04.00 Bidding (Draft - Process Not Released for Use)

• 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?

• 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.

• 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.

• 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.

• 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.

• 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.

• 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?.

• 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?

• 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.

• 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.

• 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.

• 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.

• 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?

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.

• 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?

• 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?

• 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.

• 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?

• 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.

• 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.

• 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 (Mail Merge).
• If Revise is chosen the next step is Initiator Revise.

• 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?

• 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.

• 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.

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

• 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.

• Automatic step generates the Approved Bid List document.
• The next step is Initiator Prepares Bid Documents.

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

• The data field "Has the A133 been signed?" is evaluated.
• If True (Yes) the next step is Program Manager Reviews Package.
• If False (No) the next step is DoF Procurement Assembles Bid Package.

• The DOF Procurement reads the comments and reviews the process fields DoF Procurement may Submit or Revise
• If Submit is chosen the next step is Projects Director Reviews Package
• If Revise is chosen the next step is PM Prepares Bid Documents

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

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

• The initiator completes the required process fields, Submits and uses the e-Builder Bidding module to send the bids to the approved bid list.
• The next step is Initiator Recommends Vendor.

• 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.

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

• DoF Procurement reviews the selection and has the option 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

• The program manager reads the comments and reviews the process fields. The program 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.

• 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.

• Multiple fields are evaluated 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.

• The "Contract managed by a different program" field is evaluated.
• If True (Yes) the next step is VPF Strategic Sourcing Review.
• If False (No) the next step is Project Director Review.

• 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 DoF Procurement Review.
• If Revise is chosen the next step is Initiator Revise.

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

• Multiple fields are evaluated to determine ownership of the program.
• If True (Yes) the next step is Utilities Program?
• If False the next step is DoF Procurement Review.

• Multiple fields are evaluated 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?.

• 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 DoF Procurement Review.
• If Revise is chosen the next step is Initiator Review.

• Multiple fields are evaluated 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.

• 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 DoF Procurement Review.
• If Revise is chosen the next step is Initiator Revise.

• 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 DoF Procurement Review.
• If Revise is chosen the next step is Initiator Revise.

• DoF Procurement 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 A133 Been Signed?.
• If Revise is chosen the next step is Initiator Revise.

• The data field "Has the A133 Been Signed" is evaluated.
• If True (Yes) the next step is Campus Construction.
• If False (No) the next step is >10M

• The data field ">10M" is evaluated.
• If True (Yes) the next step is VPF Procurement Review.
• If False (No) the next step is One Bid?

• The data field Reason Vendor Selected is evaluated to determine If the reason selected is "2.5 Multiple Bidders Selected - Only One Bidder Responded".
• If True the next step is VPF Procurement Review.
• If False the next step is Lowest Bid?

• The data field Reason Vendor Selected is evaluated to determine if the reason selected is "2.2 Adequate price competition (at least 2 quotes): Lowest Bidder Selected. No further explanation required.".
• If True the next step is Campus Construction.
• If False the next step is VPF Procurement Review.

• The VPF/Treasury reads the comments and reviews the process fields. The VPF/Treasury 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 DoF Procurement Review.

• 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?

• 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.

• 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?.

• 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.

• 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?

• 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

• 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.

• 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.

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.

The initiator reviews the process and awards the bid using the e-Builder Bidding module. The initiator Submits.

The next step is Finish.