Solicitation and Uniform Guidance

Solicitation 

Diversity

Morehouse school of Medicine strongly supports having a diverse supplier base. Minority/disadvantaged vendors are encouraged to participate in the purchasing process. The Institution will give every reasonable opportunity for minority/disadvantaged vendors to submit bids and proposals for contracts as Vendors, contractors and consultants.

Buying Consortiums

Morehouse School of Medicine is a member of several buying consortiums that competitively bid goods and services. Purchases made off State, Inter-Institution Council (IUC), General Services Administration (GSA), Educational & Institutional Cooperative (E&I) and Morehouse School of Medicine (MSM) contracts are exempt from competitive bidding.

Limits

Up to $24,999 for goods and $49,999 for services: at least three quotations will be solicited at the discretion of the Purchasing Office or its authorized agents.

$25,000 for goods and above and $50,000 for services and above: at least three formal written quotation are required.

Formats

The Institution uses several formats for soliciting bids. They include:

  • Request for quotation (RFQ) - used to request pricing for goods or services that are clearly defined.
  • Request for proposal (RFP) - used to request pricing for goods or services when all elements are not clearly defined. This format allows bidders to provide a customized response. Bid may include pricing, alternative solutions, implementation plans and installation time lines.
  • Request for Information (RFI) - used to determine the viability of a concept. No pricing is submitted and no award is made.

Procedures

All competitive bids will be solicited by the Purchasing Office or by its authorized agents pursuant to established procedures. The Purchasing office reserves the right to obtain competitive quotations regardless of the dollar value if it is in the Institution’s best interest.

Strict adherence to applicable laws of the Institution policies and sound business practices will be observed.

A purchase of goods, services, leases or rentals is authorized by the Institution when a purchase order is issued by the Purchasing office.

Evaluation and Award

Awards for goods and services are made to the supplier providing the lowest responsible and responsive quotation. The Institution reserves the right to reject any or all quotations, or portions thereof, and is not bound to accept the lowest cost if it is not in the best interest of the Institution. In making an award, factors such as, but not limited to, the Vendors service capability, integrity, facilities, equipment, reputation, human and financial resources, as well as, past performance will be considered.

MSM Uniform Guidance

Uniform Guidance (UG) is a set of regulations consolidating several Office of Management and Budget (OMB) circulars.

Why are we doing this now?

  • The UG requirements related to procurement will take effect July 1, 2018 for non-state entities.
  • These sections focus on increased competition, documentation and maintaining a consistent procurement process.

How does this affect you?

  • UG is required for all Federal Funded Grants but for consistency, MSM has chosen to adopt these changes for all purchases beginning on July 1, 2018. As a result we have updated:
  • Procurement Bidding Policy
  • Sole Source definition
  • Conflict of Interest
  • Small and Minority Business Participation

Impact of Violation

UG requires agencies receiving federal funds to have internal controls that comply with the requirements. Following the new procurement guidelines and the supporting processes ensures that the university/college will be in compliance. In instances of non-compliance the Federal agency can impose remedies for non-compliance including disallowance of costs to the federal grant, discontinuance of federal funding for program(s), or even termination of federal program(s).

Purchasing Policy

  • When a purchase will exceed $1000, but less than $5000 obtain a minimum of three telephones or electronic quotes prior to being processed by the Purchasing Office when a preferred vendor is not available.
  • When a purchase will exceed $5000, but less than $10,000 obtain a Request for Quotation by a minimum of three vendors prior to processing by the Purchasing Office.
  • When a purchase exceeds $10,000, obtain a Request for Quotation, Request for Bid, or Request for Proposal by the minimum of three vendors prior to processing by the Purchasing Office.
  • Processing Sole Source Purchases: written justification without proof of sourcing

Procurement Standards

Guidance on procurement has been clarified to better mitigate the risk of waste, fraud and abuse.

Micro-Purchases (for supplies or services not exceeding $3,000 or $2,000 in the case of acquisitions for construction subject to the Davis-Bacon Act)

  • Exempt from needing competitive quotes.
  • Price must be reasonable.

Small Purchases (for services, supplies or other property greater than $3,000 but less than the Simplified Acquisition Threshold of $150,000)

  • Price or rate quotations must be obtained from an adequate number of qualified sources, i.e., more than one price or rate quote.

Procurement by Sealed Bids

  • Must receive at least two bid responses.
  • Must have public opening of bids.
  • Bids must receive a cost-price analysis.
  • Successful bid will result in firm fixed price contract.
  • Sealed bids are preferred method for procuring construction services.

Competitive Proposals (used when sealed bids not appropriate)

  • Non-federal entity receiving proposals must have written procedures for evaluating proposals.
  • Competition must be formally publicized and include evaluation criteria.
  • Must receive at least two proposals.
  • Cost-price analysis of proposals required.
  • Contract must be awarded to firm whose proposal is most advantageous to the program, with price and other factors considered.
  • Successful proposal will result in fixed price or cost-reimbursable contract.

Non-competitive Proposals (applicable only when one or more of the following situations apply)

  • Desired item is only available from a single source.
  • Public need does not permit time for competitive solicitation.
  • Federal awarding agency or pass-through entity approves noncompetitive proposal in response to written request from non-federal entity.
  • After solicitation of several sources, competition is deemed inadequate.

Small and Minority Business

Current State
MSM does not have a formalized small and minority business participation program

Future State
At the Morehouse School of Medicine we are implementing a new program that is in the process of being created to encourage the use and make best efforts to included small/minority businesses, women’s business enterprises, and labor surplus firms. Please contact Anansa Foxworth at afoxworth@msm.edu if you have any questions, comments, or contributions in reference to our up and coming Small Business program.