Chapter 5 - Methods of Procurement

Chapter 5 – Methods of Procurement

5.1 iBuy+

Procurement has pre-negotiated pricing agreements with many of the suppliers GW uses on a repeat basis. Many of these suppliers are represented on GW’s online procurement platform iBuy+, for direct use by departments. For processing, most orders will be shipped within a day. However, other orders that require configuration or have longer leads will take more time. Invoices are submitted directly from the supplier to University Payables.        

For further information, visit iBuy+ or contact the iBuy+ Hotline at 571-553-4477.

5.2 P-Card Program

The P-Card is a “corporate” credit card that can be used to make small-dollar purchases necessary to conduct GW business. The P-Card is administered by Procurement.

The P-Card is a “corporate liability” card meaning that GW pays the bill in full. The P-Card is used by authorized GW employees to purchase small-dollar items (up to $3,500) for GW use. The authorized cardholder is able to purchase directly on behalf of GW, thereby facilitating tax-exempt purchases.

For more information on the P-Card program at the university, please visit the p-card webpage.

It is also important to be familiar with the Procurement Card (P-Card) Policy found on the Compliance website.

Finance Directors of each school/department will also be able to explain relevant procedures.

5.3 Emergency Purchases

 

The Emergency Procurement Policy authorizes the approval and waiver of competitive processes when the items needed are necessary to maintain a safe operational environment, the loss of which would create a situation which would adversely and unduly affect the safety, health or comfort of buildings and their occupants or otherwise cause loss to GW.

The following are the criteria for determining whether to use Emergency Purchase Procedures:

• An equipment breakdown or act of God threatens to terminate essential services; or
• Public safety, health or welfare is threatened by a dangerous condition or immediate need for supplies, equipment or services.

The following procedures should be followed for emergency situations. During normal business hours, the department head shall notify P2P of the emergency situation and shall provide the buyer with the following:

1. The nature of the emergency;
2. The estimated cost of the service/goods required; 
3. The supplier recommended to receive the order; and
4. A requisition entered and approved in EAS.

Written justification of the purchase shall be signed by the initiating dean/department head and his/her assistant dean/director. P2P will then have it approved by the CFO or designee and will process the PO.

If a purchase must be made during other than normal business hours, the initiating department head shall call the Director of Procurement or designee or the CFO or designee and request approval to proceed with the emergency purchase. The above-mentioned paperwork shall follow the approval of any such emergency purchase prior to the close of the next business day at GW.

The initiating dean/department head shall take special care in ensuring the emergency service is completed promptly and accurately. Any problems should be reported promptly to the Director of Procurement.

5.4 Informal Bid/Quote Solicitation Procedure

A bid/quote or proposal solicitation is the process of notifying potential qualified offerors/bidders that you have a need for a specific product or service and wish to receive bids/quotes or proposals on. Regardless of the threshold or procurement method, all bid solicitation documents should have enough details to allow potential offeror/bidder to submit an adequate response and to avoid unnecessary change orders and risk of exceeding your budget.

For bids solicitation or quotes request under the micro-purchasing threshold where only one quote is required, request may be made my calling or emailing the offeror. Documentation of the solicitation should include by not limited to the elements below if additional elements are identified and deemed necessary:

Document call details to include:

• Offeror name
• Agent spoke to name and contact information to include email address if possible
• Quantity, hourly rate/unit price and or price agreed to
• Delivery date
• If possible, email the offeror right after the call to document the discussion and use this email in place of quote when submitting requisition in EAS

Email bids solicitation or quotes request should include:

• Supplier name and representative
• General description of the goods or services being procured
• Estimated quantities of goods or services
• Hourly rate/unit price and total price
• Delivery date
• This email in place of quote when submitting requisition in EAS

Quote(s) from offeror(s) emailed or faxed should:

• Be on company letterhead if possible
• Contain company contact information – name, address, point of contact and phone number…
• Have general description of the goods or services being procured
• Have estimated quantities of goods or services
• Have hourly rate/unit price and total price
• Delivery date and or any other specifications

For bids solicitation or quotes request exceeding the micro-purchasing threshold where competition and written quotes are required but not a formal RFP/Bid response, request may be made by email, snapshot of pricing from potential vendors’ website or official quotes submitted by the vendors on their letterhead. Documentation of the solicitation should include by not limited to the elements below if additional beneficial elements are identified and necessary:

Requirements/Solicitation Document

• Requirements document or scope of work with enough in scope/detail to allow offerors to identify the general nature of the goods or services to be procured, 
• How the goods and/or services will be used
• Eligibility requirements of offerors
• Offeror's years of experience,
• Offeror's past performance
• Facilities, reputation, financial resources, and other factors necessary to fulfill the terms of the contract successfully.
• Estimated quantities of goods or services
• Inclusion of GW’s standard terms and conditions. Contact P2P for RFP/RFQ template if needed
• Performance period or duration of the contract if applicable
• Deliverables details or terms
• Delivery terms such as time or days of delivery, unloading and shelving services, distribution of materials, location(s) of delivery, etc.
• Place of performance or delivery
• Delivery date
• Inspection and acceptance

Procedural issues to be considered

• How and who to contact at the school/department for questions and clarification
• Clarification procedures that the school/department will use to explain the solicitation and respond to questions,
• The date and time by which the bid or proposal is due (same proposal due date should be granted to all bidders)
• Allowable methods for offerors to submit a response (i.e., by mail, hand delivery, or electronic mail…)
• Pre-bid meeting and conference information, including a notice when attendance is mandatory, if applicable
• Required forms and certifications that must be completed and submitted with the bid or proposal (i.e. Bond and permit…)
• An explanation of how the department will proceed if a contract cannot be executed with the apparent successful offeror,
• Cancellation, withdrawal, and reissuance procedures that the department will use when the solicitation is withdrawn for cause or convenience, protest procedures that are available to offerors to resolve disputes
• Details of what method and criteria will be used for evaluating responses and may include factors and weighting information – See evaluation criteria table below.

Example of RFP weighted criteria matrix:

Criteria should be weighted carefully to assure that they are properly weighted in accordance with the importance of each criterion and tight to the need objectives.

5.5 Competitive Sealed Bidding - Invitations to Bid

A competitive sealed bid is a method of source selection in which an award is made to the most responsive and responsible bidder whose bid complies with the specifications contained in the solicitation. The competitive sealed bid process includes the following elements:

• Issuance of a written invitation to bid;
• Required receipt by GW at the date and time advertised;
• Evaluation of bids based upon the requirements set forth in the Bid; and
• Award to the lowest-cost responsive and responsible bidder meeting all the terms and specifications specified in the solicitation.

Responsibilities

A Note on Processing Times

1. A school/department should take no more than five working days to review a draft bid document or the results of a sealed bid and return its recommendations to Procurement.
2. Procurement should take no more than five working days to review and notify department of bid results. However, for Federal awards, time must be given to allow for public notice prior to formal award.
3. All those involved need to be notified of the delay whenever a review is expected to require additional time and analysis.

5.6 Non-Responsive, Non-Responsible and Debarred Suppliers

The GW has a policy not to do business with companies that have been debarred from working with the Federal government. For instructions on how to access the list, visit the SAM.gov website.

It is also important to understand the reasons why a bid might be declared non-responsive or non-responsible.