This site is intended to provide general information and guidance to persons who desire to bid or submit a proposal on contracts for commodities or services to the North Dakota Department of Corrections and Rehabilitation (“DOCR”). The DOCR cannot provide legal advice to any person about North Dakota procurement and purchasing practices. Persons who desire to bid or submit a proposal to the DOCR on contracts for commodities or services are responsible for complying with all applicable North Dakota purchasing practices requirements.
One of your first considerations in deciding to do business with the Department of Corrections and Rehabilitation (“DOCR”) is to determine how the State of North Dakota procurement process works and how to participate in it. DOCR procurement practices are governed by statutes and regulations set out in the North Dakota Century Code (NDCC), the ND Admin Code 4-12, and the Office of Management and Budget (OMB) Procurement Guidelines; to find more information, please visit the OMB: Laws, Rules and Guidelines website. The procurement process is the system by which a State agency obtains the supplies and services it needs to meet its mission.
Definition of Procurement: The acquiring of supplies or services (including construction) by contract with appropriated funds by and for the use of the State Government through purchase or lease, whether the supplies or services are already in existence or must be created, developed, demonstrated, or evaluated. Procurement begins at the point when agency needs are established, and includes: the description of requirements to satisfy agency needs, the solicitation, the selection of sources, the award of contracts, the contract financing, the contract performance, contract administration, and those technical and management functions directly related to the process of fulfilling agency needs by contract.
At the DOCR, each facility and division, as well as the Warehouse and the Grants & Contracts Officer, is responsible for buying the necessary supplies, services, and equipment to operate its facilities and divisions. If you have questions relating to the contracts or solicitations at a particular site, or in a specific division, please contact the contracting office noted in the contract or solicitation. To obtain information on DOCR facilities and divisions, please see our DOCR Procurement Contacts.
The State of North Dakota recognizes we are a large consumer of goods and services. Every one of our purchases has an environmental impact resulting from the combined effect of a product’s manufacture, use and disposal. As a result, the daily purchasing decisions of our employees and contractors can positively or negatively affect the environment.
By including environmental considerations in our purchasing decisions, along with our traditional concerns with price, performance, and availability, we will remain fiscally responsible while promoting practices that will reduce adverse environmental impact, reduce pollution, improve public health and safety, and conserve natural resources.
NDCC § 54-44.4-07, Procurement of Environmentally Preferable Products, became effective on July 1, 2008. The Office of Management and Budget, institutions under the jurisdiction of the State Board of Higher Education, and state agencies and institutions that have the authority to purchase products are encouraged to purchase environmentally preferable products. Where practicable, soybean-based ink should be specified for newsprint printing services and bio-based products should be specified.
Defining Environmentally Preferable And Bio-Based Purchasing
Buying environmentally preferable products means the State of North Dakota will seek products that have a reduced detrimental effect on human health and the environment when compared with competing products serving the same purpose. In practice, this means seeking products that have reduced negative environmental impact because of the way they are made, used, transported, stored, packaged, or disposed of, including the potential for reuse or ability to be recycled. It means looking for products that do not harm human health, are less polluting, minimize waste, maximize the use of bio-base demand recycled materials, conserve energy and water, and reduce the consumption or disposal of hazardous materials.
A bio-based product is a commercial or industrial product (other than food or feed) that is comprised in whole or in part of biological products, renewable agricultural materials, or forestry materials. When determining whether a product is environmentally preferable, the following environmental attributes should be considered:
Balancing Environmental Considerations With Performance, Availability, And Financial Cost
The State of North Dakota is committed to buying more environmentally preferable and bio-based goods and services as long as they meet our performance needs and they are available within a reasonable period of time at a reasonable cost. It shall not be construed as requiring a purchaser or contractor to procure products that do not perform adequately for their intended use, exclude adequate competition, or are not available at a reasonable price or in a reasonable period of time.
When comparing cost, the State of North Dakota will not focus exclusively on the initial price. Instead, we will calculate and compare total costs over the life of the item, which includes the initial cost along with maintenance, operating, insurance, disposal, replacement, and potential liability costs. Examining life cycle costs will save money by ensuring we are quantifying the total cost of ownership before making purchasing decisions.
The State of North Dakota recognizes that competition exists not only in prices, but also in the technical competence of suppliers, in their ability to make timely deliveries, and in the quality and performance, including environmental performance, of their products and services. Balancing these sometimes competing factors means that initial cost is never the only consideration. It also means we may sometimes pay more for higher performing goods and services, including those with superior environmental performance.
Every state agency and institution is responsible for ensuring its employees and contractors are aware of the State of North Dakota’s desire to buy more environmentally preferable and bio-based goods and services. Contractors who do work on behalf of the State of North Dakota should be required to use environmentally preferable and bio-based products to the extent practicable.
Every employee with authority to purchase on behalf of the state, including employees who have been issued state government credit cards, is responsible for considering the environmental impact of the products and services, and specifying environmentally preferable and bio-based products where practicable.
How To Do Business With The DOCR
The DOCR welcomes and encourages your participation in the procurement process. You may participate in the State procurement process by receiving and responding to solicitations that you believe your company can perform. You may view all State of North Dakota solicitations via the OMB State Procurement Online Services website.
Regardless of the method of procurement, the DOCR maximizes competition consistent with the purchase of supplies or services necessary to meet its needs. This is done by notifying interested vendors registered on the State’s Bidder List, placing notices of planned procurements on the OMB State Procurement Online Services List Current Solicitations website and occasionally in the local newspaper.
If you are not a registered vendor and on the State’s Bidder’s List, please do so as soon as possible through the State Procurement Get Registered website. For more information on Bidder Services please go to the State Procurement Bidder Services website.
All State agencies are required to post notices of proposed government purchases (excludes construction) exceeding $25,000, on the OMB State Procurement Online Services List Current Solicitations website. Since the use of this website is mandatory for all State agencies, it is the most comprehensive and effective method of receiving solicitations. Companies wishing to do business with the DOCR are strongly encouraged to become familiar with this website and to register for notifications and solicitations in their area of expertise.
Solicitations and awards over $25,000 are posted on the OMB State Procurement Online Services website. Information about a procurement, including solicitations, amendments, and award, will be publicized solely through this site. All documents for posted procurements can be downloaded from the OMB State Procurement Online Services website.
Interested parties are responsible for monitoring the OMB State Procurement Online Services website for the most up-to-date information about DOCR procurements. It is the Bidder’s responsibility to check the OMB State Procurement Online Services website frequently for any possible amendments that may be issued. The DOCR is not responsible for a bidder’s failure to download any amendment documents required to complete a solicitation.
When opportunities arise for Request for Quotes or Informal Bids: Requests for procurement under $25,000 will be advertised at the agency’s discretion by emailing vendors, advertise on the OMB State Procurement Online Services website, or advertise in the local newspaper. Once quotes are received, and the bid has closed, the award of the solicitation can be made. The award is generally made based on the “lowest price” meeting all specifications.
Goods and services not available on a state contract and under $2,500 may be purchased without soliciting competition.
Goods and Services not available on a state contract and between $2,500 and up to $25,000 must be competitively solicited and documented through an informal process.
Requests for goods and services not available on a state contract that exceed $25,000 are solicited through a formal procurement process requiring sealed bids.
The DOCR may complete criminal history checks of the successful bidder’s personnel, including subcontractors, employees, agents, volunteers, and consultants who will have contact with DOCR offenders, or enter the premises of any of our facilities. In addition to the criminal history checks, DOCR staff may fingerprint all contractor personnel, including subcontractors, employees, agents, volunteers, and consultants and submit these to the North Dakota Attorney General’s Bureau of Criminal Investigation for processing. If the fingerprint check reveals anyone that has a criminal history that does not meet acceptability criteria, the DOCR must prohibit that individual from working with DOCR offenders or entering any facilities.
Contractor personnel shall comply with all applicable DOCR rules, regulations, and policies, including rules and regulations relating to safety, security, and confidentiality. The DOCR reserves the right to deny admission in DOCR facilities to contractor personnel for violation of any applicable DOCR rule, regulation, or policy.
Citizens have a right to open records, regardless of the reason; however, a request must reasonably identify existing records. A request for public records can be made by mail, e-mail, fax, or by phone. The DOCR will respond to the request within a reasonable time, either by providing the requested record or by explaining the legal authority for denying all or part of the request. For more information on access to public records, please view NDCC §44-04-18.
Under NDCC § 54-44.4-10(2), all proposals received pursuant to a competitive sealed proposal process are exempt records under NDCC § 44-04-17.1(5) until an award of the contract is made. After an award of the contract has been made, the proposals become subject to the state’s open records laws. Cost proposals, including unit prices, are not confidential under NDCC § 44-04-18.4. Also, the DOCR’S evaluations of the Vendors’ proposals are the DOCR’s records and are open records.
Information that may be subject to the open records exception policy under NDCC § 44-04-18.4 is: trade secret, proprietary information, commercial and financial information, or considered confidential “if it is of a privileged nature and it has not been previously public disclosed”.
What Is The Copy Fee?
The copy fee is 25 cents per page, plus postage, as established in NDCC § 44-04-18(2) and $25.00 per hour, per request, but not including the first hour, for locating records and excising closed or confidential material. Payment must be received before records will be mailed to the requestor.
How Do I Make A Public Records Request Related to Procurement?
All procurement related requests can be made by mail, e-mail, fax, or by phone to:
Jeannine Veitz, DOCR Grants & Contracts Officer
PO Box 1898, 3100 Railroad Avenue
Bismarck, ND 58502-1898
Fax: (701) 328-6651
Phone: (701) 328-6656
Procurement is responsible for the development and procurement of professional and general services, and commodity contracts. These contracts provide services such as construction and public improvements, education, medical, substance abuse treatment, electronic monitoring, residential facilities, etc. as well as the purchase of office supplies and items for offenders.
Central Office Administration Division – PO Box 1898, 3100 Railroad Avenue, Bismarck, ND 58502-1898
|Jeannine Veitz, Grants & Contracts Officer||Email: firstname.lastname@example.org||Phone: (701) 328-6656||Fax: (701) 328-6651||Responsible for DOCR procurements of services and construction|
|Tony Doll, Warehouse Manager||Email: email@example.com||Phone: (701) 328-6107||Fax: (701) 328-0367||Responsible for DOCR procurements of commodities and equipment|
|Richard Frohlich, Plant Services Director||Email: firstname.lastname@example.org||Phone: (701) 328-6133||Fax: (701) 328-6640||Responsible for DOCR procurements of services, construction, and equipment|
|Nora Jangula, Director of Finance||Email: email@example.com||Phone: (701) 328-6101||Fax: (701) 328-6780||Responsible for overall Adult Services procurements|
North Dakota State Penitentiary (NDSP) – PO Box 5521, 3100 Railroad Avenue, Bismarck, ND 58506-5521
|Allen Thompson, Food Services Director||Email: firstname.lastname@example.org||Phone: (701) 328-6132||Fax: (701) 328-6640||Responsible for NDSP procurements of fresh or frozen food|
|Don Gleich, Physical Plant Director||Email: email@example.com||Phone: (701) 328-6695||Fax: (701) 328-6640||Responsible for NDSP procurements of maintenance commodities/equipment|
James River Correctional Center (JRCC) – 2521 Circle Drive, Jamestown, ND 58401
|Bryan Burow, Food Services Director||Email: firstname.lastname@example.org||Phone: (701) 253-3681||Fax: (701) 253-3735||Responsible for JRCC procurements of fresh or frozen food|
|Dwight Kendall, Physical Plant Director||Email: email@example.com||Phone: (701) 253-3763||Fax: (701) 253-3735||Responsible for JRCC procurements of maintenance commodities/equipment|
|Cheryl Dewald, Business Manager||Email: firstname.lastname@example.org||Phone: (701) 253-3928||Fax: (701) 253-3735||Responsible for overall JRCC procurements|
Missouri River Correctional Center (MRCC) – 1800 48th Avenue SW, Bismarck, ND 58504
|Terry Moszer, Kitchen Supervisor||Email: email@example.com||Phone: (701) 328-9686||Fax: (701) 328-9690||Responsible for MRCC procurements of fresh or frozen food|
|Merle Glasser, Kitchen Supervisor||Email: firstname.lastname@example.org||Phone: (701) 328-9686||Fax: (701) 328-9690||Responsible for MRCC procurements of fresh or frozen food|
|Bruce Meyers, Physical Plant Director||Email: email@example.com||Phone: (701) 328-9685||Fax: (701) 328-9690||Responsible for MRCC procurements of maintenance commodities/equipment|
North Dakota Youth Correctional Center (NDYCC) – 701 16th Avenue SW, Mandan, ND 58554
|Jana Ternes, Food Service Director||Email: firstname.lastname@example.org||Phone: (701) 667-1435||Fax: (701) 667-1414||Responsible for YCC procurements of fresh or frozen food|
|Keith Rasmusson, Physical Plant Director||Email: email@example.com||Phone: (701) 667-1406||Fax: (701) 667-1414||Responsible for YCC procurements of maintenance commodities/equipment|
|Donna St. Moritz, Director of Admin Services||Email: firstname.lastname@example.org||Phone: (701) 667-1403||Fax: (701) 667-1414||Responsible for YCC procurements of commodities and equipment|
|Michele Wagner, Director of Finance||Email: email@example.com||Phone: (701) 667-1407||Fax: (701) 667-1414||Responsible for overall Juvenile Services procurements|