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Result or Product of this Process

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The 04.00 01 Bidding process is used to: for the entire process of Bid List Approval, Release to Bid and Bid Award Recommendation including these specific steps.

  • Obtain an approved bidder list
  • Assemble and gain approval of the bid package
  • Release Indicate that the bid has been released
  • Submit the Bid Tab for reviewTabulate bidder submissions
  • Recommend an award
  • Notify Indicate that the awarded bidder
  • Notify bidders not awarded
  • will be/has been notified

Note that the Bidding process is used to inform, indicate that actions have been or will be taken, and to gain approvals.

The Bid Package is assembled and released in the Bid module, which is also where analysis of the bid responses and accompanying documents take placeThe process should be used by the Project Manager for the entire process of Bid List Approval, Release to Bid and Bid Award Recommendation.

Process Details

Composition Setup
 
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idBid
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labelSummary

The Initiator, usually the Project Manager, uses the bidding process and the bidding module to:

  • Compose a list of potential bidders and receive approval on the bidder list (There is an option to bypass Bid List Approval)
  • Prepare the bid documents and assemble the bid package.
  • Release the bid package through the e-Builder Bidder Portal.
  • Answer and respond to questions about the bid from the bidders.
  • Tabulate and analyze the submitted bids.
  • Make an award recommendation.
  • Gain approval of the award recommendation.
  • Award the bid and notify the winning bidder.
  • Notify bidders not selected.
Note

Until all cost processes are released we will not kick off the e-Builder commitment/purchase order process after awarding the bid.

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labelProcess Map

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labelStep Descriptions

To make the Step descriptions for Bidding easier to read they have been separated into the three parts (tabs). 

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idSDBid
historyfalse
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labelBid List Approval

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1. Start Process (Complete Initial Bidding Form)

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  • The Bidding process is usually started by the Project Manager.
  • The OCP Planner, SPT Lead, SPT Commissioning Lead or VPF Strategic Sourcing may also start the process.
  • The initiator fills out the Contract Management, Potential Bidders, and if required the Sole Source sections of the process form. When finished, click the Submit button. When adding potential bidders you should add contact information for each bidder prior to submitting for Vendor Manager review. If that information is not provided the process will be returned to your court for the Initiator Revise step
  • The next step is Furniture or AV Bid?

Bid list approval is always required except in the following cases involving a general contractor. (GC)

  • GC Bid following pre-construction bidding.
  • Subsequent LSW's or Exhibit A's following the first LSW.

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2. Furniture or AV Bid? (Conditional)

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  • Based on the process initiator's answer to the "Is this a furniture or AV bid?" question the process is routed.
  • If True (Yes) the next step is Initiator Prepares Bid Documents.
  • If False (No) the next step is Skip Bid List Approval?

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3. Skip Bid List Approval (Conditional)

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  • Based on the process initiator's answer to the "Skip Bid List Approval?" question the process is routed.
  • If True (Yes) the process advances past the Bid List Approval part of the process and goes directly to Initiator Prepares Bid Documents.
  • If False (No) the next step is Vendor Manager Reviews Bid List.

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4. Vendor Manager Reviews Bid List

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  • The Vendor Manager reviews the proposed bidder list, completes any required fields, and has the option to take an Action to Submit or Revise. (See shaded area below for specific tasks and instructions)
  • If Submit is chosen the next step is Program Manager Review.

  • If Revise is chosen the next step is Initiator Revise.

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    1. The Vendor Manager sees the type of work and estimated cost and uses that information to evaluate the vendors suggested by the PM.

    2. The Vendor Manager checks to make sure:

      1. If a Vendor has been selected from the Company Lookup, the PM should have added Contact Name, Phone #, Email.

      2. If a new company is being added, the PM should have added the Company, Contact Name, Phone #, Email.

    3. The Vendor Manager is responsible for reviewing the bidder information and updating the Contacts Module in e-Builder based on the information provided in the Potential Bidder List. 

      1. The VM checks to make sure the company and contact information exist in the Contacts Module and is correct.  If information is missing:

        1. The VM clicks on the “Contacts” tab at the top of the screen.

          1. If the Company already exists, add the Contact:

            1. The VM selects the Company.

            2. Clicks on “Add Contact” and copies the Contact information from the VM step into “Contacts”

            3. Clicks “Save”.

          2. If the Company does not already exist:

            1. The VM clicks “Add Company” and adds the Company

              1. From SAP, if available

              2. If not in SAP, more information will be required from the PM

            2. Add the Contact as per 3.a.i. above.

    4. The Vendor Manager should add comments, where appropriate in the Vendor Manager Comments text box, or attach relevant documents to the step.

    5. To have the PM revise information, the VM should select “Revise”.  To move it forward to the Program Manager, the VM should “Submit”.

    To upload Companies and/or Contacts:

    1. Click on Contacts tab at the top.

    2. Click on “Import Contacts” (top right, in red line)

    3. Select the “How is your import file organized?”

    4. Choose the file to upload.

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5. Initiator Revise

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  • Initiator Revise is used to request that the initiator correct an error or add more information to a prior step.
  • The Initiator reviews the process and comments made by the reviewer and makes adjustments as required. The Action options for the initiator 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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6. Program Manager Review

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  • The Program Manager reads the comments and reviews the process fields and has the option to take an Action to Submit or Revise.
  • If Submit is chosen the next step is Campus Construction?
  • If Revise is chosen the next step is Initiator Revise.

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7. Campus Construction? (Conditional)

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  • e-Builder uses information previously entered about the project 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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8. SP&T Program? (Conditional)

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  • e-Builder uses information previously entered about the project to determine if this is an SP&T Program.
  • If True (Yes) the next step is SPT Director Review.
  • If False (No) the next step is CC Director Review.

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9. SPT Director Review

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  • The SPT Director reads the comments and reviews the process fields and has the option to take an action 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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10. CC Director Review

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  • The CC Director reads the comments and reviews the process fields and has the option to take an action to Submit or Revise.
  • If Submit is chosen the next step is Approved Bid List
  • If Revise is chosen the next step is Initiator Revise.

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11. OCP? (Conditional)

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  • e-Builder evaluates information previously entered about the project 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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12. OCP Director Review

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  • The OCP Director reads the comments and reviews the process fields. The OCP Director has the option to take an Action to Submit or Revise.
  • If Submit is chosen the next step is Approved Bid List
  • If Revise is chosen the next step is Initiator Revise.

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13. M&U? (Conditional)

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  • e-Builder evaluates information previously entered about the project 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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14. Utilities Program? (Conditional)

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  • e-Builder evaluates information previously entered about the project 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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15. 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 take an Action 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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16. SEG Program? (Conditional)

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  • e-Builder evaluates information previously entered about the project  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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17. 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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18. 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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19. M&U Director Review

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

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20. Campus Services? (Conditional)

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  • e-Builder evaluates information previously entered about the project 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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21. 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
  • If Revise is chosen the next step is Initiator Revise.

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22. 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.
  • If Revise is chosen the next step is Initiator Revise.

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23. 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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24. Approved Bid List (Automation)

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  • This step generates the Approved Bid List document from a template
  • The bid list document is placed into the Documents\05 Procurement\0505 Bid Lists (I) folder
  • The next step is Initiator Prepares Bid Documents.
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labelRelease to Bid

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25. Initiator Prepares Bid Documents

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  • The process initiator, usually the Project Manager, prepares/uploads the bid documents and completes the required fields. The Submit Action is taken when finished.
  • The next step is GC Previously Approved?

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26. GC Previously Approved? (Decisional Step)

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  • e-Builder determines, based on information previously entered, if the GC has already been approved.
  • If True (Yes) the next step is Program Manager Reviews Package.
  • If False (No) the next step is Assemble Bid Package.

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27. Assemble Bid Package

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  • The Contract Admin reads the comments and reviews the process fields. The Contract Admin has the option to take an Action to Submit or Revise
  • If Submit is chosen the next step is Program Manager Reviews Package
  • If Revise is chosen the next step is Initiator Prepares Bid Documents

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28. Program Manager Reviews Package

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  • The Program Manager reads the comments and reviews the process fields. The program manager has the option to take an Action to Submit or Revise.
  • If Submit is chosen the next step is Initiator Releases Bid.
  • If Revise is chosen the next step is Initiator Prepares Bid Documents.

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29. Initiator Releases Bid

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  • The initiator (usually the Project Manager) works within the Bidding module to complete the steps that enable the Bidding portal for the bid package.
  • Once the bid has been released the Initiator completes the required process fields, takes the Submit Action.
  • The next step is Initiator Recommend Vendor.
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labelBid Award Recommendation

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30. Initiator Recommend Vendor

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  • The initiator receives all the bid documents, reviews them, and selects a vendor for recommendation. All project managers on the project receive a notification when this step is reached. They will fill out the required fields and Submit.
  • The next step is Selection of Source.

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31. Selection of Source (Automatic Step)

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  • This is an automatic step to generate the Selection of Source document. The Selection of Source template is applied.
  • The next step is Vendor Manager Review of SoS.

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32. Vendor Manager Review of SoS

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  • The Vendor Manager reviews the selection and has the option to take the Action to Submit or Revise
  • If Submit is chosen the next step is Program Manager Review
  • If Revise is chosen the next step is Initiator Recommend Vendor

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33. Program Manager Review

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  • The Program Manager reads the comments and reviews the process fields. The program manager has the option to take an Action to Submit or Revise.
  • If Submit is chosen the next step is Campus Construction.
  • If Revise is chosen the next step is Initiator Revise.

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34. Initiator Revise

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  • The Initiator reviews the process and adds comments and makes adjustments as necessary. The initiator has the option to Submit or Void.
  • If Submit is chosen the next step is Selection of Source.
  • If Void is chosen the next step is Finish.

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35. Campus Construction (Decisional Step)

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  • e-Builder uses information previously entered to to determine "ownership" of the program.
  • If True (Yes) the next step is SP&T Program.
  • If False (No) the next step is M&U.

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36. SP&T Program? (Decisional Step)

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  • The "Contract managed by a different program" field is evaluated.
  • If True (Yes) the next step is SPT Director Review.
  • If False (No) the next step is Vendor Manager Review of SoS

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37. SPT Director Review

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

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38. M&U (Decisional Step)

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  • e-Builder uses information previously entered to determine "ownership" of the program.
  • If True (Yes) the next step is Utilities Program?
  • If False the next step is Vendor Manager Review of SoS.

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39. Utilities Program (Decisional Step)

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  • e-Builder uses information previously entered to determine "ownership" of the program.
  • If True (Yes) the next step is Utilities Director Review.
  • If False (No) the next step is SEG Program?.

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40. 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 Vendor Manager Review of SoS.
  • If Revise is chosen the next step is Initiator Review.

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41. SEG Program

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  • e-Builder uses information previously entered to determine if this is an SEG Program.
  • If True (Yes) the nest step is SEG Director Review
  • If False (No) the next step is O&M Director Review.

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42. 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 take an Action to Submit or Revise.
  • If Submit is chosen the next step is Vendor Manager Review of SoS.
  • If Revise is chosen the next step is Initiator Revise.

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43. O&M Director Review

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  • The O&M Director reads the comments and reviews the process fields. DoF Procurement has the option to Submit or Revise.
  • If Submit is chosen the next step is Vendor Manager Review of SoS.
  • If Revise is chosen the next step is Initiator Revise.

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44. Vendor Manager Review of SoS

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  • Vendor Manager reads the comments and reviews the process fields. Vendor Manager has the option to Submit or Revise.
  • If Submit is chosen the next step is Campus Construction.
  • If Revise is chosen the next step is Initiator Revise.

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45. Campus Construction (Decisional Step)

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  • Multiple fields are evaluated to determine if this is a Campus Construction program.
  • If True (Yes) the next step is CC Director Review.
  • If False (No) the next step is OCP?

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46. CC Director Review

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

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47. 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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48. OCP Director Review

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  • The OCP Director reads the comments and reviews the process fields. OCP Director has the option to Submit or Revise.
  • If Submit is chosen the next step is Initiator Awards Bid.
  • If Revise is chosen the next step is Initiator Revise.

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49. M&U? (Decisional Step)

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

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50. M&U Director Review

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  • The M&U 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 Initiator Awards Bid
  • If Revise is chosen the next step is Initiator Revise

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51. Campus Services? (Decisional Field)

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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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52. CS Director Review

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

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53. 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 Initiator Awards Bid.
  • If Revise is chosen the next step is Initiator Revise.

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54. Initiator Award Bid

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  • The Initiator reviews the process and awards the bid using the e-Builder Bidding module. The final action when the bid is awarded is to return to the process and take the Submit Action.
  • The next step is Finish.

64. Finish

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idPFI
labelProcess Form Instructions
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idpfi
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labelInitiator/Project Manager

Potential Bidders

Use the Lookup link to display a menu that allows potential bidders to be added.

Sole Source

Indicate if this is a Sole Source procurement. If it is Sole Source, provide a reason.

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labelVendor Manager

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