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Procurement Frequently Asked Questions

How do I sell my products or services to ADES?

Providers and vendors, who desire to do business with ADES, or any other State agency, must register their company with the Arizona Department of Administration’s State Procurement (SPO) Office.  SPO maintains a web-based registration process. To register, visit the Arizona Procurement Portal (APP) web portal at app.az.gov.

When registering, you will select commodity codes that fall within your business interests. Registered providers and vendors will be electronically notified of opportunities to bid or propose for formal State contracts based on the commodity codes you selected when registering. The State supplier list is not a contract and will not automatically result in business with ADES. For assistance, contact the Arizona Procurement Portal Helpdesk at (602) 542-7600.

How does ADES purchase its products and services?

The State purchases goods, services and construction from businesses primarily through Request for Quotes, Invitation for Bids, and Requests for Proposals through APP depending on the value of the transaction. Except for State contracts and other special circumstances, Arizona laws require that when practicable, State government purchases up to $100,000 shall be made from small businesses. A small business is defined as one with less than 100 employees or less than $4.0 million in annual sales.

For purchases of less than $10,000, the Chief Procurement Officer uses best judgment to select the most appropriate product and source.

For purchases estimated to cost more than $10,000, Requests for Quotes, Invitation for Bids, and Requests for Proposals are issued through the APP web portal app.az.gov.

The website lists open solicitations. When a new solicitation is posted on APP, providers who registered with the commodity codes selected for the procurement are automatically notified.

How can you help us?

Responding to Solicitations

DES requests offers be submitted electronically through APP. All submissions must be submitted prior to the prescribed deadline in the stated manner. It is the responsibility of the offeror to deliver the offer in the stated manner before the time and date specified. Offers may be withdrawn or modified before the date and time of the opening. Late offers are not accepted.

Purchase or Release Orders

Always ask for a purchase order or release order prior to providing any goods or services.

Payment

If the invoice you submit is complete and provides the information required, the invoice will be paid in thirty (30) days. However, discrepancies between the invoice and the purchase order, release order, or referral may cause delays in payment.

Other Courtesies

Familiarize yourself with our process and procedures. Register in APP with all commodity codes that you think may be appropriate to your goods and services. This ensures that you will receive notification of applicable solicitations. Make an appointment with the procurement specialist who handles your product line or service; they need to know about you and the goods/services that you provide. Keep your registration record updated, including any email, address or phone number changes. Keep us informed of back order or shortage situations, or business capacity.

How can we help you? 

We try to maximize competition to the best of our ability.  We make it our responsibility to explain ADES policies and procedures that govern procurement of goods and services. We look forward to learning about your business and receiving your quotes and offers.

Gratuities and Conflicts of Interest

Successful business partners market goods and services to the State as they would any other large commercial customer. However, DES procurement employees are prohibited from accepting gifts, meals, trips or anything of value from a vendor, even though the intent of such a gesture may be honorable or a customary practice. All State employees and all vendors, including their officers, employees and representatives are subject to the appropriate civil and criminal state and federal statutes related to conflict of interest, bribery, and similar offenses.

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