Community Affairs Procurement

Micro-Purchase *

Micro-Purchase method may only be used on supplies or services costing $3,000 in the aggregate or $2,000 or less in the case of acquisitions for construction subject to the Davis-Bacon Act.

• Micro-purchases may be awarded without soliciting competitive quotations if the Subrecipient considers the price reasonable.
• To the extent practical, the Subrecipient must distribute micro-purchases equitably among qualified suppliers.

Small Purchase *

For goods and services when:

• Price is less than $250,000 in the aggregate
  • Provide a clear and accurate description of the technical requirements for the material, product, or service to be procured
• Determining factor: Most reasonable and responsive lowest written price
• Example: Office supplies; miscellaneous repairs/equipment, vehicle purchase, equipment repair services

NOTE: Per §TAC 1.404 (f) and Community Affairs contracts, all vehicles purchased with state or federal funds must be pre-approved by the Department via written correspondence. Additionally, certain equipment and capital expenditures might require prior written approval from the Department as outlined within 2 CFR §200.439 and/or the “Procurement Standards” section of your program contracts. Examples include: general purpose equipment, buildings, land, special purpose equipment, etc

Sealed Bid (requires formal advertisement)

For goods and services with a clearly definable work scope/specifications and firm fixed price

• Determining factor:  Lowest responsive and responsible bidder
• Example:  fleet vehicles; contractors/vendors for fixed price contracts
• Negotiation of bid results is not allowed.

Note: Per §TAC 1.404 (f) and Community Affairs contracts, all vehicles purchased with state or federal funds must be pre-approved by the Department via written correspondence. Additionally, certain equipment and capital expenditures might require prior written approval from the Department as outlined within 2 CFR §200.439 and/or the “Procurement Standards” section of your program contracts. Examples include: general purpose equipment, buildings, land, special purpose equipment, etc.

Competitive Proposal (requires formal publication)

For Professional or Consulting Services, the Competitive Proposal method is most advantageous to the Administrator

• Determining factor:  Based on evaluation criteria (EX: price, qualifications, experience, knowledge)
• Examples:  Attorneys, Computer Maintenance, Audit Services, Weatherization Contractors or Wx work
• Negotiation of bid results is allowed

Note: Per §TAC 1.404 (f) and Community Affairs contracts, all vehicles purchased with state or federal funds must be pre-approved by the Department via written correspondence. Additionally, certain equipment and capital expenditures might require prior written approval from the Department as outlined within 2 CFR §200.439 and/or the “Procurement Standards” section of your program contracts. Examples include: general purpose equipment, buildings, land, special purpose equipment, etc.

Non-Competitive or Lack of Competition

After the completion of an acceptable procurement process (i.e. small purchase, sealed bids, and/or competitive proposal), competition is determined inadequate. A non-competitive proposal may be accepted only if:

• The service, supply, or equipment is available only from a single source and documentation of why service/product is only available from one vendor is maintained; or
• A public emergency exists preventing the time required for competitive solicitation; or
• After solicitation of a number of sources, competition is determined inadequate and documentation of effort to solicit multiple sources is maintained (by far, the most common).;

Note: Per §TAC 1.404 (f) and Community Affairs contracts, all vehicles purchased with state or federal funds must be pre-approved by the Department via written correspondence. Additionally, certain equipment and capital expenditures might require prior written approval from the Department as outlined within 2 CFR §200.439 and/or the “Procurement Standards” section of your program contracts. Examples include: general purpose equipment, buildings, land, special purpose equipment, etc.