JPMC Service Contracts Usage 05-06-26~63.docx
DOCX document 16 KB Posted
- Contract number
- 27-416CMS-BOPM4-P-100294
- Issued by
- Illinois
About this file
This document provides guidance for state agencies in Illinois on the proper usage of multiple-award JPMC (presumably referring to a specific contracted vendor group) service contracts. It establishes the hierarchical process for vendor selection and order placement when JPMC service contracts are awarded to multiple vendors, designating one as the primary recipient with secondary, tertiary, and quaternary vendors available as alternatives.
The guidelines require state agencies to first contact the primary vendor for service estimates and only move to secondary vendors if the primary vendor declines the work, cannot meet time constraints, or fails to respond within specified timeframes. All vendor communications must be documented and attached to requisitions when transitioning between vendors. Vendors are required to provide itemized labor quotes broken down by basic/journeyman and foreman hours according to contract pricing, along with detailed material listings. Agencies retain the right to verify vendor material pricing for markup verification and to challenge quotes that appear excessive compared to industry standards. Hourly rate differences are explicitly prohibited as grounds for vendor substitution. If all JPMC vendors are exhausted through this process, agencies may conduct independent solicitations but must still maintain documentation of all communications with previously contacted vendors.
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Other files
| File | Type | Posted |
|---|---|---|
| P-100294 Executed Contract_Redacted.pdf |
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Text version
JPMC Service Contracts - Use by State Agencies When JPMC service contracts are done as multiple awards, per 44 Il Admin 1.2036(b), one vendor shall be designated as the primary recipient of orders. The other awardees (Secondary, Tertiary, etc.) may receive orders in the event the Primary Vendor is unable to meet the terms of the contract. The following guidelines shall be followed by State Agencies when using these contracts:
1. Contact the Primary Vendor for the service and have them submit an estimate of the hours and materials required for the work.
2. If the Primary Vendor cannot meet the terms of the contract for any of the following reasons, the Agency may move to the Secondary Vendor.
A) Vendor declines the work, or B) Vendor cannot meet the time constraints of the work required (I.E. year-end date), or C) Outside of Emergency Requests - Vendor does not acknowledge the request for an estimate within the time frame outlined in the contract or the time frame outlined by the agency in the request for quote, whichever is longer.
The same process will be used down the line to Tertiary and Quaternary.
3. All communications with awarded vendors, including emails sent and not answered, emails stating they are declining the work, etc. shall be attached to the Requisition (REQ) when moving to the next awarded vendor.
For Example: A) If both the Primary and Secondary Vendor decline the work, any email correspondence with this information to and from both vendors must be attached to the REQ to have the Tertiary Vendor complete the work.
4. Vendor should supply the quote with labor hour broken out by basic/journeyman and foreman hours as per contract pricing.
5. Vendor should provide a listing of materials that will be required for the repair. Per the contract, Agencies have a right to request a copy of the Vendor’s material pricing (invoices/quotes) for verification of no mark-up.
6. Per the contract, Agencies have the right to verify quotes if the hours quoted or required materials appear to be extremely high compared to industry standard.
7. Hourly rates are NOT a reason to move from Primary to Secondary and so on down the line.
8. If all JPMC Vendors have been exhausted through the above means, then the agency may do their own solicitation; however, they must still attach all required items above to the new REQ.
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