Purchase Order Procedures

Since April 1, 2020, Construction and Properties no longer maintains purchase orders for agencies. Agencies must create and manage purchase orders for construction projects internally.

Requisitions should be approved internally as they will no longer need to be processed or approved through CAP.

Please note the following procedures:

Agency solicits bids from a minimum of 3 contractors. Award to lowest bidder and follow process on M800 - Procedures & Forms for Bidding Projects Under the Statutory Limit.

Submit:

M701 - Project Requisition Checklist Schedule.
Purchase Order for vendor – Signed
Project Documents (M800 - Procedures & Forms for Bidding Projects Under the Statutory Limit)

CAP Issues Notice to Proceed

Agency determines need for consultant.
If necessary, acquire consultant either via CAP IDIQ program or consultant solicitation. Consultant prepares project documents.

Submit:

M701 - Project Requisition Checklist Schedule1 (with approved requisition number).
Project Documents.
Upload plans/specs to Own Cloud.

Work with CAP Project Manager to publicly bid project.

After award:

CAP prepares contract and sends to vendor, then agency for execution.
Agency will return to CAP the signed contract and signed PO for vendor.
CAP issues Notice to Proceed.

Agency contacts contractor in appropriate area for estimate.

Submit:

M701 - Project Requisition Checklist Schedule.
Signed purchase order for vendor.
Non-state agencies include copy of CAP fee PO.
CAP issues Notice to Proceed.

Agency submits M302 - Request for IDIQ Consultant or IDIQ Contractor form to request consultant.
Programs manager assigns consultant and requests estimate.

If agency agrees with estimate and wants to move forward, submit:

M701 - Project Requisition Checklist Schedule.
Proposal.
Signed PO.
CAP Issues Notice to Proceed.

Agency submits M301 - Request for on Call Consultant form to request on-call consultant.
If On-Call criteria are met, Programs Manager issues contract to consultant.

Upon receipt of contract from consultant, agency should submit:

M701 - Project Requisition Checklist Schedule.
Signed PO for OMES (OMES will create PO for vendor).
Copy of proposal.
CAP will issue PO.

Agency notifies CAP director within ten days of emergency declaration.
CAP will acknowledge declaration and provide agency with a CAP project number.

Submit:

M701 - Project Requisition Checklist Schedule.
Signed purchase order.
Estimate and any additional documents from vendor.
CAP processes contract.

Purchase Order Process

Construction Item IDs
Program Item IDs
CAP Fee Item IDs

ID Number	Item
1000013600	SERVICE: CAP, IDIQ, Pre-Design Services
1000013601	SERVICE: CAP, IDIQ, Commissioning Agent Services
1000013602	SERVICE: CAP, ON CALL, On Call Professional Services
1000013603	SERVICE: CAP, State Roof Asset Management Program
1000013604	SERVICE: CAP, IDIQ, Architect & Engineer Services
1000013605	SERVICE: CAP, IDIQ, Construction Inspection Services
1000013606	SERVICE: CAP, IDIQ, Emergency Services; Architect/Engineer
1000013607	SERVICE: CAP, IDIQ, Environmental Services
1000013608	SERVICE: CAP, IDIQ, Geotechnical Services
1000013609	SERVICE: CAP, IDIQ, Land Survey Services
1000031900	APPRAISAL SRVC: CAP, IDIQ, Appraisal Services
1000032280	ABATEMENT SRVC: CAP, IDIQ, Environmental Abatement Services

ID Number	Item
1000017734	CONSTR:CAP-Over Statutory Amt, Public Bid, Construction Contract
1000017735	CONSTR:CAP-Statewide, All Agencies, Construction Contract
1000017736	CONSULTANT:CAP- Selection Statutory, Professional Consultant, A/E, Contract
1000017737	MAINT:CAP- Below Statutory Amt, Simple Award, Maintenance Contract
1000017738	MAINT:CAP- Above Statutory Amt, Simple Award, Maintenance Contract
1000017739	MAINT:CAP- Renewal of Maintenance Contract
1000017740	MAINT:CAP- As Needed, Maintenance Contract
1000017741	CONSTR:CAP-Agency Statewide Construction Contract
1000017742	CONSTR:CAP-Below Statutory Amt, Simple Award, Construction Contract
1000017743	CONSTR:CAP-CM Agency-CM Svcs w/o Specified Cost Agreement, Construction Manager Contract
1000017744	REAL ESTATE:CAP- Real Estate Services
1000017745	CONSTR:CAP-CM At Risk-CM w/Specified Cost Agreement, Construction Manager Contract

ID Number	Item
1000012121	SERVICE: CAP Fee Code 1 - Requisition for Contract Award less than 100,000 with Agency Quotes
1000012104	SERVICE: CAP Fee Code 2 - Requisition for Contract Award less than 100,000 CAP Advertises
1000012105	SERVICE: CAP Fee Code 3 - Requisition for Contract Bid and Award greater than 100,001
1000012106	SERVICE: CAP Fee Code 4 - Total Project Cost - Consultant and Construction Contracts
1000012100	SERVICE: CAP Fee Code 5 - Independent Plan Review
1000012101	SERVICE: CAP Fee Code 6 - Consultant Solicitation, Fee Negotiations, and Award of Contract
1000012102	SERVICE: CAP Fee Code 7 - Solicitation Only
1000012103	SERVICE: CAP Fee Code 8 - Statewide Roofing Program
1000012107	SERVICE: CAP Fee Code 9 - On Call Consultant
1000012108	SERVICE: CAP Fee Code 10 - IDIQ Testing Program
1000012109	SERVICE: CAP Fee Code 11 - IDIQ Land Survey Program
1000012110	SERVICE: CAP Fee Code 12 - IDIQ Construction Inspection Program
1000012111	SERVICE: CAP Fee Code 13 - Pre Design Services
1000012112	SERVICE: CAP Fee Code 14 - IDIQ Emergency Consultant Services
1000012113	SERVICE: CAP Fee Code 15 - Additional IDIQ Environmental Services
1000012120	SERVICE: CAP Fee Code 15.1 - Other Value Added Program Services
1000012114	SERVICE: CAP Fee Code 16 - Annual Renewal for Multi-Year Service Contract or Work Order Release on an Agency IDIQ Contract
1000012115	SERVICE: CAP Fee Code 17 - Bid Documentation Reproduction
1000012116	SERVICE: CAP Fee Code 18 - Newspaper Bid Advertising
1000012117	SERVICE: CAP Fee Code 19 - Miscellaneous Transaction
1000012118	SERVICE: CAP Fee Code 20 - Requisition to Bid and Award Agency Statewide Contract
1000012119	SERVICE: CAP Fee Code 21 - Release on Agency Statewide Contract

Last Modified on Oct 14, 2024

Capital Assets Management | Construction & Properties

Purchase Order Procedures

Small Projects – Under $100k

Large Projects – Over $100k

Programs – Statewide (Roofing & Paving)

IDIQ

On-Call Consultants

Emergency Projects

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Capital Assets Management |
Construction & Properties