This procedure is to provide a method to obtain items reasonably expected to cost less than $25,000 or to cumulatively obtain a group of related items of less than $25,000, as provided in the small procurement policy. Small procurement shall be categorized in accordance with the definitions contained in the small procurement regulations set forth in the Code of Maryland Regulations (COMAR), Title 21, subtitle 05, chapter 07.
The objective of soliciting bids or offers is to foster competition in obtaining needed items in a cost effective manner. In all small procurements, competition should be sought to the extent practical considering such factors as availability of vendors, dollar value of the purchases, cost of administrating the procurement and time available to make the procurement, including delivery time.
The acceptable methods of soliciting bids or offers from vendors for small procurements are oral solicitation and written solicitation. If both oral and written solicitations are used, cost center managers shall ensure that the solicitation terms are consistent. Written solicitation shall contain, at a minimum, the following information: description of item requested; time, date, place, and form of response requested; basis for award; and name and telephone number of person to whom inquiries may be directed.
Small procurements shall be categorized in the following manner:
$5,000 or less
Cost center managers may use oral or written solicitation for procurements in this category. The award shall be made in the judgment of the cost center manager. These purchases shall be made on the open market in the best interest of the college. Competition is encouraged but not required for orders under $5,000. It is the goal of the college to be as competitive as possible in all of its procurement activities.
More than $5,000 but $15,000 or less
Cost center managers may use oral or written solicitation for procurements in this category. Bids or offers shall be obtained from at least two vendors, unless the procurement falls into one of the exempted categories provided in the bid policy. The award shall be made to the vendor with the most favorable bid price or evaluated bid price, or most advantageous offer.
More than $15,000 but less than $25,000
Cost center managers must use written solicitation for procurements in this category. Bids or offers shall be obtained from at least 3 vendors, unless the procurement falls into one of the exempted categories provided in the bid policy. The award shall be made to the vendor with the most favorable bid price or evaluated bid price, or most advantageous offer.
The director of procurement shall evaluate all quotes received and may solicit additional quotes if deemed necessary. The director may also publically advertise the procurement if a determination is made that it would be in the best interest of the college to do so. If only one responsive bid or acceptable offer is received in response to a solicitation, an award may be made to the bidder or offeror if the director of procurement concludes that the price submitted is fair and reasonable and that the other vendors had a reasonable opportunity to respond.
All purchases, including small procurements, must be in compliance with college purchasing and contract procedures.
Policy Manual Review/Revision: 07/01/10