Choosing the Right Path: A Guide to Procurement Methods for Grant Programs

Public Assistance Grants and other funding programs often require specific procedures for acquiring goods and services. Here's a breakdown of some common procurement methods:

1. Micro-Purchase:

• Small-Scale Needs: Used for low-value purchases where the total cost doesn't exceed the micro-purchase threshold (specific amount varies by program).
• Documentation: Records must demonstrate the purchase falls within the threshold.

2. Small Purchase Procedure:

• Simple and Streamlined: A quicker method for acquiring services, supplies, or equipment under a certain cost limit (simplified acquisition threshold set by federal regulations).
• Documentation: Proof required showing the cost stays below the threshold.

3. Sealed Bids (Formal Advertising):

• Price-Focused Competition: A public bidding process where a fixed-price contract is awarded to the bidder offering the lowest responsive and responsible price.
• Documentation: Records must detail the bidding process and how the lowest bidder was selected.

4. Competitive Proposal:

• Going Beyond Price: Used when the selection process involves factors beyond just cost, like qualifications or experience. Multiple sources submit proposals for evaluation.
• Documentation: Records should include details of participating sources, their proposals, and the evaluation process used to select the awardee.

5. Non-Competitive Procurement (Sole Source):

• Limited Use:  This method is only used under specific circumstances, such as when the good or service is only available from a single source or in emergencies.
• Justification Required:  Strong documentation is crucial to justify why competition isn't feasible. This may include:
  • Description of unique features limiting competition
  • Research verifying the sole source
  • Cost analysis to ensure price reasonableness

Important Considerations:

• Specific procurement methods may vary depending on the funding agency's regulations.
• Applicants should always consult the program's specific procurement policies and requirements for detailed information on acceptable methods.

By understanding these options and following the relevant program guidelines, applicants can ensure they choose the most appropriate procurement method for their needs while adhering to funding agency regulations.

‍