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