FREQUENTLY ASKED QUESTIONS

How are purchases authorized?

Purchases under $2,500 (except construction where the limit is $2,000) may be authorized using a procurement card.  All other purchases may only be authorized by a purchase order (PO) or a duly executed contract (Who can sign official documents?)  Any goods delivered or services rendered inconsistent with these requirements will be considered a gift to SMART and payment will not be made.

How do I get on the bid list?

The Purchasing Agents refer to a number of sources to create their bid list for each purchasing action.  The first source is SMART’s DBE registry.  If you believe you may qualify for DBE status begin the process by selecting DBE from the menu.  The next source used by the Purchasing Agents is SMART’s vendor database.  You can register as a vendor by selecting How To Become a Vendor from the menu. 

What is the difference between a quote, a bid and a proposal?

The term bid is frequently used to refer to all competitive purchasing activity.  In it’s strictest definition and as used a procurement method at SMART, it refers to a sealed bid {Invitation For Bids (IFB)}.  The sealed bid method is used for purchases in excess of $100,000 where the specification can be detailed and specific and the award can be based solely on cost without discussion with the bidders.  The proposal method {Request For Proposals (RFP)}is used for purchases in excess of $100,000 where the specification or statement of work cannot be specific or detailed and where the award is based on cost and other factors and discussion with proposers is not only likely but necessary in order to make .  The quote method {Request for Quote (RFQ)}is used for purchase of $100,000 or less.

How many bids may I make at once? 

You may only make one bid on a particular request/solicitation.  You may submit an alternate bid (or multiple alternates) but only if you submit a bid directly responsive to the request/solicitation as issued.

Am I required to bid every time a bid is requested? 

No.  It is not necessary to make a bid if you are not able to at the time of the request.  However, if you fail to make a bid on three requests/solicitations you may be removed from the bid list/ vendor database. 

How many times will a good or service require a bid? 

It depends.  Needs vary for each good and service, contract lengths vary, options may or may not be exercised so it is very difficult to predict how many times a bid will be necessary for a particular good or service.

 

Who can sign official documents?

SMART departments and personnel therein are not authorized to sign contracts or to make purchases on behalf of SMART.  As delegated under the authority of the Board of Directors, signing authority is reserved for the General Manager or the Director of Administrative Services but, consistent with federal regulation, is the primary responsibility of the Contracting Officer (CO).  The CO may delegate limited signing authority to persons designated as Contracting Officer Designees (Cod).  At SMART, the Contracting Officer is the Manager of Procurement.  Contracting Officer Designees are the Purchasing Agents (see department directory) and their signing authority is limited to purchases in the amount of $25,000 or less.

How does the vendor get paid?

SMART requires a three-way match in order to make payment for goods or services rendered on behalf of SMART.  The term three-way match refers to three separate documents and that the pertinent information on each document must be the same on each document.  The first document is a purchase order (PO).  A PO can only be issued by the Procurement Department.  The second is an invoice.  This document is produced and submitted by the vendor providing the goods or performing the services as specified in the PO.  The third document is a receiver.  The individual at SMART who accepts responsibility for receipt of the goods, or in the case of services, satisfactory completion, provides the receiver.  The pertinent information that must match on the documents is:  description, quantity, unit cost and extended cost, although cost information does not necessarily have to be present on the receiver.

How do you contact the Procurement Department or the personnel?

See Contact SMART Business