New Higher ED Full Procurement Process Flow · New Higher ED Full Procurement Process Flow ......

Version 10 July 2014

1

New Higher ED

Full Procurement

Process Flow

Version 10.0


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


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


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


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


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


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


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)

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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


10

ICI MANDATORY LIST


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


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

Email

Approve

A1


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


14

Intergovernmental Agreement Path

B


Sign the IGA

Partner then IMSA

Requestor fill out

IGA Contract Template and Instruction

Procurement Services Finalizes Agreement

Document


15

C

MASTER CONTRACT PATH


Complete Checklist

Yes

Order Value >$20K

Procurement Services Completes BOA


16

D

ICI PATH


Complete Checklist

Requestor Completes

IGA Contract Template and Instruction

Yes

Order Value >$20K

Sign the Agreement

ICI then IMSA

Procurement Services Finalizes Agreement

Document


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 PCM

SPO

Email

Approve

Approval by Sole Source SPO (S Webb)

SPO

Email

Approve


18

Complete Checklist

E1 Sole Source Path

Sign the contract

Vendor, IMSA, SPO

SPO

Signature

Final


Contract Document

CPO

Approval HE CPO Approvals

Publish Part II in IPHEPB for at least 8



days from posting to approve or waive

approval


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


Requestor fills out Emergency Affidavit NEW

(Revised Oct 2010).doc


Email Review PCM

SPO

Email

Approve



20

Emergency Path F

Requires Hearing on 2nd

90 day extension

Complete Checklist

Publish Notice in *IPHEPB for 15



Sign the contract

Vendor, IMSA, SPO

SPO

Signature

Final


days to approve or waive approval


Contract Document


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


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


Small Purchase Path

Sign the contract

Vendor, IMSA, SPO

SPO

Signature

Final

Procurement Services Creates Full

Contract Document


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 PCM

SPO

Email

Approve


Email Review PCM

SPO

Email

Approve


24

H2

Complete Checklist


Formal Bid Path

Sign the contract

Vendor, IMSA, SPO

SPO

Signature

Final


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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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)).

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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.

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New Higher ED Full Procurement Process Flow · New Higher ED Full Procurement Process Flow ......

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