version 10 july 2014 1 new higher ed full procurement process flow version 10.0

1Version 10 July 2014

New Higher EDFull Procurement

Process Flow

Version 10.0


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


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


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


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


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


ICI MANDATORY LIST


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


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


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


Intergovernmental Agreement PathB


Sign the IGAPartner then IMSA

Requestor fill out IGA Contract Template and Instruction

Procurement Services Finalizes Agreement Document


C

MASTER CONTRACT PATH


Complete Checklist

YesOrder Value >$20K

Procurement Services Completes BOA


D

ICI PATH


Complete Checklist

Requestor CompletesIGA Contract Template and Instruction

YesOrder Value >$20K

Sign the Agreement ICI then IMSA

Procurement Services Finalizes Agreement Document


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 prepares Contract Template

Email Review and Approve SPO Email Review PCM

SPO Email Approve

Approval by Sole Source SPO (S Webb)SPO Email Approve


Complete Checklist

E1 Sole Source Path


SPO SignatureFinal


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


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


SPO Email Approve



Emergency Path F

Requires Hearing on 2nd 90 day extension

Complete Checklist

Publish Notice in *IPHEPB for 15 calendar days excluding holidays



SPO Signature Final

Procurement Policy Board has up to 30 days to approve or waive approval



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


Yes

No


Order Value >$20KORMulti Year ArrangementOR…

Contract Needed?

Vendor SelectionDocumentation of all quotes/bids

G2

Complete Checklist


Small Purchase Path


SPO SignatureFinal

Procurement Services Creates Full Contract Document


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


SPO Email Approve


SPO Email Approve


H2

Complete Checklist


Formal Bid Path


SPO SignatureFinal


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

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.

version 10 july 2014 1 new higher ed full procurement process flow version 10.0

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