Review/update responsibility

Revision

Contracts over $5,000

1. Pricing information or proposals (informal competition) shall be solicited, to the extent practical, from a minimum of three (3) qualified Suppliers via written quotation, which may be submitted by electronic means, by facsimile, email, or other documented form.
2. Competitive bidding is appropriate when a requirement estimated to cost $5,000 or more can be clearly and completely defined and the basis for award is primarily pricing. Requirements shall not be artificially divided to avoid the use of competitive bidding. A Request for Proposal (RFP) shall be issued and shall include specifications and all contractual terms and conditions applicable to the procurement. However, the amount of detail provided in the RFP should be commensurate with the cost and complexity of a project, i.e., a RFP for a common item that is expected to cost $6,000 would require less specificity than a service that is expected to cost $50,000 per year. Simply stated, the RFP needs to be sufficiently defined so that respondent’s proposal will be based on the Association’s requirements, and the goods and/or services purchased will meet the needs of the Association (including cost, quality and timing.
3. The competitive proposal process is appropriate when a requirement estimated to cost $5,000 or more is complex, and when the award will be made on some combination of evaluated factors such as management, technical, time, and cost considerations. Services typically procured through the competitive proposal process include but are not limited to landscaping, access control, Fitness Center management services, consulting services; other professional or technical services, such as architectural and engineering services and high technology software, systems, applications, and their implementation. Proposals shall be solicited through a Request for Proposals (RFP), which shall include a statement of work or specifications, and all contractual terms and conditions applicable to the procurement. Requirements shall not be artificially divided to avoid the use of the competitive proposal process.
   • Negotiation with responsible offerors and revisions to proposals. A competitive range is determined based on evaluation of the proposals against the evaluation criteria set forth in the Request for Proposals and shall include all proposals that have a reasonable chance of being selected for award. As provided in the Request for Proposals, negotiations may be conducted with responsible Offerors who submit proposals determined to be in the competitive range for the purpose of clarification to assure full understanding of, and responsiveness to, the solicitation requirements. Offerors shall be accorded fair and equal treatment with respect to any opportunity for negotiation and revision of proposals, and such revisions may be permitted after submissions and prior to award for the purpose of obtaining best and final offers. In conducting negotiations, there shall be no disclosure of any information derived from proposals submitted by competing Offerors.
   • Award shall be made to the responsible Offeror whose proposal conforms to the solicitation and is determined in writing to be the most advantageous to the Association in consideration of the evaluation factors set forth in the Request for Proposals (RFP). The contract file shall contain the basis on which the award is made.