QHRRP 9000-120

Non-Routine Procurement

 

Review/update responsibility
 Finance

 
Revision
 14 Oct 2024
Non-routine procurement
 A contract may be awarded without competitive bids or proposals on either of two conditions: when the Property Manager conducts a good-faith review of available sources and determines that there is only one proprietary source from which the goods or services may be obtained (a sole source procurement); or because it is in the best interest of the Association to select a supplier of the goods or services required without competition (a single source procurement) due to the need for compatibility with previously-purchased goods or services.
Sole Sourcing
  1. Sole source procurements are those where there is only one solution to meet the Association’s needs, and only one supplier can provide the goods and/or services required for the solution, i.e., competition is not available.
  2. Upon a determination that one or both of the criteria for awarding a contract without competitive bids have been met, with the prior approval of the Executive Committee for contracts greater than $1,000 and less than $5,000 and the Board for contracts $5,000 or greater, a contract may be negotiated and awarded without competitive bidding or competitive negotiation.
  3. All decisions where only one source was determined to be available shall be documented. The documentation must identify the goods or services to be procured, the justification for sole sourcing, the contractor selected, and the date the contract was or is expected to be awarded. This documentation shall be included in the contract file or the Executive Committee or Board minutes for the meeting in which the approval was granted.
Emergency procurements
 Notwithstanding any other provision of this policy, the Property Manager may make emergency procurements consistent with the Association’s Authority to Commit Funds when an immediate need exists to protect life or property or to prevent or minimize serious disruption of business continuity provided that…

  • such emergency procurements shall be made with such competition as is practicable under the circumstances.
  • purchases over $5,000, the basis for the Emergency Procurement requirement, the basis for the selection of the supplier, and the Board Members approving the purchase shall be reported to the Board and documentation of the above included in the contract file or Board meeting minutes in which the approval was granted.