Major Elements of the OCP Process
The university’s contracting and procurement is organized into four primary components:
- Minimum Need and Funding (Agency responsibility)
- Procure Goods and Services (OCP responsibility)
- Administer Contract (Joint Agency (COTR)/OSSP responsibility)
- Contract Closeout (OCP/COTR responsibility)
For a more complete view of the OCP Process, please click here to open OCP’s process flow charts. These flow charts are based upon the most common types of requirements and provide estimated processing times based on requisition dollar value. Please note that all processing times are contingent upon all necessary documents accompanying the requisition in the Banner system and existing workload in the Office of Contracting and Procurement. Priority requisitions that could affect the daily operation of the university or requisitions that are complex in nature may require additional business days for processing.
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 Contracts
- Sole Source Procurements – There is only one source for the procurement.
- 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.
Steps to the Acquisitions Process
- Identify Need
- Develop statement of work and/or specifications and prepare Justification, if applicable
- Survey the market to ascertain a price estimate for budgetary purposes
- Enter the requisition with detailed specifications and part numbers in the PAS. Attach documentation, if applicable
- Receive all approvals in the approval flow
- Receive the requisition in the Office of Contracting and Procurement
- Assigned the requisition to a contract specialist
- Review documentation and determine procurement method
- Prepare the solicitation
- Receive and review responses
- Recommend award and process purchase order
- Execute purchase orders and contracts and make awards
- Send award notification
- Monitor the contract (Department and OCP)
- Close out the contract (Office of Contracting and Procurement)
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 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