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.