Micro Purchase & Small Purchase Procurement

Transcription

1 Micro Purchase & Small Purchase Procurement

2 Informal Procurement Methods Regulations Micro Purchases (a) Small Purchase Procedures (b) Procedures in a nutshell State Agency Oversight Micro-purchase: acquisition of supplies or services not exceeding $3500; must distribute equitably among qualified suppliers; may be awarded without soliciting competitive quotations if price is reasonable. Assurance of reasonable and necessary costs; distribute equitably; Buy American. Purchases <=$150,000 for Charter Schools; $30,000 for others in Louisiana (or local threshold if less); minimum of two price quotes. Assurance of competition; Buy American.

3 Benefits of Micro Purchase Districts can react quickly to changing markets and urgent needs Helpful for small SFAs Purchasing local

4 Local Procurement Benefits: Support local community Lower school meal program costs Increased participation Resources Procuring Local Foods for Child Nutrition Programs guide

5 Things to Consider Splitting procurements (NO--to circumvent) Reasons to issue separate bid solicitations Procurement for a specific item

6 MICRO PURCHASE

7 Micro Purchases Will each transaction with this vendor be below $3,500? Unless limited by local requirements

8 Micro Purchases Reasonable purchase prices

9 Micro Purchases SFA MUST spread purchases equitably among all qualified sources?

10 Micro Purchases Review of invoices/receipts shows SFA compliant with the micro purchase method

11 Micro Purchase: Non- Compliance

12 Activity Time!

13 Compliant? SFA purchased $280 in food & supplies from Walmart in August In September, $320 in food & supplies from Dollar General In October purchased $15 from Walmart and $35 from DG

14 Compliant? One purchase for printing applications for $2, No other printing services during the year

15 Compliant? Only 3 stores in the small town Store A 20 purchases $14,098 Store B 12 purchases $13,456 Store C 6 purchases $14,657

16 Breathe in-breathe out!

17 Small Purchase Procurement

18 Small Purchase Procurement Federal (and charter schools in LA) $150,000 State of Louisiana $30,000 SFA local requirements

19 Small Purchase Procurement Small Purchases must have solicitation Buy American (ag products), specs Evaluation Documentation of specs and criteria Quotes Contract Management Delivery tickets

20 Small Purchase: Solicitations Were quotes obtained from 2 or more sources (USDA)? Louisiana Revised Statute 38:2212. A.(1)(b) requires 3 quotes (b) However, purchases of ten thousand dollars or more, but less than thirty thousand dollars, shall be made by obtaining not less than three telephone or facsimile quotations. A written confirmation of the accepted offer shall be obtained and made a part of the purchase file. If quotations lower than the accepted quotation are received, the reasons for their rejection shall be recorded in the purchase file.

21 Small Purchase: Solicitations Did the SFA restrict competition? Were specifications (crystal) clear? Did the solicitations include Buy American Provision?

22 Small Purchase: Evaluation & Award Did the SFA maintain records sufficient to detail the significant history of the procurement?

23 Small Purchase: Evaluation & Award Was the correct vendor selected based on the products/services requested and the vendor responses provided?

24 Small Purchase: Contract Management Does a review of the 3 invoices/receipts show that the SFA purchased the products that were solicited from the vendor?

25 Small Purchase: Non- Compliance Document non-compliance issue Provide technical assistance Require corrective action

26 Activity Time!

27 Compliant? Quotes from Internet Quotes from 2 companies, do not match One quote from Internet, printed or pdf One quote from local company Buy American for food products Cost analysis $9,000

28 Compliant? One quote from Internet, printed or pdf One quote from local company Buy American for food products Cost analysis $39,000 One quote from Internet, printed or pdf One quote from local company Buy American for food products Cost analysis $19,000

29 Questions???