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62 Pa.C.S. § 1902 · COSTARS contract number

COSTARS cooperative purchasing — supplier contract in force at time of purchase (PA local public procurement units)

Cooperative purchasing through a Commonwealth contract (62 Pa.C.S. § 1902; COSTARS) — the steps as written

#	Step	Who	When	Record	Citation
1	The local public procurement unit registers as a COSTARS member.	local public procurement unit	once	COSTARS membership	62 Pa.C.S. § 1901; DGS COSTARS member terms
2 ●	The supplier holds a COSTARS contract awarded by DGS and appears in the public supplier/contract directory.	supplier; DGS	for the contract term	COSTARS contract number; directory row (the public search refuses automated reads — robots.txt — so a receipt prints the official link as 'not read', not a row)	DGS COSTARS supplier terms
3 ●	The member purchases under the contract without separate bidding and keeps the contract number and the dated directory read in the purchase file; the federal suspension-and-debarment read still applies where federal funds pay.	member purchasing office	at each purchase	purchase order citing the COSTARS contract; dated directory receipt; 2 CFR 180.300 receipt where federal funds are used	62 Pa.C.S. § 1902(a); 2 CFR 180.300

● a dated receipt is the record at this step.

Keeping the file

#	Step	Record	Where
F1	At each ● step, pull the dated receipt under the party's exact name or UEI and file its receipt id with the transaction record.	receipt id (r_…) on the procurement, subaward or payment record	https://alphacovenantholdings.com/screening
F2	Anchor your own document for the step — the signed check, the certification, the memo — by its SHA-256 beside the receipt. The document stays with you; only its hash is logged.	anchor id (a_…) in the same log as the receipt	https://alphacovenantholdings.com/r/{receipt_id} → Anchor
F3	Note the retention line the file sits under and, once the trigger date is known, the date the period runs to.	the rule's own words and date (FAR 4.703/4.705 or 2 CFR 200.334)	https://alphacovenantholdings.com/api/retention/rules
F4	At period end, keep the signed file statement for the organization: every receipt and anchor, the sources read and which did not answer, the log head they chain to.	one signed page per UEI; its hash and signature verify without Alpha Covenant	https://alphacovenantholdings.com/file/{uei}

How the dated records are kept, not what they prove. A receipt shows what the official file printed on the read date; an anchor shows a document existed in that exact form on that date; the file statement lists what the file holds. None of them states that a step was done correctly or that the organization is eligible or compliant.

How the auditor tests it

Local auditors and the PA Auditor General test that non-bid purchases cite a cooperative contract in force; federal funds add the Procurement and Suspension and Debarment test. — 62 Pa.C.S. § 1902; OMB Compliance Supplement, Part 3, Section I

The steps as the regulation and the auditor's program state them, each with its citation. Nothing here is advice or a determination; the agency's text controls. A dated receipt is the record at the marked steps — it shows what the official file printed on the read date, not that the step was done correctly.

Not legal advice, not a compliance determination, not a statement that any filer's certification is true or false. Form numbers and line numbers are as published on the date noted and may be renumbered by their agencies; the official page controls. Audit findings quoted are the auditor's words as filed at the Federal Audit Clearinghouse, cited by report id; they describe a documentation gap, not a conclusion about any party.