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Simplified Procurement Procedures
Orders Between $5,001 and $100,000

Summary

In accordance with the Procurement Policies and Procedures established by the University System of Maryland and implemented by UMBC, where the simplified procurement is between $5,000 and $100,000, the procurement must be forwarded to the Department of Procurement for processing. There must be competition to the extent practical considering such factors as the availability of vendors, dollar value of the order, cost of administering the procurement, delivery time, and sound business judgment and practices. It is prohibited to intentionally split orders to avoid following the appropriate procurement procedures. The process for these orders is the following:

  • Using Department Responsibilities:

    • Prepare a requisition setting forth the requirement.
    • The requisition must include specifications, to the extent available, including information regarding delivery requirements, suggested vendors, estimated value, etc.
    • If the requisition is for an item considered to be a sole source, the department must attach a sole source justification (using the Sole Source Justification Form or a separately attached memorandum) explaining the nature and reason for the sole source request.
    • Submit the requisition to Procurement for processing.

  • The Department of Procurement is to expedite the processing of these orders using any of the following procurement methods:

    • Sole Source Procurement, may be used, if appropriate and justified by the using department with concurrence by Procurement. Department must attach a written justification stating the following:

        1. Need for the service or commodity
        2. Uniqueness of the vendor's qualifications, experience, commodity
        3. Attempts to find other sources or basis for the sole source
        4. Impact if this vendor was not selected. The Sole Source Justification Form may be used if justification fits with those set forth on the form. If it does not, a separate memorandum must be prepared providing the information set forth above. If available, department should attach a written price quote (via fax, Internet, etc.) confirming the cost.

    • Competitive Sealed Bids - one step bid process in which bids are generally sent to an adequate number of bidders to ensure competition. Specifications are developed working with the department and permit a bid based on lowest bid from a bidder who is both responsive and responsible and meets the specifications set forth in the bid documents. Time for processing will depend on dollar value and complexity of procurement and location of vendors. Bids may be obtained in any manner that best meets the needs of the solicitation and the using department including through a formal written bid process, via telephone, fax, internet, etc. Bids are typically processed in 10 - 30 days. To the extent practicable, solicitations must be published in a manner that best meets the needs of the solicitation, preferably for a period of three days. Publication may be accomplished by posting the solicitation on the bid board, in the Maryland Contract Weekly, trade journals, etc.

    • Competitive Request for Proposals ("RFP") - two step process in which there is a separately received, evaluated and scored technical proposal and financial proposal. Generally used where the requirements of the procurement are difficult to quantify and award will be based on factors other than cost. Due to the complexity of the RFP documents and the evaluation process, this process typically takes 30 - 90 days. To the extent practicable, solicitations must be published in a manner that best meets the needs of the solicitation for a period of three days. Publication may be accomplished by posting the solicitation on the bid board, in the Maryland Contract Weekly, trade journals, etc. Procurement will work closely with requesting department to establish the specifications and criteria for the RFP.

    • Emergency Procurement - An emergency is a sudden and unexpected occurrence or condition which the University reasonably could not have foreseen that requires an action to avoid or to mitigate serious damage to public health, safety or welfare. An emergency is not a situation which arises as a result of poor planning or lack of funds. Generally, time constraints in resolving the emergency situation may require immediate action that precludes the use of any formal procurement process, where time permits, the University should attempt to seek as much competition as possible. Contact Procurement on ext. 2273 as soon as an emergency arises to see how best to proceed.

    • Cooperative purchasing agreements with other institutions, agencies, governments, etc. - The Department of Procurement may from time to time combine procurement requirements with the needs of other institutions, agencies or governments to achieve the maximum efficiency and economies in making purchases. These contracts would be available for use by the campus as the need arises.

    • Contracts shared with other institutions, agencies, governments, etc. - UMBC, as well as other campuses of the USM, inserts a requirement into bid documents permitting other campuses to use contracts that have been issued by UMBC. The advantage is that it reduces the processing time that may have been needed to do a separate solicitation. Where such contracts are made known to the campus, they are available for use by departments.

    • Electronic Signatures on Contracts may be accepted for any contracts under $100,000

  • Once the procurement process is completed, the purchase order will be issued by the Department of Procurement.

If you have any questions, contact the Department of Procurement on ext. 2273.

 

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