ࡱ> PROa 2bjbj** *HH=bH=b9) (((((<<<8t$4<-4P-R-R-R-R-R-R-$w/-2Zv-(v-((-$$$((P-$P-$$*0,P*C^y+$<--0-+$2 2H,,$2($,vQT$Dv-v-/#-2 B : PRO-002 Acquisition of Goods and Services ($50,000 and Over) Procurement by Competitive Sealed Invitations for Bids (IFB) Policy: Contracts for buildings, building improvements, equipment or supplies that will cost $50,000 or more are subject to formal bid procurement action in accordance with the Annotated Code of Maryland 13-103 and 鶹ֱ Board of Trustees Policy FIS: 804. The Invitation for Bids (IFB) is used to initiate competitive sealed bid procurement. Bidding time is the period of time between the date of publication of the invitation for bids and date set for receipt of bids. The Board of Trustees of the 鶹ֱ, will publish at least 20 days before bid opening if the procurement officer reasonably expects bid prices to exceed $50,000 on eMaryland Marketplace. The particular make, kind, or brand of article to be contracted for or purchased may be named in the specifications and advertisements for bids. Maryland state law provides for the following exceptions to the above: the purchase of books or other materials for instruction; emergency repairs; any contract or purchase made by a county for a community college under procedures authorized by the county charter or an act of the General Assembly; or any contract or purchase that qualifies as a small procurement as defined in the State Procurement Regulations. All procurements shall be by competitive sealed bids as described in this section, unless one of the following methods is specifically authorized; Competitive Sealed Proposals as defined in section 13-104 of the Annotated Code of Maryland (see PRO-003 Procurement by Competitive Sealed Proposals) or Sole Source Procurement under section 13-107 of the Annotated Code of Maryland (see PRO-004 Sole Source Procurement). In order to prudently conserve administrative resources, the Colleges policy is to endeavor to utilize Maryland State contracts, joint bids with other state/county organizations, institutions of higher education, or any other approved purchase methods; piggyback, coops, etc. Effective purchasing practices will ensure Invitations for Bids (IFB) are properly advertised to comply with the Annotated Code and encourage vendor competition. College bidding policies will comply with additional state and/or federal regulations when purchase funds originate from these sources. The College will give preference to Maryland vendors when all other factors are equal. In situations where all factors are equal among bids, the College will select local (tri-county), then Maryland state vendors as a tie-breaker. The College strongly encourages participation from Charles, St. Marys, and Calvert businesses. The College actively encourages participation from small (SBE), minority (MBE) and women (WBE) owned businesses. Procedure: Orders will not be split to circumvent the formal bidding procedure. Purchases of $50,000 and over are subject to sealed bid requirements (unless authorized as a competitive sealed proposal or sole source procurement) as specified in the Annotated Code of Maryland. Requisition: The requesting department shall submit a purchase requisition, with blank vendor information, and specifications to the Procurement Director at least six (6) weeks before bids are due to be opened. This allows ample time for compiling and approving the boilerplate and technical specifications and advertising the IFB. The requisition shall include the general ledger number to be charged and the available budgeted amount. Specifications: Specifications establish the minimum acceptable quality of the purchase requirement. The requesting department will be responsible for preparing specifications. The requestor should check with Procurement as soon as possible for sample specifications. A specification is a clear and accurate description of the functional characteristics or the nature of an item to be procured and may include a statement of user requirements. The specifications may provide for submission of samples, inspection, or testing of the item before purchase. Specifications shall be written to permit maximum practicable competition without modifying the Colleges requirements and will not be written in to favor a single vendor. The Procurement Director will review the specifications for general content, clarity, and completeness and to insure the specification is nonrestrictive. Within seven (7) business days, Procurement will notify the requesting department if the specifications are inadequate, unclear, or require additional information. An email reminder will be sent to the requestor every two (2) weeks requesting additional information regarding the specifications. The requisition and specifications will be returned to the requestor after thirty (30) days if the supplemental information is not received. The specifications will be incorporated into the IFB document and will be assigned a procurement identification number. Care shall be exercised in the preparation of specifications since formally advertised bids have the greatest potential for legal challenges. Financial Security: When a procurement contract is expected to exceed $50,000, the Procurement Director may require vendor submission of financial security for bids in an amount equal to at least five percent (5%) of the total bid amount submitted. Bond Requirements: Performance and/or payment bonds may be required by the Procurement Director for contracts that meet or exceed $50,000. Performance and/or payment bonds shall be in the amount equal to at least 100 percent (100%) of the bid price. Construction Procurement: Construction projects eligible for state funding allocation are coordinated through the Procurement Department. The Procurement Department distributes construction documents according to public purchasing requirements. The Procurement Department provides drawings, specifications, addenda, and pre-bid meeting minutes to all firms who request and provide payment for the documents. In addition, the above information and a list of firms who obtained bid documents are provided to a Maryland public plan library; McGraw Hill Construction Dodge. Advertisement: Procurement will post the bid to eMaryland Marketplace at least 20 days before bid opening. The IFB shall include information to bidders concerning the bid submission requirements, including the time and date for the receipt of the bids, procurement identification number, and name and telephone number of the procurement contact when requesting copies. Pre-Bid Conference: The Procurement Director, or designee, may conduct a pre-bid conference to explain the procurement requirements to prospective bidders. Pre-bid conferences are announced to prospective bidders known to have received a copy of the IFB. Such a conference is scheduled at an appropriate time following the issuance of the IFB. All changes to an IFB must be authorized by a written amendment and issued from Procurement. Addendum: Procurement may issue amendments, in the form of addendum, to the IFB. Prospective bidders known to have received a copy of the IFB will be sent a copy of the addendum. Each amendment to an IFB shall be identified as such and shall require the bidder acknowledge its receipt. Bid Opening: Procurement is responsible for selecting the time, date, and location of the bid opening. Prospective bidders are properly notified as described in the bid documents. Sealed bids are opened and prices are read aloud by Procurement. The requesting department may attend the bid opening and may meet with Procurement for review of bids prior to contract award. Cancellation of Solicitation: Each solicitation issued for an IFB shall state that the solicitation may be cancelled when it is in the best interest of the College to do so. When the Procurement Director determines it is in the best interest of the College to cancel a solicitation prior to the opening of bids, all bids received shall be returned unopened to the vendors and a notice of cancellation shall be included. Criteria for determination of a IFB cancellation may include, but is not limited to: restriction of funding for the project. imperfection in the bid document. defective notice of posting on eMaryland Marketplace. If, after opening bids, but prior to award, the Procurement Director determines that it is in the best interest of the College to reject all bids, all opened bids shall be retained and a notice of rejection shall be sent to all vendors that submitted bids. Criteria for rejection may include but is not limited to: bids exceeded budgeted funds. imperfection in bid document discovered after opening. defective notice which would prove injurious to vendors. The Procurement Director will have the right to waive any minor technicality or deficiency when it would be an advantage to the College. Each solicitation issued for a RFP shall provide that the Board of Trustees may reject any bid in whole or in part when it is in the best interest of the College to do so. Award: The resulting contract is to be awarded to the responsible and responsive bidder whose bid meets the requirements and evaluation criteria set forth in the IFB, and contains the most favorable bid price. Consideration shall be given to quantities requested, time requirements, purpose, bidder responsibility and competence, and the ability to render satisfactory service. Board of Trustees Approval: Requisitions of $200,000 and over require a formal advertised bid and a formally awarded contract approved by the 鶹ֱ Board of Trustees (see Board Policy FIS: 804). These contracts must be presented as an agenda item to the Board of Trustees for approval before the execution of any contract. The board meets monthly, except for August. Any bid requiring Board of Trustees approval will be submitted to the Presidents Office at least ten (10) calendar days before the scheduled monthly meeting. Notification: The Procurement Director will notify the successful and unsuccessful vendors following the contract award. The notification should include the following: number of vendors solicited number of bids received name of each vendor receiving an award items, quantities, and unit price of each award. If the number of items or other factors makes the listing of unit prices impracticable, only the contract price will be furnished.     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