version 10 july 2014 1 new higher ed full procurement process flow version 10.0
TRANSCRIPT
1Version 10 July 2014
New Higher EDFull Procurement
Process Flow
Version 10.0
2Version 10 July 2014
No
STARTWho, What, Where, When, How Much,
How long, Estimated Order Dollar Value
…
Are you buying furniture with a value > $500
Yes
Starter Tool
No
1
Is this procurement a Renewal of a Formally Bid
Contract?
Yes
You will be on Formal Bid Contract Renewal Path
You must Check with State Surplus before
going any further
Found Furniture in Surplus
Obtain Item from Surplus
A
Yes
No
Need a How To Guide
Version 10 July 2014
No
Is this an Intergovernmental
Agreement?
Yes IGA Not treated as a Procurement
2
B
1
You are on the IGA Path
Is this a Printing JobAND >$10K
Check with Procurement
Services
IMSA Board Approval RequiredNo
Order Value > $100K
Yes
No
3
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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.
Requestor Prepare/Gain approval of Notice of Award Section 1-13(b) Exemption Form
Exercise your due diligence to get the best value (quality & price) to the extent possible
More than 1 quote
G2
NO
YES
YES
NO
3
You are on the Higher ED Exceptions Purchase
Path
Procurement Services Must Post Form within 14 Days
(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.
(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
Email Review SPO and PCM
Version 10 July 2014
No
Yes You are on Less Than 5K Purchase Path
Total Estimated Cost LESS THAN
$5,000
No
3
4
Create Purchase Req in Microix
Exercise your due diligence to get the best value (quality & price)
More than 1 quote
Keep your documentation
Complete Checklist
5
6Version 10 July 2014
Found a Master Contract
Yes
No
Check for Item in Master Contract IPB System
4Due Diligence Searching
Save your search terms and results
C
4.5
Choose to Use Master Contract
You will be on the Master Contract Path
Need to get an Internal Waiver
Yes
No
Version 10 July 20147
Yes
Check for Item in ICI System on Big Category List ITEMS AVAILABLE FROM ILLINOIS CORRECTIONAL INDUSTRIES (as of Feb 2012)
No
4.5 Due Diligence Searching
Found Item From ICI Big Category
List
5
D
Yes
Modified Per CPO Notice 2013.04Dated 10/4/2012
Check for Item in ICI System Database
Found Item From ICI Database
Save your search terms and results
Choose to Use ICI
Contact ICI for Price, quality and availability
Save your correspondence
You will be on the ICI Path
No
4.6
No
Yes
Version 10 July 20148
Yes
Check for Item in ICI System on MANDATORY LIST
ILLINOIS CORRECTIONAL INDUSTRIES CLEANING & HOUSEHOLD SUPPLIES Attachment A
No
4.6
Found Item From ICI Mandatory List
5
Need to get an Local Waiver
Need to get an ICI Waiver
9
ICI BIG CATEGORY LIST ITEMS AVAILABLE FROM ILLINOIS CORRECTIONAL INDUSTRIES (as of Feb 2012)
BEDDING AND LINEN: Offi ce Furniture (WOOD AND METAL)Mattresses Bookcases Miscellaneous Credenzas Pillowcases Desk Sheets Lateral Files Towels Pedestals
CLEANING PRODUCTS (Personal Hygiene, Floor Care, Detergents, Degreasers) Pedestals: Hanging, Freestanding, & Mobile Citrus Based Agents Storage Cabinets Dish Washing Agents Tables Disinfectant Agents Vertical Files Filters Wardrobes and Custom Cabinets Floor Agents OUTDOOR PRODUCTS (FURNITURE, GRILLS)General Cleaning Agents Adirondack Chairs Laundry Agents Benches Tub and Tile Agents Chairs
CLEANING SUPPLIES Expanded Metal Outdoor Furniture Brooms Grills Brushes Tables Buffi ng Pads SAFETY CLOTHING AND SUPPLIES Laundry Bags Shirts Mops Vest Scouring Pads Work Zone Devices
EDUCATIONAL FURNITURE (Dormitory and Classroom) SEATING (OFFICE, WAITING ROOM, EXECUTIVE)Beds Plush Seating Bookcases SERVICES Desks, Chairs, and Organizers Clothing Repair Dressers and Nightstands Furniture Refinishing Wardrobes and Shoe Rack Laundry
OCCUPATIONAL APPAREL (POLICE, FIRE, EMT, MAINTENANCE, SECURITY) Reupholster Maintenance SPECIALTY Miscellaneous Boxes Polos Embroidery Public Works Eyeglasses Security Laser Engraving Shirts Screen Printing Trousers
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ICI MANDATORY LIST
Version 10 July 201411
YesYes
You will be on Sole Source Path
See Slide 24for rules
See Slide 25 for rules
Is this a BID LEVEL “Sole Source?”
-direct to one vendor with
no competitive bidding or RFI
Supplies & Services > $55.4K ORConstruction > $77.7K ORProfessional/Artistic Services > $19,999.99
No
Is this a BID LEVEL
“Emergency”?
G
You will be on Emergency Path
5
No
No
Yes
E
F
H
You are on the Formal BID Path
You are on the Small Purchase Path
Bid Limits See:http://www.procure.stateuniv.state.il.us/dsp_bidLimits.cfm
Supplies/services and Construction limits Modified effective 7/1/2014
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Formal Bid Contract Renewal Path
No
A
Yes
Requestor prepares Contract Template highlighting dates, amounts and any MINOR changes
Value of renewal > $250K
Requestor must Answer Contract Renewal Hearing Questions
Requestor Creates Purchase Req in Microix
Email Review and Approve SPO
Procurement Services Creates Full Contract Document
Email Review PCM
SPO Email Approve
A1
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Formal Bid Contract Renewal PathA1
Sign the contractVendor, IMSA, SPO
Complete Checklist
Post to IPHEPB for 15 calendar days excluding
holidays
SPO SignatureFinal
Procurement Policy Board has up to 30 days to approve or waive approval
Procurement Services Finalizes Full Contract Document
14Version 10 July 2014
Intergovernmental Agreement PathB
Create Purchase Req in Microix
Sign the IGAPartner then IMSA
Requestor fill out IGA Contract Template and Instruction
Procurement Services Finalizes Agreement Document
15Version 10 July 2014
C
MASTER CONTRACT PATH
Create Purchase Req in Microix
Complete Checklist
YesOrder Value >$20K
Procurement Services Completes BOA
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D
ICI PATH
Create Purchase Req in Microix
Complete Checklist
Requestor CompletesIGA Contract Template and Instruction
YesOrder Value >$20K
Sign the Agreement ICI then IMSA
Procurement Services Finalizes Agreement Document
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Sole Source PathE
Requestor prepares Sole Source Justification Form.docx
E1
Publish Part I in IPHEPB* for 15 calendar days excluding holidays
File with Sole Source SPO (S Webb)
Procurement Services Creates Notification Document
*IPHEPB = Illinois Public Higher Education Procurement Bulletin
Requestor Creates Purchase Req in Microix
Requestor prepares Contract Template
Email Review and Approve SPO Email Review PCM
SPO Email Approve
Approval by Sole Source SPO (S Webb)SPO Email Approve
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Complete Checklist
E1 Sole Source Path
Sign the contractVendor, IMSA, SPO
SPO SignatureFinal
Procurement Services Finalizes Full Contract Document
CPO ApprovalHE CPO Approvals
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
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19
Emergency Path F
Requestor creates Purchase Req in Microix
Procurement Services completes Emergency Affidavit NEW (Revised Oct 2010).doc and creates an Emergency Notice
*IPHEPB = Illinois Public Higher Education Procurement Bulletin
Requestor fills out Emergency Affidavit NEW (Revised Oct 2010).doc
Email Review and Approve SPO Email Review PCM
SPO Email Approve
Requestor prepares Contract Template
20Version 10 July 2014
Emergency Path F
Requires Hearing on 2nd 90 day extension
Complete Checklist
Publish Notice in *IPHEPB for 15 calendar days excluding holidays
*IPHEPB = Illinois Public Higher Education Procurement Bulletin
Sign the contractVendor, IMSA, SPO
SPO Signature Final
Procurement Policy Board has up to 30 days to approve or waive approval
Procurement Services Finalizes Full Contract Document
21Version 10 July 2014
Get >=3 Quote(s) from
SBSP/BEP/VOSB/SDVOSB Vendor(s)
SBSP/BEP/VOSB/SDVOSB VendorAvailable
Yes
No
Small Purchase Path
Yes
No
Requestor Prepares IMSA Internal Waiver Form
Get >=3 Quote(s) from Non-SBSP Vendors
Good SBSP/BEP/VOSB/SDVOSBResponse Found
G
G2
APO approves IMSA Internal Waiver Form
IF SMC OR ICI found and NOT used, Internal Waiver
or ICI Waiver must be obtained
APO Signature Final
22Version 10 July 2014
Yes
No
Requestor Creates Purchase Req in Microix
Order Value >$20KORMulti Year ArrangementOR…
Contract Needed?
Vendor SelectionDocumentation of all quotes/bids
G2
Complete Checklist
Requestor prepares Contract Template
Small Purchase Path
Sign the contractVendor, IMSA, SPO
SPO SignatureFinal
Procurement Services Creates Full Contract Document
23Version 10 July 2014
Formal Bid Path
Publish Solicitation in IPHEPB (RFP or IFB) for 15 calendar days excluding holidays
H2
H
Evaluation and Vendor Selection Award Determination Memo Created
Requestor prepares Formal BID Template
Procurement Services Creates Full Bid (Solicitation) Document
*NOTE:Bid Package should specify preference will be given to Small Business, BEP or Veteran Businesses in the evaluation matrix
IF SMC OR ICI found and NOT used, Internal Waiver
or ICI Waiver must be obtained
Email Review and Approve SPO Email Review PCM
SPO Email Approve
Email Review and Approve SPO Email Review PCM
SPO Email Approve
24Version 10 July 2014
H2
Complete Checklist
Create Purchase Req in Microix
Formal Bid Path
Sign the contractVendor, IMSA, SPO
SPO SignatureFinal
Procurement Services Finalizes Full Contract Document
Publish Award Notice in IPHEPB for at least 8 days
Procurement Policy Board has up to 30 days after award post to approve or waive approval
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27
Section 1.2025 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)).
28
Section 1.2030 Emergency Procurements
• This path is mostly used for • Procurements may be made under this Section 1.2030 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.