Visio-Sole Source Flowchart.vsd by ert554898


									                                                                                                                     Posting is moved to the
                                                                                                                      electronic Hist folder
                                             Is the Sole Source
                                    A                                                                              Posting documents are given
                                              over $100,000 ?
  Requisition is created by                                                                                           to the Coordinator for
     the Department                                                                                                submission to the respective
                                                                              Cover memo to the CFO is
                                                                                                                       sr. purchasing agent
                                                                  YES       prepared by the Administrative
                                                                             Assistant or Senior Secretary

     Sole Source Form is                            NO
    submitted by the end-                                                                                                                               Contract Intake Form and a copy of all
    user department to the                                                                                                                               the Sole Source Documentation is
          Purchasing                                                                                                   Is their a contract for             submitted to the Administrative
         Department                                                                                                                               YES
                                                                                                                         this Sole Source?                Assistant or Senior Secretary for
                                              Upon Director’s                                                                                           contract processing with the Office of
                                             signature the Sole             All documents are sent to the                                                   the General Counsel (OGC)
                                             Source is returned               CFO review and approval
                                            to a Coordinator for
Sole Source Form will be                     electronic posting                                                                 NO                        Contract is reviewed and returned
reviewed by the Purchasing                                                                                                                                by the OGC to the Administrative
                                                                        Sole Source Form and memorandum
Department for:                                                                                                                                                 Asst. or Sr. Secretary
                                                                        with CFO’s signature is submitted to
1. Are all signatures affixed                                                the President for signature
2. Completion of Sole
                                                                                                                              P.O. is
Source substantiation                                                                                                                                       Cover memo and contract is
3. Receipt of email from                                                                                                                                    mailed to the vendor for their
vendor on company                            The Coordinator will
letterhead documenting “Why               submit the Sole Source
it’s a Sole Source”                       Form to Albert or Crystal                                                     Sole Source form
4. The purchasing contact                  for posting of 72 rolling        Upon President’s signature the             and P.O. is scanned
then places a P.O.# on the               hours. Posting deadline is         Sole Source is returned to the                  and filed                        Vendor signs contracts and
Sole Source Form                                  4:30 p.m.                 Purchasing Dept. and given to                                                        return it by mail to
5. The Sole Source Form is                                                   the Coordinator for electronic                                                          Purchasing
signed by the Purchasing                                                               posting
Buying Staff
(No handwritten forms are                                                                                                   End-User is                       Director countersigns the
accepted)                                                                                                                 provided with, a                             contract
                                                                                                                         copy of the Sole
                                                                             The Coordinator will submit                 Source Form and
                                                                               the Sole Source Form to                          P.O.
         Sole Source                                                        Albert or Crystal for posting of                                                  Coordinator is advised of
                                          Electronic Posting Steps                                                                                          executed agreement and the
   documentation is given                                                     72 rolling hours. Posting
     to the Associate or                                                         deadline is 4:30 p.m.                                                        P.O. is dispatched by the
    Assistant Director for                                                                                                                                        respective buyer
       their review and
         initialization                  Date & time of posting is
                                        generated by the computer                                                                                             Contract & Sole Source
                                                   clock                                                                                                     documentation is scanned
                                                                                                                                                                     and filed

                                        Sole Source Form is posted
       The Sole Source
                                        on the Purchasing Website                                                                                            End-User is provided with a
 documents are submitted to
                                                                                                                           original executed agreement,
  the Director for processing   A               purchasing/                                                                                                   a copy of the sole source
                                                                                                                                                                    form and P.O.

                                        Posting completion with date
                                           and time is printed and
                                        attached to the Sole Source
                                                 documents                                                                                                               End

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