D.C. Mun. Regs. tit. 7, r. 7-1607

Current through Register Vol. 71, No. 43, October 25, 2024

Rule 7-1607 - SIMPLIFIED PURCHASES; SUPPLY SCHEDULES; BLANKET PURCHASE AGREEMENTS

1607.1

The use of simplified purchases should:

(a) Promote economy, efficiency, and innovation in contracting;

(b) Reduce administrative costs to the Board; and

(c) Avoid unnecessary burdens or complexities that could reduce competition.

1607.2

Simplified purchases may be used only with contracts that have an estimated dollar value equal to or less than one hundred thousand dollars ($100,000).

1607.3

Simplified purchase awards shall be published on the Board's website within seven (7) business days of award and shall include:

(a) The solicitation and all amendments thereto;

(b) The name of the vendor awarded contract; and

(c) The total value of the awarded contract, including any options.

All information published under this section shall be removed from the Board's website upon the expiration or termination of the contract, or after five (5) years of award, whichever is longer.

1607.4

Goods or services procured under this section shall not be parceled, split, divided, or purchased in a manner intended to circumvent the simplified purchase limits or other requirements.

1607.5

The Contracting Officer shall conduct simplified purchases in the manner that promotes competition to the greatest extent practicable and efficient. As appropriate, the CO may elect to use or adapt procedures from the IFB or RFP procurement processes. Simplified purchases are not required to specify the relative importance of evaluation criteria.

1607.6

Each simplified purchase solicitation must include:

(a) A clear description of the Board's requirements, such as the type of goods or services sought, the quantity or estimated quantity, and delivery or service schedule;

(b) The basis upon which the award will be made, which may be price or cost alone, as well as price or cost and other factors;

(c) Reasonable instructions and deadlines for the submission of responses to solicitations; and

(d) Evaluate quotations or offers in an impartial manner on the evaluation criteria established in the solicitation.

1607.7

If a simplified purchase has an estimated dollar value greater than twenty-five thousand dollars ($25,000), the Contracting Officer shall obtain written quotes from at least two (2) potential contractors or suppliers.

1607.8

The Contracting Officer may solicit quotations orally when doing so is practical and economical. However, potential contractors or suppliers are, at all times, required to respond to solicitations in writing to be eligible for award.

1607.9

The contract shall be awarded to the qualified offeror whose response is most advantageous to the Board considering only the evaluation criteria identified in the solicitation and the Contracting Officer determines that the offeror is responsible. The Contracting Officer shall prepare documentation explaining the basis for the contract award decision which shall be maintained in the contract file.

1607.10

District and Federal Supply Schedules. The Contracting Officer may utilize District and Federal supply schedules that offer programs to the District following the applicable schedule procedures.

1607.11

When using a supply schedule, District or Federal supply schedule contract terms and conditions shall apply to contracts entered into between a contractor and the Board, to the extent the terms and conditions are advantageous to the Board.

1607.12

Blanket Purchase Agreements. A blanket purchase agreement ("BPA") is not a contract and may be established without a requisition or the obligation of funds.

1607.13

The Contracting Officer may use a BPA to fill anticipated repetitive needs for goods or services by establishing charge accounts with sources of supply if at least one (1) of the following criteria apply:

(a) There is a wide variety of items in a broad class of goods or services that are generally purchased, but the exact items, quantities, and delivery requirements are not known in advance and may vary considerably; or

(b) The administrative cost of writing numerous purchase orders can be avoided through the use of this procedure.

1607.14

The Contracting Officer shall include the following information in each BPA:

(a) A statement that the supplier will furnish goods or services, described in general terms, if and when requested by the CO during a specified period and within a stipulated total amount not to exceed one hundred thousand dollars ($100,000);

(b) A statement that the Board is only obligated to the extent that authorized purchases are actually made under the BPA;

(c) A statement that the price or cost to the Board shall be as low or lower than those charged to the supplier's most favored customer for comparable quantities under similar terms and conditions, in addition to any discounts for prompt payment;

(d) A statement that specifies the dollar limitation for purchases under the BPA (not to exceed $100,000); and

(e) A requirement that all deliveries or shipments under the BPA shall be accompanied by delivery tickets or sales slips which contain the following minimum information:

(1) The name of the supplier;

(2) The BPA number;

(3) The date of purchase;

(4) The purchase order number;

(5) An itemized list of goods or services furnished;

(6) The quantity, unit price, and extension of each item, less applicable discounts; and

(7) The date of delivery or shipment.

1607.15

To the extent practicable, BPAs for items of the same type shall be placed concurrently with more than one (1) supplier. All competitive sources may be given an equal opportunity to furnish goods, services, or other items under a BPA if it is advantageous to the Board to do so.

1607.16

A BPA shall be considered terminated when the procurements under it are equal to its total dollar limitation or when the stated time period expires.

D.C. Mun. Regs. tit. 7, r. 7-1607

Notice of Final Rulemaking published at 57 DCR 12594, 12598 (December 31, 2010); amended by Final Rulemaking published at 68 DCR 63 (1/7/2022)

Authority: The District of Columbia Retirement Board (the Board), pursuant to the authority set forth in section 121(i) of the District of Columbia Retirement Reform Act of 1979 ( Pub. L. 96-122, 93 Stat. 866 (Nov. 17, 1979) (codified at D.C. Official Code § 1-711(i) (2001)) (the Reform Act).