Purchasing is comprised of “Buyers,” who typically handle commercial, “off-the-shelf” items that can be obtained through purchase orders (POs), credit cards, or PPM's online eBuy and eProcurement systems. Laboratory employees who are designated to purchase items typically submit web requisitions, and Buyers review these requests and handle all aspects of the purchase, from soliciting the potential supplier to arranging for the delivery to closeout of the PO. In general, one bid is sufficient for requisitions of $25,000 or less, while two or more competitive bids are required for requisitions greater than $25,000.
Major Subcontracts is comprised of “Contracts Specialists,” who typically handle purchases of non-commercial products (e.g., items that need to be manufactured) and services (e.g., R&D, scientific services, IT services) that require project milestones, labor, service agreements, etc. These projects often involve the development of statements of work and technical specifications. Laboratory employees who are designated to purchase items typically submit web requisitions, and if assigned to Major Subcontracts, the Contracts Specialist will work with the requesting department to develop the request for proposal (RFP), request for quotation (RFQ), and/or other required documents.
The work of the Construction/Architect-Engineer (A-E) Services team is twofold. On the Construction side, the group procures all construction services, including new construction, alterations, and/or repairs (including painting) of buildings, structures, or other real property. On the A-E side, the group procures all professional services associated with the research, development, design, construction, alteration, and/or repair of real property, as well as incidental services that members of these professions perform. This includes studies, investigations, surveys, evaluations, consultations, planning, programming, conceptual designs, plans and specifications, preparation of operating and maintenance manuals, cost estimating, value engineering, technical support to field inspection, and other related services.
Construction/A-E requisitions typically include a statement of work (SOW), technical specifications, drawings, an independent estimate, and a memo indicating potential vendors (i.e., bidders list) to consider when soliciting bids/proposals. The solicitation package is typically an Invitation for Bid (IFB), Request for Proposal (RFP), or Request for Quotation (RFQ). Once the vendors send their bids/proposals, the group reviews and determines award.