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. Any goods delivered or services rendered inconsistent with these requirements will result in delayed payment or rejected entirely.
How do I get on the bid list?
SMART Procurement utilizes the Michigan Intergovernmental Trade Network (MITN) to create a bid list and post all solicitations. If you believe you qualify as a Disadvantaged Business Enterprise (DBE) begin the process by selecting DBE from the menu. You can register on the MITN website 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 its strictest definition as a procurement method at SMART, it refers to a sealed Invitation for Bid (IFB). The sealed bid method is primarily used for purchases in excess of $100,000 where the specification can be detailed and the award can be based solely on cost and without discussion with the bidders. The proposal method, Request for Proposals (RFP) is primarily 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 maybe necessary. The quote method, Request for Quote (RFQ) is used for purchases of $100,000 or less.
How many bids may I make at once?
You may only make one bid on a specific request/solicitation. You may submit an alternate bid (or multiple alternates) but only if you submit a bid which is directly responsive to the original request/solicitation as issued.
Am I required to bid every time a bid is requested?
No. This will not affect your registered vendor status on the MITN Network.
How many times will a good or services require a bid?
Bids for each good or service varies based on needs, contract length, and whether options may or may not be exercised. It is difficult to predict the number of 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 by the Contracting Policy set by the SMART Board of Directors, signing authority is reserved for the General Manager or the approved designee. Consistent with federal regulation the primary responsibility of signing official documents is 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. Three-way match documents are as follows:
1. Purchase order (PO). A PO can only be issued by the Procurement Department.
2. Invoice. This document is produced and submitted by the vendor providing the goods or performing the services as specified in the PO.
3. 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 all of the documents is: description, quantity, unit cost and extended cost. Cost information does not necessarily have to be present on the receiver.
How do you contact the Procurement Department?
See Contact SMART Business