Major Elements of the OCP Process
The contracting and procurement process for the University is organized into four primary
- Minimum Need and Funding (agency responsibility)
- Procure Goods and Services (OCP responsibility)
- Administer Contract (Joint Agency (COTR)/OCP responsibility)
- Closeout Contract (OCP/COTR responsibility)
Procuring Goods and Services
Goods and services are procured by one of the following methods:
- Small Purchases: Request for Quotes (RFQ) - This process is used for purchases under the small purchase threshold of $100,000.
- Competitive Sealed Bids: Invitation for Bids (IFB) - This process is used for purchases over the small purchase threshold of $100,000.
- Competitive Sealed Proposals: Request for Proposals (RFP) - This process is used only when you cannot specify a solution.
- Use of Existing Contract(s)
- Sole Source Procurement - There is only one source for the procurement.
- Purchase Card Procedures - Up to $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.
The Department Procurement Package
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 (SOW), Detailed Specifications
- An Independent Government Estimate (IGE) (if applicable)
- Certification of funds (i.e. a requisition in the PASS or certification of funding signed by the Agency Chief Financial Officer (CFO))
- Identify deliverables (when applicable)
- List requirements (when applicable)
- Evaluation criteria (when applicable)
- Bidders List (list of potential offerors), (when applicable))
- Recommendation of a Contracting Officer’s Technical Representative (COTR)
A detailed flowchart will appear here.