Procurement Process

Goods and services are procured by one of the following methods:

1. Small Purchases: Request for Quotes (RFQ) – This process is used for purchases under the small purchase threshold of $100,000.
2. Competitive Sealed Bids: Invitation for Bids (IFB) – This process is used for purchases over the small purchase threshold of $100,000.
3. Competitive Sealed Proposals: Request for Proposals (RFP) – This process is used only when you cannot specify a solution.
4. Use of Existing Contracts
5. Sole Source Procurements  – There is only one source for the procurement.
6. Purchase Card Procedures – This process is used for purchases under the purchase threshold of $2,500

The Department is responsible for the development of specifications for goods or services. OCP is available to assist in developing the scope of work and/or specifications to ensure an open, biddable solicitation that allows the university to take full advantage of the competitive marketplace and thereby receive the best value.

Departmental Actions

1. Identify Need
2. Develop statement of work and/or specifications and prepare Justification, if applicable
3. Survey the market to ascertain a price estimate for budgetary purposes
4. Enter the requisition with detailed specifications and part numbers in the PAS. Attach documentation, if applicable
5. Receive all approvals in the approval flow

OCP Actions

1. Receive the requisition in the Office of Contracting and Procurement
2. Assigned the requisition to a contract specialist
3. Review documentation and determine procurement method
4. Prepare the solicitation
5. Receive and review responses
6. Recommend award and process purchase order
7. Execute purchase orders and contracts and make awards
8. Send award notification

Other Actions

1. Monitor the contract (Department and OCP)
2. Close out the contract (Office of Contracting and Procurement)

When a requisition is processed, and funds are certified as available, the contracting officer will receive a procurement package from the department. The procurement package should include:

• A scope of work with detailed specifications
• A justification
• An Independent Government Estimate (IGE) (when applicable)
• Certification of funds (i.e. a requisition in the PASS or certification of funding signed by the Agency CFO)
• Identified deliverables and requirements (when applicable)
• Evaluation criteria (when applicable)
• Bidder list (when applicable)
• Recommendation of a contracting officer’s technical representative