DOCUMENT

POL - UNVERSITY SYSTEM OF MARYLAND PROCUREMENT POLICIES AND PROCEDURES 2000

  • YEAR CREATED: 2000
  • ENTITY TYPE: Universities
  • TYPE OF DOCUMENT: POL - Policies/Procedures
The document outlines the procurement procedures and guidelines for the University. It covers various aspects of the procurement process, including competitive sealed proposals, sole source procurements, and emergency procurements. The document begins by explaining the process of competitive sealed proposals. It states that a short-list of qualified proposals may be established during the technical evaluation, and only those firms short-listed would continue in the evaluation process. The document also mentions that oral presentations and further discussions may take place with the short-listed firms. The evaluation process includes an analysis of the technical proposals and a summary of the evaluation committee's findings. The award is made to the responsible proposer whose overall technical and financial proposal best meets the needs of the University. The document then discusses discussions and negotiations, stating that they may be held at the discretion of the Procurement Officer. It emphasizes that proposers should be treated fairly and equally during these discussions. If any discussions reveal information that requires a change to the request for proposals, the Procurement Officer is responsible for amending the request and informing all proposers. The document also states that the Procurement Officer should not disclose any information from a competing proposal or advise a proposer of its standing relative to another proposer. Next, the document explains the process of best and final offers. It states that proposers may be allowed to revise their proposals by submitting a best and final offer if it is in the best interest of the University. The Procurement Officer establishes a due date and time for these offers, and a proposer's previous offer is considered final unless a new best and final offer is submitted. The document also includes provisions for debriefing unsuccessful proposers. It states that unsuccessful proposers may request a debriefing, which should be limited to a discussion of their specific proposal. The debriefing may include information on areas where the proposal was deemed weak or insufficient. However, it should not include the thoughts, notes, or rankings of individual evaluation committee members. The document concludes by mentioning the required solicitation clauses and the award of competitive sealed proposals. It states that notice of award should be published in the Maryland Contract Weekly and/or directly notified to all proposers. Additionally, the document briefly discusses sole source procurements. It explains that sole source procurement without competition is authorized under limited conditions and subject to written justification. The Procurement Officer may negotiate and award a contract without competition to the sole source if there is only one source that can satisfy the requirements. The document also mentions the need for documentation and the Procurement Officer's duty to negotiate the most favorable price and terms. Lastly, the document explains emergency procurements. It states that emergency procurements may be conducted when an emergency condition threatens the health or safety of individuals, the preservation or protection of property, or the continuance of necessary University functions. The emergency procurement should be limited to meeting the immediate threat and should not be used for long-term requirements. The Procurement Officer is responsible for preparing a written determination that justifies the emergency procurement and includes details of the items and/or services procured. Overall, the document provides a comprehensive overview of the procurement procedures and guidelines for the University, covering competitive sealed proposals, sole source procurements, and emergency procurements. It emphasizes fair treatment of proposers, the evaluation process, the use of best and final offers, debriefing of unsuccessful proposers, and the necessary documentation and justification for sole source and emergency procurements.
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