Contracting & Procurement

Our mission is to procure quality, cost-effective goods and services for the University System community through dedicated, ethical, customer-oriented service and implementing best practices in every procurement. OCP is committed in satisfying the University with what they need, when they need it and where they need it.  Specifically, we:

• Address all University Systems contracting and procurement needs
  
  
• Ensure that best practices are demonstrated in all procurement actions
  
  
• Take action to ensure equal opportunity in University business contracting
  
  
• Seek new products on request
   
• Arrange for demonstrations of products
  
  
• Prepare:
  • Requests for Information (RFI's)
  • Requests for Quotes (RFQ's)
  • Invitation for Bids (IFB's)
  • Requests for Proposals (RFP's)
    
    
• Prepare and execute contracts and award purchase orders to vendors in accordance with University, and District requirements
  
  
• Maintain purchasing and contracting records and handle University procurement audits
  
  
• Support the Districts recycling, waste reduction and green programs
  
  
• Support the District’s CBE (Small Business development) program

Steps to the Acquisitions Process

1. Identify Need (Department)
   
   
2. Develop Statement of Work (SOW) and/or Specifications (Specs) and prepare Justification, if applicable (Department)
   
   
3. Research/market survey to ascertain a price estimate for budgetary purposes (Department)
   
   
4. Enter the requisition with detailed specs and part numbers in the PAS and attach documentations, if applicable (Department)
   
   
5. Receive all approvals in the approval flow (Electronic)
   
   
6. Requisition is received in the Office of Contracting and Procurement (Electronic)
   
   
7. Requisition is assigned to a Contract Specialist (CS) (OCP)
   
   
8. Contract Specialist (CS) reviews documentation and determines procurement method (OCP)
   
   
9. Preparation of solicitation (RFQ, IFB, RFP, etc.) (OCP)
   
   
10. Receive and review responses (OCP)
    
    
11. CS recommend award and process purchase order (OCP)
    
    
12. Purchase orders and contracts (if applicable) are executed and awards made (OCP)
    
    
13. Award notification (OCP)
    
    
14. Monitoring of Contract (Department and OCP)
    
    
15. Close out of contract (OCP, Receiving, Department, Finance)
    

For further information, please see the menu links on the left and the open bids/RFP's on the right.