About this file
This document is a procurement checklist for an emergency purchase order (PO No. 696-5-ED078995) issued by the Texas Department of Criminal Justice (TDCJ) for a purchase exceeding $25,000. The checklist meticulously documents the procurement process, including verification of vendor performance, System for Award Management (SAM) search results, and emergency justification documentation. The file indicates that the procurement follows specific state guidelines outlined in the State of Texas Procurement & Contract Management Guide.
The procurement process involves multiple compliance checks, including verification of vendor eligibility, proof of insurance, and emergency procurement justification. Key requirements include checking vendor availability through WorkQuest, TCI, and SPD Term Contract, obtaining vendor performance grades, and ensuring appropriate documentation for emergency purchases. The checklist demonstrates a rigorous review process with multiple checkpoints to validate the procurement's compliance with state purchasing regulations, including special terms, beginning and ending dates, and appropriate authorization signatures.
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D Emergency $25,000 and Greater
Purchase Order No: 696-5-ED078995 R5232590
PCC: T
| Tab Letter |
| Check If Included |
Reference
| Admin. |
| |X| |
| Purchase Summary/Signature Page (PS/SP) |
|X| Award Recommendation |_| Copy of PS/SP given to POSB designee for purchases needing Board approval/review
SOP 08.22
SOP 06.03
| A |
| |_| |
| |_| Purchase Order Change Notice (POCN) and POCNR |
| PCMG* pg. 59 |
| B | ||
| |X| | ||
| |X| | Purchase Order | |
| |_| | Vendor Discount on PO (if applicable) | |
| |X| | Special terms/clauses | |
| PCMG pg.86 |
PCMG pg.57
SOP 08.06
| |X| |
| |X| Beginning and ending dates on PO |
| PCMG pg.86 |
| |X| |
| Rental Rates: |
|_| Daily |_| Weekly |X| Monthly (30 days or calendar month rate)
SOP 08.23
| |_| |
| |_| Transportation charges included (separate line item on PO) |
| SOP 08.23 |
Equipment Transporter:
|_| TDCJ
|X| Vendor
SOP 08.23
| |X| |
| |X| Procurement review of PO |
| SOP 08.25 |
| |X| | ||
| |X| | Authorized purchaser signature | |
| |X| | Purchaser contact info on PO | |
| |_| | If PO generated by other than authorized purchaser, note in notepad | |
| PCMG pg. 87-88 |
SOP 08.06
| C | ||
| |_| | ||
| |_| | Awarded vendor’s HUB Subcontracting Plan (requisitions $100,000 and greater) | |
| |_| | Monthly HUB Subcontracting report (if applicable) | |
| PCMG pg. 64 |
SOP 12.15
| G |
| |_| |
| |_| Approval to exceed 10% or greater of requisition estimated amount |
| SOP 08.01 |
| H |
| |X| |
| |X| Dated copy of Vendor Performance grades |
|X| Dated copy of System for Award Management (SAM) Search Results
| |X| | Dated copy of SPD Divestment Statute and Debarment Lists |
| |X| | Dated copy of warrant hold status |
| |_| | Best Value Certification Form (if required) |
|_| Certification of Compliance Form completed ($5,000,000 and greater)
| |_| | Form 1295 Disclosure of Interested Parties ($1,000,000 and greater) |
| SOP 09.10 |
SOP 08.16
SOP 08.16
PCMG pg. 91 PCMG pg. 88 PCMG pg.89 PCMG pg.90
| I | |
| |X| | |
| Electronic State Business Daily (ESBD): | |
| |_| | Posting |
| |X| | Award |
| |_| | Instructions to vendors to register to receive additional addendums |
PCMG pg. 68
SOP 09.14
| |X| | |
| |X| Award posted on TDCJ website ($100,000 and greater) | |
| |X| | Posted to LBB and verification placed in file (if applicable)(exceeds $50,000) |
|_| Certification Notice to LBB ($1,000,000 and greater) PCMG pg.92 PCMG pg.92 PCMG pg.92
| J |
| |_| |
| |_| Bid tab (identifies all bid responses and no bids) |
| PCMG pg. 75 |
| |X| |
| |X| Bid responses (at least 3 informal bids if possible) |
|_| Best and Final Offer (BAFO) when only one bid is received PCMG pg.74-75 PCMG pg.33
| K |
| |_| |
| Internal Repair |
|_| Written estimate |_| Invoice |_| Copy of PO or Terms and Conditions sent to vendor |_| Letter of Award |_| “Internal Repair” statement in notepad
SOP 08.03
| L | |
| |_| | |
| |_| Invitation for bid (IFB) | |
| |_| | Terms and Conditions/special clauses |
|_| Secondary Point of Contact listed on Solicitation PCMG pg.32
SOP 08.25
PCMG pg.71
| |_| |
| |_| Branch Manager approval on solicitation |
| SOP 08.25 |
Emergency $25,000 and Greater
| M | |
| |_| | |
| |_| | Dated copy of bidders mailing list (CMBL) |
|_| Statewide CMBL (all vendors) solicited for class/item (if possible) |_| Approval email to supplement CMBL with Non-CMBL vendor from Agency designee |_| Copy of solicitation email/fax PCMG pg. 69
PCMG pg.70
AM 06.9
| |_| |
| |_| Reciprocity considered for out of state vendors |
| PCMG pg. 80 |
| N |
| |_| |
| |_| Sufficient, clear, specifications on solicitation |
| SOP 08.25 |
| O | ||
| |_| | ||
| |_| | Proprietary DM/letter (if applicable) | |
| |_| | Copy of DM, Justification Letter, and purchase order/contract sent to Procurement Operations Support Branch | |
| PCMG pg.22-23 |
SOP 08.13
| P |
| |X| |
| |X| Emergency justification DM |
|_| Copy of DM and signed PO to Director of Contracts and Procurement |_| Governor’s Disaster Proclamation – Emergency DM not required
SOP 08.07
SOP 08.07
| |X| |
| |X| Requisition |
|X| Reviewed notepad |_| Requisition/specification sent to CAT/QAT for review (if required) |_| Requisition/specification, e-mail returned CAT/QAT
SOP 08.05
SOP 08.06
PCMG pg.32
| S | |
| |X| | |
| Checked availability of goods/services from: | |
| |X| | WorkQuest, TCI, SPD Term Contract |
|_| TCI Waiver |_| Copy of WorkQuest Exception DM
PCMG pg. 19
SOP 09.13
|X|
| |X| | Copy of ADPICS 2349 screen | |
| |_| | Entered recycle information (if applicable) | |
| SOP 09.12 |
SOP 05.03
| T |
| |X| |
| |X| | Miscellaneous | |
| |X| | Vendor Performance (if required) | |
| |_| | Best Value included in Vendor Performance (if required) |
Adhered to procedures:
| |_| | Open Records Requests |
| |_| | Unauthorized purchase |
SOP 09.10
SOP 09.05
SOP 08.05
| |X| |
| If performing onsite service: |
|_| Response from Risk Management (if applicable) |X| Proof of insurance (if required)
SOP 08.11
*State of Texas Procurement & Contract Management Guide 2.1 Page 1 of 2 06/17/2022
File details come from the government source that posted it. Updated .