05-12-26 City Council Workshop Packet

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34 | Page Federal purchases Under uniform grant guidance (2 CFR 200.317–326) there are additional procurement requirements that need to be considered when making purchases related to a federal program. Five procurement methods are identified including: micro-purchase (<$3,500), small purchase procedures (<$175,000), sealed bid (>$175,000), competitive proposal (>$175,000), and noncompetitive proposal (>$3,500). The general purchasing policy addresses many of these requirements and the City will also consider the full requirements in relation to each method as described in 2 CFR. The micro-purchase threshold which is set by Federal Acquisition Regulation at 48 CFR Subpart 2.1 is subject to change with inflation. The City will follow changes to thresholds as modifications occur. When practicable, micro- purchasing will be distributed among qualified suppliers. • Vendors who have contracts with the federal General Services Administration (GSA) Federal Supply service may pass the established price down to us. o Still required to obtain quotes and bids in accordance with State Statutes. • If the purchase price is over $25,000.00, we must follow the MSS 471.345 and receive sealed bids. Evaluation of Proposals General The need to positively demonstrate that a particular proposer will be awarded the contract is a difficult proposition because the evaluation must be based on qualitative data. The following guidelines attempt to provide a systematic approach to the selection of the most deserving proposer. Selection Team a. Proposals for services costing up to $50,000 do not require the use of a selection team. b. Proposals for services costing over $50,000 will always be evaluated by a selection team. c. The selection team will consist of at least three members who may be from the following: • The project manager specified in the Statement of Work. • Representatives of other City functions that have a direct interest in the project and/or staff members whose expertise will have value in the selection of the proposer. • Group of peers from other communities with special expertise. • Other interested parties as identified by the project manager. o As team chair, the project manager is responsible for: o The organization of the selection team. • Providing its members with copies of the RFP, proposals, evaluation forms and other needed data. • The scheduling of meetings. • The scheduling of proposer interviews will the selection team desire. • Including the consensus of the evaluation team in the recommendation memorandum. d. Recommendation Upon completion of the evaluation process, the project manager shall prepare a recommendation for approval in accordance with the procedures in this section.