Any purchase that does not exceed $25,000 is made in accordance with the small purchase procedures. Purchases for $3,000 or less require one solicited quotation if the price is considered reasonable. Small purchases in excess of $3,000 but not exceeding $25,000 require at least three (3) quotes which maybe obtained orally, by telephone, or in writing.
Sealed Bids(formal advertising)
All construction and equipment contracts exceeding $25,000 are awarded based on competitive sealed bidding following a formal advertising request posted by HAPB. This is the preferred method for construction procurement, Capital Fund Programs, Comprehensive Improvement Assistant Program. The successful bidder can be made principally on the basis of price.
The request for proposals (RFP) is used when conditions are not appropriate for the use of sealed bids. Before solicitation a mechanism for fairly and thoroughly evaluating the technical and the price is established. The proposals shall be evaluated only on the criteria stated in the RFP. The contract is awarded based on qualifications; price and other factors considered most advantageous to HAPB.
Procurement by noncompetitive proposals may be used only when the award of a contract is not feasible using small purchase procedures, sealed bids or competitive proposals and one of the following circumstances applies: The item is available only from a single source; an emergency exists that threatens the public health, welfare, or safety, or endangers property, or would otherwise cause serious injury; HUD authorizes noncompetitive proposals; or after solicitation of a number of sources, competition is determined inadequate.
The goal is to acquire the services of a highly qualified firm at a reasonable price using the competitive proposal procedures as outlined above.
HAPB follows HUD regulation and uses the competitive proposal method outlined above. Agreements or contracts for management, fee accountants, legal or any other professional services with any person or firm where the total period or term of the contract, including any renewal or option provisions, is in excess of two (2) years is submitted to HUD for review.
HAPB may enter into State and Local intergovernmental agreements to purchase or use common goods and services. The decision to use an intergovernmental agreement or conduct a direct procurement shall be based on economy and efficiency.
Contract cost and price
A cost or price analysis shall be performed for all procurement actions including contract modifications. The method and degree of analysis is dependent on the factors surrounding the particular procurement situation, but typically before receiving bids or proposals.
Qualified Bidder's List
Interested businesses shall be given an opportunity to be included on a qualified bidder’s lists. Any qualified lists of persons, firms or products which are used in the procurement of supplies and services shall be kept current and shall include enough qualified sources to ensure competition.
Suspension and Debarment
Contracts shall not be awarded to debarred, suspended or ineligible contractors. Contractors may be suspended, debarred or determined ineligible by HUD in accordance with HUD regulations (24CFR Part 24) or by other Federal Agencies (i.e., Department of Labor for violation of Secretary of Labor regulations) when necessary to protect HAPB in its business dealings.
Consistent with Presidential Executive Orders 11625, 12138 and 12432 and Section 3 of the HUD Act of 1968, affirmative steps are taken to ensure that small and minority-owned business, women's business enterprises, and labor surplus area firms are used when possible.
No employee, officer or agent of HAPB shall participate directly or indirectly in the selection or award or administration of any contract if a conflict, real or apparent, would be involved.
HAPB officers, employees or agents shall not solicit or accept gratuities, favors, or anything of monetary value from contractors, potential contractors, or parties to subcontracts, and shall not knowingly provide confidential information for actual or anticipated personal gain.