Uniform Guidance Procurement Policies for Federal Dollars
Table of Contents
| Aggregate Purchas Amount | Federal Policy | Description |
| 1. Micro-purchase Up to $50,000 | Purchases may be made without soliciting competitive price or rate quotations. | Purchases must follow Calvin’s policies. The price should be reasonable based on research, experience, purchase history or other information. |
| 2. Small purchase $50,001 - $250,000 Ìý | Price or rate quotes must be obtained from an adequate number of qualified resources. Quotes may be in writing, verbal, or via internet search. | Calvin policy: Obtain 2-3 price quotes. Forward quotes to the Grants Accountant in Financial Services. For Sole Source, see SRA for form |
| 3. Sealed bids purchases $250,000+ | Bids must be publicly solicited. Bids should obtain a firm fixed price and must be awarded to the lowest bidder | Preferred method for construction. Obtain 2-3 price quotes. Forward quotes to the Grants Accountant in Financial Services |
| 4. Competitive proposal purchases $250,000+ | Written proposals from 2-3 sources must be solicited. | Typically used when conditions are not appropriate for the use of sealed bids. |
| 5. Non-competitive purchases—all purchase levels (under special circumstances) | Solicitation of only one bid proposal is required (from required or preferred vendor). | Typically used when changing a vendor would impact results or if only one vendor is available. |
Standards for all five mechanisms
- The purchase must comply with Calvin’s documented procedures.
- Purchases must be necessary (avoid unnecessary or duplicative purchases).
- Open competition (to the extent required by each method).
- Conflict of Interest policy is in place and followed.
- Proper documentation for purchases (cost & price analysis; vendor selection).
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