Vendor Guidelines
Please see the below guidelines concerning the procurement process for Bolivar Housing Authority.
Small Purchases
- Small purchases procedures for purchasing supplies or services with a cost above $25,000, but less than $100,000
- At least three price quotes from an adequate number of qualified sources and supplies
- Issuance of a unilateral purchase order
- Award shall be made to the qualified vendor that provides the best value
Sealed Bidding
Condition of Use:
- Procurement actions exceed the small purchase threshold of $100,000
- Concise and unambiguous specifications
- Two or more responsible and responsive bidders are available
- Firm fixed price of contract or purchase order
- Selection is made based on price
Requirements:
- Public advertising
- Written solicitation with complete, adequate, and clear specifications
- Solicitation of an adequate number of vendors or potential contractors
- Bids opened publicly
- Award to the supplier or contractor offering the lowest price and has been determined to be responsive and responsible
Competitive Proposals/Negotiated Procurement (Request for Proposal, Request for Qualifications, A&E Contracts, Construction Contracts)
Conditions of use:
- A cost over the threshold of $100,000
- Consideration is based on other factors than price alone
- Preferred method for procuring professional services
Requirements:
- Public advertising and direct solicitation
- Ensure an adequate number of qualified sources
- Evaluation criteria stated in the solicitation
- Establish methods for technical evaluation
- Proposals are not opened publicly
- Determine which vendors are appropriate for further negotiations
- Select the vendor whose proposal is most advantageous to Bolivar Housing Authority
Non-competitive Negotiation or Bid
Limited to a sole source or if no bidders or vendors are identified after solicitation or advertising.
Conditions of Use:
- The vendor or bidder provides a unique or singular service or supply item
- Emergency condition whereby life, public health, safety, or property is in immediate danger
- Solicitation of the number of sources and competition is inadequate
- HUD authorizes the use of noncompetitive proposals
- Unavailable data or information about the item or service need
- The vendor or bidder is the only source for equipment or materials presently used by Bolivar Housing Authority
Cooperative Purchasing/Intergovernmental Agreement
- A State and/or local cooperative or intergovernmental agreement
- Agreement may be used to purchase or use common supplies, equipment, or services
- Decision to use an intergovernmental agreement is based on economy and efficiency
Bonding & Insurance Requirement
Condition of Use:
- Bid Guarantee/Bond is needed for construction contracts exceeding $100,000 (A Bid Guarantee may be accepted in the form of a cash equivalent)
- Payment Bond is needed for construction contracts exceeding $100,000. (This assurance may be met with a performance and payment bond in a penal sum of 100% of the contract price)
- Performance Bond is needed for all construction contracts or service contracts over $100,000
- All contracts shall contain insurance appropriate to the project as required by Federal, State, or local laws and ordinances
Contractor Qualifications and Duties
- Have adequate financial resources to perform the contract
- Comply with the requirements of the proposed delivery or performance schedule
- Have a satisfactory performance record
- Have a satisfactory record of integrity and business ethics
- Have the necessary organization, experience, accounting, operational controls, and technical skills
- Have the production, construction, technical equipment, and facilities
- Be qualified and eligible to receive an award under applicable laws and regulations
