PSD is also used by many of the Constitutional officers and state universities for select procurements. Each Constitutional officer and state university has its own purchasing department. Some contracts established by PSD are also used by local government units throughout the state through the Joint Purchasing Program . The procurement process starts with a request or requisition from a state agency. Combining requisitions for like items from several agencies into one bid document often reduces the cost to the state by allowing purchases of larger quantities.
Buyers formulate the bid documents in order to procure particular items.
The specifications for the items being solicited on the bid document are one of the most important elements of a bid invitation. Clear specifications must be written in order to provide a common basis for competitive bidding and ensure an understanding between the buyer and prospective bidders as to the exact nature of the commodity or equipment to be procured. PSD prepares the specifications. For these reasons, it is helpful for vendors to personally call on the buying staff and leave literature describing the products they sell. The terms and conditions are another important aspect of bid invitations.