Res 2005-031 - Laserfiche WebLink

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W AIS Document Retrieval e http://frwebgate.access.gpo.gov/cgi-bin/ get -cft. cgi e contracts, (v) Organizational conflicts of interest, (vi) Specifying only a brand name product instead of allowing an lequal product to be offered and describing the performance of other relevant requirements of the procurement, and (vii) Any arbitrary action in the procurement process (2) Grantees and subgrantees will conduct procurements in a manner that prohibits the use of statutorily or administratively imposed in- State or local geographical preferences in the evaluation of bids or proposals, except in those cases where applicable Federal statutes expressly mandate or encourage geographic preference Nothing in this section preempts State licensing laws When contracting for architectural and engineering (A/E) services, geographic location may be a selection criteria provided its application leaves an appropriate number of qualified firms, given the nature and size of the project, to compete for the contract (3) Grantees will have written selection procedures for procurement transactions These procedures will ensure that all solicitations (i) Incorporate a clear and accurate description of the technical requirements for the material, product, or service to be procured Such description shall not, in competitive procurements, contain features which unduly restrict competition The description may include a statement of the qualitative nature of the material, product or service to be procured, and when necessary, shall set forth those minimum essential characteristics and standards to which it must conform if it is to satisfy its intended use Detailed product specifications should be avoided if at all possible When it is impractical or uneconomical to make a clear and accurate description of the technical requirements, a brand name or equal description may be used as a means to define the performance or other salient requirements of a procurement The specific features of the named brand which must be met by offerors shall be I clearly stated; and (ii) Identify all requirements which the offerors must fulfill and all other factors to be used in evaluating bids or proposals (4) Grantees and subgrantees will ensure that all prequalified lists of persons, firms, or products which are used in acquiring goods and services are current and include enough qualified sources to ensure maximum open and free competition Also, grantees and subgrantees will not preclude potential bidders from qualifying during the solicitation period (d) Methods of procurement to be followed (1) Procurement by small purchase procedures Small purchase procedures are those relatively simple and [[Page 504]] informal procurement methods for securing services, supplies, or other property that do not cost more than the simplified acquisition threshold fixed at 41 U S C 403(11) (currently set at $100,000) If small purchase procedures are used, price or rate quotations shall be obtained from an adequate number of qualified sources (2) Procurement by sealed bids (formal advertising) Bids are publicly solicited and a firrn-fixed-price contract (lump sum or unit price) is awarded to the responsible bidder whose bid, conforming with all the material terms and conditions of the invitation for bids, is the lowest in price The sealed bid method is the preferred method for procuring construction, if the conditions in Sec 85 36(d) (2) (i) apply (i) In order for sealed bidding to be feasible, the following I conditions should be present (A) A complete, adequate, and realistic specification or purchase description is available; (B) Two or more responsible bidders are willing and able to compete effectively and for the business; and (C) The procurement lends itself to a firm fixed price contract and the selection of the successful bidder can be made principally on the 30f7 12/4/02 1.26 PM