in
advance
Most purchases originate at the
end user or agency level.
Physical Location of State
Purchasing Division
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312 Rosa L. Parks Ave., Nashville, TN 37243
Third Floor, Tennessee Tower
Bring photo ID for validation of identity
Allow adequate time to secure parking
Phone Number: 615-741-1035
Fax Number: 615-741-0684
Thank you for your interest
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We hope you found this presentation
helpful
For additional information, please visit
the Purchasing Division website at:
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http://www.tennessee.gov/generalserv/purchasing/index.html
Telephone: 615-741-1035
Or the Edison portal at:
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http://tennessee.gov/finance/ERP_files/vendortrain.html