JPMC Service Contracts Usage Requirements~7.pdf

JPMC Service Contracts

Use by Governmental Units and Qualified Not for Profit Agencies

THE STATE MAY IMMEDIATELY TERMINATE THE CONTRACT WITHOUT ADDITIONAL WRITTEN NOTICE UNDER

SECTION 3 FOR THE CONTRACT.

Joint Purchasing Master Contracts (JPMC’s) service contracts processed with multiple awards, per 44 Il Admin 1.2036(b), stipulates one vendor shall be designated as the Primary recipient of service 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. Central Management Services (CMS) provides the following guidelines which shall be followed by Governmental Units (GU’s) and or Qualified Not for Profit Agencies (QNFP’s) (if applicable) when using these contracts:

1. Contact the Primary Vendor for the service and have them submit quote for the project including hours and materials required.

2. If the Primary Vendor cannot meet the terms of the contract for any of the following reasons:

a. Vendor cannot do the work, or

b. Vendor cannot meet the time constraints of the work required, or

c. Vendor does not acknowledge the request for an estimate within 2 business days.

The GU may move to the Secondary Vendor, and repeat the process for quote, outlined in step 1. The same process will be used down the line for use of Tertiary, Quaternary vendors, etc.

3. Any communications from awarded vendors stating they cannot perform per contract, as outlined in step 2, shall be attached to the Requisition (REQ) when moving to the next awarded vendor for services.

For Example: If both the Primary and Secondary Vendor state they cannot do the work, any emailed correspondence with this information to and from both vendors must be attached to the REQ to have the Tertiary etc., Vendor complete the work.

4. If a quote is received from a Vendor where the hours and or supplies appear to be inflated or unreasonable for the required project request, the GU or QNFP agency (if applicable) will contact that Vendor and allow them an opportunity to revise their quoted hours and or supplies or justify why they believe the initial quoted estimate is correct.

*No services and or supplies outside of the contract may be considered.

If the Vendor cannot justify the hours and or supplies, or will not revise the quote per request; GU’s and QNFP agencies (if applicable) can complete a Vendor Complaint form and Vendor Complaint Log. The Vendor Complaint form and Vendor Complaint Log, quote and any received Vendor responses documented should be forwarded to the Info Contact listed on the Purchase Order in BidBuy for a Cure Notice to be generated and sent to the Vendor, by the CMS Bureau of Strategic Sourcing (BOSS) Agency Purchasing Officer (APO), as appropriate. The respective GU or QNFP agency (if applicable), will be notified of the Vendor request for cure in process.

If the Vendor does not respond to the Complaint form and respective Cure Notice within the timeframe outlined in the Cure Notice, the GU and or QNFP agency (if applicable) can send the initial Vendor Complaint form, Vendor Compliant Log and any additional communications with the Vendor to the Info Contact listed on the Purchase Order in BidBuy for a second Cure Notice to be generated and sent to the Vendor, by the CMS APO, as appropriate.

If the issue cannot be resolved, the contract may be canceled as outlined in the TERMINATION FOR CAUSE clause listed in Section 3 of the contract.

Anyone who files a Vendor Complaint should have a reasonable belief that the allegation being reported is true. In addition, anyone filing a Vendor complaint must provide sufficient detail concerning the allegation in order for an investigation to be initiated.

The Vendor Complaint Form and Vendor Complaint Log will be provided by the Info Contact listed on the Purchase Order in BidBuy.