JPMC Service Contracts Usage~85.docx
DOCX document 16 KB Posted
- Attached to
- JPMC Fire Ext-Ins-Re-Mnt by Region
- Solicitation number
- 26-416CMS-BOPM4-B-50540
- Issued by
- Illinois
About this file
This file contains operational guidelines for State Agencies in Illinois that utilize multiple-award JPMC service contracts. The document outlines the hierarchical process for distributing work orders among awarded vendors, designating one vendor as the primary recipient with secondary, tertiary, and quaternary vendors available as backup options. State agencies must first contact the primary vendor and request an estimate of hours and materials for required work. If the primary vendor cannot perform the work, cannot meet time constraints, or fails to acknowledge the request within two business days, the agency may proceed to the secondary vendor using the same process, continuing down the vendor hierarchy as needed. All communications from vendors stating inability to perform must be documented and attached to the requisition when transitioning to subsequent vendors.
The guidelines establish quality control procedures for estimate review, requiring state agencies to contact vendors if submitted hours appear inflated or unreasonable and allowing vendors an opportunity to revise estimates or provide justification. If vendors cannot justify their estimates and refuse to revise them, agencies may file a Vendor Complaint form, which must be forwarded to the purchase order's information contact for a cure notice. Unresolved issues may result in contract termination for cause as outlined in Section 3 of the underlying contract. This framework ensures efficient use of multiple-award contracts while maintaining oversight of vendor performance and cost reasonableness across state procurement activities.
View the file
Other files
| File | Type | Posted |
|---|---|---|
| IPG Active Registered Vendor Disclosure B-50540.docx | DOCX document | |
| IFB Contract JPMC Fire Extinguisher Insp-R-M by Region B-50540.docx | DOCX document | |
| Pre-Bid Conference Information B-50540.docx | DOCX document | |
| Instructions for B-50540.docx | DOCX document | |
| ipg-active-registered-vendor-disclosure-formerly-forms-b-v-26-1-8-26-2025-1~12.docx | DOCX document | |
| Multiple Award Percentages B-50540.xlsx | XLSX spreadsheet | |
| Offer to the State B-50540.pdf | ||
| standard-illinois-certifications-v-26-2~19.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 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 same process will be used down the line to Tertiary and Quaternary.
3. Any communications from awarded vendors stating they cannot perform the work shall be attached to the Requisition (REQ) when moving to the next awarded vendor.
For Example: If both the Primary and Secondary Vendor state they cannot do 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.
If an estimate is received from a Vendor where the hours appear to be inflated or unreasonable for the required work, the State Agency will contact the Vendor and allow them an opportunity to revise their estimated hours or justify why they believe the original estimate is correct.
If the Vendor cannot justify the hours and will not revise the quote, the State Agency can complete a Vendor Complaint form for the issue and submit a copy to the Vendor for response. The Vendor Complaint form and any received Vendor response 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, as appropriate.
If the Vendor does not respond to the Complaint form, the State Agency will send the Vendor Complaint form and a copy of the email sent to the Vendor to the Info Contact listed on the Purchase Order in BidBuy for a Cure Notice to be generated and sent to the Vendor.
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.
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