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Procedures for Using Public Notices Website

​​Scope/Background:

The www.PublicNotices.​wi.gov website was created to implement changes to section 16.75, Wisconsin Statutes, which allows for use of the Internet to post due notice for certain procurements. Specifically, "...due notice inviting bids shall be published as a class 2 notice, under ch. 985 or posted on the Internet at a site determined or approved by the department." The State of Wisconsin Bureau of Procurement policy on Legal/Public Notice, PRO-601.

The Public Notices Application System automatically replicates certain information regarding requests for bids and requests for proposals (RFB/RFP) that state agencies and municipalities post on the State's VendorNet System. Specifically, the RFB/RFP number, soliciting agency, due date and time, synopsis and contact information will be posted on the public notices website. Because general waivers and sole source procurements also require that state agencies post due notice, authorized persons may use the public notice website for this purpose. However, since general waivers and sole source procurements are not routinely posted on VendorNet, the system cannot automatically generate these notices. Therefore, details of these procurements must be manually entered.

Placing notices on this website is a timesaving effort, as Wisconsin Statutes require posting seven days prior to the contract award, purchase order issuance, or the date RFB/RFP submissions are due. By comparison, if published in the official state newspaper an additional seven-day period is required. Agencies may elect to use one or both of these means to advertise notices.

The Public Notices Application System can also be used to post other notices such as press releases, meeting notices and meeting minutes. Municipalities and state agencies that utilize the Public Notices Application System for purposes other than Chapter 16 postings must adhere to applicable statutes related to these postings.

Procedures for State Agencies:

State agencies must take the following steps to become authorized to enter data on this website.

Step 1: Complete form DOA-3768​, Memorandum of Understanding—Public Notices Application—State Agency (MOU). An authorized state agency representative must sign the MOU and designate an agency organization administrator. The organization administrator must fill out form DOA-3767, Public Notices Administrator Assignment, and send it with the completed MOU to: Department of Administration, State Bureau of Procurement, Public Notices Website Administrator, 6th Floor, 101 E. Wilson St., PO Box 7867, Madison, WI 53707-7867.
Step 2: The State Agency Website Administrator will:
  1. Assign a password to the agency administrator.
  2. Forward the administrator's contact information to the Department of Administration's Division of Enterprise Technology (DET) for training purposes.
  3. Maintain a file of MOUs.
Step 3: The agency organization administrator will be responsible for training in-house system users.
Step 4: Trained users will post public notices and amendments to notices according to State Procurement Manual PRO-601, Legal/Public Notice. All other postings, such as press releases, are the responsibility of the individual state agency.
Step 5: For questions regarding procedures for state agencies please email State.Admin.PublicNotices@wisconsin.gov.​
  

Procedures for Municipalities:

Municipalities must take the following steps to become authorized to enter data on this website.

Step 1: Complete form DOA-3768M, Memorandum of Understanding—Public Notices Application—Wisconsin Municipality (MOU). An authorized municipal representative must sign the MOU and designate a municipal organization administrator. The organization administrator must fill out form DOA-3767, Public Notices Administrator Assignment, and send it with the completed MOU to: Department of Administration, Division of Intergovernmental Relations, Intergovernmental Services Team, 10th Floor, 101 E. Wilson St., PO Box 8944, Madison, WI  53708-8944.
Step 2: The Municipal Website Administrator will:
Assign a password to the municipal administrator.
  1. Forward the administrator's contact information to the Department of Administration's Division of Enterprise Technology (DET) for training purposes.
  2. Maintain a file of MOUs.
Step 3: The municipal organization administrator will be responsible for training in-house system users.
Step 4: Trained users will post public notices and amendments to notices according to State Procurement Manual PRO-601, Legal/Public Notice. All other postings, such as press releases, are the responsibility of the individual municipality.
Step 5: For questions regarding procedures for municipalities please email Muni.Admin.PublicNotices@wisconsin.gov.​

 

Wisconsin Department of Administration
Public Notices Application
Ref. Wis. Stats. 16.75(1)(b), 16.75(2m)(b), 16.75(6)(c);
State Procurement Manual PRO-601