New Higher ED Full Procurement Process Flow. Version 10.0

Transcription

1 New Higher ED Full Procurement Process Flow Version

2 START Starter Tool Who, What, Where, When, How Much, How long, Estimated Order Dollar Value Are you buying furniture with a value > $500 You must Check with State Surplus before going any further Need a How To Guide Found Furniture in Surplus Obtain Item from Surplus Is this procurement a Renewal of a Formally Bid Contract? You will be on Formal Bid Contract Renewal Path 1 A 2

3 1 IGA t treated as a Procurement Is this an Intergovernmental Agreement? You are on the IGA Path B Is this a Printing Job AND >$10K Check with Procurement Services Order Value > $100K IMSA Board Approval Required 2 3

4 2 (2) Procurement expenditures for events or activities paid for exclusively by revenues generated by the event or activity, gifts or donations for the event or activity, private grants, or any combination thereof. OR (4) Procurement expenditures necessary to provide artistic or musical services, performances, or productions held at a venue operated by a public institution of higher education. OR (5) Procurement expenditures for periodicals and books procured for use by a university library or academic department, except for expenditures related to procuring textbooks for student use or materials for resale or rental. NO YES You are on the Higher ED Exceptions Purchase Path Exercise your due diligence to get the best value (quality & price) to the extent possible More than 1 quote (1) Memberships in professional, academic, or athletic organizations on behalf of a public institution of higher education, an employee of a public institution of higher education, or a student at a public institution of higher education. OR YES (3) Procurement expenditures for events or activities for which the use of specific vendors is mandated or identified by the sponsor of the event or activity, provided that the sponsor is providing a majority of the funding for the event or activity. Requestor Prepare/Gain approval of tice of Award Section 1-13(b) Exemption Form NO Review SPO and PCM 3 Procurement Services Must Post Form within 14 Days G2 4

5 3 Total Estimated Cost LESS THAN $5,000 You are on Less Than 5K Purchase Path Exercise your due diligence to get the best value (quality & price) More than 1 quote Create Purchase Req in Microix Keep your documentation Complete Checklist 4 5

6 4 Due Diligence Searching Check for Item in Master Contract IPB System Save your search terms and results Found a Master Contract Choose to Use Master Contract You will be on the Master Contract Path C Need to get an Internal Waiver 4.5 6

7 4.5 Due Diligence Searching Check for Item in ICI System on Big Category List ITEMS AVAILABLE FROM ILLINOIS CORRECTIONAL INDUSTRIES (as of Feb 2012) Found Item From ICI Big Category List Modified Per CPO tice Dated 10/4/2012 Check for Item in ICI System Database Save your search terms and results Found Item From ICI Database Contact ICI for Price, quality and availability Save your correspondence Choose to Use ICI You will be on the ICI Path 4.6 D 5 7

8 4.6 Check for Item in ICI System on MANDATORY LIST ILLINOIS CORRECTIONAL INDUSTRIES CLEANING & HOUSEHOLD SUPPLIES Attachment A Found Item From ICI Mandatory List Need to get an Local Waiver Need to get an ICI Waiver 5 8

9 ICI BIG CATEGORY LIST ITEMS AVAILABLE FROM ILLINOIS CORRECTIONAL INDUSTRIES (as of Feb 2012) BEDDING AND LINEN: Mattresses Miscellaneous Pillowcases Sheets Towels CLEANING PRODUCTS (Personal Hygiene, Floor Care, Detergents, Degreasers) Citrus Based Agents Dish Washing Agents Disinfectant Agents Filters Floor Agents General Cleaning Agents Laundry Agents Tub and Tile Agents CLEANING SUPPLIES Brooms Brushes Buffing Pads Laundry Bags Mops Scouring Pads EDUCATIONAL FURNITURE (Dormitory and Classroom) Beds Bookcases Desks, Chairs, and Organizers Dressers and Nightstands Wardrobes and Shoe Rack OCCUPATIONAL APPAREL (POLICE, FIRE, EMT, MAINTENANCE, SECURITY) Maintenance Miscellaneous Polos Public Works Security Shirts Trousers Office Furniture (WOOD AND METAL) Bookcases Credenzas Desk Lateral Files Pedestals Pedestals: Hanging, Freestanding, & Mobile Storage Cabinets Tables Vertical Files Wardrobes and Custom Cabinets OUTDOOR PRODUCTS (FURNITURE, GRILLS) Adirondack Chairs Benches Chairs Expanded Metal Outdoor Furniture Grills Tables SAFETY CLOTHING AND SUPPLIES Shirts Vest Work Zone Devices SEATING (OFFICE, WAITING ROOM, EXECUTIVE) Plush Seating SERVICES Clothing Repair Furniture Refinishing Laundry Reupholster SPECIALTY Boxes Embroidery Eyeglasses Laser Engraving Screen Printing 9

10 ICI MANDATORY LIST 10

11 5 Bid Limits See: Supplies/services and Construction limits Modified effective 7/1/2014 Supplies & Services > $55.4K OR Construction > $77.7K OR Professional/Artistic Services > $19, Is this a BID LEVEL Sole Source? -direct to one vendor with no competitive bidding or RFI See Slide 24for rules You will be on Sole Source Path E Is this a BID LEVEL Emergency? See Slide 25 for rules You will be on Emergency Path You are on the Small Purchase Path You are on the Formal BID Path F G H 11

12 A Formal Bid Contract Renewal Path Requestor Creates Purchase Req in Microix Requestor prepares Contract Template highlighting dates, amounts and any MINOR changes Value of renewal > $250K Requestor must Answer Contract Renewal Hearing Questions Procurement Services Creates Full Contract Document SPO Approve Review and Approve SPO Review PCM A1 12

13 A1 Formal Bid Contract Renewal Path Post to IPHEPB for 15 calendar days excluding holidays Procurement Policy Board has up to 30 days to approve or waive approval Procurement Services Finalizes Full Contract Document Sign the contract Vendor, IMSA, SPO SPO Signature Final Complete Checklist 13

14 B Intergovernmental Agreement Path Create Purchase Req in Microix Requestor fill out IGA Contract Template and Instruction Procurement Services Finalizes Agreement Document Sign the IGA Partner then IMSA 14

15 MASTER CONTRACT PATH C Create Purchase Req in Microix Order Value >$20K Procurement Services Completes BOA Complete Checklist 15

16 ICI PATH D Create Purchase Req in Microix Order Value >$20K Requestor Completes IGA Contract Template and Instruction Procurement Services Finalizes Agreement Document Sign the Agreement ICI then IMSA Complete Checklist 16

17 E Sole Source Path Requestor Creates Purchase Req in Microix Requestor prepares Sole Source Justification Form.docx Requestor prepares Contract Template Procurement Services Creates tification Document SPO Approve Review and Approve SPO Review PCM File with Sole Source SPO (S Webb) Approval by Sole Source SPO (S Webb) SPO Approve Publish Part I in IPHEPB* for 15 calendar days excluding holidays E1 *IPHEPB = Illinois Public Higher Education Procurement Bulletin 17

18 E1 Sole Source Path HE CPO Approvals CPO Approval Publish Part II in IPHEPB for at least 8 calendar days excluding holidays Procurement Policy Board has up to 30 days from posting to approve or waive approval Procurement Services Finalizes Full Contract Document Sign the contract Vendor, IMSA, SPO SPO Signature Final Complete Checklist 18

19 F Emergency Path Requestor creates Purchase Req in Microix Requestor prepares Contract Template Requestor fills out Emergency Affidavit NEW (Revised Oct 2010).doc Procurement Services completes Emergency Affidavit NEW (Revised Oct 2010).doc and creates an Emergency tice SPO Approve Review and Approve SPO Review PCM *IPHEPB = Illinois Public Higher Education Procurement Bulletin 19

20 F Emergency Path Publish tice in *IPHEPB for 15 calendar days excluding holidays Procurement Policy Board has up to 30 days to approve or waive approval Requires Hearing on 2 nd 90 day extension Procurement Services Finalizes Full Contract Document Sign the contract Vendor, IMSA, SPO SPO Signature Final Complete Checklist *IPHEPB = Illinois Public Higher Education Procurement Bulletin 20

21 G Small Purchase Path IF SMC OR ICI found and NOT used, Internal Waiver or ICI Waiver must be obtained SBSP/BEP/VOSB/SDVOSB Vendor Available Get >=3 Quote(s) from SBSP/BEP/VOSB/SDVOSB Vendor(s) Good SBSP/BEP/VOSB/SDVOSB Response Found Requestor Prepares IMSA Internal Waiver Form APO approves IMSA Internal Waiver Form APO Signature Final Get >=3 Quote(s) from n-sbsp Vendors G2 21

22 G2 Small Purchase Path Vendor Selection Documentation of all quotes/bids Requestor Creates Purchase Req in Microix Contract Needed? Order Value >$20K OR Multi Year Arrangement OR Requestor prepares Contract Template Procurement Services Creates Full Contract Document Sign the contract Vendor, IMSA, SPO SPO Signature Final Complete Checklist 22

23 H Formal Bid Path IF SMC OR ICI found and NOT used, Internal Waiver or ICI Waiver must be obtained Requestor prepares Formal BID Template Procurement Services Creates Full Bid (Solicitation) Document SPO Approve Review and Approve SPO Review PCM SPO Approve Publish Solicitation in IPHEPB (RFP or IFB) for 15 calendar days excluding holidays Evaluation and Vendor Selection Award Determination Memo Created Review and Approve SPO *NOTE: Bid Package should specify preference will be given to Small Business, BEP or Veteran Businesses in the evaluation matrix Review PCM H2 23

24 H2 Formal Bid Path Publish Award tice in IPHEPB for at least 8 days Create Purchase Req in Microix Procurement Policy Board has up to 30 days after award post to approve or waive approval Procurement Services Finalizes Full Contract Document Sign the contract Vendor, IMSA, SPO SPO Signature Final Complete Checklist 24

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27 Section Sole Economically Feasible Source Procurement This path applies to Large Bid Purchases (Small purchases are handled via the SBSP waiver process) Sole source procurement is permissible when a requirement is available from only a single supplier or when only one supplier is deemed economically feasible. A requirement for a particular proprietary item does not justify a sole source procurement if there is more than one potential bidder or offeror authorized to provide that item. The following are examples of circumstances that could necessitate sole source procurement: 1. where the compatibility of equipment, accessories, replacement parts, or service is a paramount consideration; 2. where a sole supplier's items are needed for trial use or testing; 3. where a sole supplier's item is to be procured for commercial resale; 4. where public utility regulated services are to be procured; 5. where the item is copyrighted or patented and the item or service is not available except from the holder of the copyright or patent; 6. the procurement of the media for advertising; 7. the procurement of art or entertainment services; and 8. changes to existing contracts (see subsection (c)). 27

28 Section Emergency Procurements This path is mostly used for Procurements may be made under this Section in the following circumstances: Public health or safety, including the health or safety of any particular person, is threatened; Immediate repairs are needed to State property to protect against further loss or damage to State property, or to prevent loss or damage to State property; Action is needed to ensure the integrity of State records; equipment or services are necessary in the furtherance of covert activities lawfully conducted by a State agency. Any required disclosures shall be made so as not to jeopardize those covert activities; Immediate action is necessary to avoid lapsing or loss of federal or donated funds; The need for items to protect or further State interests is immediate and use of other competitive source selection procedures under the Code and this Part cannot be accomplished without significant risk of causing serious disadvantage to the State. 28