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Supplier and Contractor Guide

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Introduction

RRHA shall provide for a procurement system of quality and integrity, provide for the fair and equitable treatment of all persons or firms involved in purchasing by RRHA, ensure that supplies and services (including construction) are procured efficiently, effectively, and at the most favorable prices available to RRHA, promote competition in contracting, and assure that RRHA purchasing actions are in full compliance with applicable Federal standards, HUD regulations, State, and local laws.

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Overview

An accurate description of the need, service, or goods is essential to an effective and efficient procurement process. Adequate purchase planning and research aids in identifying and specifying the products or services to meet RRHA needs.

Suppliers or contractors solicited shall respond to the same request and have an adequate and comparable amount of time to prepare and submit responses. RRHA will provide clear specifications and deadlines and confidentiality of responses during evaluation. Solicitations are advertised in The Roanoke Times, The Roanoke Truibune and on this website.

Purchase requisitions or purchase orders may not be split in order to avoid soliciting competition or to circumvent regulatory requirements. Use of brand names should specify "or approved equal", unless written reasons for non-acceptance of substitute brands are defined prior to solicitation and the solicitation states "no substitute".

RRHA makes purchasing decisions based on price and any other factors determined to be relevant in meeting the best interests of RRHA. Other evaluation factors may include availability, delivery time, warranty period, payment terms, past experience, references, administrative costs, additional functions or services offered. If purchase requirements change in quantity or specification of quality, features or services, all solicited vendors should be so informed and given the opportunity to resubmit their offer. When a source other than the low price offer is chosen, document the reasoning to submit with the requisition and quotations.

RRHA will thoroughly inspect goods and services upon receipt to ensure that specifications are met and that the order or work is completed satisfactorily. RRHA will also review invoices against the purchase order or contract to ascertain that the prices paid are correct. Additionally, RRHA will process paperwork promptly so that the vendor receives payment within the period agreed upon in the purchasing document, and will make efforts to ensure that payment discounts are earned and interest charges are avoided. RRHA will handle returns or exchanges expeditiously, verifying that corrected invoices/credits are received by the Finance Department.

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Purchasing Procedures

Purchases under $50 may be handled through the use of a petty cash account.

For any amounts above the Petty Cash ceiling but less than $2,000, also known as Micro Purchases, only one quote is required, provided the quote is supported by cost reasonableness documentation.

For any amounts above the Micro Purchase ceiling but not exceeding $30,000, RRHA may use small purchase procedures. No less than three offerors shall be solicited to submit price quotations, which may be obtained orally (either in person or by phone), by fax, in writing, or through e-procurement. Award shall be made to the qualified vendor that provides the best value to RRHA. If non-price factors are used, they shall be disclosed to all those solicited. The names, addresses, and/or telephone numbers of the offerors and persons contacted, and the date and amount of each quotation shall be recorded and maintained as a public record.

For small purchases in excess of $30,000 but not exceeding $100,000, RRHA may use small purchase procedures. No less than four offerors shall be solicited to submit written price quotations. Award shall be made to the qualified vendor that provides the best value to RRHA. If non-price factors are used, they shall be disclosed to all those solicited. The names, addresses, and/or telephone numbers of the offerors and persons contacted, and the date and amount of each quotation shall be recorded and maintained as a public record.

Small purchase procedures must not be used for single or term contracts for professional services, if the contract exceeds $60,000.

RRHA shall not break down requirements aggregating more than the small purchase threshold (or the Micro Purchase threshold) into several purchases that are less than the applicable threshold merely to: (1) permit use of the small purchase procedures or (2) avoid any requirements that applies to purchases that exceed the Micro Purchase threshold.

To the greatest extent feasible, and to promote competition, micro purchases should be distributed among qualified sources.

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Sealed Bids

Sealed bidding shall be used for all contracts that exceed the small purchase threshold and that are not competitive proposals or non-competitive proposals, as these terms are defined in this document. Under sealed bids, RRHA publicly solicits bids and awards a firm fixed-price contract (lump sum or unit price) to the responsible bidder whose bid, conforming with all the material terms and conditions of the IFB, is the lowest in price. Sealed bidding is the preferred method for procuring construction, supply, and non-complex service contracts that are expected to exceed $100,000.

A. Conditions for Using Sealed Bids. RRHA shall use the sealed bid method if the following conditions are present: a complete, adequate, and realistic statement of work, specification, or purchase description is available; two or more responsible bidders are willing and able to compete effectively for the work; the contract can be awarded based on a firm fixed price; and the selection of the successful bidder can be made principally on the lowest price.

B. Solicitation and Receipt of Bids. An IFB is issued which includes the specifications and all contractual terms and conditions applicable to the procurement, and a statement that award will be made to the lowest responsible and responsive bidder whose bid meets the requirements of the solicitation. The IFB must state the time and place for both receiving the bids and the public bid opening. All bids received will be date and time-stamped and stored unopened in a secure place until the public bid opening. A bidder may withdraw the bid at any time prior to the bid opening.

C. Bid Opening and Award. Bids shall be opened publicly. All bids received shall be recorded on an abstract (tabulation) of bids, and then made available for public inspection. If equal low bids are received from responsible bidders, selection shall be made by drawing lots or other similar random method. The method for doing this shall be stated in the IFB. If only one responsive bid is received from a responsible bidder, award shall not be made unless the price can be determined to be reasonable, based on a cost or price analysis.

D. Mistakes in Bids. Correction or withdrawal of bids may be permitted, where appropriate, before bid opening by written or telegraphic notice received in the office designated in the IFB prior to the time set for bid opening. After bid opening, corrections in bids may be permitted only if the bidder can show by clear and convincing evidence that a mistake of a nonjudgmental character was made, the nature of the mistake, and the bid price actually intended. A low bidder alleging a nonjudgmental mistake may be permitted to withdraw its bid if the mistake is clearly evident on the face of the bid document but the intended bid is unclear or the bidder submits convincing evidence that a mistake was made. All decisions to allow correction or withdrawal of a bid shall be supported by a written determination signed by the Contracting Officer. After bid opening, changes in bid prices or other provisions of bids prejudicial to the interest of RRHA or fair competition shall not be permitted.

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Competitive Proposals

Unlike sealed bidding, the competitive proposal method permits consideration of technical factors other than price, discussion with offerors concerning offers submitted, negotiation of contract price or estimated cost and other contract terms and conditions, revision of proposals before the final contractor selection, and the withdrawal of an offer at any time up until the point of award. Award is normally made on the basis of the proposal that represents the best overall value to RRHA, considering price and other factors, e.g., technical expertise, past experience, quality of proposed staffing, etc., set forth in the solicitation and not solely the lowest price.

A. Conditions for Use. Where conditions are not appropriate for the use of sealed bidding, competitive proposals may be used. Competitive proposals are the preferred method for procuring professional services that will exceed the small purchase threshold.

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Payment

RRHA processes payments to vendors weekly.  Processing begins with submission of invoices by the vendor to the contract administrator.  Payment timeframes vary and are governed by terms of individual vendor contracts.