Sample Non-Profit Procurement Policy

(in compliance with 24 CFR 84.40 - 84.48)

The policy set forth in this document establishes standards and guidelines for the procurement

of supplies, equipment, construction, and services to ensure that they are obtained as

economically as possible through an open and competitive process, and that contracts are

managed with good administrative practices and sound business judgment.

Code of Conduct

A Code of Conduct shall govern the performance, behavior and actions of the Organization,

including Board members, employees, directors, volunteers, or agents who are engaged in any

aspect of procurement, including – but not limited to – purchasing goods and services;

awarding contracts and grants; or the administration and supervision of contracts.

1. No employee, officer, director, volunteer or agent of the Organization shall participate in

the selection, award or administration of a bid or contract supported by Federal funds if a

conflict of interest is real or apparent to a reasonable person.

2. Conflicts of interest may arise when any employee, officer, director, volunteer or agent of

the Organization has a financial, family or any other beneficial interest in the vendor firm

selected or considered for an award.

3. No employee, officer, director, volunteer or agent of the Organization shall do business

with, award contracts to, or show favoritism toward a member of his/her immediate family,

spouse’s family or to any company, vendor or concern who either employs or has any

relationship to a family member; or award a contract or bid which violates the spirit or

intent of Federal, State and local procurement laws and policies established to maximize

free and open competition among qualified vendors.

4. The Organization’s employees, officers, directors, volunteers or agents shall neither solicit

nor accept gratuities, gifts, consulting fees, trips, favors or anything having a monetary

value in excess of _____ dollars ($__) from a vendor, potential vendor, or from the family

or employees of a vendor, potential vendor or bidder; or from any party to a sub-agreement

or ancillary contract.

HMIS “Best Practice”

For procurements

under $1,000, the

decision may be

made by the grantee

or HMIS project

manager.

HMIS “Best Practice”

For procurements from $1,000 to $9,999,

prior approval may be obtained from the

HMIS Advisory Committee.

5. As permitted by law, rule, policy or regulation, the Organization shall pursue appropriate

legal, administrative or disciplinary action against an employee, officer, director, volunteer,

vendor or vendor’s agent who is alleged to have committed, has been convicted of or pled

no contest to a procurement related infraction. If said person has been convicted,

disciplined or pled no contest to a procurement violation, said person shall be removed

from any further responsibility or involvement with grants management, procurement

actions or bids, consistent with State or Federal policy.

Solicitation and Competition

All procurement transactions will be conducted to provide – to the

maximum extent possible – free and open competition among

suppliers. The Organization must begin with an analysis of the need

for the procurement, to avoid the purchase of unnecessary items

(this may include an examination of lease versus purchase

alternatives). The purchaser must then identify and clearly specify

standards for the goods or services desired, and seek competitive

offers where possible to obtain the best possible quality at the best possible price.

In general:

 Some form of cost or price analysis shall be made and documented in the procurement files

in connection with every procurement action. Price analysis may be accomplished in

various ways, including the comparison of price quotations submitted and market prices,

together with discounts.

 Bids must be sought for goods and

services exceeding $________.

 For procurements that exceed the

Federal “small purchase” threshold (the

federal threshold is $100,000, but the

locality or State may set a lower threshold), competitive bids will be utilized and requests

for these bids will be written in a way that does not restrict competition. (A clear and

accurate description of the technical requirements for the material, product or service to be

procured; all requirements which offerors must fulfill; and all other factors to be used in

evaluating bids or proposals.) Procurement files must include the following:

- Basis for contractor selection.

- Justification for lack of competition when competitive bids or offers were not

obtained.

HMIS “Best Practice”

For procurements over

$10,000, an open competition

must take place.

- Basis of award cost or price.

 Whenever possible, the Organization must engage in

affirmative efforts to utilize small businesses, minority-

owned firms, and women's business enterprises.

Selection

Price should be one of the factors in the evaluation of responses, but the Organization is not

required to take the lowest price if other factors are important to the decision.

 There should be an objective method for selection, and any factors for evaluation and

selection should be listed in the procurement documents.

 Awards shall be made to the bidder or offeror whose bid is responsive to the solicitation

and is most advantageous to the Organization (price, quality and other factors considered).

 A bid may be rejected when it is in the Organization’s interest to do so.

Documentation

At a minimum, procurement records must clearly show how the Organization:

 Executed price sampling for small purchases;

 Selected the method of procurement and the type of contract to be used;

 Determined which bids or proposals to accept and which to reject; and

 Determined the basis for the contract cost or price.

Contract Administration

The Organization has an overall system of contract administration to ensure proper oversight

and management of procurement actions. The Organization is responsible for evaluating

contractor performance and documenting, as appropriate, whether contractors have met the

terms, conditions and specifications of the contract. This may include progress inspections,

interim products, inspection of goods delivered, and other such methods that provide assurance

that the goods or services purchased are being delivered within the scope of the contract.

The Organization’s contract administration system must ensure that:

 The method of procurement is documented and records maintained for five years after final

payment is made;

 All activities are carried out and costs are incurred in compliance with applicable

requirements; and

 Before payment is made, services performed are adequate and consistent with the contract

scope of services.