The purpose of this policy is to ensure that all procurement activities are conducted in a fair, transparent, and ethical manner. The following procurement controls are put in place to ensure that goods and services are acquired at the best value, and that procurement activities comply with all relevant laws and regulations.
Procurement Procedures
- All procurement activities shall comply with relevant laws, regulations, and policies.
- The Board of Directors or their authorized representative shall ensure that all procurement activities are conducted in accordance with the approved budget.
- The Board of Directors or their authorized representative shall ensure that all procurement activities are documented and that appropriate records are maintained.
Vendor Selection
- All vendors shall be selected based on the best value for the goods or services being procured.
- Vendor selection shall take into account factors such as price, quality, delivery, and past performance.
- The Board of Directors or their authorized representative shall ensure that all vendors are qualified and meet the requirements of 1000 Generations.
Procurement Methods
- Micro Bids:
- For procurement under $10,000.
- No formal bidding process is required. A minimum of one vendor is requested to provide a quote or proposal.
- The quote or proposal should be in writing and include a description of the goods or services being provided, a delivery schedule, and a price.
- Small Bids:
- For procurement between $10,000 and $50,000.
- A formal bidding process is required. A minimum of three vendors must be invited to provide a quote or proposal.
- The request for quote (RFQ) or request for proposal (RFP) must be in writing and include a description of the goods or services being provided, a delivery schedule, and evaluation criteria.
- The RFQ or RFP must be publicly advertised for a minimum of 14 days.
- The Board of Directors or their authorized representative shall evaluate the quotes or proposals received and make a recommendation for award to the vendor who provides the best value.
- Competitive Bidding:
- For procurement over $50,000.
- A formal bidding process is required. A minimum of three vendors must be invited to provide a quote or proposal.
- The request for quote (RFQ) or request for proposal (RFP) must be in writing and include a description of the goods or services being provided, a delivery schedule, and evaluation criteria.
- The RFQ or RFP must be publicly advertised for a minimum of 30 days.
- The Board of Directors or their authorized representative shall evaluate the quotes or proposals received and make a recommendation for award to the vendor who provides the best value.
- Non-competitive:
- For procurement under $50,000 in specific circumstances, including:
- The renewal of existing contracts.
- When only one vendor is capable of providing the goods or services being procured.
- When an emergency situation that requires immediate action.
- The Board of Directors or their authorized representative shall document in the board of director meeting minutes, The circumstances that justify the use of the non-competitive method and ensure compliance with relevant laws and regulations.
Contract Management
- All contracts shall be reviewed and approved by the Board of Directors or their authorized representative before execution.
- All contracts shall be executed by authorized personnel.
- The Board of Directors or their authorized representative shall ensure that all contracts are maintained and monitored for compliance with terms and conditions.
Responsible Party
The State Director is responsible for the administration of this policy, at the direction of the Secretary and Board of Directors.
Conclusion
This procurement policy is an essential part of 1000 Generations' commitment to responsible financial management. All stakeholders are expected to comply with this policy to ensure that procurement activities are conducted in a fair, transparent, and ethical manner.