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Deck of Cards
idBid
Card
labelSummary

This process includes Bid List Approval, Release to Bid and Bid Award Recommendation.

Card
labelProcess Map

 

Card
labelStep Descriptions

Step descriptions for Bidding have been separated into the three discrete parts below. While Bidding is one process, the supporting documentation is made easier to read by making this division.

This is a draft. Once the process is finalized I will add step numbers.

Deck of Cards
idSDBid
historyfalse
Card
labelBid List Approval

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Start

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  • The Bidding process is started by the Project Manager, OCP Planner, SPT Lead, SPT Commissioning Lead or VPF Strategic Sourcing. Regardless of who initiates the process the final step is Submit.
  • The next step is A133 Been Signed?

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Furniture or AV Bid? (Decisional Step)

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  • The data field "Is this a furniture or AV bid" is evaluated.
  • If True (Yes) the next step is PM Prepares Bid Documents.
  • If False (No) the next step is Vendor Manager Review.

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A133 Been Signed? (Decisional Step)

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  • The data field "Has the A133 Been Signed?" is evaluated.
  • If True (Yes) the next step is PM Prepares Bid Documents.
  • If False (No) the next step is Vendor Manager Review.

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Vendor Manager Review

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  • The Vendor Manager completes the required fields and has the option to Submit or Revise.
  • If Submit is chosen the next step is Program Manager Reviews.
  • If Revise is chosen the next step is Initiator Revise.

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Initiator Revise

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  • The initiator reviews the process adds comments and makes adjustments as necessary. The options for the indicator are To Vendor Manager, To Program Manager or Void.
  • If To Vendor Manager is chosen the next step is Vendor Manager Review.
  • If To Program Manager is chosen the next step is Program Manager Review.
  • If Void is chosen the next step is Finish.

 

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Program Manager Review

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  • The Program Manager reads the comments and reviews the process fields. The Program Manager has options to Submit or Revise.
  • If Submit is chosen the next step is Sole Source?
  • If Revise is chosen the next step is Initiator Revise.

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Sole Source? (Decisional Step)

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  • The data field "Sole Source?" is evaluated.
  • If True (Yes) the next step is VPF Procurement Reviews Bid Package
  • If False (No) the next step is Campus Construction?.

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Campus Construction? (Decisional Step)

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  • Multiple fields are evaluated to determine if this is a Campus Construction project.
  • If Yes the next step is SP&T Program?
  • If No the next step is OCP?

 

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SP&T Program? (Decisional Step)

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  • Multiple fields are evaluated to determine if this is an SP&T Program.
  • If True (Yes) the next step is VPF Strategic Sourcing Review.
  • If False (No) the next step is Projects Director Review.

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SPT Director Review

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  • The SPT Director reads the comments and reviews the process fields and has the option to Submit or Revise.
  • If Submit is chosen the next step is CC Director Review.
  • If Revise is chosen the next step is Initiator Revise.

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Projects Director Review

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  • The Projects Director reads the comments and reviews the process fields and has the option to Submit or Revise.
  • If Submit is chosen the next step is CC Director Review.
  • If Revise is chosen the next step is Initiator Revise.

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CC Director Review

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  • The CC Director reads the comments and reviews the process fields and has the option to Submit or Revise.
  • If Submit is chosen the next step is Approved Bid List (The bid list is approved and Mail Merge creates the bid list)
  • If Revise is chosen the next step is Initiator Revise.

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OCP? (Decisional Step)

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  • Multiple fields are evaluated to determine if this is an OCP Program.
  • If True (Yes) the next step is OCP Director Review.
  • If False (No) the next step is M&U?

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OCP Director Review

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The OCP Director reads the comments and reviews the process fields. The OCP Director has options to Submit or Revise.

If Submit is chosen the next step is Approved Bid List (The bid list is approved and Mail Merge creates the bid list)

If Revise is chosen the next step is Initiator Revise.

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M&U? (Decisional Step)

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  • Multiple fields are evaluated to determine if this is an M&U program?
  • If Yes the next step is Utilities Program?
  • If No the next step is Campus Services?

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Utilities Program? (Decisional Step)

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  • Multiple fields are evaluated to determine if this is a Utilities Program.
  • If True (Yes) the next step is Utilities Director Review.
  • If False (No) the next step is SEG Program?

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Utilities Director Review

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  • The Utilities Director reads the comments and reviews the process fields. The Utilities Director has the option to Submit or Revise.
  • If Submit is chosen the next step is M&U Director Review.
  • If Revise is chosen the next step is Initiator Revise.

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SEG Program? (Decisional Step)

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  • Multiple fields are evaluated to determine if this is an SEG Program.
  • If True (Yes) the next step is SEG Director Review.
  • If False (No) the next step is O&M Director Review?

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SEG Director Review

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  • The SEG Director reads the comments and reviews the process fields. The SEG Director has the option to Submit or Revise.
  • If Submit is chosen the next step is M&U Director Review.
  • If Revise is chosen the next step is Initiator Revise.

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O&M Director Review

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  • The O&M Director reads the comments and reviews the process fields. The O&M Director has the option to Submit or Revise.
  • If Submit is chosen the next step is M&U Director Review.
  • If Revise is chosen the next step is Initiator Revise.

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Campus Services? (Decisional Step)

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  • Multiple fields are evaluated to determine if this is an Campus Services Program.
  • If True (Yes) the next step is CS Director Review.
  • If False (No) the next step is IBO Director Review?

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CS Director Review

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  • The CS Director reads the comments and reviews the process fields. The CS Director has the option to Submit or Revise.
  • If Submit is chosen the next step is Approved Bid List (Mail Merge). (The bid list is approved and Mail Merge creates the bid list.)
  • If Revise is chosen the next step is Initiator Revise.

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IBO Director Review

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  • The IBO Director reads the comments and reviews the process fields. The IBO Director has the option to Submit or Revise.
  • If Submit is chosen the next step is Approved Bid List (Mail Merge). (The bid list is approved and Mail Merge creates the bid list.)
  • If Revise is chosen the next step is Initiator Revise.

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Initiator Revise

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  • The initiator revises the process and adds comments if necessary. The initiator Submits when finished with revisions.
  • The next step is Sole Source?

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VPF Procurement Reviews Bid Package

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  • The VPF/Treasury reads the comments and reviews the process fields. The following are the possible actions.
  • If Submit is chosen the next step is Campus Construction.
  • If Revise is chosen the next step is Initiator Revise.

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Approved Bid List (Automatic Step)

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Automatic step generates the Approved Bid List document.

The next step is Initiator Prepares Bid Documents.

 

 

 

 

 

 

Card
labelRelease to Bid

 

Card
labelBid Award Recommendation