Adding Procurements

There are three ways that procurements may be introduced to PRISM; the user interface, or via an import file.

This section will discuss adding a procurement via the user interface. Procurement entry may be performed by the procurement office, project office, or the diversity office. The user must have the proper security actions to add a procurement.

Adding a procurement consists of completing the Procurement tabs. The Procurement Information tab is required. Other tabs are conditional and are completed as the processes and the procurement evolves.

Procurement Categories - manages work-breakdown tasks for complex procurements like construction of professional services. This information is used for goal setting.

Procurement Bidders - stores simple bidder information. This information is used for bid evaluation. it also identifies the winning bidder.

References - stores documents associated with the procurement such as the RFP, sign-in sheets, even prebis sign-in sheets.

2.Select "Add Procurement" from the big hamburger menu. If the menu option is not present then the user does not have the appropriate security actions

6.If the procurement is for construction or construction services, click "Save & Continue to Procurement Category"

Field Name	Description and usage
Status	Shows the current status of the procurement. Configured. Used in Reports
Procurement Type	Used in Reports. Configured. Should match Contract Types
Buyer	Will be notified when Goal and Bid Evaluations are submitted
Industry Code	Used for Reports. Good for Disparity Study Review
Goal Date Due	Affects the Quick Filter "Goals"
Release Date	Affects the "Publish" functionality procurements are considered active between the 'Release Date' and the 'Bid Due Date'
Procurement Web Link	Is shown to vendors when a procurement is published. It alerts the vendors where to download the RFP. It cannot be downloaded from PRISM.
Evaluation Submission Date	Affects the Quick Filter "Evaluation"
Anticipated Award Date	Affects the "Publish' functionality procurements are considered 'on-the-street' between the "Release Date" and the "Bid Due Date"
Pre Bid Conference Notes	Will be displayed if a vendor click on a procurement published by this module. It will list the pre-bid notes. Users typically put the time and location of the pre-bid
Location of Work	Is used to calculate the distance vendors' offices are from the work location. This information can be used for ready-willing-able determinations.
Tags	Are used to define unique searchable fields for the procurement

Procurement Categories are work-break down task for the procurement. This is critical for Goal Setting. When there are no procurement categories, PRISM assumes a simple procurement with one implicit category consisting of the procurement itself. Goal Setting uses the implicit category as a basis for setting a goal.

1.From the Add Procurement tab, click the "Save & Continue to Procurement Category" button

3.Enter the Category information. Goal setting uses this information to establish the Weighted-Availability model. Industry Codes, Budget, and Location of Work are critical

Note: it is preferable that the sum of the budgets for the procurement categories equal the budget for the procurement.

Completing this tab is typically done as an edit of the procurement since the bidder information is not know at the time of the procurement creation.

Custom Fields may be added or modified at any time. They are not required to add a procurement.

References may be added or modified at any time. They are not required to add a procurement.