Vendor Guidelines

Please see the below guidelines concerning the procurement process for Beyond Housing Authority. If there are additional questions, please contact us. 

Small Purchases

• Small purchases procedures for purchasing supplies or services with a cost above $10,000, but less than $250,000
• At least three price quotes from an adequate number of qualified sources and supplies.
• Issuance of a unilateral purchase order
• Award shall be made to the qualified vendor that provides the best value

Sealed Bidding

Condition of Use:

• Procurement actions exceed the small purchase threshold of $10,000
• Concise and unambiguous specifications
• Two or more responsible and responsive bidders are available
• Firm fixed price of a contract or purchase order
• Selection is made based on price

Requirements:

• Public advertising
• Written solicitation with complete, adequate, and clear specifications
• Solicitation of an adequate number of vendors or potential contractors
• Bids opened publicly
• Award to the supplier or contractor offering the lowest price and has been determined to be responsive and responsible.

Competitive Proposals / Negotiated Procurement (Request for Proposal, Request for Qualifications, A&E Contracts, Construction Contracts)

Conditions of use:

• Consideration is based on other factors than price alone
• Preferred method for procuring professional services

Requirements

• Public advertising and direct solicitation
• Ensure an adequate number of qualified sources
• Evaluation criteria stated in the solicitation
• Establish methods for technical evaluation
• Proposals are not opened publicly
• Determine which vendors are appropriate for further negotiations
• Select the vendor whose proposal is most advantageous to Fairburn Housing Authority

Non-Competitive Negotiation or Bid

Limited to a sole source or if no bidders or vendors are identified after solicitation or advertising.

Conditions of Use:

• The vendor or bidder provides a unique or singular service or supply item
• Emergency condition whereby life, public health, safety, or property is in immediate danger
• Solicitation of the number of sources and competition is inadequate
• HUD authorizes the use of noncompetitive proposals
• Unavailable data or information about the item or service need.
• The vendor or bidder is the only source for equipment or materials presently used by Fairburn Housing Authority 

Cooperative Purchasing / Intergovernmental Agreement

• A State and/or local cooperative or intergovernmental agreement
• Agreement may be used to purchase or use common supplies, equipment, or supplies
• Decision to use an intergovernmental agreement is based on economy and efficiency

Bonding and Insurance Requirement

Condition of Use:

• Bid guarantee/Bond is needed for construction contracts exceeding $100,000 (A Bid Guarantee may be accepted in the form of a cash equivalent)
• Payment Bond is needed for construction contracts exceeding $100,000 (This assurance may be met with a performances and payment bond is a penal sum of 100% of the contract price)
• Performance Bond is needed for all construction contracts or service contracts over $100,000
• All contracts shall contain insurance appropriate to the project as required by Federal, State, or local news and ordinances

Contractor Qualifications and Duties

• Have adequate financial resources to perform the contract
• Comply with the requirements of the proposed delivery or performance schedule
• Have a satisfactory performance record
• Have a satisfactory record of integrity and business ethics
• Have the necessary organization, experience, accounting, operational controls, and technical skills
• Have the production, technical equipment, and facilities
• Be qualified and eligible to receive an award under applicable laws and regulations