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