New Purchasing Documentation process to replace current BD Form and SSJ Forms
Update September 1, 2018
Procurement and Payment Services has implemented a new streamlined process to document purchasing decisions made by departments and schools. Staff no longer need to choose Bid Documentation Form (BD-1) or Sole Source Justification Form (SSJ-1) at the beginning of the process. The new online process prompts staff to answer a series of questions, and when finished, the appropriate form will be generated:
- Bid Documentation Form - when multiple bids were solicited and received
- Sole Source Justification Form - when the product or service can only be acquired from a single vendor
The new process is now available to use at Purchasing Decision Documentation (URL). You can visit the Bids by Departments/Schools page for more information on the process, including the form link, job aid, an overview of what information is needed for submission.
The current BD-1 and SSJ-1 forms will continue to be accepted through December 31, 2018. Beginning January 1, 2019, only the new Purchasing Decision Documentation online form will be accepted. If you have questions about this new process, please contact Procurement and Payment Services at 847-491-8120 or firstname.lastname@example.org.
August 8, 2018
Procurement and Payment Services has been working on a new process to document purchasing decisions made by departments and schools to replace the current BD Form and SSJ Form. This new form will allow departments and schools to answer a series of questions, and the end result will be the generation of a Bid Documentation Form (when multiple bids were solicited and received) or a Sole Source Justification Form (when the product or service can only be acquired from a single vendor). Staff will no longer have to choose BD or SSJ at the beginning of the process.
Keep in mind, we always encourage the use of Preferred Vendors and iBuyNU whenever possible, as these contracts have already been competitively bid. If the product or service needed is not available from a Preferred Vendor, it is always recommended that multiple bids be solicited to make sure you are getting the best value for your purchase. Sole source purchases should be minimized.
The new Purchasing Decision Documentation Form will be available for use on September 1, 2018. The current BD and SSJ forms will continue to be accepted through December 31, 2018. Beginning January 1, 2019, only the new forms will be accepted.
If you have any questions, contact Keith Paddy at 7-6963 or email@example.com.