Procurement - Revision history

Serenity152102: update

2023-10-18T20:18:04Z

update

← Older revision		Revision as of 20:18, 18 October 2023
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	All procurements must adhere to full and open competition. Source documentation must be available to determine open competition, and the reasonableness, allowability, and allocation of costs.		All procurements must adhere to full and open competition. Source documentation must be available to determine open competition, and the reasonableness, allowability, and allocation of costs.

	General		== General ==

	# The procurement plan provides for full and open competition, transparency in transactions, comparability, and documentation of all procurement activities.		# The procurement plan provides for full and open competition, transparency in transactions, comparability, and documentation of all procurement activities.
	# It will be the responsibility of purchasing employee to document the amounts to be purchased so the correct method of procurement will be followed.		# It will be the responsibility of purchasing employee to document the amounts to be purchased so the correct method of procurement will be followed.
	# The organization will retain all books, records, and other documents relative to the award of all contracts for 5 years plus current program year after final payment. Specifically, the Sponsor shall maintain, at a minimum, the following documents:~~ritten~~ rationale for the method of procurement		# The organization will retain all books, records, and other documents relative to the award of all contracts for 7 years plus current program year after final payment. Specifically, the Sponsor shall maintain, at a minimum, the following documents:
			##written rationale for the method of procurement
	##A copy of the original solicitation		##A copy of the original solicitation
	##The selection of contract type		## The selection of contract type
	## The bidding and negotiation history and working papers		### The bidding and negotiation history and working papers
	## The basis for contractor selection		### The basis for contractor selection
	## Approval from the State agency to support a lack of competition when competitive bids or offers are not obtained		### Approval from the State agency to support a lack of competition when competitive bids or offers are not obtained
	## The basis for award cost or price		### The basis for award cost or price
	## The terms and conditions of the contract		### The terms and conditions of the contract
	## Any changes to the contract and negotiation history		### Any changes to the contract and negotiation history
	## Billing and payment records		### Billing and payment records
	## A history of any contractor claims or breaches		### A history of any contractor claims or breaches
			#These policies may be superseded by individual department procurement policies. Policies may be more stringent than these policies but cannot be more liberal.

	Formal/Large Purchases (over $10,000)		==== Formal/Large Purchases ====
			(over $300,000 unless it uses USDA funding its 250,000)

	When formal procurement is required, the following competitive sealed bid/Invitation for Bid (IFB) or competitive proposal/Request for Proposal (RFP) procedures will apply:		When formal procurement is required, the following competitive sealed bid/Invitation for Bid (IFB) or competitive proposal/Request for Proposal (RFP) procedures will apply:
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	# The IFB or RFP will clearly define the purchase conditions. The following list includes requirements to be addressed in the procurement document:		# The IFB or RFP will clearly define the purchase conditions. The following list includes requirements to be addressed in the procurement document:
	## Each supplier will be given an opportunity to bid on the same specifications.		## Each supplier will be given an opportunity to bid on the same specifications.
	## In awarding a competitive negotiation (RFP), a set of award ~~criterion~~ in the form of a weighted evaluation sheet will be provided to each bidder in the initial bid document. Price alone is not the sole basis for award but remains the primary consideration when awarding a contract. Following evaluation and negotiations, a firm fixed price or cost reimbursable contract is awarded.		## In awarding a competitive negotiation (RFP), a set of award criteria in the form of a weighted evaluation sheet will be provided to each bidder in the initial bid document. Price alone is not the sole basis for award but remains the primary consideration when awarding a contract. Following evaluation and negotiations, a firm fixed price or cost reimbursable contract is awarded.
	## The contracts will be awarded to the responsible bidder/proposer whose bid or proposal is responsive to the invitation and is most advantageous to the Sponsor with price and other factors considered. Any and all bids or proposals may be rejected in accordance with law.		## The contracts will be awarded to the responsible bidder/proposer whose bid or proposal is responsive to the invitation and is most advantageous to the Sponsor with price and other factors considered. Any and all bids or proposals may be rejected in accordance with law.
			#Large Purchase RFP must follow a board created policy to ensure equity in procurement process.

			==== Informal/Medium Purchases ====
			($10,000-$250,000)

			Quotes from an adequate number of qualified sources will be required.

			# Written specifications will be prepared.
			# Each supplier will be given an opportunity to provide a price quote on the same specifications. A minimum of three suppliers shall be contacted, unless the market warrants more.
			# The price quotes will receive appropriate confidentiality before award.
			#Documentation of records to show selection of supplier, reasons for selection, names of all suppliers contacted, price quotes from each supplier, and written specifications will be kept on file.
			#Documentation that the actual product specified is received will be kept on file.
			#Any time an accepted item is not available, full documentation will be made available as to the selection of the acceptable item.
			#Quotes will be awarded by the Tree of Life Board and signed by the Executive Director
			#Quotes will be awarded on the following criteria:
			## Price___________________________________
			## Quality_________________________________
			## Desired Quantity per Order_________________
			## Date before Expiration
			## Timeliness of Availability (ex: next day delivery)

			==== Informal/Small Purchases ====
			($5,000-$9,999)

	~~Informal/Small Purchases ($5,000-$9,999)~~

	Quotes from an adequate number of qualified sources will be required.		Quotes from an adequate number of qualified sources will be required.
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	# The price quotes will receive appropriate confidentiality before award.		# The price quotes will receive appropriate confidentiality before award.

	# Documentation of records to show selection of ~~supplier~~, reasons for selection, names of all suppliers contacted, price quotes from each supplier, and written specifications will be kept on file.		# Documentation of records to show selection of suppliers, reasons for selection, names of all suppliers contacted, price quotes from each supplier, and written specifications will be kept on file.

	# Documentation that the actual product specified is received will be kept on file.		# Documentation that the actual product specified is received will be kept on file.
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	## Date before Expiration		## Date before Expiration
	## Timeliness of Availability (ex: next day delivery)		## Timeliness of Availability (ex: next day delivery)
			#Quotes will be awarded by the Executive Director

	Micro-Purchases (up to $5,000)		==== Micro-Purchases ====
			(up to $5,000)

	If the amount of a purchase is less than or equal to the micro-purchase threshold, then micro-purchase procedures may be used.		If the amount of a purchase is less than or equal to the micro-purchase threshold, then micro-purchase procedures may be used.
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	# A vendor who meets all specifications will be selected.		# A vendor who meets all specifications will be selected.
			##Vendors must pass a conflict of interest check or require a board vote.

	# Micro-purchases must be spread equitably amongst multiple qualified vendors.		# Micro-purchases must be spread equitably amongst multiple qualified vendors.

	Non-Competitive Negotiation		===== Non-Competitive Negotiation =====

	If items are available only from a single source - when the award of a contract is not feasible under informal/small purchase, sealed bid or competitive negotiation - non-competitive negotiation procedures will be used:		If items are available only from a single source - when the award of a contract is not feasible under informal/small purchase, sealed bid or competitive negotiation - non-competitive negotiation procedures will be used:

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	# A review of the procedures will occur to be certain all requirements for using single source or non-competitive negotiation are met.		# A review of the procedures will occur to be certain all requirements for using single source or non-competitive negotiation are met.

			===== Minority Businesses, Women’s Business Enterprises, Labor Surplus Area Firms =====
	Minority Businesses, Women’s Business Enterprises, Labor Surplus Area Firms

	Tree of Life OBC will take affirmative steps to assure that minority businesses, women’s business enterprises, and labor surplus firms are used when possible. These steps include:		Tree of Life OBC will take affirmative steps to assure that minority businesses, women’s business enterprises, and labor surplus firms are used when possible. These steps include:

Serenity152102 at 18:49, 18 October 2023

2023-10-18T18:49:42Z

Serenity152102 at 18:48, 18 October 2023

2023-10-18T18:48:54Z

← Older revision		Revision as of 18:48, 18 October 2023
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	# The procurement plan provides for full and open competition, transparency in transactions, comparability, and documentation of all procurement activities.		# The procurement plan provides for full and open competition, transparency in transactions, comparability, and documentation of all procurement activities.
	# It will be the responsibility of purchasing employee to document the amounts to be purchased so the correct method of procurement will be followed.		# It will be the responsibility of purchasing employee to document the amounts to be purchased so the correct method of procurement will be followed.
	# The organization will retain all books, records, and other documents relative to the award of all contracts for 5 years plus current program year after final payment. Specifically, the Sponsor shall maintain, at a minimum, the following documents:		# The organization will retain all books, records, and other documents relative to the award of all contracts for 5 years plus current program year after final payment. Specifically, the Sponsor shall maintain, at a minimum, the following documents:ritten rationale for the method of procurement
	*** Written rationale for the method of procurement		##A copy of the original solicitatio
	~~***~~ A copy of the original ~~solicitation~~		##The selection of contract type
	~~***~~ The selection of contract type
	*** The bidding and negotiation history and working papers		*** The bidding and negotiation history and working papers
	*** The basis for contractor selection		*** The basis for contractor selection

Serenity152102 at 18:47, 18 October 2023

2023-10-18T18:47:43Z

← Older revision		Revision as of 18:47, 18 October 2023
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	# It will be the responsibility of purchasing employee to document the amounts to be purchased so the correct method of procurement will be followed.		# It will be the responsibility of purchasing employee to document the amounts to be purchased so the correct method of procurement will be followed.
	# The organization will retain all books, records, and other documents relative to the award of all contracts for 5 years plus current program year after final payment. Specifically, the Sponsor shall maintain, at a minimum, the following documents:		# The organization will retain all books, records, and other documents relative to the award of all contracts for 5 years plus current program year after final payment. Specifically, the Sponsor shall maintain, at a minimum, the following documents:

	*** Written rationale for the method of procurement		*** Written rationale for the method of procurement
	*** A copy of the original solicitation		*** A copy of the original solicitation

Serenity152102 at 18:47, 18 October 2023

2023-10-18T18:47:25Z

Serenity152102: Created

2023-10-18T17:46:33Z

Created

New page

= PROCUREMENT PLAN =
All procurements must adhere to full and open competition. Source documentation must be available to determine open competition, and the reasonableness, allowability, and allocation of costs.

General

# The procurement plan provides for full and open competition, transparency in transactions, comparability, and documentation of all procurement activities.
# It will be the responsibility of purchasing employee to document the amounts to be purchased so the correct method of procurement will be followed.
# The organization will retain all books, records, and other documents relative to the award of all contracts for 5 years plus current program year after final payment. Specifically, the Sponsor shall maintain, at a minimum, the following documents:

* Written rationale for the method of procurement
* A copy of the original solicitation
* The selection of contract type
* The bidding and negotiation history and working papers
* The basis for contractor selection
* Approval from the State agency to support a lack of competition when competitive bids or offers are not obtained
* The basis for award cost or price
* The terms and conditions of the contract
* Any changes to the contract and negotiation history
* Billing and payment records
* A history of any contractor claims or breaches

Formal/Large Purchases (over $10,000)

When formal procurement is required, the following competitive sealed bid/Invitation for Bid (IFB) or competitive proposal/Request for Proposal (RFP) procedures will apply:

# Perform a cost or price analysis in connection with every procurement action in excess of the small purchase threshold.
# The developer of written specifications or descriptions for procurements will be prohibited from submitting bids or proposals for such products or services.
# The IFB or RFP will clearly define the purchase conditions. The following list includes requirements to be addressed in the procurement document:
## Each supplier will be given an opportunity to bid on the same specifications.
## In awarding a competitive negotiation (RFP), a set of award criterion in the form of a weighted evaluation sheet will be provided to each bidder in the initial bid document. Price alone is not the sole basis for award but remains the primary consideration when awarding a contract. Following evaluation and negotiations, a firm fixed price or cost reimbursable contract is awarded.
## The contracts will be awarded to the responsible bidder/proposer whose bid or proposal is responsive to the invitation and is most advantageous to the Sponsor with price and other factors considered. Any and all bids or proposals may be rejected in accordance with law.

Informal/Small Purchases ($5,000-$9,999)

Quotes from an adequate number of qualified sources will be required.

# Written specifications will be prepared.
# Each supplier will be given an opportunity to provide a price quote on the same specifications. A minimum of three suppliers shall be contacted, unless the market warrants more.
# The price quotes will receive appropriate confidentiality before award.

# Documentation of records to show selection of supplier, reasons for selection, names of all suppliers contacted, price quotes from each supplier, and written specifications will be kept on file.

# Documentation that the actual product specified is received will be kept on file.

# Any time an accepted item is not available, full documentation will be made available as to the selection of the acceptable item.

# Quotes will be awarded on the following criteria:
## Price___________________________________
## Quality_________________________________
## Desired Quantity per Order_________________
## Date before Expiration
## Timeliness of Availability (ex: next day delivery)

Micro-Purchases (up to $5,000)

If the amount of a purchase is less than or equal to the micro-purchase threshold, then micro-purchase procedures may be used.

# Written specifications will be prepared.

# A vendor who meets all specifications will be selected.

# Micro-purchases must be spread equitably amongst multiple qualified vendors.

Non-Competitive Negotiation

If items are available only from a single source - when the award of a contract is not feasible under informal/small purchase, sealed bid or competitive negotiation - non-competitive negotiation procedures will be used:

# Written specifications will be prepared.

# Documentation of records to fully explain the decision to use the non-competitive negotiation will be kept. The records will be available for audit and review.

# Documentation that the actual product or service specified was received will be kept.

# A review of the procedures will occur to be certain all requirements for using single source or non-competitive negotiation are met.

Minority Businesses, Women’s Business Enterprises, Labor Surplus Area Firms

Tree of Life OBC will take affirmative steps to assure that minority businesses, women’s business enterprises, and labor surplus firms are used when possible. These steps include:

* Placing qualified small and minority businesses and women's business enterprises on solicitation lists
* Assuring that small and minority businesses, and women's business enterprises are solicited whenever they are potential sources
* Dividing total requirements, when economically feasible, into smaller tasks or quantities to permit maximum participation by small and minority businesses, and women's business enterprises
* Establishing delivery schedules, where the requirement permits, which encourage participation by small and minority businesses, and women's business enterprises
* Using the services and assistance, as appropriate, of such organizations as the Small Business Administration and the Minority Business Development Agency of the Department of Commerce

Emergency or “Pressing Need” Purchases

# If it is necessary to make a one-time emergency procurement to continue service or obtain goods, the purchase shall be made, and a log of all such purchases shall be maintained. All emergency procurements shall be approved by the Treasurer or Senior Pastor. At a minimum, the following emergency procurement procedures shall be documented:

* item name
* dollar amount
* vendor
* reason for emergency

← Older revision		Revision as of 18:49, 18 October 2023
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	# It will be the responsibility of purchasing employee to document the amounts to be purchased so the correct method of procurement will be followed.		# It will be the responsibility of purchasing employee to document the amounts to be purchased so the correct method of procurement will be followed.
	# The organization will retain all books, records, and other documents relative to the award of all contracts for 5 years plus current program year after final payment. Specifically, the Sponsor shall maintain, at a minimum, the following documents:ritten rationale for the method of procurement		# The organization will retain all books, records, and other documents relative to the award of all contracts for 5 years plus current program year after final payment. Specifically, the Sponsor shall maintain, at a minimum, the following documents:ritten rationale for the method of procurement
	##A copy of the original ~~solicitatio~~		##A copy of the original solicitation
	##The selection of contract type		##The selection of contract type
	~~***~~ The bidding and negotiation history and working papers		## The bidding and negotiation history and working papers
	~~***~~ The basis for contractor selection		## The basis for contractor selection
	~~***~~ Approval from the State agency to support a lack of competition when competitive bids or offers are not obtained		## Approval from the State agency to support a lack of competition when competitive bids or offers are not obtained
	~~***~~ The basis for award cost or price		## The basis for award cost or price
	~~***~~ The terms and conditions of the contract		## The terms and conditions of the contract
	~~***~~ Any changes to the contract and negotiation history		## Any changes to the contract and negotiation history
	~~***~~ Billing and payment records		## Billing and payment records
	~~***~~ A history of any contractor claims or breaches		## A history of any contractor claims or breaches

	Formal/Large Purchases (over $10,000)		Formal/Large Purchases (over $10,000)

← Older revision		Revision as of 18:47, 18 October 2023
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	# The organization will retain all books, records, and other documents relative to the award of all contracts for 5 years plus current program year after final payment. Specifically, the Sponsor shall maintain, at a minimum, the following documents:		# The organization will retain all books, records, and other documents relative to the award of all contracts for 5 years plus current program year after final payment. Specifically, the Sponsor shall maintain, at a minimum, the following documents:

	* Written rationale for the method of procurement		*** Written rationale for the method of procurement
	* A copy of the original solicitation		*** A copy of the original solicitation
	* The selection of contract type		*** The selection of contract type
	* The bidding and negotiation history and working papers		*** The bidding and negotiation history and working papers
	* The basis for contractor selection		*** The basis for contractor selection
	* Approval from the State agency to support a lack of competition when competitive bids or offers are not obtained		*** Approval from the State agency to support a lack of competition when competitive bids or offers are not obtained
	* The basis for award cost or price		*** The basis for award cost or price
	* The terms and conditions of the contract		*** The terms and conditions of the contract
	* Any changes to the contract and negotiation history		*** Any changes to the contract and negotiation history
	* Billing and payment records		*** Billing and payment records
	* A history of any contractor claims or breaches		*** A history of any contractor claims or breaches

	Formal/Large Purchases (over $10,000)		Formal/Large Purchases (over $10,000)