Understanding Requisitions and Requisition Requirements
Requisitions, specifically Request for Quotations (RQ), are essential for one-time purchases over $10,000. The RQ to purchase order (PO) process involves review, approval, solicitation, evaluation of bids, and issuance of PO. Departments must carefully submit RQs with detailed bid specifications and quotes from multiple vendors. Compliance with OCA RQ Checklist is crucial for successful procurement.
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R REQUISITIONS EQUISITIONS A Requisition (RQ) is a request to purchase a particular good or service. RQs are used for one-time, non-recurring purchases Departments must submit a Requisition to OCA via PeopleSoft for the procurement of commodities and general services over $10,000 Typical RQ to PO processing time is about 10-12 weeks: Review and approval of RQ by Department and OCA Advertisement of competitive solicitation ( Sourcing Event in PeopleSoft), if required Evaluation of bids Issuance of PO to low bidder If a Department has several recurring RQs, or there is an ongoing or annual need for certain commodities or general services, OCA recommends initiating a Term Contract 2
REQUISITIONS REQUISITIONS The graphic below displays the steps for requisition creation in PeopleSoft: Verify requisition details, such as ChartFields If requisition is ready, budget check and submit for approval Department Approver and OCA review and approve requisition Create requisition in eProcurement module Requestors can search for catalog items or place an order for non-catalog items by entering a description Refer to Job Aid Create a Requisition Refer to Job Aid Create a Requisition : https://sfemployeeportalsupport.sfgov.org/support/solutions/articles/11000022860-create-a-requisition 3
REQUISITION REQUIREMENTS: NON REQUISITION REQUIREMENTS: NON- -FLEET/NON FLEET/NON- -IT IT Departments must submit their RQs into PeopleSoft. The RQ submission must contain the following information: bid specifications: clear description of the technical requirements of the item, including minimum essential characteristics and key performance features that the item must possess quotes for acceptable similar products from at least 3 vendors, which provides a basis for pricing completed OCA RQ Checklist, that answers questions such as: are there any licenses or certifications that are needed? have you researched potential Bidders in the market who can provide this product? have you researched similar products that can also satisfy your Department s needs? correct Chart of Account code(s) that will fund the purchase 4
RQ CHECKLIST QUESTIONS RQ CHECKLIST QUESTIONS Have you checked if you can buy this item through a term contract? Is this a non-recurring, one-time purchase appropriate for the use of a RQ, or an ongoing need? Is there any installation, repair, and/or maintenance involved in this purchase? Did you research, prepare, and provide/upload bid specifications which are accurate enough to advertise a successful bid? Is this a "Sole Source" or "No Substitute" procurement? Does this purchase use any grant funds? Have you researched and submitted a Bidders' List, with at least three potential Suppliers and their email addresses? Does this purchase include any surveillance related items, per Chapter 19B? Chapter 19B requires Departments seeking to procure surveillance technology obtain BOS approval by ordinance of a Surveillance Technology Policy under which the Department will acquire and use Surveillance Technology.
RQ SOURCED TO SOURCING EVENT OR PURCHASE ORDER RQ SOURCED TO SOURCING EVENT OR PURCHASE ORDER 1. RQ to Sourcing Event to PO OCA will obtain complete RQ/bid specification information from the Department OCA will competitively bid out the commodity or services through a Sourcing Event The Sourcing Event will be advertised publicly so any vendor can bid on it 2. RQ to PO If the purchase is an approved Sole Source (or other waiver of competitive solicitation approved) If the purchase uses an existing RFQ pool, in which the competitive bidding process has already been performed 6
REQUISITION TO SOURCING EVENT TO PO STEPS REQUISITION TO SOURCING EVENT TO PO STEPS 1. Department prepares and submits the RQ into PeopleSoft 1 week 2. OCA works with Department to obtain complete RQ/bid specification information 2-4 weeks 3. OCA advertises the bid through a Sourcing Event 2 weeks 4. OCA conducts evaluation of the bids 0.5 week 5. OCA sends the lowest bidder s proposal documents to the Department for review and approval 0.5 week 6. OCA awards bid 1 day 7. 5-day protest period 1 week 8. OCA collects vendor insurance and other requirements 2-4 weeks 9. OCA issues PO to the vendor and Department 1 day Total 10-12 weeks 7
REQUISITION REQUIREMENTS: FLEET REQUISITION REQUIREMENTS: FLEET Vehicles and heavy equipment are processed by OCA s centralized fleet buyers. To procure fleet items. Fleet RQs must include: Type of vehicle or heavy equipment Approved equipment budget number, substitution approvals, carry forward approvals, etc. Fleet approval from Tom Fung, Director of Fleet Management on the VAR Term Contract Order Sheet or technical specifications approved by Fleet Management Separate line items for tire tax and extended warranties 8
