JPMC Service Contracts Usage 05-06-26~67.docx
DOCX document 16 KB Posted
- Attached to
- JPMC BOARDING UP BY REGION
- Solicitation number
- 26-416CMS-BOPM4-B-51971
- Issued by
- Illinois
About this file
This file contains operational guidelines for state agencies using JPMC (Joint Purchase Master Contract) service contracts, with relevance to Illinois's JPMC Boarding Up by Region contract opportunity. The document establishes procedures for managing multiple-award service contracts where one vendor is designated as the primary recipient of orders, with secondary, tertiary, and quaternary vendors available as backup resources. When requesting services, state agencies must first contact the primary vendor and request an estimate including labor hours and materials required. Agencies may only move to secondary vendors if the primary vendor declines the work, cannot meet time constraints, or fails to acknowledge a request for estimate within the timeframe specified in the contract or agency request, whichever is longer. This tiered vendor approach continues through all awarded vendors before an agency may conduct independent solicitation.
The guidelines establish specific requirements for vendor quotes and agency oversight of pricing and performance. Vendors must break down labor hours by classification (basic/journeyman and foreman) according to contract pricing and must provide itemized material lists. Agencies retain the right to request copies of vendor material pricing to verify no markup occurs and to challenge quotes that appear unusually high compared to industry standards. Notably, hourly rates alone do not justify moving from one vendor tier to another. All communications with vendors, including declined work and unanswered requests, must be documented and attached to requisitions when advancing to subsequent vendors. The contract is structured as a small business set-aside opportunity through the Illinois Procurement Gateway, available to governmental units and qualified not-for-profit agencies by region.
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Other files
| File | Type | Posted |
|---|---|---|
| Prevailing Wages by County B-51971.xlsx | XLSX spreadsheet | |
| Offer to the State B-51971.pdf | ||
| standard-illinois-certifications-B-51971.pdf | ||
| Q and A B-51971.docx | DOCX document | |
| Multiple Award Percentages~49.xlsx | XLSX spreadsheet | |
| IPG Active Registered Vendor Disclosure B-51971.docx | DOCX document | |
| Instructions for JPMC BOARDING UP BY REGION B-51971___RR.docx | DOCX document | |
| IFB Contract JPMC BOARDING UP BY REGION___RRR.docx | DOCX document | |
| Pre-Bid Conference Information B-51971__RR.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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