POLICY:When contracting for services over $25,000 the applicable labor union must be formally notified, and a comprehensive cost analysis and justification must be submitted to DOA for notification purposes. Exceptions: Academic Support Service Agreements and services provided under contracts already in place do not require this analysis. DOA enterprise contracts for services may have contract specific procedures related to cost benefit analysis. DEFINITIONS:CHR: Classified Human Resources Department Documentation Flow-Chart: The following document pathway descriptions clarify the attached flow chart. Please reference the flow chart while reviewing the descriptions below. Path 1: SBOP RFP Notification.The Agent reports all intended contractual service procurements in excess of $25,000 to the appropriate supervisor submitting the SBOP quarterly plan (IPP29, PRO-A-4). Path 2: Union notification process:Union notification (when required) is performed through the University’s Classified Human Resources Department (CHR). There are two documents provided by the Agent: the justification and the cover letter. After union notification, the Agent can proceed with the solicitation process. Justification of need. Based on campus customer needs, the Agent develops a justification of need document; it is reviewed by the Purchasing Director, and signed by the Assistant Vice Chancellor. PRO-I-4 section I, A through F, defines the necessary components of the justification document. Cover letter to CHR. The Agent will prepare a cover letter for the documents being submitted to CHR. The letter must include a summary of the services being provided, the length of the contract, any proposed renewals, the anticipated dollar amount of the contract and any proposed renewals. When required, CHR provides the Agent with a copy of their union notification letter for inclusion in the packet of information to be submitted to SBOP. Path 3: Documents are provided to State Bureau of Procurement (SBOP):The SBOP notification process is performed through the Purchasing Services Department. The process consists of submitting four documents directly to SBOP via e-mail to: doacba@wisconsin.gov (cc UW System Purchasing Director Lori Voss). The following are the documents that are required: Comprehensive cost analysis. The agent must work with the requesting department to develop a comprehensive cost analysis (instructions for completing DOA 3821b) and summary document. To complete the analysis the Agent must acquire the appropriate payroll and overhead information for the type of proposed service (i.e. salary, fringe, overhead, direct and indirect costs), and using the attached spreadsheet as a starting point, prepare the cost analysis. The cost analysis must be reviewed and approved by the Director of Purchasing Services. Justification of need. As outlined in the union notification process above, the Agent includes a copy of the signed justification that was sent to CHR. Cover letter, CHR. CHR cover letter originally sent to CHR that has been returned with CHR disposition signature, or a copy of the union notification letter generated by CHR (if CHR determined it was needed). Cover letter to SBOP : The Agent must develop a cover letter for the above referenced documents. Variable: The Union Requests Further Discussion: If the union requests further discussion or information about the procurement, notify the Director of Purchasing and refer to PRO-I-9, section VII . Completing the process:Intent to award Using the contract information copied to Agent by CHR for the original union notification document, Agent sends the final union notification of award letter using the CHR template, and copies CHR. This letter may be mailed, faxed or e-mailed. Union e-mail address, if available, will be on original union notification letter sent by CHR and copied to agent. Award Thirty (30) days 30 days after the initial union notification and 5 days after the intent to award notification to the union, the agent can award the contract. Post Award: Upon completion of a new CBA, agent should forward the CBA analysis documents to UW System CBA library by an email with attached file to Dick Intlekofer. EXAMPLES: Instructions for completing DOA-3821b REFERENCES:
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