Purchase Order 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.