What Everyone Needs to Know What is Procurement The act of obtaining something What is Procurement Procurement standards and regulations ensure food supplies equipment and ID: 528205
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Slide1
Procurement:
What
Everyone
Needs to KnowSlide2
What is Procurement?
“The act of obtaining something”Slide3
What is Procurement?
Procurement standards and regulations ensure
food
,
supplies
,
equipment, and other goods and services are obtained efficiently, economically, and in accordance with the law.Slide4
Why Do Procurement?
Promote
free and open competition
for your
business
Get the
best possible services that meet your needs at the best priceAvoid problems with conflict of interest … and worse (accusations of fraud, bribery, etc.)Slide5
When is Procurement Done?
Signing a contract or purchasing any single item or service over $10,000
and
Using
Federal or District funds (or a combination
)Slide6
How is Procurement Done?
≤$10,000: Verbal quotes recommended
$10,000 - $100,000: Three written quotes
>$100,000: Request for Proposals (RFP) or Invitation for Bids (IFB)
Develop internal procedures or follow State Agency proceduresSlide7
Small Purchases
For purchases $10,000 - $100,000:
Develop written specifications
Solicit quotes based upon the same set of specifications
Obtain written quotes
Go with the lowest quote
that meets your needsSign contract / buy itemSlide8
Large Purchases over $100,000
Options:
Invitation for Bids (IFB
)
Request for Proposals (RFP)Slide9
Invitation for Bids (IFB)
Award based upon quotes (bids) received in response to specifications
Price is the
only
factor
May request approval to choose higher bidder
Provide justification that lowest bidder will not meet specificationsSlide10
Request for Proposals (RFP)
Award based upon pre-determined criteria
Rubric assigns point value to criteria
Price must be more than half of total points
Companies submit proposals
Respond to RFP criteria
Provide quoteSlide11
Request for Proposals (RFP)Provides
flexibility
to award contract based
on:
References
Experience
Menu qualityEtc.Slide12
IFB / RFP Process
Develop IFB or RFP
Create specifications
Adapt State Agency template or use institution’s
Seek approval as needed
Publicly advertise
Newspaper, classifieds, etc.Publish at least 14 days prior to deadlineMay also post on organization’s website and/or solicit bids/proposals directlySlide13
IFB / RFP Process
Distribute IFB or RFP
Respond to questions as needed
Receive sealed bids or proposals
Open and review bids or proposals
Award contract: lowest bid or highest-scoring proposalSlide14
ContractsKnow it well
Monitor compliance
Termination is an option
Provide documentation and justificationSlide15
Contracts
Base year (initial year) + up to three option years (renewals)
Renew only if option was included in specifications
Up to four years in between procurements
Renewal is your choice
Substantial changes to specifications require new procurement
Examples: new meal pattern requirements; substantial number of new sites under contract; new meal serviceSlide16
Questions