DFCM Contracts

Process Steps

How to create a new DFCM contract

The Division of Facilities and Construction Management (DFCM) may contract on behalf of DHHS. Such contracts must be reviewed and approved by DHHS.

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. 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.

Exception: Contracts that are $50K or less do not require an APR form.
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
Procurement Process & Contract Execution

The OU will send the approved scope of work to DFCM and DFCM will take care of any required procurement process and obtaining contract signatures.
Est timeline: varies per DFCM