JPMC Service Contracts Usage 05-06-26~66.docx
DOCX document 16 KB Posted
- Attached to
- JPMC HIrsch Inst-Re-Mnt by Region
- Solicitation number
- 27-416CMS-BOPM4-B-53406
- Issued by
- Illinois
About this file
This document outlines usage guidelines for Joint Purchase Master Contract (JPMC) service contracts awarded by the state of Illinois, specifically for use by state agencies when procuring services through multiple-award arrangements. The guidelines establish a hierarchical vendor selection process wherein the designated primary vendor must first be contacted to submit estimates for hours and materials required for work. State agencies may transition to secondary, tertiary, or quaternary vendors only when the primary vendor declines the work, cannot meet time constraints, or fails to acknowledge requests for estimates within specified timeframes. All communications documenting vendor responses must be attached to requisitions when moving between awarded vendors.
The document specifies that vendors must provide quotes with labor hours broken down by basic/journeyman and foreman classifications according to contract pricing schedules and must include itemized material listings. State agencies retain the right to request copies of vendor material invoices to verify pricing without markup and may verify quotes that appear extraordinarily high compared to industry standards. Notably, hourly rates alone do not constitute grounds for moving between vendors in the hierarchy. Only after all JPMC-awarded vendors have been exhausted through the prescribed process may agencies conduct independent solicitations, though all required documentation must accompany new requisitions. The guidelines are based on 44 Illinois Administrative Code 1.2036(b) requirements for multiple-award contract administration.
View the file
Other files
| File | Type | Posted |
|---|---|---|
| Instructions for IFB JPMC Hirsch Inst-Rep-Mnt by Region B-53406.docx | DOCX document | |
| Multiple Award Percentages B-53406.xlsx | XLSX spreadsheet | |
| standard-illinois-certifications-B-53406.pdf | ||
| Offer to the State JPMC Hirsch B-53406.pdf | ||
| IPG Active Registered Vendor Disclosure Formerly Forms B-53406.docx | DOCX document | |
| IFB Contract JPMC Hirsch Inst-Rep-Mnt by Region B-53406.docx | DOCX document |
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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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