All agency-specific Commodities and Facilities Maintenance requisition
requests must follow the below process as of April 2021. We appreciate your cooperation and support as
we work to provide you with an optimal customer service experience.
1.) DGS Agency Purchase Submittal Form
Review and complete the DGS Agency Purchase Submittal Form
which can be found at the link below:
https://drive.google.com/u/0/open?id=1op9E5-D5mQVqR7URDVSqYovhucjf26aV
All
agencies must complete Page 1 (General
Information), and one of the remaining pages based on the procurement method
selected. Please ensure all applicable sections are
completed.
2.) Requisition
Create, but DO NOT post, a requisition for this purchase
in the Advanced Purchase Inventory Control System (ADPICS). This applies to requisitions submitted
for both Commodities and Facilities Maintenance requests. Once the agency provides
the requisition print out with its submission and it is reviewed for accuracy, a
DGS Procurement Officer will give written acceptance to post the requisition. When
posting the requisition, please make sure that the buyer’s code on the 2100
screen is "ZDGS".
- If the request is to procure a one-time good
(commodity), the Interface Type (INTF TYPE)
must be a "RQ" to allow the system to generate a
Purchase Order (2340).
- If the request is to either procure goods
(commodities) or services over a given period usually more than one year
and more than one delivery, the Interface Type (INTF TYPE) must be
a "NP" to allow the system to produce a Blanket Purchase
Order (2342).
- The requisition note pad must contain the
following information:
·
Match Type
·
Buyer’s Name, Buyer’s
Code, Buyer’s Phone Number, and Buyer’s Email Address
·
PRG Information and
any goals
3.) Sending Your Submission to the OSP DGS
Email Address
Email your complete requisition packet to osp.dgs-requisitions@maryland.gov. The
packet should include all relevant attachments, including but not limited to:
·
Completed DGS Agency
Purchase Submittal Form (minimum 2 pages)
·
Print-out of unposted
ADPICS Requisition
· Completed IFB to include detailed specifications.
Please make sure to use the latest version of the IFB.
· Accounting Certification (“Fund Cert”) if
applicable
· Appropriate justification and support
documents to not proceed as a competitive bid
· Agencies must submit PRG documentation including
MBE/ VET goal information and determination
Note: Per COMAR 21.11.03, all requisitions large enough to be
submitted to DGS should have a written MBE goal and basis for setting that
particular goal. Requisitions expected to be larger than $200,000 should be
reviewed by your agency's Procurement Review Group (PRG) per Board of Public
Works (BPW) Advisory 2001-2.
· SBR worksheet
·
SBR waiver approved by
GOSBA (if applicable)
·
Excess Property
Certification- Surplus Property (if applicable)
·
MCE and MD Works
wavier (if applicable)
Within 5 working days of emailing your
requisition packet to osp.dgs-requisitions@maryland.gov, OSP Associate Directors and Supervisors will
analyze the packet. The agency buyer will receive an email reply indicating
that either the submittal packet is accepted and assigned to a DGS Procurement
Officer, or if any information is missing, agencies will be advised of the
necessary additions or corrections to submit.
Finally,
upon receiving written acceptance of the submittal packet by the OSP Associate
Directors or Supervisors, the agency buyer will:
· Create an entry in the ADPICS notepad for the requisition
indicating “Purchase submittal packet approved by DGS PO [First/Last name] by
email on [MO-DY-YR].”
4.) Documents for Using Agencies
The
following documents can be found at the link below:
https://drive.google.com/u/0/open?id=1op9E5-D5mQVqR7URDVSqYovhucjf26aV
·
DGS Agency Purchase Submittal Form
·
Current IFB for Commodities
(including Statewide and Sole Source)
·
Current IFB for Facilities
Maintenance (including MD Works Preferred Provider)
·
Vendor Performance Feedback Form
(for Commodity and Sole Source purchases only)
·
Blank DGS Fund Certificate
Note: For Renewal or re-bid information on an existing Facility Maintenance
contract, please contact the Procurement Officer listed on the current contract
BPO.