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Procurement

Customers

 Agencies shall use simplified acquisition procedures to the maximum extent practicable for all purchases of supplies or services not exceeding the simplified acquisition threshold (including purchases at or below the micro-purchase threshold). 

Procurements that do not exceed $100,000 in price are termed “Small Procurements” (SP). All state agencies have the authority to award SP contracts, regardless of the source selection method, i.e., competitive, sole source, or emergency procedures.  Note that procurements may not be artificially divided to use the SP method and circumvent requirements applicable to procurements exceeding $100,000. In all SPs, competition should be sought to the extent practical, considering factors such as the availability of vendors, the dollar value of the procurement, the cost of administering the procurement, and the time available to make the procurement, including delivery time.  

Sample Acquisition Plan - Procurements $0 - $5,000

A procurement of up to $5,000 can be awarded solely at the discretion and authority of an authorized purchaser, including procurement officers and/or designated Corporate Purchasing Card (CPC) holders.  It is encouraged that purchasers/procurement officers seek more than one price quote and solicit quotes from certified minority-owned, veteran-owned, and small businesses.

In accordance with BPW Advisory 1998-1, purchases made under this category should be paid by using a CPC.  http://bpw.maryland.gov/Pages/adv-1998-1.aspx

CPC purchases must be made consistent with the “Corporate Purchasing Card Program Policy and Procedures Manual” found on the Comptroller’s “Corporate Purchasing Card Program” page.

https://www.marylandtaxes.gov/state-agency-accounting/corporate-purchasing-card-program.php

Example Acquisition Plan 

Sample Acquisition Plan - Procurements $5,001 - $25,000   

EXAMPLE Acquisition Plan - Office Supplies

1. Needs Assessment and Planning

- Identify the specific need or project requiring procurement within the budget range, such as upgrading office supplies.
- Submit a Scope of Work (SOW) or Performance Work Statement (PWS) to determine the initial prerequisite requirements and objectives of the project.

2. Vendor Research and Selection

- Click Here to research potential MBE or SBE vendors.
- Obtain quotes and proposals from selected vendors: $7,000 - $20,000 for project scope.

3. Proposal Evaluation and Contract Negotiation

- Evaluate MBE/CSB vendor quotes based on furniture quality, pricing, warranty, and delivery options.
- Collaborate with the Procurement Technician to determine the best suitable MBE/CSB vendor based on the quotes within the budget of $15,000.
- If applicable, Negotiate contract terms, including delivery, installation, warranty, and payment schedules. DO NOT SIGN ANY BINDING AGREEMENTS. 
- Selected MBE/SBE Vendor: Vendor B (CSB).

4. Contract Execution

- Finalize the contract with Vendor B, an SBE vendor, to procure office supplies.
- Ensure all terms are clearly defined, and the procurement officer oversees contract signing and compliance.

5. Procurement and Delivery

- Procure the office ofice supplies from Vendor B as per the contract terms.
- Ensure timely delivery, installation, and quality assurance checks.

6. Performance Monitoring

- Monitor the performance of the procured office supplies and vendor's services.
- Address and Record any issues or concerns promptly for optimal functionality and user satisfaction.

7. Reporting and Documentation

- Maintain procurement documentation, records of MBE participation, and compliance reports.

Sample Acquisition Plan - Procurements $50,001- $100,000 

  

EXAMPLE Acquisition Plan - Dorm Renovation

1. Needs Assessment and Planning

- Identify a larger-scale project or procurement need within the higher budget range, such as renovating campus dormitories.
- Complete a Statement to determine project requirements, timelines, and budget allocation and submit it to the procurement office.

2. Vendor Research and Selection

                                   DEPARTMENTS ARE NOT TO CONTACT THE VENDORS

                                   -Departments must provide an approved requisition based on an estimate or budgetary amount.   
                                   -Departments must provide the names of three or more MBE/CSB vendors to execute the requirement.
                                   -SOW and/or Performance Work Statement (PWS) must be submitted. PWS required for services.

3. Proposal Evaluation and Contract Negotiation

- Collaborate with Procurement to review MBE/CSB vendor proposals and evaluate them based on expertise, pricing, project timelines, materials, and quality.
-  The MBE/CSB vendor was selected based on the proposal within the budget range, for example, $80,000 for the dormitory renovation project.
- Contract terms are negotiated, including project milestones, materials, labor, permits, and warranties.

4. Contract Execution

- Finalize the renovation contract with the SBR/MBE vendor, ensuring all legal and regulatory requirements are met. DO NOT SIGN ANY BINDING AGREEMENTS.
- Procurement Officer oversees contract signing and compliance with procurement policies.

5. Procurement and Project Implementation

- Procure construction materials, equipment, and services as per the vendor's contract.
- The Procurement Office manages the contract administration, including renewals and termination.
- The requesting office manages the dormitory renovation project, including scheduling, budget tracking, and quality control.

6. Quality Assurance and Monitoring

- Conduct regular inspections and quality checks during the renovation process.
- Monitor progress, address issues promptly, and ensure compliance with safety standards.

7. Reporting and Documentation

                                    - Maintain comprehensive project documentation, including contracts, invoices, permits, and progress reports.
                                    - Provide regular updates and reports to stakeholders* on project status and milestones, highlighting MBE/SBE participation.



* Stakeholders, including faculty, staff, students, administrative personnel, and external regulatory bodies, play a crucial role in the procurement process. Their involvement ensures that the procurement meets organizational needs, complies with regulations, stays within budget, and aligns with the HBCU's strategic goals and mission.

Request for Proposal (RFP) over $100,000 must have the following:

Technical Evaluation (Proposal Review Phase)*

*Not for Construction projects

**Includes Past Performance

Customer Templates

Contract Renewal

PURPOSE:  Serves to document and authorize modifications to an existing contract, project, or agreement. It outlines the details of the change, such as scope, timeline, cost implications, and any other relevant information, ensuring clear communication and agreement between all parties involved.
PROCESSING TIME: N/A
WORKFLOW PROCESS: N/A

Vendor Registration

PURPOSE:  Serves to document and authorize modifications to an existing contract, project, or agreement. It outlines the details of the change, such as scope, timeline, cost implications, and any other relevant information, ensuring clear communication and agreement between all parties involved.
PROCESSING TIME: N/A
WORKFLOW PROCESS: N/A

Executive Order - Maryland's MBE Program (pdf)

PURPOSE: The MBE (Minority Business Enterprise) executive order is necessary for Historically Black Colleges and Universities (HBCUs) because it promotes diversity and inclusion in federal contracting. By requiring federal agencies to include HBCUs in their procurement opportunities, the executive order helps these institutions access important resources and opportunities for growth and development. It supports economic empowerment within minority communities and fosters partnerships between HBCUs and the government, ultimately contributing to a more equitable business landscape.

Sole Source Determination

PURPOSE:  Serves to provide rationale and documentation for procuring goods or services from a single vendor when no competitive bids or alternatives are feasible or available. It typically outlines why the specific vendor is the only viable option, detailing reasons such as unique expertise, proprietary technology, or critical time constraints. This justification should be used sparingly to ensure compliance with procurement regulations, and accountability in spending taxpayer or organizational funds. Follow these tips on how to accurately complete a sole source justification.
PROCESSING TIME: N/A
WORKFLOW PROCESS: N/A

Requisition for Forms

PURPOSE:  Requisitioning form templates ensures standardized, quality-controlled, and customizable forms that align with organizational needs and branding. It helps manage costs, ensures legal compliance, and maintains consistency across departments.
PROCESSING TIME: N/A
WORKFLOW PROCESS: N/A

If you have any questions or need assistance, please contact us at our Procurement Contact Form or call 443-885-3074. 

Contact Information

Office of Procurement & Purchasing Card
HOEN Building
2101 E. Biddle Street
Baltimore, MD 21213

P: 443-885-3074

Office of Property Control (Receiving)
Montebello Complex B02 & B04
1700 East Cold Spring Lane
Baltimore, MD 21251

P: 443-885-3413

Hours of Operation:
M-F: 8:30am to 4:30pm
F: 443-885-8368

Contact Information

Office of Procurement & Purchasing Card
HOEN Building
2101 E. Biddle Street
Baltimore, MD 21213

P: 443-885-3074

Office of Property Control (Receiving)
Montebello Complex B02 & B04
1700 East Cold Spring Lane
Baltimore, MD 21251

P: 443-885-3413

Hours of Operation:
M-F: 8:30am to 4:30pm
F: 443-885-8368