Project Information

Bid Title

Ci Smokeless Tobacco

Issuing Agency

State Government of Pennsylvania

Location

Pennsylvania

Published Date

Apr 30, 2026

Closing Date

Jun 8, 2026

Government Level

State & Local

Status

Closed

Ref. #

6100066003

Original Source

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Bid Documents

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Project Description

General Information
Department for this solicitation:	Procurement
Date Prepared:	04/30/26	Types:	IFB
Advertisement Type:	Service Materials Service & Materials PW Construction Agency Construction Real Estate
Solicitation/Project#:	6100066003	Solicitation/Project Title:	CI Smokeless Tobacco
Description:	The Commonwealth of Pennsylvania, Department of Corrections is seeking a vendor to provide smokeless, flavored, individually pouched, tobacco-free, nicotine delivery products to Pennsylvania Correctional Industries. All items will be delivered FOB Destination. The awarded supplier is responsible for any shipping or delivery costs. This is an ELECTRONIC bid only. Registered Vendors may find bid at: https://pasupplierportal.state.pa.us/irj/portal/anonymous. ONLY ELECTRONIC BID RESPONSES WILL BE ACCEPTED. Registered Vendors may find solicitation on the PA Supplier Portal. All bidders are responsible for monitoring eMarketplace to view any change notices to this IFB. The change notices shall become incorporated as part of this solicitation. Interested vendors must be registered to submit a bid. To register and obtain a vendor number visit the PA Supplier Portal. Information about the registration and bidding process can be found at the Supplier Service Center. You may refer to the Locating and Responding to Bids in the PA Supplier Portal located on the Supplier Service Center website (link above) for bidding instruction or contact the helpdesk at (877) 435-7363, choose option 2.

Department Information
Department/Agency:	Department of Corrections	Delivery Location:	Pennsylvania Department Of Corrections Commissary Cdcs  3 Locations
County:	Multiple	Duration:	Two (2) year contract with the option of three (3) one (1) year renewals

Contact Information
First Name:	Christina	Last Name:	Zambotti
Phone Number: (XXX-XXX-XXXX)	717-728-3915	Email:	czambotti@pa.gov

Solicitation Information
Bids must be received by the purchasing agency on the Solicitation Due Date no later than the Solicitation Due Time as set forth in the solicitation. Any conflict between the dates and/or times contained in the solicitation itself or its attachments and this advertisement shall be resolved in favor of the solicitation.
Solicitation Start Date:	05/04/26
Solicitation Due Date:	06/08/26	Solicitation Due Time:	3:00 PM
Solicitation Opening Date:	06/08/26	Solicitation Opening Time:	3:01 PM
Opening Location:	1920 Technology Parkway Mechanicsburg Pa 17050
No. of Addendums:	0
Amended Date:	04/30/26

Related Solicitation Files

Original Files Attachment 01 - Statement of Work.pdf Attachment 02 - Price Sheet.xlsx Attachment 03 - Terms and Conditions.pdf Attachment 04 - Blank Reciprocal Limitations Act.pdf Attachment 05 - EO Worker Proctection Order.pdf Attachment 06 - EO Worker Proctection Form.pdf Attachment 07 - Iran Free Procurement Certification Form.pdf Attachment 08 - Electronic Bid Response.pdf locating and responding to a solicitation.pdf

Attachment Preview

Statement of Work

Tobacco-Free Nicotine Delivery Products

Contract Scope: The Commonwealth of Pennsylvania, Department of Corrections is seeking a vendor to

provide smokeless, flavored, individually pouched, tobacco-free, nicotine delivery products to

Pennsylvania Correctional Industries.

Issuing Officer: Questions regarding the bidding or contracting procedures should be directed to

Christina Zambotti at czambotti@pa.gov, only emailed questions will be accepted.

Term of Contract: The Term of the Contract shall commence on the Effective Date (as defined below)

and shall end on the Expiration Date identified on the Contract, subject to other provisions of the

Contract.

The Effective Date shall be: a) the Effective Date printed on the Contract after the Contract has been

fully executed by the Supplier and the Commonwealth (signed and approved as required by

Commonwealth contracting procedures) or b) the “Valid from” date printed on the contract, whichever

is later.

This is a two (2) year contract with the option of three (3) one (1) year renewals. Renewals will be by the

mutual agreement of the Department of Corrections – Correctional Industries and the suppliers, upon

the same terms and conditions set forth in the contract.

The Department may solicit additional suppliers to be added to this contract at any time, when deemed

in the best interests of the Commonwealth, this will be through a supplemental bid process.

Price Adjustments: Pricing based on manufacturer price may be submitted after the first year of the

contract. Should the renewal option be exercised, pricing may change at the time of renewal. The price

adjustment must be by mutual agreement between the Department of Corrections – Correctional

Industries and the supplier and must be submitted to the Department of Corrections – Correctional

Industries no later than sixty (60) days prior to the date of the price change. All supporting

documentation must be submitted with the pricing to justify any price increases.

3 – Month Extension: The PA DOC reserves the right, upon notice to the Awarded Supplier, to extend

any single term of the contact for up to three (3) months upon the same term and conditions.

Pricing changes may be negotiated at the time of renewal upon mutual agreement of the DOC and the

supplier. Pricing changes may be negotiated outside the renewal period in the event of extraordinary

unforeseen circumstances. The request for increased pricing due to extraordinary circumstances must

include adequate justification and supporting documentation. Any increase in pricing outside the

Specifications:

Flavor/Product

Winter Green Smoke Free Product

Spearmint Smoke Free Product

Peppermint Smoke Free Product

Estimated Monthly Quantity

3,500 Units

3,500 Units

3,500 Unit

Page 1|5

Statement of Work

Tobacco-Free Nicotine Delivery Products

• DOC will not accept commodities stored in metal containers.

• Product manufacturer must be FDA registered.

• Product should have a non-metallic casing.

• Product should be tamper-resistant or tamper-evident.

• Single units must supply nicotine levels of no more than 3 mg/g.

• Sell by date must be at least four (4) months after delivery date.

• Palletized product must be no more than 52 inches in height.

This solicitation is limited to the flavors above, similar flavors are not acceptable.

The Department of Corrections reserves the right to request nationally recognized products. Suppliers

shall bid only Rogue brand tobacco-free nicotine delivery products.

Additional products may be added to this contract as determined by the Department of Corrections,

through a supplemental bid process.

Bid Requirements: Awarded Supplier(s) must have a PA Wholesaler Certificate. Awarded suppliers may

be required to submit a copy of their certificate.

All pricing submitted shall be FOB Destination and all-inclusive of product costs and shipping.

Security and Packaging: All products must meet security requirements of the DOC. The Department of

Corrections reserves the right to allow companies to adapt their packaging to meet the DOC’s security

requirements before an award is generated. Product approval may be made contingent upon packaging

changes. If, after award, DOC determines that a product poses a security threat, DOC will either cancel

the award of that product upon written notification to the supplier detailing the nature of the security

threat or allow the supplier to replace the product with a compliant product at the same price.

Samples: Three (3) samples per product must be submitted to the Department of Corrections prior to

bid opening for security review.

All samples should be sent to:

Cherese Darhower

Pennsylvania Correctional Industries

2520 Lisburn Road

Camp Hill, PA 17011

Estimated Quantities: It shall be understood and agreed that any quantities listed in the solicitation are

estimated only and may be increased or decreased in accordance with the actual requirements of the

Department of Corrections.

Deliveries to Department of Corrections: Suppliers must adhere to all DOC/Correctional Industries

policies and Cooperate in a background investigation by completing a security clearance application and

answering any questions posed by the investigator. A link to the Centralized Clearance Request Form is

Page 2|5

Statement of Work

Tobacco-Free Nicotine Delivery Products

provided here: https://www.cor.pa.gov/Facilities/Pages/Clearance-Request.aspx. Clearance periods may

be granted up to a maximum of two years for all candidates requesting access. The awarded Supplier’s

employees are responsible to renew their request for a security clearance prior to expiration of their

current clearance. The DOC may deny an individual’s access to its facilities, information or clients as a

result of confidential information obtained during the course of the security clearance process, or for

violation of DOC policy.

a. All Suppliers and their subcontractors, who utilize regular delivery transportation will have to

submit clearance checks through the original Supplier, for all drivers (if delivery is inside of the

fence). Common Carriers will not be required to render clearance checks, however are subject

to search and escort procedures. ALL CARRIERS reporting to outside warehouses must secure

their vehicle (windows closed and doors locked), sign in at warehouse and wait for further

directions from correctional staff.

b. Suppliers must coordinate all deliveries with each DOC/Correctional Industries Distribution

Center prior to delivering items.

c. The Supplier is responsible for costs associated with the completion of the project, i.e.,

insurances, fuel, equipment, permits as applicable. All items will be delivered F.O.B. destination.

The awarded Supplier is responsible for any shipping or delivery costs.

Delivery: The DOC/Correctional Industries requires that deliveries be made to each Distribution Center

during normal working hours Monday through Friday, 8:00 a.m. Until 1:00 p.m. EST, excluding state

holidays. Deliveries scheduled on state holidays are to be rescheduled with each Distribution Center.

Fully loaded deliveries are to be delivered inside the secure perimeter of the institution with a security

clearance approved driver to the CDC loading dock area, outlined above. After delivery, the trailer must

depart the secure perimeter completely empty. Partial shipments, smaller loads, or LTL loads should be

directed to the outside warehouse to be unloaded. Partial shipments are considered (6) six pallets or

less. Initial delivery on a new Purchase Order shall be made within thirty (30) days of order receipt date.

Any deliveries thereafter for that same Purchase Order shall be made within five (5) business days of the

replenishment order date unless otherwise specified on the Purchase Order.

• All Purchase Orders are to be shipped complete. No back orders will be accepted.

• All drivers must receive a bi-annual security clearance through Central Office. It is the

responsibility of the Supplier to ensure the drivers are current with their security clearances.

• No Sleeper Cab is permitted on Institutional property.

• Note: PA Correctional Industries Distribution Center has no control over the timely access for

delivery to the commissary operations within the Institution.

SCI-Albion

PCI Commissary

10745 Route 18

Albion, PA 16475-0001

Dock Hrs: 8:00am–2:00pm EST

Last Delivery by 1:30pm EST

SCI-Houtzdale

PCI Commissary

209 Institution Drive

Houtzdale, PA 16698-1000

Dock Hrs: 8:00am–2:00pm EST

Last Delivery by 1:30pm EST

SCI-Mahanoy

PCI Commissary

301 Morea Road

Frackville, PA 17932

Dock Hrs: 8:00am–2:00pm

Last Delivery by 1:30pm EST

Page 3|5

Statement of Work

Tobacco-Free Nicotine Delivery Products

Ordering: The minimum order for this contract is 100 units per single delivery for each Department of

Corrections location. Orders less than the minimum may be accepted by mutual agreement between the

supplier and the Department of Corrections. The Department of Corrections must provide seven (7) days

or more to the Supplier from receipt of the order for lead-time on all orders.

Order Accuracy: The supplier will maintain a minimum of 98% order accuracy, by the delivery date

specified on the purchase order. The supplier shall deliver specified goods to the ordering location per

the requested delivery date on the purchase order which shall be no less than seven (7) days from the

receipt of the purchase order. Out of stock, late deliveries, partial orders, and backorders will count

against the supplier’s order accuracy rating. The formula for the fill rate is defined as: Total Cases

Delivered and Accepted divided by Total Cases Ordered. Failure to meet the 98% order accuracy

requirement may result in the Department of Corrections declaring that the supplier is in default as set

forth in the terms and conditions of the contract.

Replacement of Products: The supplier is responsible for notifying the Department of Corrections of all

discontinued products in a timely manner. If a product is discontinued, the supplier shall offer the

Department of Corrections a comparable product to replace the discontinued product. Pricing for the

replacement product shall be the same as the pricing for the discontinued product. The Department of

Corrections, in its sole discretion, shall determine if the replacement product is comparable to the

original product. At no time is the supplier allowed to unilaterally change products or pricing.

All defective items must be replaced by the supplier at no cost to the Department of Corrections. Items

must be returned within thirty (30) days of delivery.

Rebate, Promotional Allowances or Bill Backs: The awarded supplier shall provide the Department of

Corrections purchasing agents a copy of any rebate, promotional or bill back programs available from

manufacturers supplying products to Pennsylvania Correctional Industries (PCI) through this contract.

This information shall be provided within 30 calendar days after receiving notification of award, and

within 30 calendar days of receiving any promotional or bill back program from a manufacturer during

the contract period. The Department of Corrections reserves the right to contact manufacturers

periodically, to inquire about all applicable rebates.

OPEN ENROLLMENT: As needed, open enrollment for this contract may be publicly solicited through

supplemental bids periodically as determined by the Issuing Office and the using agency. New potential

suppliers may seek to be added to the list of contracted suppliers by submitting a bid during that time.

Existing awarded suppliers may seek to add additional categories to their contract by submitting a bid

during that time. Additional categories required by the using agency not included in this original

solicitation related to tobacco-free nicotine delivery may be added during this time through public

solicitation.

Bid Award: It shall be understood and agreed that any quantities listed in the solicitation are estimated

only and may be increased or decreased in accordance with the actual requirements of the Department

of Corrections.

Page 4|5

Statement of Work

Tobacco-Free Nicotine Delivery Products

Unless otherwise indicated, the unit price must include all labor, materials, equipment, tools, insurance,

delivery fees and all items necessary for the completion of the project. In cases of discrepancies in

prices, the unit price will be binding unless the unit price is obviously in error and the extended price is

obviously correct, in which case the erroneous unit price will be corrected. All items will be delivered

F.O.B Destination. The awarded supplier is responsible for any shipping or delivery costs.

Bid Results: Bids will be opened on the date and time specified in the invitation for bid. Bid tabulations

will be posted on the Department of General Services’ eMarkeplace website:

http://www.emarketplace.state.pa.us/. Tabulations are for information only and do NOT constitute

actual award/execution of a contract. The results of the apparent suppliers and all bids are under review

until final award of the purchase order.

Payment Terms (Invoicing): Supplier must follow the following invoicing requirements:

1. Accurately bill the Commonwealth for actual services rendered on all invoices.

2. Submit invoice to appropriate resource account within 15 business days of completed service.

3. Comply with Commonwealth / Department of Correction’s practices for Contractor payments.

The awarded supplier should submit all invoices, as outlined by the Pennsylvania Office of the Budget, as

a PDF file to 69180@pa.gov. The following link will provide more information regarding the Office of the

Budget’s invoicing requirements and resources:

https://www.budget.pa.gov/Services/ForVendors/Pages/default.aspx.

Page 5|5

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