State Purchasing Contracts

Process Steps

How to create a new State Purchasing contract

State Purchasing contracts are contracts that must go through a procurement process through the Department of Government Operations, Division of Purchasing and General Services (State Purchasing). State Purchasing is the procurement authority for solicitations that result in a State Purchasing contract. Solicitation types include requests for proposals, invitation for bids, professional service solicitations, and sole sources, among others.

APR Form

The first step in the contracting process is to submit an Agreement/Procurement Request (APR) form. APR forms are submitted by the program and approved by the OU fiscal officer and EDO. If technology is involved, the DHHS Division of Data, Systems, and Evaluation (DSE) also approves. If communications or media is involved, the DHHS Division of Public Affairs and Education (PAE) also approves. All approvals are obtained through the SharePoint process. A SharePoint license is required for the person who submits the APR form (if a license is needed, speak to your OU fiscal officer; to obtain a role in SharePoint, complete a User Access Request). When the APR form is approved, a PCM contract analyst will be assigned to assist with the process.
Est timeline: 2 weeks
Scope of Work Review

Scopes of work must be reviewed by a PCM contract analyst, the OU director, a PCM staff member with a law degree, and EDO. Exception: scopes of work for projects reasonably anticipated to be $50K or less are only reviewed by a PCM staff member with a law degree and EDO.

A scope of work writing guide is posted on the PCM website, Agreement Resources Page.
Est timeline: 5.5 weeks
State Purchasing Procurement Process

A requisition must be sent to State Purchasing to begin the procurement process. Start by entering a request in SharePoint Purchasing. As part of the SharePoint Purchasing process, a requisition will be created by DHHS Finance and sent to State Purchasing. Include any relevant State Purchasing solicitation questionnaires or forms, along with the scope of work.
Est timeline: 3.5 weeks+
Contract Execution

After State Purchasing awards the contract in SharePoint Purchasing, a draft contract will be started in SharePoint Contracts. Contracts are automatically routed for approvals and signatures. The PCM contract analyst is available to enter the contract into SharePoint Contracts. The contract is reviewed by PCM and the OU fiscal officer before being sent for signatures to the vendor, EDO, and State Purchasing.
Est timeline: 5.5 weeks