Contracting & Procurement

Major Elements of the OCP Process

The contracting and procurement process for the University is organized into four primary
components:

• 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
  
  
• Justification
  
  
• 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.