From PURCHASE NEED TO CONTRACT Review this training to gain insights to the entire solicitation to contract process IDEA IDEA You have one of two problems Your agency contract is expiring and you still need the goods or services OR ID: 1028629
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1. OVERVIEW of the CONTRACTING PROCESS From PURCHASE NEED TO CONTRACT
2. Review this training to gain insights to the entire solicitation to contract processIDEA!
3. IDEA!You have one of two problems:Your agency contract is expiring and you still need the goods or services, ORYour agency needs a new agency contract.But where to start?
4. Research & ApprovalBefore spending too much time, make sure your management approves moving forwardIf the contract is expiring, begin working 180 before the expiration dateIf a new contract is desired, allow plenty of time for the entire processLearn about the items or services and write down your understandingDetermine approximate costResearch & Approval
5. download the QuestionnaireDownload the most recent solicitation questionnaire from purchasing.utah.gov
6. Complete the QuestionnaireReview what you wrote during “Research & Approval”On the Questionnaire, write what you learned from your researchThe Questionnaire is an invitation; don’t worry if you don’t know everything
7. Enter Request in FINETThe Utah Division of Purchasing receives requisitions, or requests for purchases and contracts, through FINET.Two Requisition Types:RQS – Standard RequisitionRQM – Master Agreement RequisitionBut which is right for your purchase?
8. CHOOSING BETWEEN RQS & RQMStandard Requisition (RQS) Master Agreement Requisition (RQM)Becomes a contractNo funds are encumberedCan NOT become a POUsed when purchases will be made over an extended period of time or multiple payments are requiredUsed for strong scope of worksBecomes a POEncumbers fundsA PO is for a one time purchase or short term agreements (< 6 months)Avoid using a PO for purchases that will occur over more than one FYCan become contract but not best practice
9. Enter Requisition in FINETYour department’s Finance group has the authority to enter an RQS or RQM in FINET.After the requisition is entered into FINET, the RQM/RQS is sent through your department’s approval process.
10. Email The FOllowingSolicitation Questionnaire or Sole Source Form, if applicableSubject of Email: RQS or RQM numberIf you corresponded with vendors, include copies of documents & emailsSEND TO: purchasingsolicitations@utah.gov
11. DO NOT USE THESE EMAIL SUBJECTS
12. CORRECT OPTIONS FOR EMAIL SUBJECT
13. PRE-SOLICITAION PROCESSWhatWhoComplete Solicitation Questionnaire and email AgencyReview RQM/RQS & all documentationState PurchasingAssign State Purchasing AgentState PurchasingPurchasing Agent Calls Agency contact to discuss requisitionState PurchasingAnswer questions about the requisitionAgencyRecommend procurement processState PurchasingWriting of solicitation documentationCollaboration of Agency & State PurchasingFinal approval of solicitation documentationAgency
14. SOLICITATION PROCESSWhatWhoCollects quotes (if applicable)State PurchasingPublicly Posts (if applicable)State PurchasingWatches for questions from VendorsState PurchasingProvides questions to the AgencyState PurchasingReviews and answers questions; Email AnswersAgencyPosts answers to questionsState PurchasingAssembles committee (if RFP solicitation)Agency
15. POST SOLICITATION PROCESSWhatWhoProvide solicitation documents to agencyState PurchasingReview Quote or IFB; Hold RFP Committee MeetingsAgency, in collaboration with State PurchasingWrite justification statement (if RF)Agency, State Purchasing can assistProvide award determine & any required docs to PurchasingAgency, State Purchasing Make the awardState Purchasing
16. CREATING CONTRACT PROCESSWhatWhoProvide solicitation documents to agencyState PurchasingReview and add additional information to the contract coversheetAgencyWrite the scope of work based on solicitationAgencyAs requested, assist with writing scope of work or provide feedback on the scope of workState Purchasing
17. CONTRACTING PROCESSWhatWhoObtain vendor’s signature on the contractAgencyObtain agency’s signature and DTS’s signature, if applicableAgencySend PDF of signed contract to purchasingcontracts@utah.govAgencyEnter contract in Purchasing’s tracking systemState PurchasingReview the contract (agent, analyst, & management)State PurchasingReturn contract to agency via emailState Purchasing
18. After Signature – Life of ContractWhatWhoServe as record holder of the solicitation documentsState PurchasingFulfills GRAMA requests for solicitation documentsState PurchasingServes as record holder of the contractAgencyFulfills GRAMA requests for the contract & paymentsAgencyMonitors vendor and determines if the scope of work is being completedAgencyMonitors payments to determine correct price is being chargedAgency
19. Research & Agency approvalComplete Solicitation Questionnaire Enter request into FINET Email the Full Packet to State PurchasingWork with State Purchasing AgentSolicitation ProcessPost Solicitation Process & Award Create ContractObtain SignaturesSend to State PurchasingPurchasing’s Contract Review Signed by State Purchasing & Entered into FINET