State of Rhode Island NASPO Highlights

• State Agencies: Pricing shall be acquired by agencies by developing a scope of work per project and submitting to the qualified vendor list provided on the Contract Board.
• Thresholds: There is a $250K threshold for any specific project. Projects expected to exceed this MPA’s threshold must be bid, any exceptions will require Purchasing Agent and/or Deputy Purchasing Agent pre-approval.
• The state agency shall develop a scope of work/list of items for their specific project and obtain a minimum of three (3) quotes from this MPA’s vendor list for a lump sum fixed fee. At least one (1) of the three (3) quotes must be with an MBE approved vendor (if one is available on the MPA). When obtaining three quotes, if a state agency does not wish to select the vendor offering the lowest quote, the Agency must provide justification to the Division of Purchases before issuing a tentative selection letter.
• The state agency will send a tentative selection letter to the recommended vendor in which the following information is requested:
  • An agreement outlining the scope and special terms & conditions covering the work, executed by both the Agency’s authorized agent and the vendor’s authorized agent.
  • An MBE Utilization Plan/Determination shall be required to submit to the Office of Diversity, Equity, and Opportunity (ODEO) for approval. A formal determination letter shall be issued by ODEO. 

Issuing a Purchase Order

• • Select an Authorized Reseller
  • Issue Purchase Order directly to Authorized Reseller 
  • Reference the Master Agreement number (AR3189) and Rhode Island contract number (Reseller-specific number)
  • Ensure the PO includes all relevant information such as customer name, agency, phone number, and ship to/bill to addresses
  • The Authorized Reseller will process your order and will invoice you directly. They will also handle all order tracking and escalations and provide pre and post-sales support.
  • Payment terms are defined in your State’s Participating Addendum and are net 30 days.