Procurement Flow Chart And Decision Tree printable pdf download

Requisition Policy & Procedures

Procurement Policies & Procedures

(less than $15,000)

Competitive Expedited Procurement

Competitive Sealed Bidding

Competitive Sealed Proposals

Sole Source Procurement

Emergency Procurement

Is there only one source

Yes

Less than

Yes

for goods or services that

$15,000

the Exchange requires?

Yes

Obtain AT LEAST 2

BIDS for all

requisitions

Is there an emergency requiring

the Exchange to (a) protect the

Fill out Requisition

public health, safety or welfare;

Yes

Form, which requires:

b) preserve or protect the

Yes

Exchange's property or

systems; or (c); mitigate a

1. Current Date and Date Requested/Needed for

threat to the continuation of

services provided by the

the receipt of goods or services

2. Requestor's name

3. Fill out requested items to include quantity,

item number, description of item, price per item,

and total. Please individualize and itemize items

requested or attach other supporting itemized

documentation as needed (i.e. on-line cart, bid

list).

4. Provide any supporting documentation for

Will the procurement be

justification of request.

based on more than price?

Is there an urgent circumstance,

5. Use MHBE Quotation Forms to attach bids from

including the need to make progress

solicited vendors to requisition form (provide

towards compliance with long-range

deadlines set forth in federal or

rationale if no competitive bids were selected in

State law, in policy guidance from a

the comments section designated for remarks).

Federal or State agency, or in terms

of a grant received by the Exchange,

6. Select whether vendor used is sole source

Competitive Bid/Proposal Checklist is filled out and

Non-Competitive Bid/Proposal Checklist is filled out and

where the use of more formal

completed through Pre-RFP Issuance. Bid/Proposal

supplier, required supplier or recommended

completed through Pre-RFP Issuance. Bid/Proposal

completed through Pre-RFP Issuance. Non-Competitive

procurement methods would

Checklist must be signed by Contract Monitor, CFO, and

Bid & Proposal Checklist must be signed by Contract

Bid/Proposal Checklist must be signed by Contract

supplier. if applicable

prevent the Exchange from making

ED prior to publication. May also require prior approval

Monitor, CFO, and ED prior to solicitation. May also

Monintor, CFO, and ED prior to publication. May also

adequate progress towards

7. Provide vendor name, address, and

from CMS if it is an IT contract valued at more than $1

compliance?

from CMS if it is an IT contract valued at more than $1

require prior approval from CMS if it is an IT contract

identification number and telephone number.

million.

valued at more than $1 million.

8. Get supervisor signature in space provided at

RFP or "Invitation for Bids" is published on eMaryland

ED or Procurement Officer use a letter to request a

ED or Procurement Officer solicit responses from as many

top of form to document approval of purchase

Marketplace and the website of the Exchange and shall be

proposal for sole source procurement. The letter refers to,

vendors as practicable and ensure procurement is

request. In most cases, only Program Directors

advertised in any other reasonable manner. The Executive

or attaches, the terms and conditions of a proposed

undertaken with the maximum amount of transparency

can sign.

Yes

Director or Procurement Officer may solicit bids directly

contract.

consistent with the circumstances of the emergency.

Aaron Jacobs can sign for requisitions up to

from any vendor.

Competitive Bid/Proposal Checklist is filled out and

$2,500.

completed through Pre-RFP Issuance. Bid /Proposal

9. Please denote if purchase is an inventoriable

Checklist must be signed by Contract Monitor, CFO, and

1. Prequalification of bidders may be required

good.

ED prior to publication.

2. Bids must be submitted in a sealed envelope marked

with the bidder's name. All bids shall be publicly

Submit requisition and all supporting

opened at the time and place stated in the request

documentation to Fiscal Officer, Francisco

RFP or "Invitation for Bids" is published on eMaryland

Mendez-Tellez or Fiscal Administrator, Yomi

Marketplace and the website of the Exchange and shall be

Olobatuyi, in his absence (should take 3 to 5

Competitive Bid/Proposal Checklist is filled out and

Non-Competitive Bid /Proposal Checklist is filled out and

Non-Competitive Bid/Proposal Checklist is filled out and

advertised in any other reasonable manner. The Executive

completed through Post-RFP Issuance

completed through Post-RFP Issuance.

days from this point).

Director or Procurement Officer may solicit responses

directly from any vendor.

Form will be forwarded to CFO

Competitive Bid/Proposal Checklist is filled out and

Non-Competitive Bid/Proposal Checklist is filled out and

Non-Competitive Bid & Proposal Checklist is filled out and

Competitive Bid/Proposal Checklist is filled out and

for signature or ED in CFO's

completed through Bid Evaluation Process. Evaluation

completed through Bid Evaluation Process.

completed through Bid Evaluation Process. Evaluation

completed through Bid Evaluation Process. Only price is

completed through RFP Issuance & Post-RFP Issuance

evaluated by Procurement Manager (no Evaluation

Committee will evaluate more than price, including

Committee may evaluate more than price, including

absence

technical specifications.

Committee is necessary).

Competitive Bid/Proposal Checklist is filled out and

CFO will supply form to Executive Assistant who

completed through Bid Evaluation Process. If this

will enter data into Requisition Log and will route

procurement only evaluates price, no evaluation committee

is necessary. If more than price is considered, e.g.

Requisition to Procurement Manager or designee.

technical specifications, it requires a evaluation committee.

CFO will also supply to Property Manager if

Is the Contract valued at

ED Decides Whether

purchase is an inventoriable good

$200,000 or more? If so,

$50,000 or more? If so,

Emergency Circumstances

Board Approval is

Allow for Advance Board

Board Approval is

required.

Approval.

Is the Contract valued at

$200,000 or more? If so,

Board Approval is

Credit Card or Purchase

required.

Competitive Bid/Proposal Checklist is filled out and

Non-Competitive Bid/Proposal Checklist is filled out

Order? Credit Card

Competitive Bid/Proposal Checklist is filled out and

completed through Pre-Board Approval Process if

and completed through Pre-Board Approval Process if

purchases cannot exceed

completed through Pre-Board Approval Process if

contract is valued at $200,000 or more. Bid/ Proposal

contract is valued at $50,000 or more. Bid Proposal

contract is valued at $50,000 or more and

$5,000 and each card

contract is valued at $200,000 or more. Bid/ Proposal

Competitive Bid/Proposal Checklist is filled out and

Checklist must be signed by Contract Monitor, CFO,

Checklist must be signed by Contract Monintor, CFO,

circumstances permit Board consideration. Bid/

holder has a $10,000

Checklist must be signed by Contract Monitor, CFO,

completed through Pre-Board Approval Process if contract

ED, and Board Chairman prior to seeking Board

Proposal Checklist must be signed by Contract

ED, and Board Chairman prior to seeking Board

is valued at $200,000 or more. Bid/Proposal Checklist

Approval - AT LEAST 2 WEEKS PRIOR TO NEXT BOARD

Monitor, CFO, ED, and, where time permitting, Board

Approval - AT LEAST 2 WEEKS PRIOR TO NEXT BOARD

must be signed by Contract Monitor, CFO, ED, and Board

Chairman prior to seeking Board Approval - AT LEAST 2

MEETING.

Chairman prior to seeking Board Approval.

MEETING.

WEEKS PRIOR TO NEXT BOARD MEETING.

Competitive Bid/Proposal Checklist is filled out and

Non-Competitive Bid/Proposal Checklist is filled out

Competitive Bid/Proposal Checklist is filled out and

Based on Procurement Mgr or designee's

Competitive Bid/Proposal Checklist is filled out and

completed through Post-Board Approval Process and

and completed through Post-Board Approval Process

completed through Post-Board Approval Process and

discretion and CPC policy, Requisition will either

completed through Post-Board Approval Process and then

then Award Process if approved by ED at less than

and then Award Process if approved by ED at less than

and then Award Process if approved by ED or the

be processed as CPC or PO and will entered into

Award Process if approved by ED at less than $200,000 or

the Board if $200,000 or more.

$200,000 or the Board if $200,000 or more.

$50,000 or the Board if $50,000 or more.

Board (Board approval not required if emergency does

Requisition Log accordingly.

not permit ED to obtain).

Procurement Flow Chart And Decision Tree

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