Procurement Checklist

Less than $10,000          (Federal)               =     No Additional Steps Required

$0 - $12,599                    (Local or State)     =     No Additional Steps Required  

$11,500 - $23,199           (Federal)               =     3 Verbal/Written Quotes and Quote Comparison Form Required

$12,600 - $23,199           (Local or State)     =     3 Verbal/Written Quotes and Quote Comparison Form Required    

$23,200 or more             (All)                        =     Sealed Bid/Competitive Proposal Required

Less than $10,000    =   No Additional Steps Required

$10,000 - $250,000  =   3 Verbal/Written Quotes and Quote Comparison Form (Attach quotes to completed form)

Over $250,000         =   Competitive Proposal (RFP) Required

Reason/Documentation to validate non-competitive proposal is required. Must meet one of the following: 

(1) Available from only a single source;

(2) Public emergency;

(3) Expressly authorized pass-through; or

(4) Competition is deemed inadequate after solicitation from a number of sources

* MUST obtain a statement/letter from the vendor specifying the sole source and complete the district's Sole Source Justification Form. 

The district may enter into a contract for up to three (3) years. After this time, the goods or services need to be procured again.

If the district enters into a multi-year contract (max. 3 yrs), the entire contract may not be paid upfront. The district may only pay for the time period of the grant.

Program licenses are a good, not a service.

Allocable Cost  - the goods or services involved are chargeable or assignable to that Federal award or cost objective in accordance with relative benefits received. This standard is met if the cost:

(1) Is incurred specifically for the Federal award

(2) Benefits both the Federal award and other work of the non-Federal entity and can be distributed in proportions that may be approximated using reasonable methods.

(3) Is necessary for the overall operation of the non-Federal entity and is assignable in part to the Federal award in accordance with the principles in this subpart.

Competitive Proposal (RFP) - a document that solicits a proposal, often made through a bidding process, by an agency or company interested in procurement of a commodity, service, or valuable asset, to potential suppliers to submit business proposals.

Conflict of Interest - circumstances where an employee, officer, or agent's public duty is influenced, or can be seen to be influenced, by a private interest.

Cost Analysis - evaluating the separate cost elements that make up the total price.

Debarment (eCFR § 180.925) - an action taken by a debarring official under Subpart H of this part to exclude a person from participating in covered transactions and transactions covered under the Federal Acquisition Regulation (48 CFR Chapter 1).

Necessary - needed or essential. Ask the following questions to help determine the necessity:

(1) Is the cost included in your plan/grant application?

(2) Is it aligned with the goals of the program/grant?

(3) Does your district/school/department have the capacity to use what you are purchasing?

(4) Is the staff knowledgeable regarding the program?

Non-Competitive Proposal (2 C.C.R. 200. 320(f)) - procurement through solicitation of a proposal from only one source. 

Quote - a document from a seller providing the estimated cost for a good or service.

Price Analysis - evaluating the total price, without looking at the individual cost elements.

Reasonable (eCFR § 200.404) - if, in its nature and amount, it does not exceed that which would be incurred by a prudent person under the circumstances prevailing at the time the decision was made to incur the cost. 

Sealed Bid - publicly solicited and a firm 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. 

Suspension - (eCFR §180.1015) - action taken by a suspending official under subpart G of this part that immediately prohibits a person from participating in covered transactions and transactions covered under the Federal Acquisition completion of an agency investigation and any judicial or Regulation (48 CFR Chapter 1) for a temporary period, pending administrative proceedings that may ensue.