Procurement Guidelines
Small Purchases
- Simple, informal method of purchasing items of supply or services with a cost not to exceed $100,000.
- Price quotes from an adequate number of qualified sources of supply.
- Issuance of a unilateral purchase order.
Sealed Bidding
Conditions of use:
- A cost over $100,000
- Concise and unambiguous specifications
- Two or more responsive and responsible bidders available
- Firm fixed price type of contract or purchase order
- Selection based on price
Requirements:
- Public advertising
- Written solicitation with clear specifications
- Solicitation of an adequate number of vendors or potential contractors
- Public bid opening
- Award to the supplier offering the lowest price and has been determined to be responsive and responsible
Competitive Negotiations (Request for Proposal, Request for Qualifications, A-E Contracts, Construction Contracts)
Conditions for use:
- A cost over $100,000
- Selection to be based on other than price alone
- Cost reimbursement type of contract
Requirements:
- Public advertising and direct solicitation
- Ensure an adequate number of qualified sources
- Evaluation criteria stated in the solicitation
- Establish methods for technical evaluation
- Determine which vendors are appropriate for further negotiations
- Select the vendor whose proposal is most advantageous to COLUMBIA HOUSING
Noncompetitive Negotiation or Bid
Limited to a single source or if no other bidders or vendors can be identified after solicitation or advertising
Conditions of use:
- The vendor or bidder provides a unique or singular service or supply item
- Emergency condition whereby life or property is in immediate danger - This method may only be used to alleviate the specific emergency. Subsequent actions to correct the situation or condition require that competitive procurement methods be used.
- Unavailable data or information about the item or service needed
- HUD authorizes the use of noncompetitive proposal
- The vendor or bidder is the only source for equipment or materials presently used by COLUMBIA HOUSING.
Cooperative Purchasing/Intergovernmental Agreement
- A State and/or local cooperative or intergovernmental agreement
- Agreement may be used to purchase or use common supplies, equipment, or services
- The decision to use this form of agreement is based on economy and efficiency
