Community Affairs Procurement
The Department offers the following procurement training and technical assistance resources for procurements for Community Affairs programs. Note that the sample documents are provided as examples only. It is the responsibility of the program administrators to ensure that all local, state and federal procurement requirements are followed. Note: The information on this webpage is updated as rules are is revised or as guidance is updated. Therefore, Subrecipients are advised to review the guidance frequently, especially prior to any procurement.
- Procurement FAQs (PDF) – Revised August, 2016
Determine the Procurement Type
Micro-Purchase method may only be used by Private Nonprofits who administer the DOE-WAP and/or ESG Programs on those services, supplies, or equipment costing in the aggregate of $3,000 or less (or $2,000 or less in the case of acquisitions for construction subject to the Davis-Bacon Act).
- Micro-purchases may be awarded without soliciting competitive quotations if the Subrecipient considers the price reasonable.
- To the extent practical, the Subrecipient must distribute micro-purchases equitably among qualified suppliers.
Goods and Services
Small Purchase method may be used when:
- Price is less than $25,000 in the aggregate:
- For single purchases or individual recurring purchases made without contract: aggregate costs means the cost of the individual purchase
- For contracts: aggregate costs means the total potential cost of the contract, including any option years and amendments, or the time between full procurements for that same goods/services/etc
- Determining factor: Lowest written price
- Example: Office supplies; miscellaneous repairs/equipment, vehicle purchase, equipment repair services
Goods and Services with a Fixed Price
- Determining factor: Most reasonable, responsible, responsive bid
- Example: vehicles; contractors for the installation of HVAC, WX work
Professional or Consulting Services
For Professional or Consulting Services, the Competitive Proposal method is most advantageous to the Administrator
- Determining factor: Provider price, qualifications, experience, knowledge
- Examples: Attorneys, Computer Maintenance, Audit Services
Lack of Competition
After the completion of an acceptable procurement process (small purchase, sealed bids, and competitive proposal), the result may be that there is only one respondent. A non-competitive proposal may be accepted only if:
- The service, supply, or equipment is available only from a single source and documentation of why service/product is only available from one vendor is maintained; or
- After solicitation of a number of sources, competition is determined inadequate and documentation of effort to solicit multiple sources is maintained;
- A public emergency exists preventing the time required for competitive solicitation (AC's, blankets, propane, etc.).