Procurment Methods

PROCUREMENT METHODS

 

SMALL PURCHASE PROCEDURES:

 

ITEMS OR SERVICES UNDER $ 10,000.00:  For small purchases of $ 10,000.00 or less, only one quotation need be solicited if the price received is considered to be reasonable.  Such purchases must be distributed equitably among qualified sources.  Ordinarily, if more than one firm provides the same item or service, multiple prices are requested to assure that the Authority is getting the best possible price for the item or service even if the cost is less than $ 10,000.00.

 

ITEMS OR SERVICES BETWEEN $ 10,000.00 AND $ 18,500.00: For small purchases in excess of $ 10,000.00, but not exceeding $ 18,500.00, no less than three offerors shall be contacted to submit price quotations, which may be obtained orally by telephone or in writing.  Award shall be made to the offeror providing the lowest acceptable quotation that meets the Authority’s specifications.  If non-price factors are used, they shall be disclosed to all those solicited.

 

COMPETITIVE SEALED BIDS:

 

1.         Supplies, equipment and services costing in excess of Eighteen Thousand Five Hundred Dollars ($ 18,500.00) shall be procured by sealed bid upon public solicitation by formal advertising as follows:

 

(a)        advertisement of an Invitation for Bids in at least one (1) newspaper of general circulation three (3) times at intervals of not less than three (3) days. The first advertisement shall be published not less than ten (10) days prior to the date fixed for the opening of bids;

 

(b)        mailing invitations to be to an adequate number of known sources;

(c)        posting notices in public places; or

(d)       a combination of such methods, including in every case (a).

 

2.         The Invitation for Bids, including specifications and pertinent attachments, shall be complete, realistic, and shall clearly and adequately define the items or services needed in order for the bidders to properly respond to the invitation.  A brief description of the pertinent civil rights laws and regulations, including equal employment and labor standards when appropriate, shall be referenced in the Invitation for Bids.

 

3.         All bids shall be opened publicly at the time and place stated in the Invitation for Bids.

 

4.         Where specified in the bidding documents, factors such as discounts, transportation costs, and life cycle costs shall be considered in determining which bid is lowest.

 

 

 

5.         If specified in the bidding documents, factors such as discounts, transportation costs and life cycle costs shall be considered in determining which bid is lowest.

 

6.         Any or all bids may be rejected by the Housing Authority of the County of Dauphin when there are sound documented business reasons which are in its best interest.

 

7.         A firm fixed-price contract (lump sum, unit price or combination lump sum and unit price) shall be awarded by action of the Board of the Housing Authority of the County of Dauphin to the responsible bidder whose bid conforms with all of the material terms and conditions of the Invitation for Bids and is lowest in price.  The amount of the contract must in all cases (whether of straight sale price, conditional sale, bailment lease, or otherwise) be the entire amount paid to the successful bidder in order to obtain the services or property, or both, and must not be construed to mean only the amount which is paid to acquire title or to receive any other particular benefit of the whole bargain.

 

8.         Contracts will not be awarded to any contractor that has been debarred, suspended or otherwise prohibited from participating in state or federally assisted activities.

 

9.         If the results of the bidding are not satisfactory in terms of price, qualifications or other good cause, consideration shall be given to:

 

(a)        rebidding for the procurement as planned and specified; or

(b)        rebidding for the procurement after revising the plans and specifications.

 

          10.         Assurance of Completion

 

The successful bidder shall furnish an assurance of completion prior to the execution of any contract under this solicitation.  This assurance may be as follows:

 

(a)        separate performance and payment bonds, each for 100% of the contract price; or

(b)        a 100% irrevocable letter of credit from a federal or Commonwealth chartered lending institution for their performance of the work AND a 100 % irrevocable letter of credit from a federal or Commonwealth chartered lending institution for the labor and materials required for the contract.

 

COMPETITIVE PROPOSALS

 

1.      Competitive Proposal procedures shall be used for procurement of supplies, equipment and personal or professional services when conditions are not appropriate for the use of formal advertising.

 

 

2.      Competitive Proposal procedures shall be utilized for procurement of legal, architectural/engineering professional services, whereby competitors’ qualifications are evaluated and the most qualified competitor is  selected, subject to negotiation of fair and reasonable compensation.

 

3.      When competitive proposal procedures are used, the following requirements shall apply:

 

(a)        A Request  for Proposals shall be publicized.  Proposals shall also be solicited from an adequate number of  known responsible sources to permit  reasonable competition consistent with the nature of the procurement.

 

(b)        The Request for Proposals shall identify all significant evaluation  factors, including price or cost where required and their relative importance.

 

(c)        Proposals which are received from qualified and responsible offerors  shall be evaluated in accordance with the selection procedures set forth in this Statement of Procurement Policies.

 

(d)       Negotiations may be conducted with more than one of the sources submitting  proposals for either a fixed price or cost-reimbursable contract, not to exceed a specified amount, shall be awarded as appropriate to the responsible offeror whose proposal is most advantageous, price and others factors considered.

 

(e)        Time and material type contracts shall be used only:

 

(1)     After a determination that no other contract is suitable, and

 

(2)     the contract includes a ceiling price that the contractor exceeds at its own risk.

 

(f)        Contracts shall not be awarded to any contractor that has been debarred, suspended or otherwise prohibited from participating in state or federally assisted activities.

 

(g)        Unsuccessful offerors  will be notified promptly.

 

NON-COMPETITIVE PROPOSALS

 

1.      Procurement of supplies, equipment or services under noncompetitive proposal procedures is accomplished through solicitation of a proposal from a single source, which may be required after solicitation of a number of sources and competition, is determined to be inadequate.

 

2.      Procurement of supplies, equipment or services by noncompetitive proposals may be used only when the award of a contract is infeasible under small purchase procedures, sealed bids, or competitive proposals and one of the following circumstances applies:

 

(a)     the item is available only from a single source; or

 

(b)     the public exigency or emergency for the procurement will not permit a delay resulting from competitive solicitation of bids or proposals; or

 

(c)     after solicitation of a number of sources, competition is determined inadequate, for example, if no bids or proposals are received; or

 

(d)    the required item is manufactured by one source and must be compatible and/or interchangeable with existing equipment; or

 

(e)     the U.S. Department of Housing and Urban Development authorizes procurement by noncompetitive proposals in advance.

 

3.                     A statement justifying the use of the noncompetitive proposal method of procurement shall be presented to the Members of the Board of the Housing Authority of the County of Dauphin and made a matter of record.