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-53996
- Issued by
- Illinois
About this file
This document outlines usage guidelines for JPMC Service Contracts administered by State Agencies in Illinois under 44 IL Admin 1.2036(b). The guidelines establish a structured procurement process for multiple-award contracts where one vendor is designated as the primary recipient of orders, with secondary, tertiary, and quaternary vendors available as alternatives. State agencies must first contact the primary vendor to submit an estimate of hours and materials required for work. The agency may proceed to the secondary vendor only if the primary vendor declines the work, cannot meet time constraints, or fails to acknowledge the request for an estimate within the timeframe specified in the contract or agency request, whichever is longer. This cascading process continues through all awarded vendors, with the same evaluation criteria applied at each level.
All communications with awarded vendors, including declined offers and unanswered emails, must be attached to the requisition when moving to subsequent vendors. Vendors must provide quotes with labor hours broken out by basic/journeyman and foreman classifications according to contract pricing, along with a detailed listing of required materials. State agencies retain the right to verify material pricing through vendor invoices or quotes to ensure no markup and to challenge quotes that appear unusually high compared to industry standards. Hourly rate differences are explicitly prohibited as justification for moving from one vendor tier to another. If all JPMC vendors are exhausted through this process, the agency may conduct its own solicitation but must still attach all required documentation to the new requisition.
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Other files
| File | Type | Posted |
|---|---|---|
| Instructions for IFB JPMC Hirsch Inst-Rep-Mnt by Region B-53996.docx | DOCX document | |
| Offer to the State JPMC Hirsch B-53996.pdf | ||
| IPG Active Registered Vendor Disclosure Formerly Forms B-53996.docx | DOCX document | |
| Vendor Disclosure-B-53996.docx | DOCX document | |
| standard-illinois-certifications-B-53996.pdf | ||
| Region 1 BEP CertifiedFirmsDirectory B-53996.xlsx | XLSX spreadsheet | |
| Multiple Award Percentages B-53996.xlsx | XLSX spreadsheet | |
| BEP_WaiverRequest_Review B-53996.pdf | ||
| BEP Utilization Plan v.26.1 B-53996 Region 1 only.pdf | ||
| Pre-Bid Conference Information B-53996.docx | DOCX document | |
| IFB Contract JPMC Hirsch Inst-Rep-Mnt by Region B-53996.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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