Sourcing Requests and Procurement Exceptions
A Sourcing Request is used to request the creation of a Sourcing Project and Event to conduct a solicitation when the initiating user is not able to create or complete a Sourcing Project on their own. The requesting user will fill out the ‘Sourcing Request Attributes’ section, select the template, and create the Sourcing Request. They will then add the ‘Solicitation Document’ to the Request before submitting it to another user via an ‘Approval Task.’ The approving user will then turn the Request into a Sourcing Project on behalf of the initiating user. This can be done between users within an agency, or an agency user can submit a Sourcing Request to P&C if they are attempting to solicit Non-IT Goods over their agency’s delegation.
For more detailed step-by-step information regarding this topic in a printable format, download the following PDF.
The first step in creating a Sourcing Request is to click on the 'Sourcing Request' link and fill in all the Sourcing Attributes. These attributes act as the framework for the request.
Note that there are 6 required fields when entering the Sourcing Attributes including:
- Test Project (Should be "NO")
- Estimated Base Contract Value
- Solicitation Vehicle
When a user receives notification they have been asked to execute an ‘Approval Task’ for a Sourcing Request, the user is expected to approve that task (assuming the requester submitted a complete and appropriate Sourcing Request) and turn the Request into a Sourcing Project on behalf of the requester. Often, these steps will be taken by P&C when they are asked to conduct a solicitation for Non-IT Goods above an agency’s delegation.
If circumstances arise where a user needs to petition P&C for a Procurement Exception, that request and approval process is built into the Sourcing Project workflow. Users will indicate their intent to request an Exception in the ‘Special Circumstances’ field on the ‘Sourcing Project Attributes’ page, which triggers additional tasks and documents to be added to the Sourcing Project. The user will submit their specific Exception request to P&C for approval via the custom ‘Exception Form’ before completing the Sourcing Project and initiating the Sourcing Event.