Procurement Policy
Adopted: 10/27/2022 Resolution No.: 2022-29
Summary:
The goal of this procurement policy is to provide a centralized process for requesting the purchase of a product or service for the agency's needs. The Executive Director (ED) is also the Contracting Officer (CO) for MS Regional Housing Authority VIII. For South Mississippi
Housing and Development Corporation (SMHD) the contracting officer is the President. The ED/CO/President is the only authorized agency employee to negotiate contract terms and conditions and sign on behalf of the agency.
Highlights of the procurement policy:
Micro purchases: Purchases not over $10,000.00
SMHA has established a Micro Purchase Threshold of up to $10,000.00. Purchases under this threshold amount do not need advertising.
Small Purchases:
Purchases over $10,000.00, but not exceeding $50,000.00. Purchases which involve an expenditure of more than $10,000 but not more than $50,000, exclusive of freight and shipping charges, may be made from the lowest and best offeror without publishing or posting an advertisement, provided at least three (3) written quotes have been obtained. Quotes should be e-mailed only.
Purchases which involve an expenditure of more than $50,000.00 will follow either the invitation to bid (IFB), RFQ, or RFP process.
Emergency Procurement:
An emergency exists that seriously threatens the public health, welfare, or safety, or endangers property, or would otherwise cause serious injury to SMHA, as may arise due to a flood, earthquake, epidemic, riot, equipment failure, or similar event. In such cases, there must be a serious and immediate need for supplies, services, or construction such that the need cannot be met through any other procurement methods, and the emergency procurement shall be limited to those supplies, services, or construction necessary simply to meet the emergency. The ED/CO or Deputy Executive Director (DED) will approve all emergency procurements in writing to the location that is requesting the emergency procurement.
3.0 ETHICS IN PUBLIC CONTRACTING.
6.0 INDEPENDENT COST ESTIMATE (ICE)
7.0 COST AND PRICE ANALYSIS (CPA)
8.0 SOLICITATION AND ADVERTISING
10.0 CONTRACTOR QUALIFICATIONS AND DUTIES
11.0 CONTRACT PRICING ARRANGEMENTS
16.0 BOARD APPROVAL OF PROCUREMENT ACTIONS