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Version 10 July 2014 1 New Higher ED Full Procurement Process Flow Version 10.0.

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Presentation on theme: "Version 10 July 2014 1 New Higher ED Full Procurement Process Flow Version 10.0."— Presentation transcript:

1 Version 10 July New Higher ED Full Procurement Process Flow Version 10.0

2 Version 10 July 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

3 Version 10 July 2014 No Is this an Intergovernmental Agreement? YesIGA 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 Version 10 July (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 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 Review SPO and PCM

5 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

6 Version 10 July 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 Version 10 July 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 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 Version 10 July 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) 9

10 Version 10 July ICI MANDATORY LIST

11 Version 10 July 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, No Is this a BID LEVEL “Emergency” ? G You will be on Emergency Path 5 No Yes E F H You are on the Formal BID Path You are on the Small Purchase Path Bid Limits See: Supplies/services and Construction limits Modified effective 7/1/2014

12 Version 10 July 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 Review and Approve SPO Procurement Services Creates Full Contract Document Review PCM SPO Approve A1

13 Version 10 July 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 Version 10 July 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

15 Version 10 July C MASTER CONTRACT PATH Create Purchase Req in Microix Complete Checklist  Yes Order Value >$ 20 K Procurement Services Completes BOA

16 Version 10 July D ICI PATH Create Purchase Req in Microix Complete Checklist  Requestor Completes IGA Contract Template and Instruction Yes Order Value >$ 20 K Sign the Agreement ICI then IMSA Procurement Services Finalizes Agreement Document

17 Version 10 July 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 Review and Approve SPO Review PCM SPO Approve Approval by Sole Source SPO (S Webb) SPO Approve

18 Version 10 July 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

19 Version 10 July 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 Review and Approve SPO Review PCM SPO Approve Requestor prepares Contract Template

20 Version 10 July Emergency Path F Requires Hearing on 2 nd 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

21 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

22 Version 10 July Yes No Requestor Creates Purchase Req in Microix Order Value >$ 20 K 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

23 Version 10 July 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 Review and Approve SPO Review PCM SPO Approve Review and Approve SPO Review PCM SPO Approve

24 Version 10 July  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

25 Version 10 July

26 Version 10 July

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


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