Solicitation Guidelines

Function:

Procurement/AP

Procedure

n/a

Contact:

Megan Moran

Guideline Recommendations

The RF has elected to accept the grace period for implementing the new procurement standards in the OMB Uniform Guidance as codified in 2 CFR Part 200. This policy is in compliance with OMB Circular A-110. The new procurement standards will be implemented by the RF to be effective on July 1, 2018. This document provides general information on solicitations and describes what information should be provided in a solicitation.

When a Solicitation is Required

Refer to RF Procurement Policy for more information on when a solicitation is required.

Solicitation Components

A solicitation generally includes three types of information:

General Descriptive Information

At minimum, a solicitation should include the following:

A-110 Requirements

Pursuant to Section 44 of Office of Management and Budget Circular A-110, solicitations for bids and proposals must provide:

Brand Name Products

Since the request of only brand name items restricts open and free competition, operating locations are encouraged to instead include in all solicitations the range of acceptable characteristics and features or minimum acceptable standards (e.g., specifying "IBM compatible" versus soliciting specifically for IBM equipment).

Note: A-110 states that if the procurement exceeds the small purchase threshold, 41 U.S.C. 403 (11) (currently $100,000) and it specifies a brand name product, operating locations may be required to provide purchasing documentation that justifies why the brand was needed to sponsors upon request.

Additional Descriptive Information

The following information can be included in a solicitation based on the complexity of the bid or proposal:

Documentation Requirements

The solicitation process must be documented to ensure that it has been conducted to facilitate open and free competition. Solicitations must be retained in the files for procurements exceeding the small purchase threshold, 41 U.S.C. 403 (11) (currently $100,000). Refer to Documentation Guidelines for Purchasing and Payment Activities for more information.

Change History

Date

Summary of Change

May 22, 2017

Updated to fix broken links, comply with the guideline template, and address the RF’s acceptance of the grace period for implementing the new procurement standards in the OMB Uniform Guidance.

 

 

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