Core-CT Inventory Data Collection Procedures for Purchases Made Using General Letter #71

Agencies who use their General Letter #71 purchase authority to buy commodities that will be inventoried and stored in their agency warehouses will be responsible for the following:

1. When soliciting bids/quotes using GL-71, agencies should include the bid language to support e-commerce (modified to their agency), and include the Core-CT Supplier Kit and related information. Sample language is noted below, and the supplier kit link is included with this language:

   On July 1, 2003, the State of Connecticut began utilizing an internet-based E-Procurement ordering system (PeopleSoft), known as Core-CT. With Core-CT, companies receiving awards from this quote/bid will receive purchase orders from the State of Connecticut through this system.

   Companies will be required to provide the State of Connecticut with functional data files including detailed product and pricing information. These files will then be loaded into a catalog on this system for ordering and inventory purposes. Companies that do not and/or cannot comply with these requirements when required, and/or fail to provide functional data files within a reasonable amount of time (as specified by the State) may be terminated from a contract award. For additional detailed information on E-Commerce/Data File Requirements and Core-CT please contact the Contract Specialist referenced on this bid/rfp package.

   Agencies should include enforceable data collection time.
   

1. Upon award of the bid/quote, agencies must create a contract in the Core-CT Purchasing Module using the standard contracting number format for Core-CT (04DPW1000AA), 2 digits for the calendar year, 3 Alphas to Represent the Agency, 4 sequential numbers, 2 Alphas to represent the vendor.
2. Agencies must have the vendor complete the requirements indicated in the supplier kit and return it to the appropriate purchasing staff within their agency for review and acceptance. If the agency, or the vendor, has any questions on how to complete the supplier kit, the agency shall direct all questions to the DAS Catalog Management team for their guidance and assistance. The completed supplier kit should then be forwarded to the DAS Catalog Management team (listed below) for loading into Core-CT.
3. In the event that the vendor’s Supplier Kit is unacceptable for loading due to incorrect data structures, the DAS Catalog Management team will work with the agency on how to correct the file data formats. The agency should in turn work with the vendor to ensure that the file is corrected and returned in a timely manner. The agency shall forward the new corrected file to DAS Catalog Management for loading.
4. Upon receipt and review of the corrected file, the DAS Catalog Management team will load this file into an agency specific catalog. This is to ensure that only this agency will be able to purchase these items.
5. The Agency will be responsible for collecting any pricing update information (if applicable) utilizing the Supplier Kit and submitting the approved spreadsheet to the DAS Catalog Management team in accordance with items 1 through 4 above.

Questions about this policy may be directed to the DAS Catalog Management Team:
Mike Owsianko, 860-622-2343