Chapter 5 – Methods of Procurement

5.1 iBuy+

P2P has pre-negotiated pricing agreements with many of the suppliers the MFA 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 Accounts Payable.          

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 MFA business. The P-Card is administered by P2P.

The P-Card is a “corporate liability” card meaning that the MFA pays the bill in full. The P-Card is used by authorized MFA employees to purchase small-dollar items (up to $2,500) for MFA use. The authorized cardholder is able to purchase directly on behalf of the MFA, thereby facilitating tax-exempt purchases.

For more information on the P-Card program at the MFA, please visit the 
P-Card website.

Executive Directors and PGAs of each department will also be able to explain relevant procedures.

5.3 Emergency Purchases

The Emergency Procurement  process 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 the MFA.

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 department head and PGA/Executive 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 the MFA. 

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 the MFA’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 department for questions and clarification
• Clarification procedures that the 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 … Contact the P2P team for assistance.

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.