Procurement FAQ

Procurement

• What type of forms do I have to submit to start the solicitation process?

  Send a written request for the solicitation with “Complete Specifications/Scope of Services” in Electronic Format to the Purchasing Office. The request should also include the name and telephone number of the Program Area contact person.

   

• What are the steps for the Solicitation and Contract Administration process?

  1. Confirm that funding is available for the project.
  2. Provide Specifications which are complete, clear and concise (What, How, Who, Where, How Often).
  3. Respond to draft and amendment review requests in a timely manner.
  4. Ensure that the participants on your Evaluation Committee are committed to the completion of the process.
  5. Allow the Purchasing Office to manage the procurement process, which includes routing and revising solicitation documents, coordinating the evaluation and agency decision process, and contract administration.

• How long does the formal solicitation and contract administration process take?

  It depends on the complexity of the solicitation, number of respondents, results of vendor analysis, time of year submitted, and responsiveness and cooperation of the solicitation participants. Invitation to Bid: approximately one to three months, Requests for Proposals and Invitations to Negotiate: approximately three to six months.

   

• Who do I contact to start the solicitation process?

  Contact the Purchasing Office as soon as you have identified a need. A meeting will be scheduled with the Contract Manager to review the Procurement Checklist and ensure an understanding of the process and responsibilities of each section.

   

• What is a “Specification or Scope of Work” and how do I prepare this document

  Specifications and/or a Scope of Work are a description of the goods or services requested by the Program Area. It is the Program Area’s responsibility to prepare the specifications and/or the Scope of Work, and to forward the specifications/scope of work to the Purchasing Office for further development. A sample scope of work can be obtained by contacting the Purchasing Office.