DOCUMENT

POL - Internal Policies & Procedures 2004

  • YEAR CREATED: 2004
  • ENTITY TYPE: State
  • TYPE OF DOCUMENT: OTHER
The document is a policy/procedure manual for the Ohio Department of Administrative Services, specifically regarding the selection of one-time bids for set aside. The document outlines the background and process for procuring supplies and services for state agencies, including the use of competitive sealed bidding and the distinction between one-time and routine purchases. The document explains that state agencies must make purchases above certain limits through the Department of Administrative Services, Office of State Purchasing. State Purchasing uses the competitive sealed bidding process, which typically takes at least 30 days to complete. The purchases can be divided into one-time or routine purchases, with routine purchases being met through term contracts and one-time purchases being handled on a case-by-case basis. The document states that a certain percentage of purchases made through competitive bidding must be set aside for competition by minority business enterprises (MBEs) certified by the Equal Opportunity Coordinator of the Department of Administrative Services. The bidding process for set aside purchases is the same as for open market purchases, but only certified MBEs are allowed to compete. The document provides guidelines for determining which purchases will be selected for minority set aside. Factors that may cause a purchase to be bid to the open market instead of being set aside include a lack of qualified MBEs, the size and nature of the purchase not being conducive to the MBE community, and a significant number of other purchase requests for similar products or services already being selected for set aside. The document also outlines the bid issuance, opening of bids, evaluation, and contract award process for set aside purchases. Once a purchase has been determined to be set aside, State Purchasing will issue formal notice to registered MBEs, open the bids, and award the contract to the lowest responsive and responsible bidder. Additionally, the document includes a section on communications and protest procedures for the procurement process. It explains that effective communication is crucial to ensure sound procurement practice and outlines the process for listing requirements, issuing bidding documents, opening responses, evaluating bids, and awarding contracts to the most advantageous offeror for proposals. Overall, the document provides a detailed overview of the policies and procedures for selecting one-time bids for set aside in the Ohio Department of Administrative Services, emphasizing the importance of effective communication and fair competition among minority business enterprises.
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