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Version 10 July 2014
2
No
START
Who, 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 Job
AND >$10K
Check with
Procurement
Services
IMSA Board
Approval
Required
No
Order Value
> $100K
Yes
No
3
Version 10 July 2014
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.
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
Version 10 July 2014
6
Found a Master
Contract
Yes
No
Check for Item in Master Contract IPB
System
4 Due 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 2014
7
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 2013.04
Dated 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 2014
8
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
ICI BIG CATEGORY LIST ITEMS AVAILABLE FROM ILLINOIS CORRECTIONAL INDUSTRIES (as of Feb 2012)
9
BEDDING AND LINEN: Office 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
Buffing 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
Version 10 July 2014
11
Yes Yes
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 OR Construction > $77.7K OR Professional/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
Version 10 July 2014
12
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
Approve
A1
Version 10 July 2014
13
Formal Bid Contract Renewal Path
A1
Sign the contract
Vendor, IMSA, SPO
Complete Checklist
Post to
IPHEPB for 15 calendar days
excluding holidays
SPO
Signature
Final
Procurement Policy Board has up to 30
days to approve or waive approval
Procurement Services Finalizes Full
Contract Document
Version 10 July 2014
14
Intergovernmental Agreement Path
B
Create Purchase Req in Microix
Sign the IGA
Partner then IMSA
Requestor fill out
IGA Contract Template and Instruction
Procurement Services Finalizes Agreement
Document
Version 10 July 2014
15
C
MASTER CONTRACT PATH
Create Purchase Req in Microix
Complete Checklist
Yes
Order Value >$20K
Procurement Services Completes BOA
Version 10 July 2014
16
D
ICI PATH
Create Purchase Req in Microix
Complete Checklist
Requestor Completes
IGA Contract Template and Instruction
Yes
Order Value >$20K
Sign the Agreement
ICI then IMSA
Procurement Services Finalizes Agreement
Document
Version 10 July 2014
17
Sole Source Path E
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
Approve
Approval by Sole Source SPO (S Webb)
SPO
Approve
Version 10 July 2014
18
Complete Checklist
E1 Sole Source Path
Sign the contract
Vendor, IMSA, SPO
SPO
Signature
Final
Procurement Services Finalizes Full
Contract Document
CPO
Approval HE 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
Version 10 July 2014
19 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
Approve
Requestor prepares Contract Template
Version 10 July 2014
20
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 contract
Vendor, IMSA, SPO
SPO
Signature
Final
Procurement Policy Board has up to 30
days to approve or waive approval
Procurement Services Finalizes Full
Contract Document
Version 10 July 2014
Get >=3
Quote(s) from
SBSP/BEP/VOSB/SDVOSB Vendor(s)
SBSP/BEP/VOSB/SDVOSB
Vendor
Available
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/SDVOSB
Response Found
21
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
Version 10 July 2014
22
Yes
No
Requestor Creates Purchase Req in Microix
Order Value >$20K
OR Multi Year Arrangement OR …
Contract Needed?
Vendor Selection
Documentation of all quotes/bids
G2
Complete Checklist
Requestor prepares Contract Template
Small Purchase Path
Sign the contract
Vendor, IMSA, SPO
SPO
Signature
Final
Procurement Services Creates Full
Contract Document
Version 10 July 2014
23
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
Approve
Email Review and Approve SPO
Email Review PCM
SPO
Approve
Version 10 July 2014
24
H2
Complete Checklist
Create Purchase Req in Microix
Formal Bid Path
Sign the contract
Vendor, IMSA, SPO
SPO
Signature
Final
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
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)).
27
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.
28