Commonwealth, Department of General Services v. On-Point Technology Systems, Inc.

821 A.2d 641, 2003 Pa. Commw. LEXIS 154
CourtCommonwealth Court of Pennsylvania
DecidedMarch 17, 2003
StatusPublished
Cited by7 cases

This text of 821 A.2d 641 (Commonwealth, Department of General Services v. On-Point Technology Systems, Inc.) is published on Counsel Stack Legal Research, covering Commonwealth Court of Pennsylvania primary law. Counsel Stack provides free access to over 12 million legal documents including statutes, case law, regulations, and constitutions.

Bluebook
Commonwealth, Department of General Services v. On-Point Technology Systems, Inc., 821 A.2d 641, 2003 Pa. Commw. LEXIS 154 (Pa. Ct. App. 2003).

Opinion

OPINION BY

Judge COHN.

This case arises from an order from the Board of Claims (Board) in which the Board found that Petitioners, Department of General Services (DGS) and Department of Revenue (Revenue) (collectively, the Commonwealth), had entered into a contract with Respondent, On-Point Technology Systems Inc. (On-Point), the terms of which the Commonwealth breached. Based upon this breach, the Board awarded On-Point expectation and reliance damages in the amount of $4,528,049.52 plus interest. The Commonwealth appeals this order, arguing that the parties had not formed a contract, but were merely in the process of negotiating a contract. In this appeal, we must decide whether, under the terms of a request for proposal (RFP), a binding contract was formed after On-Point had been identified as the winning bidder, but before a signed contract was executed. For the reasons that follow, we find that no contract was formed. Accordingly, we reverse the decision of the Board as to the finding of a contract and as to the award of damages under the purported 1995 agreement.-

*643 The following facts are pertinent. Revenue is an administrative agency of the Commonwealth of Pennsylvania with authority to administer the State Lottery (Lottery). In May 1995, Revenue formed a Selection Committee, which was responsible for reviewing an RFP prepared by Lottery officials, which specified the type and nature of the instant ticket vending machines (ITVMs) for Revenue to procure. The RFP described, in detail, the standards to which responsive proposals must be prepared, set forth the procedure by which the Commonwealth would evaluate proposals, described how the RFP process would be conducted, posed numerous questions concerning pricing, warranties, maintenance and delivery, and contained a draft form of a contract the successful bidder would be required to execute. 1 The RFP contained several provisions of particular interest for resolution of the instant case. Paragraph 5, which had the heading “Standard Contract,” read:

Negotiations will be undertaken with the responsible Vendor whose responsive proposal best meets the needs of the Commonwealth in terms of the requirements of this RFP. These negotiations with the Commonwealth will result in a formal contract between the parties.

(RFP ¶ 1-5 at pg I-2). 2 This same provision also indicated that:

If, in the opinion of the Commonwealth, contract negotiations with the selected Vendor cannot be concluded within thirty (30) days following the selected Vendor’s receipt of a draft contract, the Commonwealth may in its discretion, immediately discontinue negotiations with the selected Vendor and commence negotiations with the remaining Vendor(s) who received the next highest number of evaluation points.

(RFP ¶ I-5 at pg I-2). Additionally, paragraph I-4 of the RFP indicated that

Issuance of this RFP in no way constitutes a commitment by the Commonwealth to award a contract. The Commonwealth reserves the right to reject any or all proposals or to cancel this RFP if it is in the best interest of the Commonwealth.

(RFP ¶ I-4 at page I-2) (emphasis added). The RFP also contained a provision as to the incurring of costs, noting that:

The Commonwealth is not liable for the payment of any amounts to the selected Vendor until a contract is negotiated, signed by the Vendor, and all Commonwealth signatures, as required by law, have been obtained.

(RFP ¶ I-6 at page 1-2).

The RFP was approved by the Executive Director of the Lottery, Charles Kline, and then Secretary of Reyenue, Robert A. Judge (Secretary), along with DGS, the Commonwealth agency responsible for acting as purchasing agent for the Commonwealth’s administrative agencies. In August 1995, Revenue, acting through DGS, issued the RFP.

Two companies, On-Point 3 and Interlott provided the only responses, with On- *644 Point submitting two alternative proposals and Interlott submitting one proposal. The RFP Committee reviewed the responses and, after applying an objective scoring mechanism, ranked both of On-Point’s proposals higher than the Interlott proposal. The Secretary reviewed and approved the selection of On-Point as the provider for the additional machines, as did George C. Fields, DGS Deputy Secretary for Procurement. On December 13, 1995, the Secretary sent a letter to On-Point informing it that its proposal was the most responsive to the Commonwealth’s RFP. The second paragraph of the letter stated:

This letter is to be considered a letter of intent to enter into contract negotiations. Be advised, however, that this letter is not binding in any way nor will the Commonwealth be bound until a formal contract has been negotiated and authenticated by all required signatures.

(Letter of Robert A. Judge, Sr., Secretary of Revenue, to Catherine Winchester of Lottery Enterprises, Inc., December 13, 1995). 4

Shortly thereafter, Julia Sheridan, Deputy Chief Counsel for Revenue, provided a proposed form of contract to On-Point. The contract did not include any quantity 5 or price terms. 6 On-Point representatives reviewed the proposed contracted, offered some comments, and returned the proposed agreement to Ms. Sheridan. On-Point received no further response regarding the agreement. The parties never signed a contract.

On July 25, 1996, the Secretary of Revenue notified On-Point that Revenue had cancelled the 1995 RFP, noting that “the RFP, as originally formulated, did not generate responses satisfactory to accomplish the goals of the Department. For that reason, I believe it is in the best interest of the Commonwealth to cancel the RFP.” 7 *645 Consequently, no contract was awarded to any party under the 1995 RFP.

On September IB, 1996, On-Point filed a complaint with the Board, asserting a breach of the contract, allegedly formed in 1995, to deliver and service up to 5000 ITVMs. 8 Several days of hearing were conducted in April 2001. On March 21, 2002, the Board ruled in favor of On-Point, awarding $932,507.52 in reliance damages (for inventory accumulated to fulfill the contract), $1,851,000 for lost profits from sales of machines under the 1995 contract, and $1,615,000 for loss of profits from service of the machines. The Board also awarded damages arising from the 1993 contract.

In reaching this decision, the Board determined that a contract arose from the 1995 RFP process when the Secretary approved the selection of On-Point under the RFP, and then communicated this decision to On-Point in the December letter. 9 The *646

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821 A.2d 641, 2003 Pa. Commw. LEXIS 154, Counsel Stack Legal Research, https://law.counselstack.com/opinion/commonwealth-department-of-general-services-v-on-point-technology-pacommwct-2003.