Micro Purchase & Small Purchase Procurement · 2018-02-07 · Regulations. 200. 320(a) 200.67 ....
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Micro Purchase & Small Purchase Procurement
Transcript of Micro Purchase & Small Purchase Procurement · 2018-02-07 · Regulations. 200. 320(a) 200.67 ....
Micro Purchase & Small Purchase Procurement
Informal Procurement MethodsMicro Purchases Small Purchase
Procedures Regulations 200. 320(a)
200.67 200.320(b)200.88
Procedures in a nutshell
Micro-purchase: acquisition of supplies or services not exceeding $3500; must distribute equitably among qualified suppliers; may be awarded without soliciting competitive quotations if price is reasonable.
Purchases <=$150,000for Charter Schools; $30,000 for others in Louisiana (or local threshold if less);minimum of two price quotes.
StateAgency Oversight
Assurance of reasonable and necessary costs; distribute equitably; Buy American.
Assurance of competition; Buy American.
Benefits of Micro Purchase
Districts can react quickly to changing markets and urgent needs
Helpful for small SFAs
Purchasing local
Local Procurement
Benefits:Support local communityLower school meal program costsIncreased participation
Resourceswww.fns.usda.gov/farmtoschoolProcuring Local Foods for Child
Nutrition Programs guide
Things to Consider
Splitting procurements (NO--to circumvent)
Reasons to issue separate bid solicitations
Procurement for a specific item
MICRO PURCHASE
Micro PurchasesWill each transaction with this vendor be
below $3,500?Unless limited by local requirements
Micro Purchases
Reasonable purchase prices
Micro Purchases
SFA MUST spread purchases equitably among all qualified sources?
Micro Purchases
Review of invoices/receipts shows SFA compliant with the micro purchase method
Micro Purchase: Non-Compliance
Activity Time!
Compliant?
SFA purchased $280 in food & supplies from Walmart in August
In September, $320 in food & supplies from Dollar General
In October purchased $15 from Walmart and $35 from DG
Compliant?
One purchase for printing applications for $2,354.78
No other printing services during the year
Compliant?
Only 3 stores in the small townStore A 20 purchases $14,098Store B 12 purchases $13,456Store C 6 purchases $14,657
Breathe in-Breathe out!
Small Purchase Procurement
Small Purchase Procurement
Federal (and charter schools in LA) $150,000
State of Louisiana $30,000SFA—local requirements
Small Purchase Procurement
Small Purchases must have solicitationBuy American (ag products), specs
EvaluationDocumentation of specs and criteria
Quotes
Contract ManagementDelivery tickets
Small Purchase: Solicitations
Were quotes obtained from 2 or more sources (USDA)?Louisiana Revised Statute 38:2212. A.(1)(b)
requires 3 quotes (b) However, purchases of ten thousand dollars or more, but less than thirty thousand dollars, shall be made by obtaining not less than three telephone or facsimile quotations. A written confirmation of the accepted offer shall be obtained and made a part of the purchase file. If quotations lower than the accepted quotation are received, the reasons for their rejection shall be recorded in the purchase file.
Small Purchase: Solicitations
Did the SFA restrict competition?
Were specifications (crystal) clear?
Did the solicitations include Buy American Provision?
Small Purchase: Evaluation & Award
Did the SFA maintain records sufficient to detail the significant history of the procurement?
Small Purchase: Evaluation & Award
Was the correct vendor selected based on the products/services requested and the vendor responses provided?
Small Purchase: Contract Management
Does a review of the 3 invoices/receipts show that the SFA purchased the products that were solicited from the vendor?
Small Purchase: Non-Compliance
Document non-compliance issue
Provide technical assistanceRequire corrective action
Activity Time!
Compliant?
Quotes from Internet
Quotes from 2 companies, do not match
One quote from Internet, printed or pdf
One quote from local company
Buy American for food products
Cost analysis $9,000
Compliant?
One quote from Internet, printed or pdf
One quote from local company
Buy American for food products
Cost analysis $39,000
One quote from Internet, printed or pdf
One quote from local company
Buy American for food products
Cost analysis $19,000
Questions???
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