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STANDARD PROCUREMENT POLICY& FEDERAL EMERGENCY CONTRACTING <br /> L. Documentation confirming good standing of supplier or contractor, including copy of search <br /> via System for Award Management-www.sam.gov <br /> M. Notice of award <br /> N. Notice to unsuccessful suppliers and any record of debriefing <br /> O. Record of protests, disputes, and claims <br /> P. Bid, performance, payment, and other bond documents <br /> Q. Copy of contract <br /> R. Basis for the contract price, including cost or price analysis with pre-award estimate, bid <br /> sheets, and any independent research on cost or price <br /> S. Documentation regarding any conflict of interest issues that arise and description of how <br /> they were handled <br /> T. Notice to proceed <br /> The documentation included in the Procurement File should be proportionate with the size and <br /> complexity of the procurement. <br /> 10.3 PROPER METHODS OF PROCUREMENT <br /> A. Procurement by Micro-Purchase Procedure. For the acquisition of supplies or services <br /> when the aggregate dollar amount does not exceed the micro-purchase threshold defined <br /> at 2 C.F.R. § 200.67 (currently$10,000), the City, to the extent practicable, will distribute <br /> such purchases equitably among qualified suppliers. Micro-purchases may be awarded <br /> without soliciting competitive quotations if the City considers the price to be reasonable. <br /> The Contract Manager or person designated to handle the purchase will also document the <br /> City's determination regarding price but need not document the reason for the <br /> procurement method, contractor selection, or selection of contract type. The City must, <br /> however, document its determination that the contractor is responsible and reason for <br /> selection if more than one supplier was considered. If applicable, the City must also <br /> document its determination that the otherwise lowest bidder is not responsible. <br /> B. Procurement by Small Purchase Procedure. When securing services, supplies, or other <br /> property which do not cost more than the simplified acquisition threshold which, pursuant <br /> to 41 U.S.C. §403(1), is currently listed as$250,000, the City shall obtain written price or <br /> rate quotations from at least three qualified sources. The contracts should be fixed price or <br /> not to exceed cost-reimbursement contracts with assurances that the scope of work can be <br /> completed for less than the simplified acquisition threshold. The Procurement File must <br /> include an independent estimate that the procurement is within the threshold to qualify for <br /> this type procurement. Any future changes, particularly any that cause the procurement to <br /> rise above the small purchase threshold, should also be documented in the Procurement <br /> File. The City must also document its determination that the contractor is responsible and <br /> its reason for selection if more than one bidder was considered. If applicable,the City must <br /> also document its determination that the otherwise lowest bidder is not responsible. <br /> Page 45 of 57 <br />