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Below are the written procurement procedures used by the North Central Regional Planning Commission (NCRPC) in the daily conduct of its business. These procedures are in general accord with federal requirements set forth in Public Law 103-355 and the Code of Conduct further adopted by the NCRPC. The intent of the procedures is to describe how the NCRPC obtains services and supplies for project activities.
1. Small Purchases. Small purchases is a simple and informal method used where goods or services do not cost in aggregate more than $25,000.
1. Price or rate quotations should be obtained (either by telephone or in writing) from an ample number of qualified sources (usually 3 or more).
2. Documentation regarding businesses contacted and the prices quoted should be maintained in the procurement file.
3. Written documentation regarding basis for selection and cost should be kept in a procurement file. Action taken by the NCRPC should be recorded in meeting minutes.
4. Preparation and signing of a contract formalizing a scope of work and the terms of compensation is required for purchases totaling $1,000 or more.
2. Competitive Sealed Bids. Competitive sealed bids are initiated by publishing an Invitation for Bids (IFB) or similar notice in a local newspaper or local television access channel and/or in contractor trade publications.
1. The IFB process is used when detailed specifications for the goods or services to be procured can be prepared and the primary basis for award is cost.
2. All bids received must be opened in public and tabulated according to published selection criteria; the results are provided in writing to bidders.
3. The award must be a firm-fixed-price contract (based on lump sum or unit price).
4. Preparation and signing of a contract formalizing a scope of work and the terms of compensation is required after NCRPC officials approve of the bid action and contract amount.
3. Competitive Negotiations. Competitive negotiations are initiated by preparing a Request For Proposals (RFP) or a Request For Qualifications (RFQ). The RFP is used when price is a factor in selection; the RFQ is used when price is primarily considered after selection (often for engineering and architectural services). If only NCRPC funds are used to pay for any of the services being procured through this process, the NCRPC can elect to consider and discuss the project and proposed scope of services with a minimum of firms it has had prior experience with. If outside federal or state program funds are used for any of the services being procured, then the procurement rules associated with the program or programs take precedent. Otherwise, a RFP or RFQ can be directly mailed or delivered to consultants or a notice can be published in one or more newspapers with circulation in areas where service providers are located. If no outside funds are used, then, the requests are simply provided directly to area service providers.
1. In both RFP and RFQ, the services to be procured are clearly defined, as are the factors to be used in evaluation and selection.
2. All proposals received are to be reviewed according to the defined selection criteria. The review should be in writing such as a ranking system.
3. For RFQ's, an invitation is made to one or more respondents to negotiate a price or fee for the services to be provided.
4. For both RFQ's and RFP's, final selection is made on the basis of the most responsible offer or price and other factors considered, such as qualifications.
5. Preparation and signing of a contract formalizing a scope of work and the terms of compensation occurs after selection and contact is made with the chosen firm.
4. Non-Competitive Negotiations. Non-competitive negotiations can be used only when
1. The use of competitive negotiations is not feasible;
2. There is some public emergency; or,
3. The results of the competitive negotiations are inadequate.
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