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Procurement

Procurement. Grantee Workshop. Procurement Policy (Handbook Page 30). All grantees must have an adopted Procurement policy that is equivalent to requirements in 2 CFR 200.318-200.326. Sample policy is included as Exhibit A-33. Procurement of Professional Services (Handbook Page 31).

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Procurement

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  1. Procurement Grantee Workshop

  2. Procurement Policy(Handbook Page 30) • All grantees must have an adopted Procurement policy that is equivalent to requirements in 2 CFR 200.318-200.326. • Sample policy is included as Exhibit A-33.

  3. Procurement of Professional Services (Handbook Page 31) • Procurement of professional services (administrative consulting and engineering services) is required prior to submittal of application. • Grantees are not allowed to terminate these services without permission from OCD if using grant funds to pay for these services. • If there is a need to procure additional professional services during the grant, see pages 31-35 • Contract requirements, see pages 35-38

  4. Contractor Clearance (Handbook Page 38-39) Administrative consulting, architectural, and engineering firms that have not provided services to grantees under the LCDBG Program within the previous five program years, regardless of the source of funding, must be cleared. Exhibit A-39 Should be obtained following grant award and before any costs are incurred other than pre-agreement costs.

  5. Recordkeeping for Procurement (Handbook Page 39) • Copy of Advertisements • Copy of package requesting RFPs or qualification statements • Description of method used to select consultants • RFPs and qualification statements received • Written evaluations and statement explaining basis of selection • Cost and price detail summary sheet • Clearance of firms, if necessary

  6. Procurement of materials, supplies and construction services (Handbook Pages 39-46) • Micro-Purchase – Up to $3,000 • Small Purchase – Materials and supplies less than $30,000 and construction services not more than $154,450 • Competitive Sealed Bids – Materials and supplies $30,000 and up as well as construction services exceeding $154,450. Must receive two bids. If not, contact OCD. • Noncompetitive Negotiation – only used with written approval from OCD

  7. Bid Advertisement (Handbook Page 44) Must be published once a week for three different weeks in a newspaper in the locality. First advertisement must appear at least 25 days before opening of bids and must not occur on a Saturday, Sunday or legal holiday.

  8. Bid/Contract Documents and Bid Opening • OCD must receive a copy of all addenda • Contract Documents Guide Exhibit A-44 • Suggested that bid package is reviewed in its entirety by legal counsel • Must maintain copy of minutes of bid opening, roster of attendees, and tabulation of bids • Action must be taken within 45 days • May extend deadline to take action by written mutual consent in 30 calendar day increments

  9. Procedures for when bids exceed cost estimates (Handbook Pages 45-46) • Reject all bids • Reallocate funds • Inject local funds • Award to low bidder and execute change order to bring cost down. Must get approval from OCD to make changes to the plans, execute change orders, or reallocate funds.

  10. Next Steps… • Award Contract • Execute contract and all required documents • Hold pre-construction conference • Issue notice to proceed • Process any needed change orders correctly

  11. Questions?

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