BIS Off-line Procedures

1. RX received from department and reviewed for the following:
   
   • Is there an ILOC Code? If NO, call the department to see what ILOC they want to use.
   • Is the ORG over 6000? If YES, RX must go to SPA for approval first to be stamped and signed by the certified approver.
   • Is the RX signed by the department (someone other than the preparer?) If NO, fax a copy to the department for a signature.
   • Is the dollar amount under $10,000? Return to the department with a letter.
   • Is the dollar amount over $10,000? Give the RX to the Buyer.
   • Is the dollar amount over $100,000? Check to see if the account is federally funded; if so, attach a copy of the Certificate of Compliance with Federal Requirements and mark on the RX if it is Fed Fund or Not.
2. If the above criterion have been met, stamp the current date on the RX.
3. Determine which Buyer's category the requested item(s) fall under and write the Buyer's initials on the lower right hand corner of the page.
4. If bidding is required, stamp the RX with the "BIS Category" and the "BIS description" stamps.
5. Log the received RXs in the computer in both the CUFS system, and the RX Log. CUFS: Log into URQS, the description should read, " Rec'd in Purchasing (date), given to (initials of PA and Buyer, or just Buyer if over $10,000)" .
6. Distribute the RXs to the appropriate Buyers.
7. All RXs must be approved by buyers since the bidding threshold is now $10,000.

1. A folder needs to be made up for the hard copy of the bid/RFP, the bid responses, and any other information pertaining to the bid. For bids, the folder should be a beige folder and for RFPs it should be a yellow folder.
2. On the folder, along the top length-wise edge, write the date the bid is due in the upper left hand corner, followed by the department name and the the bid/RX number in the upper right hand corner.
3. After preparing the contents of the bid, obtaining the Buyer's signature, and following the BIS procedures, e-mail/fax/mail the bid to any departmentally recommended vendors that are not current BIS subscribers. Note on the front of the bid folder how many bids were mailed/faxed on what date. Note inside the back cover of the folder what vendors received the bid by way of e-mail/fax/mail.
   Note the following information:
   As you know, the current mailing system, usually takes 2 or more days before the mail reaches the post office. This delay is detrimental when mailing bids with short due dates and are processed on Fridays. We have received complaints from vendors who missed bidding opportunities because of the postal delays.
   To avoid unnecessary delays in the future, if you process a bid with a short due date, on Friday, and if it needs to be mailed, please give that particular bid envelope to the receptionist, rather than depositing it in the US mail basket. The receptionist will take the envelope to Payroll for postage weighing and then will drop the envelope outside in the mailbox.
4. Print out a copy of the bid history from BIS to keep in the file folder.
5. When the bid/RFP is complete, bring the folder to the files area to be recorded and filed.

1. When a bid folder is brought to files, it is stamped with the name of the Buyer who is responsible for it on the front cover.
2. It is recorded in three places before being placed in the "unopened" bid folder filing cabinet.
   1. On the "Bids to be Opened" sheet that is located on the side of the filing cabinet, listed according to date due.
   2. In the computer on the "Bids Opening" document.
   3. In CUFS along with the bid opening date.
3. The folder is then placed in the "unopened" bid folder filing cabinet in order by Area number until the date the bid is due.