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Purchase Order Procedures

Effective April 1, 2020, Construction and Properties will no longer maintain purchase orders for agencies.  Agencies will 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:

Small Projects – Under $50k

Agency solicits bids from a minimum of 3 contractors.  Award to lowest bidder and follow process on M800.

Submit:

  • M701
  • Purchase Order for vendor – Signed
  • Project Documents (M800)

CAP Issues Notice to Proceed

Large Projects – Over $50k

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

Submit:

  • M701 (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

Programs – Statewide (Roofing, Elevator & Paving)

  • Agency contacts contractor in appropriate area for estimate

Submit:

  • M701
  • Signed purchase order for vendor
  • Non-state agencies include copy of CAP fee PO
  • CAP issues Notice to Proceed

IDIQ

  • Agency submits M302 form to request consultant
  • Programs manager assigns consultant and requests estimate

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

  • M701
  • Proposal
  • Signed PO
  • CAP Issues Notice to Proceed

On-Call Consultants

  • Agency submits M301 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 form
  • Signed PO for OMES (OMES will create PO for vendor)
  • Copy of proposal
  • CAP will issue PO

Emergency Projects

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

Submit:

  • M701
  • Signed purchase order
  • Estimate and any additional documents from Vendor
  • CAP processes contract