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State Purchasing - 7 Stages of Procurement

In the Department of Administrative Services – State Purchasing Division, the buying process is broken down into the 7
Stages of Procurement. Each step of the sourcing methodology is presented below with coordinating operational forms.

The underlying purposes and policies of the Georgia Procurement Manual are to:

Simplify and clarify the law governing procurement by the State of Georgia.
Permit the continued development of centralized procurement policies and practices.
Make as consistent as possible the procurement regulations among the various state agencies.

Access the GA Procurement Manual Online

Print the GA Procurement Manual.


Review Archived Versions of the GPM.

Official Forms

The following documents are the official forms of the DOAS State Purchasing Division. DOAS requests that you do not
alter these forms.

View by Document Name


Type Form Number Title Description Revision Date

Stage: 1-NI: Need Identification


Agenda for meeting with end-user(s)
who initiated the sourcing requirements
to understand the need, who needs it,
SPD-NI001 Fact-Finding Agenda
why it is needed, when it is needed, and
who needs to be involved (list of
participants) in the sourcing process
Form for documenting reasons for
SPD-NI004 Emergency Justification Form 4/12/2011
emergency procurements
Form for State Entities to request a
Statewide Contract Waiver Request
SPD-NI005 statewide contract waiver from State 4/12/2011
Form
Purchasing
Form for requesting to piggyback off
another State Entity contract from the
SPD-NI006 Piggyback Request Form 4/12/2011
State Purchasing Assistant
Commissioner

Stage: 2-PS: Pre-Solicitation


Template used for processing electronic
SPD-PS013 State Entity eRFI Template Requests for Information through Team
Georgia Marketplace™ or eSource
Template used for processing non-
SPD-PS014 State Entity RFI Template electronic Requests for Information
through the GPR
Checklist for eRequisition submission for
SPD-PS015 eRequisition Submission Form
non-Outlook users
eRequisition Submission Form - Instructions for submitting the
SPD-PS015a
Instructions eRequisition
Form for submitting a requisition to
SPD-PS016 Purchase Requisition Form
State Purchasing for Non-SAO users

SPD-PS019 Sole-Brand Justification Form Form to justify sole-brand procurement

Instructions for completing the sole-


SPD-PS019a Sole-Brand Instructions
brand procurement justification form
Sole-Source Intent to Award
SPD-PS020 Form to justify sole-source procurement
Justification
Project plan to be used in developing
SPD-PS023 State Entity RFP Project Plan
RFP for state entity contracts

Stage: 3-SP: Solicitation Preparation


Certificate of Independent Price
Determination required by O.C.G.A.
SPD-SP012 Certificate of Non-Collusion
Section 50-5-67(e). Use this form for
non-electronic solicitations
Template used for processing non-
SPD-SP015 State Entity RFP Template electronic Requests for Proposals 3/29/2011
through the GPR
Template used for processing electronic
SPD-SP016 State Entity eRFP Template Requests for Proposals through Team 3/29/2011
Georgia Marketplace™ or eSource
Template for issuing a non-electronic
SPD-SP017 State Entity RFQ Template
Request for Quotes
Template used for processing electronic
SPD-SP018 State Entity eRFQ Template Requests for Quotes in Team Georgia
Marketplace™ or eSource
Template used for processing non-
SPD-SP019 State Entity RFQC Template electronic Request for Qualified
Contractors
Template used for processing electronic
SPD-SP020 State Entity eRFQC Template Requests for Qualified Contractors in
Team Georgia Marketplace™ or eSource
Optional resource for state entities
purchasing goods and ancillary services
State Entity Contract for Goods and
SPD-SP023 with no fixed quantity (Recommended
Ancillary Services - Open
for multi-year contracts and/or
purchases of $100,000 or more)
Optional resource for state entities
purchasing goods and ancillary services
State Entity Contract for Goods and
SPD-SP024 on a fixed quantity basis (Recommended
Ancillary Services - Fixed
for multi-year contracts and/or
purchases of $100,000 or more)
Optional resource for state entities
purchasing services (Recommended for
SPD-SP025 State Entity Contract for Services
multi-year contracts and/or purchases of
$100,000 or more)
Optional resource for state entities
purchasing software (Recommended for
SPD-SP026 State Entity Contract for Software
multi-year contracts and/or purchases of
$100,000 or more)
Optional resource for state entities
State Entity Contract For Equipment renting or leasing equipment
SPD-SP027
Rental/Lease (Recommended for multi-year contracts
and/or purchases of $100,000 or more)
Basic contract terms automatically
included in all eSource RFQs and RFPs
SPD-SP028 eSource Contract Terms
(Buyer may attach additional contract
terms if desired)
Sign-in sheet for all members
SPD-SP030 Facilitated Session Sign-in Form
participating
Guide to finalizing RFP document and
SPD-SP033 Facilitated Session Guide Template customizing technical/cost evaluation
model
Form used for Buyers to request training
SPD-SP036 Request for Supplier Training for Suppliers at Pre-Bid conferences or
other venues
Evaluation Committee Member Form that all members participating in
SPD-SP039
Participation Form evaluation need to sign
Template used for RFQs, RFQCs, and
Supplier General Information
SPD-SP042 RFPs to capture general information and
Worksheet
administrative requirements
Form used to confirm supplier tax
SPD-SP045 Tax Compliance Form
compliance
Insurance guidelines, sample form, and
SPD-SP048 Insurance and Bonding Guidelines
glossary of insurance terms
Scorecard is to be used as a graded
checklist to ensure all necessary RFP
SPD-SP051 RFP Preparation Scorecard
information is included appropriately and
the RFP followed the appropriate format
Form to be received from all contractors
and subcontractors providing physical
SPD-SP054 Immigration and Security Form 3/3/2011
performance of services in the State of
Georgia
Requirements Sheet for RFP or Template used to define requirements
SPD-SP057 4/11/2011
Scored RFQC and questions for RFPs or scored RFQCs
Template used to define pass/fail
Requirements Sheet for RFQ or Non-
SPD-SP058 requirements for RFQs or non-scored
Scored RFQC
RFQCs
Instructions for creating the requirement
spreadsheets to include in Section 4 of
Instructions for Requirements Sheet
SPD-SP059a the RFP when using either the paper-
2003
based RFP template or the online RFP
template (Excel 2003)
Instructions for creating the requirement
spreadsheets to include in Section 4 of
Instructions for Requirements Sheet
SPD-SP059b the RFP when using either the paper-
2007
based RFP template or the online RFP
template (Excel 2007)

Stage: 4-SPR: Solicitation Process

Agenda with some script for


SPD-SPR001 Bidders/Offerors Conference Agenda
Bidders/Offerors Conference
Document to address questions from
potential suppliers. Document is to be
SPD-SPR004 Supplier Q & A Template posted to the GPR for informational
purposes only and not as an addendum
to the solicitation
Bidders/Offerors Conference Sign-In Sign-in sheet for all participating
SPD-SPR007
Form suppliers, state staff and guests
Bidders/Offerors Conference Template to be used for announcing a
SPD-SPR010 2/25/2011
Announcement scheduled Bidders/Offerors Conference
Instructions for Posting a Instructions for posting a
SPD-SPR010a Bidders/Offerors Conference in Team Bidders/Offerors Conference Notice in
Georgia Marketplace™ Team Georgia Marketplace™
Instructions for posting a
Instructions for Posting
SPD-SPR010b Bidders/Offerors Conference Notice in
Bidders/Offerors Conference in GPR
the Georgia Procurement Registry
Form for modifying the solicitation
SPD-SPR013 RFX Addendum Form
closing date, contents, etc.

Stage: 5-EP: Evaluation Process


Template to be used by the Issuing
Administrative Review Requirements
SPD-EP001 Officer to determine if the supplier is
Summary Sheet
responsive and responsible
Form used by Issuing Officer to organize
SPD-EP004 Evaluation Committee Agenda and document planned evaluation
committee sessions
SPD-EP005 MasterTechnicalEvaluationTemplate Template to be used by the Issuing 2/24/2011
Officer to consolidate individual
evaluation committee members’ scores
and validated scores
Template used by each evaluator to
SPD-EP007 Supplier Technical Evaluation
score suppliers’ responses
Form used by the Issuing Officer to
SPD-EP010 Request for Clarification request clarification of a supplier’s
response
Request for Cost Negotiation (Best Form used by the State to request cost
SPD-EP020
and Final Offer) negotiations (RFP only)
Evaluation guidelines for the Issuing
SPD-EP023 Evaluation Committee Guidelines Officer and the Evaluation Committee for 3/7/2011
RFPs and scored RFQCs
Form to be used by individuals other
than evaluation committee members
SPD-EP026 General Confidentiality Form
that will be participating in the
procurement process

Stage: 6-AP: Award Process

State’s official public notice of its intent


SPD-AP004 Notice of Intent to Award
to make contract award
State’s official public notice of contract
SPD-AP005 Notice of Award
award
State’s official public notice of
SPD-AP008 RFQC List of Qualified Contractors identification of qualified contractors as a
result of RFQC process
Form for creating a contract with a
supplier to include an authorized
signature, correct payment, delivery
SPD-AP011 Purchase Order (Non-PeopleSoft)
terms and appropriate codes for
purchase type and commodity/service
purchased

Stage: 7-CP: Contract Process


Sheet to capture certain information
SPD-CP001 Supplier Data Sheet regarding the contractor, including
contract information
Form for documenting excise tax
SPD-CP004 Excise Tax Exemption Certificate
exemption status
Form used to document key contract
SPD-CP007 Contract Action Summary Form information and contract activity such as
renewals and amendments
Form for initiating and documenting
SPD-CP008 Supplier Performance Report supplier complaint and action
required/taken
Instructions and sample template for
SPD-CP010 Contract Renewal Template 4/1/2011
exercising contract renewal options
Sample template to draft and execute
SPD-CP013 Contract Amendment Template 3/16/2011
contract amendments
Form used to document and keep track
of supplier performance, key
Contract Administration Plan
SPD-CP016 performance milestones, contract terms,
Template
etc. of statewide and state entity
contracts
Form for supplier contract performance
SPD-CP019 Contract Assessment Report evaluation; mandatory for contract
renewal

Stage: OP: Operations


Official form for State Entities to notify
State Purchasing of who serves as their
Designation of Program Administrator
SPD-CC001 Purchasing Card Program Administrator,
Form
Fuel Card Program Administrator and/or
Travel Card Program Administrator
Form submitted by APO or CUPO for
Designation of State Entity
SPD-OP001 approval by the DOAS-SPD Assistant 4/12/2011
Procurement Officer (APO or CUPO)
Commissioner
Form to submit to DOAS State
One Time Request to Exceed Purchasing for State Entity request and
SPD-OP007 3/2/2011
Delegated Purchasing Authority justification for exceeding its DPA for a
specific acquisition
Form for APOs or CUPOs to submit
SPD-OP010 Entity Organizational Information procurement staffing changes to State
Purchasing