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Result or Product of this Process

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The Bidding process allows the Project Manager to manage the bid for the entire bid process including:

  • Bid List approval
  • Release to bid
  • Bid award recommendation.

Process Details

...

04.01 Bidding process is used for Bid List Approval, Release to Bid and Bid Award Recommendation including these specific steps.

  • Obtain an approved list of bidders
  • Prepare and gain approval of the bid package documents including the proposed sample contract provided by the Contract Admin
  • Secure approval to release the bid
  • Recommend an award supported by the bid tabulation in the Bidding module.
  • Gain approval to use a pre-priced agreement to award certain types of work to selected vendors.
  • Create the Selection of Source form and have it reviewed and approved by the Vendor Manager
  • Following approval, award the bid.
  • Ensure that the awarded bidder is properly set up in e-Builder and SAP

Note that the Bidding process is used to inform internal actors about the bid and gain approval to proceed through the bidding stages, from Bid List approval to award. The Bid module is used to construct and publish the bid to the Bidders portal and to initiate your Contract and Purchase order request.

Process Details

...

Deck of Cards
idBid
Card
labelSummary

This process includes Bid List Approval, Release to Bid and Bid Award RecommendationThe Bidding process and the Bidding module are both used to complete a bid and issue an award.

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labelProcess Map

 Image Added

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labelStep Descriptions

To make the Step descriptions for Bidding easier to read they 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.

(tabs). 

Deck of Cards
idSDBid
historyfalse

Card
labelBid List Approval

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Start

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  • The Bidding process is started usually initiated 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.
  • Depending on the project the initiator completes the required sections of the page.
    • Contract Management
    • Pre-Priced Agreement for Office/CR/Lab
    • Sole Source
    • Potential Bidders - 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
  • When finished, take the Submit action.
  • The next step is A133 Been Signed Furniture or AV Bid?

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Furniture or AV Bid? (Decisional Step)

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  • The data field Based on the process initiator's answer to the "Is this a furniture or AV bid?" question the process is evaluatedrouted.
  • If True (Yes) the next step is PM Prepares Bid Documents.Doc Preparation
  • If False (No) the next step is Vendor Manager Review. AV?

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A133 Been Signed? (Decisional Step)AV?

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  • The data field "Has the A133 Been Signed?" is evaluatedBased 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 PM Prepares Bid Documents. Vendor Mgr Reviews A/V Bid
  • If False (No) the next step is Sole Source?

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Vendor Mgr Reviews A/V Bid

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  • In this step the Vendor Manager reviews the Bid information. The process reaches this step for A/V Bids.
  • If the Submit action is taken the next step is Program Manager Reviews.
  • If the Revise action is taken he next step is Initiator Review.

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Vendor Manager ReviewMgr Reviews Prop Bid List

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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.
  • reviews the proposed bid list.
  • If approved the Vendor Manager takes the Submit action. The next step is Prepriced Agmt?
  • If the Revise action is taken he next step is Initiator Review.

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Prepriced Agmt?

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  • The system evaluates this conditional to determine if this is a Pre-priced agreement. Using a pre-priced agreement bypasses the process steps which generate an Approved Bid List.
  • If the use of a pre-priced agreement is approved, the work is awarded to a vendor who has previously bid for for work of a certain scope/complexity in order to be considered for that work in the future.
  • If Pre-priced Agreement is True (Yes) the next step is CA Approved Contract Type.
  • If it is False (No) the next step is Program Manager Review.

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Sole Source?

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  • The system evaluates this conditional to determine if this is a Sole Sourced agreement. Using a Sole Sourced agreement bypasses the process steps which generate an Approved Bid List.
  • If the use of a Sole Source agreement is approved, an explanation must be provided.
  • If this conditional evaluates to True (Yes) the next step is Vendor Reccomendation.
  • If this conditional evaluates to False (No) the next step is Vendor Mgr Reviews Prop Bid ListIf Revise is chosen the next step is Initiator Revise.

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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 The initiator reviews the process adds comments and the comments made by the reviewer and makes adjustments as necessaryrequired. The Action options for the indicator initiator are To Vendor Manager, To Program Manager or Void.
  • If To Vendor Manager is chosen the next step is Vendor Manager ReviewMgr Reviews Prop Bid List.
  • 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 ReviewReviews

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  • The Program Manager reads the comments and reviews the process fields. The Program Manager has options fields and has the option to take an Action to Submit or Revise.
  • If Submit is chosen the next step is Sole SourceCampus Construction?
  • If Revise is chosen the next step is Initiator Revise.
The data field "Sole Source?" is evaluated.

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Sole Source? (Decisional Step)

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  • 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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    • e-Builder uses information previously entered about the project
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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 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 VPF Strategic Sourcing SPT Director Review.
    • If False (No) the next step is Projects CC 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

    • The Projects Director reads the comments and reviews the process fields and has the option 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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    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 (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 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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    OCP Director Review

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    • The OCP Director reads the comments and reviews the process fields. The OCP Director has
    options
    • the option to take an Action 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 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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    Utilities Program? (Decisional Step)

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    • Multiple fields are evaluated to 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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    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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    SEG Program? (Decisional Step)

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    • Multiple fields are evaluated to 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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    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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    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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    Campus Services? (Decisional Step)

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    • Multiple fields are evaluated 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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    CS Director 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 If the Submit action is taken the next step is Sole Source?
    • If Void is chosen the next step is Finish.

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    VPF Procurement Reviews Bid PackageApproved Bid List

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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 CA Apprv Contract Type.
    Card
    labelDocuments, Contract Approval, Release Bid

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    CA Apprv Contract Type

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    • The Contract Admin either approves or changes the contract type or approves the Pre-priced agreement and adds the contract number for that agreement to the process.
    • The Contract Admin takes the Approved action to approve. The next step is Approved Pre-Price.
    • The Contract Admin takes the Changed action when changing the contract type, and adds comments to indicate to the PM that the contract has been changed and the reasons for the change.
    • The next step is Bid Doc Preparation.

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    Approved Pre-Price Agreement

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    • This is a conditional step. If True (a Pre-priced agreement) the next step is the Merge/Code step that creates the Selection of Source form document.
    • If False the next step is Bid Document Preparation.

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    PrePriced SoS

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    • e-Builder generates the Selection of Source for Pre-priced agreements.
    • The next step is Vendor Manager Review of SoS.

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    Bid Document Preparation

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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 Contract Admin Assembles Bid Package

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    Contract Admin Assembles Bid Package

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    • The Contract Admin assembles the bid package and when finished takes the Submit action.
    • As part of this process the Contract Admin adds a contract sample and assigns a contract number.

    • The next step is Hold for Bids/Proposals Received.

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    Hold for Bids/Proposals Received

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    The bid should be released in the Bid module when the process reaches this step.

    • Hold the process in this step from bid release until all bids are received and the bid tab has been opened and analyzed. This may be held for one to several weeks while the bid is open.
    • Once the bids have been analyzed and a vendor recommendation is ready the Project Manager takes the Submit action.
    • The next step is Vendor Recommendation.
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    labelBid Award Recommendation

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    Vendor Recommendation

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    • The Project Manager, having received all the bids and supporting documents, performs the analysis and selects a vendor.
    • The process step form is completed and the Submit action is taken.
    • The next step is Selection of Source.

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    Selection of Source

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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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    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 Vendor Recommendation.

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    Program Manager Review

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    • The Program Manager
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    • The VPF/Treasury reads the comments and reviews the process fields. The following are the possible actionsprogram 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 Recommendation.

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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

    Initiator Revise Recommendation

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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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    Campus Construction?

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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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    SP&T Program?

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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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    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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    M&U2?

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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 (No) the next step is Campus Services?

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    Utilities Program?

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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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    Utilities Director Review Rec

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

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    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 Rec
    • If False (No) the next step is O&M Director Review Rec

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    SEG Director Review Rec

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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 Recommendation.

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    O&M Director Review Rec

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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 Recommendation.

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    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 Recommendation.

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    OCP?

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    • Multiple fields are evaluated to determine if this is an OCP Program

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    Initiator Prepares Bid Documents

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    • The initiator prepares the bid documents, completes the required fields and Submits when finished.
    • The next step is DOF Procurement Assembles Bid Package.

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    Has 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 Program Manager Reviews Package 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. OCP Director has the option to Submit or Revise.
    • If Submit is chosen the next step is DoF Procurement Assembles Bid Package Initiator Awards Bid.
    • If Revise is chosen the next step is Initiator Revise Recommendation.

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    DoF Procurement Assembles Bid PackageM&U Director Review Rec

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    • The DOF Procurement M&U Director reads the comments and reviews the process fields DoF Procurement may and has the option to Submit or Revise
    • If Submit is chosen the next step is Projects Director Reviews Package Initiator Awards Bid
    • If Revise is chosen the next step is PM Prepares Bid Documentsis Initiator Revise Recommendation.

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    Campus Services?

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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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    Program Manager Reviews PackageCS Director Review

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    • The program manager Campus Services Director reads the comments and reviews the process fields. The program manager CC Director has the option to Submit or Revise.
    • If Submit is chosen the next step is DoF Procurement Assembles Initiator Awards Bid Package.
    • If Revise is chosen the next step is PM Prepares Bid Documents Initiator Revise.

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    Projects IBO Director Reviews PackageReview

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    • The Projects IBO Director reads the comments and reviews the process fields. The Projects Director may Submit of IBO Director has the option to Submit or Revise.
    • If Submit is chosen the next step is Release to Bid (Mail Merge) Initiator Awards Bid.
    • If Revise is chosen the next step is PM Prepares Bid Documents Initiator Revise.

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    Initiator Releases Award Bid

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    • The initiator completes Initiator reviews the required process fields, Submits and uses and awards the bid using the e-Builder Bidding module to send the bids to the approved bid list. The final action when the bid is awarded is to return to the process and take the Submit Action.
    • The next step is Vendor Manager Checks Company Info.

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    Pre-Priced 3?

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    • This conditional determines if this process contains a Pre-priced agreement.
    • If True the process moves to Finish.
    • If False the process moves to Vendor Manager Checks Company Info

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    Vendor Mgr Checks Company Info

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    • The Vendor Managerchecks and fills out form fields to ensure that:
      • The awarded bidder exists in SAP
      • The company information is correct and current in the Contacts module.
      • If the company is not in SAP that the New Company process has been started.
    • When finished the Vendor Manager takes the Submit action.
    • The next step is Vendor Exists in SAP?

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    Vendor Exists in SAP?

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    • This step routes the process to the Finish step if the Vendor exists in SAP.
    • If the Vendor does not exist in SAP the next step is AA Adds New Company.

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    AA Adds New Company

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    • If the company does not exist in SAP the AA completes the 01.01 Add New Company/Contact process and holds the process in this step until that has been completed.
    • When completed the AA takes the Vendor Added action.
    • The next step is Initiator Recommends Vendor .
    Card
    labelBid Award Recommendation

     

     

    • Manager Checks Company Info.

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    Hold for SAP Vendor #

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    • In this step the Administrative Assistant waits until the Vendor has been assigned a SAP Vendor Number from VPF.
    • If the Submit action is taken the next step is Finish.
    • If the Revise action is taken the next step is AA Adds New Company.

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    Finish

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