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Result or Product of this Process
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
This process includes Bid List Approval, Release to Bid and Bid Award Recommendation.
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.
Start
- 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?
Furniture or AV Bid? (Decisional Step)
- 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.
A133 Been Signed? (Decisional Step)
- 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.
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.
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.
Program Manager Review
- 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.
Sole Source? (Decisional Step)
- 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?.
Campus Construction? (Decisional Step)
- 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?
SP&T Program? (Decisional Step)
- 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.
SPT 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.
Projects Director Review
- 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.
CC Director Review
- 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.
OCP? (Decisional Step)
- 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?
OCP Director Review
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.
M&U? (Decisional Step)
- 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?
Utilities Program? (Decisional Step)
- 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?
Utilities Director Review
- 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.
SEG Program? (Decisional Step)
- 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?