• to define piggybacking and open contract
• to establish policy for piggybacking

1. "Piggybacking" is when an agency uses an existing open contract established by another agency. Piggybacks will not exist beyond the final contract date of the originating agency contract. The agency piggybacking will contact the originating agency to determine whether renewal options have been exercised prior to attempting to renew its contract with the vendor.
   
   
2. "Open contract" is a continuing contract for a specific period of time which is current, i.e., operating within the designated contract period including renewal options.

An agency may use a contract established by another agency, if agreeable to both the contracting agency and the vendor, to obtain the benefits of volume purchases and/or reduction in administrative expenses.

1. The agency researches the original contract and determines that the following conditions are met.
   
   
   1. The contract must be an open contract and must be current. Current contracts are contracts established with prices which have remained competitive since award.
      
      
   2. The originating procurement must have been competitive, i.e., several bidders, generic specifications, etc. Sole source contracts cannot be used to establish piggybacks.
      
      
   3. Irregularities or restrictions are identified and justified.
      
      
   4. The commodities or services to be purchased are the same as on the original contract. The prices must be the same or better and the terms and conditions acceptable to the agency.
      
      

2. Piggybacks exercised within the agency's delegated level of authority are identified in the reference section of the purchase order as PRO-D-29. The agency is responsible for meeting the requirements of I. A.-D. and IV. A.-C. The agency will have the Piggybacking Data Form or documentation showing all required information on file with the transaction. The agency may submit the Piggybacking Data Form or equivalent document to the State Bureau of Procurement for distribution to agencies.
   
   
3. For transactions exceeding the agency's delegated level of authority, the agency prepares the Request for Purchasing Approval/Authority (RPA) to request authority to enter into a piggyback and submits the RPA to the Bureau for approval prior to taking any procurement action. The following information accompanies the RPA:
   
   
   1. A completed RPA Checklist (Form DOA-3046A)
      
      
   2. A completed Piggybacking Data Form or equivalent document;
      
      
   3. A letter documenting the reasons for using the contract; and
      
      
   4. A tabulation or abstract of the original bid.
      
      

4. The Bureau receives the RPA package and follows the established review and approval procedure. The Bureau takes into consideration the following:
   
   
   1. The conditions in I. A.-D., III. A.-D., and the Piggybacking Data Form or equivalent document.
      
      
   2. Whether there is a new minority business enterprise or sheltered work center that should be given the opportunity to respond.
      
      
   3. Whether the competitive market has changed significantly since the bid opening date and whether the scope of the original bid would be changed significantly by this procurement.
      
      
   4. Whether receipt of a single bid response is acceptable.