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Small Procurement Procedure – 62.05D.01

College Policy Number/Title:

For all small procurements at Howard Community College, 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 solicitation of quotes or offers fosters competition while obtaining needed items in a cost effective manner.

The acceptable methods of soliciting quotes or offers for small procurements are oral and written.  Regardless of the method utilized, cost center managers must ensure that the solicitation terms provided to vendors are consistent. Written solicitation will 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. 

The procurement office will 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 quote or acceptable offer is received in response to a solicitation, an award may be made to the vendor 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.  The director of procurement may also waive the requirement for soliciting multiple quotes in unique circumstances.

All purchases, including small procurements, must be in compliance with college purchasing and contract procedures. 

Small procurements are categorized and handled in the following manner:

  • $10,000 or less
  • more than $10,000 but $25,000 or less
  • more than $25,000 but less than $50,000

$10,000 or less

These purchases will be made on the open market in the best interest of the college.  Cost center managers may use oral or written solicitation for procurements in this category.  The award will be made in the judgment of the cost center manager.  In order to ensure the best price and value, competition is encouraged but not required for orders under $5,000. 

More than $10,000 but $25,000 or less

Cost center managers may use oral or written solicitation for procurements in this category.  Quotes or offers will be obtained from at least two vendors, unless the procurement falls into one of the exempted categories provided in the bid policy.  The award will be made to the vendor with the most favorable quoted price or evaluated quoted price, or most advantageous offer. 

More than $25,000 but less than $50,000

Cost center managers must use written solicitation for procurements in this category.  Quotes or offers will be obtained from at least three vendors, unless the procurement falls into one of the exempted categories provided in the bid policy.  The award will be made to the vendor with the most favorable quoted price or evaluated quoted price, or most advantageous offer. 
 

Effective Date:   10/13/17

President's Office Use:  VPAF

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