Saint Louis Public Schools PROCUREMENT MANUAL. Page 1 of 12

Transcription

1 Saint Luis Public Schls PROCUREMENT MANUAL Page 1 f 12

2 Overview The Special Administrative Bard f the Transitinal Schl District f the City f St. Luis (SAB) recgnizes the imprtance f a sund fiscal management prgram and expects District staff t maximize the resurces available fr the District s educatinal prgram and t be gd stewards f public funds by exercising fair, cmpetitive Prcurement practices. The St. Luis Public Schls (SLPS) will respect its financial bligatins and require that service prviders and vendrs meet their bligatins t prvide quality prducts and services in a timely manner. SLPS Finance Divisin Missin Statement We strive t supprt imprved student achievement and rganizatinal excellence in the SLPS thrugh the prvisin f transparent, accurate and timely financial infrmatin, the develpment f fiscal plicies and internal cntrls that safeguard the district s assets and ensure cmpliance with bth generally accepted accunting principles and all applicable state and federal laws. Values and Principles The SLPS Prcurement Department adheres t the fllwing Values and Principles (adpted frm the Natinal Institute fr Public Prcurement): 1. Accuntability: Taking wnership and being respnsible t stakehlders fr ur actins Principles: Practice due diligence Prmte effective, ecnmic, and efficient acquisitin Use prcurement strategies t ptimize value t stakehlders 2. Ethics: Acting in a manner true t these values essential t preserve the public s trust Principles: Act and cnduct business with hnesty and integrity, aviding even the appearance f imprpriety Maintain cnsistency in all prcesses and actins 3. Impartiality: Unbiased decisin-making and actin essential t ensure fairness fr the public gd Principles: Be pen, fair, impartial, and nn-discriminatry in all prcesses 4. Prfessinalism: Uphlding high standards f jb perfrmance and ethical behavir Principles: Prfessinal develpment thrugh educatin, mentrship, innvatin, and partnerships Seek cntinuus imprvement thrugh n-ging training, educatin, and skill enhancement 5. (Custmer) Service: Obligatin t assist stakehlder Principles: Be a crucial resurce and strategic partner within the rganizatin and cmmunity Develp cllabrative partnerships t meet public needs Maintain a custmer-service fcus while meeting the needs, and prtecting the interests, f the rganizatin and the public 6. Transparency: Easily accessible, clear plicies and prcedures, which are essential t demnstrate respnsible use f public funds Principles: Maintain current and cmplete plicies, prcedures, and recrds Prvide timely access t prcurement plicies, prcedures, and recrds

3 SLPS Expectatins f all District Persnnel when engaging the Business Cmmunity 1. Demnstrate a persnal cmmitment t the highest ethical standards when cmmunicating with suppliers, vendrs, cntractrs, purveyrs, r ther business prfessinals. 2. Fllw District plicies and internal prcedures in making recmmendatins and decisins abut District business matters. 3. Operate fairly withut any persnal agenda in all matters invlving the business relatinships f the district. 4. Obey the law in its wrd, spirit, and intent at all times. 5. Exercise great care and gd prfessinal judgment in rder t avid situatins that may cmprmise the reputatin f the District. 6. Seek guidance, advice, and training frm experts regarding current schl business practices. 7. Treat all vendrs, businesses in the cmmunity, and business partners fairly and equitably, taking care nt t use District resurces (facilities, emplyees, cmmunicatin ability, etc.) t prmte the interests f any particular cmpany. 8. D nt slicit District vendrs fr dnatins, favrs, r ther items f value t avid the appearance f biased Prcurement practices. Fr additinal infrmatin, see Bard Regulatin 4760 Acceptance f Gifts. Prcurement Supervisin The Chief Financial Officer (CFO) serves as the District s Prcurement Officer r will designate a Prcurement Officer. The CFO and Prcurement Officer supervise direct purchases f prducts and services and may authrize purchases n behalf f the District that cmply with the budget as adpted by the Bard. The Superintendent f Schls, in cnsultatin with the CFO and/r Prcurement Officer, develps administrative prcedures t implement the Bard s Prcurement related Plicies and Administrative Regulatins, in a manner that will meet the District s needs, while prtecting the District s resurces. These administrative prcedures cmply with all applicable Federal and State laws and prvide versight f all District Prcurement decisins. Prhibited Activity and Reprting Requirements The District expects all staff members t cmply with the letter and intent f all District plicies and prcedures regarding Prcurement. Under n circumstances may emplyees use District funds t make unauthrized r persnal purchases. Staff members may nt artificially divide purchases t avid bidding requirements r design bid specificatins t favr a particular prvider. All district emplyees must reprt suspected fraud, theft r misuse f District funds t the Superintendent r Prcurement Officer immediately. The Superintendent will make all decisins regarding what actin t take when emplyees misuse District funds and resurces during the prcurement prcess. Prcurement Prcess and Surce Selectin Once a need fr a gd r service is identified, the prcurement prcess begins with the preparatin f a requisitin by an authrized individual at a schl r department via the SLPS Financial System BusinessPlus. A requisitin is a request t purchase gds r services. Cmpletin f a requisitin is required fr mst purchases. The SLPS BusinessPlus autmatically verifies that the schl r department has the funds t purchase the gd r service befre the requisitin is created (released). Once the requisitin is created, the funds then becme cmmitted and restricted fr that purchase. The requisitin is ruted electrnically fr apprval via BusinessPlus. Required apprval levels include a principal r department head, Grants Management (if funding surce is State r Federal Grant), Accunting, and Prcurement. Once the requisitin is apprved at the required levels ne f tw things ccur: 1. Fr nn-cntractual requisitins, the Prcurement staff will create a purchase rder and send the purchase rder t the vendr. Once the gds are received at the schl r department, the requestr enters a gds receipt, and the Accunts Payable department generates a vendr check upn receipt f the apprved vendr invice. 2. Fr cntractual requisitins, the schl r department will generate a cntract, using ne f the cntract templates apprved by SLPS Legal Services. The cntract is ruted fr apprval and applicable signatures, Superintendent, Bard President and Vendr. Prcurement will generate a purchase rder and send it t the vendr. Once services are rendered and the vendr submits invices fr payment, schl administratr r department head will sign the invices and submit t the Accunts Payable department, Accunts Payable will generate a vendr check. 2

4 Types f Gds and Services Cntracted Gds and Materials The purchase f all gds, equipment, fd items, ffice and ther supplies such as art, furniture, textbks, instructinal aids, and ther materials fr educatin Cnstructin All cntracts relating t buildings, facilities, and ther erected structures n real estate f St. Luis Public Schls such as new cnstructin and renvatins Nn-Prfessinal Services Prcurement f advertisements, printing, nn-cnstructin repairs, cmputer and infrmatin systems, shipping, mailing, micrfiche, micrfilm, curier, strage, travel, and ther nn-prfessinal services Prfessinal Services Cnsultants, auditrs, architectural engineers, and any ther services whse applicable selectin criteria requires a license r ther certificate f cmpetency Authrized Exclusins Certain items are excluded frm the cmpetitive bid prcess, but are necessary purchases fr SLPS. These may include sftware licenses, fees fr prfessinal membership, pstage, Metr bus passes, standardized tests, subscriptins, gvernment agencies, public utilities, price agreements, sme cnsultative cntracts, prfessinal develpment, high schl prm venue selectin, and such items. SLPS Dllar Value Threshlds Methds f Prcurement Purchases up t $1, One vendr qute is required and shuld be slicited and dcumentatin maintained by the schl r department. Vendr qutes may be taken and accepted n the judgement f the Prcurement Officer 2. Suggested vendr names can be prvided t SLPS Prcurement department if there is n current histry with vendr 3. Purchases less than $25.00 shuld be submitted n an SLPS vucher. N purchase rder required 4. Purchases that are $25.00 r mre require a requisitin t be entered int SLPS BusinessPlus System. A purchase rder is required 5. Require submittal f invices frm vendr fr payment 6. Nn-cntractual purchases require a gds receipt entry by the riginatr, blanket purchase rders and cntractual arrangements d nt require a gds receipt 7. Payment t vendr via SLPS check Purchases between $1, and $4, Vendr qutes shuld be slicited and dcumentatin maintained by the schl r department 2. Schl r department is required t btain at least tw (2) vendr qutes 3. Suggested vendr names can be prvided t SLPS Prcurement department if there is n current histry with vendr 4. Require a requisitin entered int SLPS BusinessPlus System 5. Require a SLPS purchase rder 6. Require submittal f invices frm vendr fr payment 7. Nn-cntractual purchases require a gds receipt entry by riginatr, blanket purchase rders and cntractual arrangements d nt require a gds receipt 8. Payment t vendr via SLPS check 3

5 Purchases between $5,000 and $14, All recmmendatins fr purchases between $5,000 and $14, require Superintendent s apprval and may require Bard apprval via Bard Reslutin unless included n the Authrized Exclusin List 1. Vendr qutes and bids shall be cllected via written bid prcess. 2. Schls and departments are required t btain at least three (3) vendr qutes 3. Qutes are slicited and dcumentatin maintained by the schl r department 4. Suggested vendr names can be prvided t SLPS Prcurement department if there is n current histry with vendr 5. Require a requisitin entered int SLPS BusinessPlus System 6. Require a SLPS purchase rder 7. Require submittal f invices frm vendr fr payment 8. Nn-cntractual purchases require a gds receipt entry by riginatr, blanket purchase rders and cntractual arrangements d nt require a gds receipt 9. Payment t vendr via SLPS check Purchases $15, and ver All recmmendatins fr awards f cntracts t vendrs ($15, r ver) require Superintendent s apprval, and Bard apprval via Bard Reslutin, unless included n the Authrized Exclusin List 1. Require a requisitin entered int SLPS BusinessPlus System 2. Slicitatin f vendr qutes must g thrugh the cmpetitive bidding prcess (i.e., Invitatin fr Bid, Request fr Prpsal, Request fr Qutes ) unless included n the Authrized Exclusin List 3. Require a SLPS purchase rder 4. Require submittal f invices frm vendr fr payment 5. Payment t vendr via SLPS check Frmal Sealed Slicitatins (ITBs, RFPs and RFQs)) The frmal sealed slicitatin prcess is required fr mst purchases that are $15,000 r ver. This s a lengthy prcess that results in gd r best value fr the District. Sund acquisitin planning is the key element in the success f frmal sealed slicitatins alng with the develpment f quality specificatins. Belw is a summary f the general respnsibilities f the riginating schl r department and the Prcurement department as they relate t this prcess: General Schl/Department Respnsibilities: Determine the need fr the gd r service Determine if funding is available Develp specificatins Submit specificatins t the Prcurement department Create a requisitin in SLPS BusinessPlus n-line system Create Bard Reslutin, if applicable Mnitr vendr perfrmance General Prcurement Department Respnsibilities: Develp a draft slicitatin Rute and crdinate the draft slicitatin with riginating department and legal cunsel Make revisins as apprpriate after review and distribute the slicitatin fr final internal review Make final revisins as apprpriate Determine the date bids and prpsals are t be received Pst the slicitatin t At the discretin f the CFO r designee, the Prcurement department will prepare a general ntice f advertisement fr lcal newspaper (St. Luis Pst-Dispatch, St. Luis American, Daily Recrd, & ther trade peridicals, SLPS website) 4

6 Receive sealed bids and prpsals Cnduct public pening f sealed bids and prpsals Tabulate and review sealed bids and prpsals Identify lwest respnsive and respnsible bidder Identify the Prpsal that meets the Identified needs f the District If ttal cst f Bid r Prpsal is $15,000 r ver, a Bard Reslutin is created and submitted t the Bard fr apprval After Bard apprval, purchase rder is created and frwarded t Vendr Invitatin t Bid (ITB) An ITB enables SLPS t acquire gds and/r cmmdities at a lw price. This type f slicitatin generally fcuses slely n price. The riginating schl r department develps prduct and service specificatins that are specific as t service perfrmance and expected utcmes and/r the design f a gd. This type f slicitatin is mstly used fr prcuring textbks, instructinal materials, athletic equipment, unifrms, etc. An ITB may als be used fr prcuring certain services that are driven by standard services r cst requirements, such as Transprtatin Services r Fd Services. Negtiatin is nt nrmally used with cmpetitive sealed bidding. The ITB is evaluated accrding t cst. ITBs are best used when n negtiatin is required amng respnsive bidders, and the cntract will be awarded slely based n price. An ITB can nly result in ne f the fllwing types f fixed-price cntracts: A firm-fixed-price cntract A fixed-price cntract with ecnmic price adjustment A fixed-price cntract with prspective price redeterminatin Requests fr Prpsals (RFP) A Request fr Prpsal (RFP) prcess may be used when the scpe f the wrk cannt be cmpletely defined by the District. Cntract award fr Request fr Prpsals are nt based slely upn price. Other factrs, such as: Qualificatins and experience f principals and staff Methdlgy and management apprach Understanding f the prject and the District s bjective Technical superirity Financial stability Experience Histry f the firm General RFP Requirements: Generally, fur weeks (28 calendar days) public ntice f the Request fr Prpsals will be given. In scenaris f extenuating circumstances, the public ntice can be reduced t three weeks (21 calendar days). Hwever, the CFO must apprve this exceptin. A register f prpsals shall be prepared and made available fr public inspectin after the award f cntract. The Request fr Prpsals shall state the relative imprtance f the scpe f services, price and ther evaluatin factrs. All infrmatin prvided by Vendr in RFP respnse is subject t Missuri Sunshine Request statute. Vendrs must identify any submitted infrmatin that is prprietary in nature (infrmatin that they d nt want t share with the Public) by writing n the tp f each applicable page, THIS INFORMATION IS PROPRIETARY AND NOT TO BE SHARED WITH THE PUBLIC RFP Evaluatin Prcurement, with the assistance f the riginating schl r department, will determine the cmpsitin f the Evaluatin Cmmittee. The Evaluatin Cmmittee is made up f subject matter experts selected frm within the schl district wh are knwledgeable enugh t perfrm evaluatin f applicable prpsals. 5

7 Prcurement, with the assistance f the riginating schl r department, will prepare an evaluatin plan prir t the start f evaluatin that allws fr scring f the prpsals accrding t the evaluatin factrs and their weighted values. It is mandatry that Prcurement staff be in attendance fr all Vendr prpsals, bid cnferences, and walkthrughs (nsite r via phne). These cnferences are cnducted in supprt f answering questins frm interested Vendrs. This mandate is driven by the Standard Prcurement Practice f ensuring that all vendrs are shepherded thrugh SLPS s prcurement prcess f Fairness and Equity. Rejectin f Bids/Prpsals SLPS reserves the right t reject any bids r prpsals submitted in respnse t any slicitatin dcument, t reject any prtin theref, r t waive any minr irregularity. RFP Award Award will be made t the respnsible bidder whse prpsal is determined in writing t be in the best interest f SLPS, taking int cnsideratin price and ther evaluatin factrs as set frth in the Request fr Prpsal dcument. N ther factrs r criteria are used in the evaluatin. The cntract file will maintain the basis n which the award was made. Nn-Cmpetitive Prcurement If the Prcurement Department determines that the items can reasnably be purchased fr less than $4,999.99, the purchase may be made withut frmal cmpetitive bidding. Hwever, the schl r department is required t btain at least tw (2) vendr qutes. Emergency Purchase The Superintendent, r designee, must apprve all emergency purchase requests. At least three (3) infrmal bids must be btained fr emergency repairs in an amunt nt t exceed $50,000. All emergency requests must be apprved prir t wrk being perfrmed by vendrs. Emergency purchases include: Bard prperty has been damaged thrugh fire, vandalism, windstrm, hail, earthquake, r ther frce majeure Bard prperty has failed r brken dwn and has placed the safety f persns using the facility in immediate jepardy Facilities cannt be used fr educatinal purpses and such use is immediately necessary t carry ut the educatinal prgram Any individual wh attempts t bligate the District withut the Superintendent s prir apprval may be subject t disciplinary actin and may be persnally liable fr the unauthrized purchase. Gvernmental Agency r Cperative Prcurement Prgram Cmpetitively Bid Cntracts Gvernment Agency r Cperative Prcurement Organizatins are used t lwer prices and administrative csts, and btain mre favrable terms and cnditins. Sme examples f these include: Missuri Cperative Prcurement Prgram 1 Gvernment Prcurement Alliance (1GPA) Assciatin f Educatinal Prcurement Agents (AEPA) Natinal Assciatin f State Prcurement Officers (NASPO) Natinal Cperative Prcurement Alliance (NCPA) Natinal IPA Natinal Jint Pwers Alliance (NJPA) US Cmmunities 6

8 Prfessinal Services Prfessinal Services are services prvided by a persn r firm that is f a prfessinal nature, with special licensing, educatinal degrees and unusual r highly specialized expertise. All prpsed Service Agreements r Cntracts must be reviewed by the Prcurement Officer and Cntract Cmpliance Specialist t ensure cntract and prcurement cmpliance. The Prcurement department will determine what cntract dcumentatin is required and/r negtiate additinal r revised cntract terms if deemed apprpriate. All Prfessinal Services Agreements r Cntracts must be apprved and signed by the Superintendent Sle Surce On ccasin, it may be necessary t purchase equipment, supplies r services frm a single surce vendr. This means that there is nly ne surce r supplier available fr a gd r service. Examples f a sle surce purchase include: One-f-a-kind Cmpatibility Replacement Part Delivery Date Research Cntinuity Unique Design Emergency Cntract Management The District utilizes the fllwing cntractual templates, as apprved by legal cunsel: Memrandum f Understanding Cntractual Agreement Agency Agreement Service Agreement Memrandum f Understanding A Memrandum f Understanding (MOU) is an agreement between the SLPS and sme ther external party r grup f parties in the frm f a legal dcument. N mney is exchanged. All SLPS MOU s must cntain the fllwing elements: 1. Legal names f the cntracting parties 2. Subject matter f the agreement and its bjectives 3. Essential terms f the agreement 4. Request must be apprved by Department s Senir Leadership 5. Signatures f the cntracting parties must be apprved by Superintendent f Schls Cntractual Agreement A cntract is a vluntary, deliberate, and legally binding agreement between the SLPS and an external party. It is generally initiated by a schl r department fr the prvisin f gds and/r services. All SLPS cntracts must cntain the fllwing elements: 1. Legal names f the cntracting parties 2. Subject matter f the agreement and its bjectives 3. Essential terms f the agreement 4. Signatures f the cntracting parties 7

9 Agency Agreement An agency agreement is between the SLPS and sme ther external party r grup f parties in the frm f a legal dcument. Mney is exchanged, generally as a pass thrugh frm a Federal surce. All SLPS agency agreements must cntain the fllwing elements: 1. Legal names f the cntracting parties 2. Subject matter f the agreement and its bjectives 3. Essential terms f the agreement 4. Signatures f the cntracting parties (must be pre-apprved by the SAB) Service Agreement A service agreement is between the schl r department and sme ther external party r grup f parties in the frm f a legal dcument. Mney is exchanged, generally in small amunts. All SLPS service agreements must cntain the fllwing elements: 1. Legal names f the cntracting parties 2. Subject matter f the agreement and its bjectives 3. Essential terms f the agreement 4. Signatures f the cntracting parties (must be pre-apprved by the SAB) Mnitring Vendr Perfrmance Mnitring vendr perfrmance is ne f the basic respnsibilities f the schl r central ffice department since they are generally engaged in the daily interactin with the vendr. As such, the Prcurement Department relies n schls and departments t prvide feedback n Vendr perfrmance. The Vendr must be held accuntable t perfrm at acceptable levels accrding t its cntractual prmises. A Vendr Perfrmance Reprt Frm is required fr all cntract renewals. Cntract Renewals and Nn-Renewals The Prcurement department will ntify the schl r department f the upcming cntract expiratin. The schl r department is ultimately respnsible fr making the decisin t renew the existing cntract r t re-slicit the services. The Prcurement department will: 1. Renew the cntract if the services are needed, the vendr perfrmance was satisfactry, and the renewal ptin is available 2. Let the cntract end if the vendr services are n lnger required r desired 3. Prepare cntract specificatins t re-slicit 4. Utilize the framewrk in the RFP - Slicitatins Timeline Cntract Executin The vendr, Superintendent r designee, and Bard President (if applicable) must sign all cntracts. Cpies f the executed cntract are sent t the riginating schl r department. The Prcurement department serves as the repsitry fr all riginal signed vendr cntracts. All vendr cntracts are kept n file in the Prcurement Department. The District has made a cncerted effrt t align cntracts with its fiscal year: July 1, 2018 t June 30, The prcess fr submitting a Cntractual Agreement fr Cnsultative r Technical Services after Bard apprval is as fllws: 1. Schl r department cmplete a Cntractual Agreement frm 2. Schl r department submits Cntractual Agreement t Prcurement Department 3. Prcurement department facilitates legal review, if necessary, and btains required signatures (Vendr, Superintendent, Bard President) 8

10 4. Prcurement department distributes signed cpies f cntract 5. Prcurement department generates and frwards Purchase Order Debarment The District will nt d business with prviders wh have been suspended r debarred n a state r federal level unless the Superintendent authrizes the transactin and prvides the SAB with written justificatin. Authrized Prcurement emplyees are directed t verify that selected prviders are in gd standing befre making a prcurement decisin. Prcurement Cards Authrized District emplyees and SAB members may use credit cards r Prcurement cards issued t the District t make purchases fr the District r t pay fr reasnable travel expenses incurred when perfrming jb duties. Authrized emplyees and SAB members will nt use these cards t circumvent the bidding and Prcurement requirements established by law and Bard plicy. All purchases generated using District prcurement cards must be charged t the apprpriate budget cdes and must cnfrm t the Bard-adpted budget. Unauthrized Purchases A purchase is declared an unauthrized when it has been made withut a valid purchase rder issued by the Prcurement department. A purchase is als deemed unauthrized when the Prcurement Department receives a requisitin and has evidence that gds r services have already been rdered, received, r vendr services perfrmed prir t the issuance f a valid purchase rder. Open Recrds Requests All public recrds are subject t inspectin under the prvisins f the Missuri Sunshine Law. If a schl r department receives such a request relative t a Prcurement related dcument, they shuld frward the request t the Directr f Cmmunicatins. The pricing sheets relative t Bids and RFPs may be read during public penings. The cntents f Bid Tabulatins and RFP Evaluatin Scring are nt available fr public inspectin. If a vendr requests such recrds, they must send their request t the Directr f Cmmunicatins. Changes t the SLPS Prcurement Manual Effective 11/13/2018 Versin 1.0 SLPS at its ptin, may change, delete, suspend r discntinue parts r the manual in its entirety, at any time withut prir ntice. In the event f a change, SLPS Finance department ffices will update the prcurement manual and versin number. State and Federal Prcurement 9

11 Purchases using State and Federal funds are guided by Title 2 f Cde f Federal Regulatins (CFR), Part 200. If SLPS Prcurement Plicy is less restrictive than CFR Part 200 when prcuring services and materials with State and Federal Funds, SLPS will fllw the SLPS Prcurement prcedures. Therefre, ther than exceptinal circumstances (mre restrictive) will CFR, Part 200, prcurement methds will be utilized. These are the prcurement methds used by the District when using State and Federal funds. 1. Micr-purchase (nt t exceed $10,000 in a fiscal year (1 September thrugh 31 August) Intended fr incidental purchases Purchases must be distributed amng qualified vendrs User must maintain a list f purchases by categry (i.e. paper, pens etc. nt t exceed the yearly limit) 2. Small Purchase (nt t exceed $50,000 unless using existing District apprved vendrs) Requires the cmpletin f a prcurement frm Requires 3 qutes t be btained frm qualified vendrs Selectin made based n qutatin r rate and r meeting the needs f the District. See Sectin titled Explanatin f State and Federal Title 2 f the Cde f Federal Regulatins, Part 200 (2 CFR Part 200) fr clarificatin. Explanatin f State and Federal Title 2 f the Cde f Federal Regulatins, Part 200 (2 CFR Part 200) General Prcurement Standards: Prcurement standards apply t the purchase f supplies, equipment, cnstructin (if apprved) and ther services funded in whle r in part by federal grant funds. These standards shuld be cnsistent with plicies and prcedures that apply unifrmly t bth federally financed and ther activities f the nn-federal entity and include the fllwing: Nn-Federal entity must use its wn dcumented prcurement prcedures, which reflect applicable State and lcal laws and regulatins, prvided that the prcurements cnfrm t applicable Federal law. Nn-Federal entity must maintain versight t ensure that cntractrs perfrm in accrdance with the terms, cnditins, and specificatins f their cntracts r purchase rders. The nn-federal entity must maintain written standards f cnduct cvering cnflicts f interest and gverning the actins f its emplyees engaged in the selectin, award and administratin f cntracts. N emplyee, fficer, r agent may participate in the selectin, award, r administratin f a cntract supprted by a Federal award if he r she has a real r apparent cnflict f interest. Such a cnflict f interest wuld arise when the emplyee, fficer, r agent, any member f his r her immediate family, his r her partner, r an rganizatin which emplys r is abut t emply any f the parties indicated herein, has a financial r ther interest in r a tangible persnal benefit frm a firm cnsidered fr a cntract. The fficers, emplyees, and agents f the nn-federal entity may neither slicit nr accept gratuities, favrs, r anything f mnetary value frm cntractrs r parties t subcntracts. The nn-federal entity is encuraged t enter int state and lcal intergvernmental agreements fr use f cmmn r shared gds and services. The nn-federal entity is encuraged t use Federal excess and surplus prperty. The nn-federal entity is encuraged t use value-engineering clauses in cntracts fr cnstructin prjects. The nn-federal entity must award cntracts nly t respnsible cntractrs pssessing the ability t perfrm successfully under the terms and cnditins f a prpsed prcurement. The nn-federal entity must maintain recrds sufficient t detail the histry f prcurement. The recrds will include, but are nt necessarily limited t the fllwing: ratinale fr the methd f prcurement, selectin f cntract type, cntractr selectin r rejectin, and the basis fr the cntract price. The nn-federal entity must be respnsible fr the settlement f all cntractual and administrative issues arising ut f prcurements. 10

12 Suggested Methds f prcurement Micr-purchases, Small purchase prcedures, Sealed bids, Cmpetitive prpsals, r Nn-cmpetitive prpsals (severely limited). Micr-Purchases A purchase f supplies r services using simplified acquisitin prcedures, the aggregate amunt f which des nt exceed the micrpurchase threshld. As f June 20, 2018 the micr-purchase threshld increased frm $3,500 t $10,000 Micr-Purchases are acquisitin f supplies r services, which are up t $10,000. Must be distributed equitably amng qualified suppliers. May be awarded withut sliciting cmpetitive qutatins if the price is cnsidered reasnable. Small Purchase Prcedures As f June 20, 2018 the simplified acquisitin (small purchases) threshld increased frm 10,000 t $250,000 Small purchase prcedures are thse simple and infrmal prcurements fr securing services, supplies r ther prperty that cst between $10,000 and $250,000. Price and rate qutatins must be btained frm at least tw qualified surces. Simple, infrmal methds fr securing needed material that d nt cst mre than Simplified Acquisitin Threshld ($250,000). Sealed Bids (Frmal Advertising) Bids are publicly slicited and a firm fixed price cntract (lump sum r unit price) is awarded t the respnsible bidder whse bid: cnfrms t all the material terms and cnditins and is the lwest in price. Bids are publicly slicited and a firm fixed price cntract is awarded. The sealed bid methd is preferred fr prcuring cnstructin. Cmpetitive Prpsals Must use adequate number f surces, and either a fixed price r cst-reimbursement type cntract is awarded. Nncmpetitive Prpsals (Sle Surce) Slicitatin f a prpsal frm nly ne surce may be used nly when ne r mre f the fllwing circumstances apply: The item is available nly frm a single surce An emergency r ther exigency fr the requirement will nt permit a delay resulting frm cmpetitive slicitatin The Federal awarding agency r pass-thrugh entity expressly authrizes nncmpetitive prpsals in respnse t a written request frm the nn-federal entity After slicitatin f a number f surces, cmpetitin is determined inadequate. 11