6.15.330 Small purchases.
(a) Definitions.
(1) In this chapter the following words have the meanings indicated:
(2) “Quote” means a written:
(i) Description of the goods or services requested;
(ii) Pricing; and
(iii) Name and contact information of the vendor.
(3) “Small purchase” means an informal request for goods or services that meets the requirements of this chapter.
(4) “Using department” means the department that seeks to obtain and use the goods or services.
(b) Small Purchases as Exceptions to Existing Contracts.
(1)
(i) Except as provided in subsection (b)(1)(ii) of this section, goods or services which may be obtained under current WSSC contracts shall be procured under existing contracts.
(ii) A small purchase may be used in place of a current WSSC contract if the Chief Procurement Officer determines WSSC’s interests are better served by a small purchase.
(c) Solicitation of Minority Business Enterprises – Exception.
(1) The using or procurement department shall use good faith efforts to solicit minority business enterprises as required in this chapter.
(2) As part of its good faith efforts, the using or procurement department shall consult with the Office of Supplier Diversity and Inclusion for assistance in identifying a minority business enterprise for solicitation.
(3) The using or procurement department is exempt from soliciting a minority business enterprise in this chapter if, after consulting with the Office of Supplier Diversity and Inclusion, the using or procurement department cannot identify a minority business enterprise to solicit for the good or service.
(d) Sole Source Small Purchases – Small Purchases Below $5,000.
(1) If the goods or services are available from only a single supplier, the sole source procurement method may be used in accordance with WSSC 6.15.340 for a small purchase.
(2) The purchase of goods or services under $5,000 shall be done in accordance with WSSC Chapter 6.20, Purchase Card Program.
(e) Requirements.
(1) A small purchase may not exceed $100,000.
(2) A procurement over $100,000 may not be artificially divided into small purchases to meet the requirements of this chapter.
(3) Subject to subsection (e)(1) of this section, the Chief Procurement Officer shall set the small purchase threshold limits for:
(i) Goods; and
(ii) Services.
(f) Categories of Small Purchases. Small purchases shall be divided into categories as provided in this chapter.
(g) Category 1 – $5,001 to $49,999.99.
(1) Category 1 small purchases are between $5,001 to $49,999.99.
(2) Category 1 small purchases are not required to be advertised on the supplier portal.
(3) The using department shall:
(i) Solicit quotes from at least two vendors, including at least one minority business enterprise, with the appropriate North American Industrial Classification System (NAICS) codes relevant to the small purchase; and
(ii) Maintain a written record of all vendors contacted for Category 1 small purchases.
(4) The using department shall provide an identical request specification or scope of work to each potential vendor contacted to obtain a quote for a Category 1 small purchase.
(5) If the using department is unable to obtain quotes from more than one vendor, for all additional vendors that were contacted to obtain a quote, the using department shall maintain a written record of:
(i) The company name;
(ii) Date of contact;
(iii) Contact person of the vendor; and
(iv) Method of contacting the vendor.
(h) Category 2 – $50,000 and $100,000.
(1) Category 2 small purchases are between $50,000 and $100,000.
(2) Category 2 solicitations shall be advertised on the WSSC water supplier portal for at least three business days before the quotes are due.
(3) Category 2 solicitations shall be advertised to all vendors registered in the WSSC water supplier portal, including at least one minority business enterprise, with the appropriate North American Industrial Classification System (NAICS) codes relevant to the small purchase.
(4) The solicitation shall include:
(i) A description of the goods or services requested;
(ii) Time, date, place, and form of response requested;
(iii) The basis for award as provided for in this chapter;
(iv) Pricing request details; and
(v) Name and contact information for the procurement office’s point of contact.
(5) The procurement office shall solicit quotes from at least three vendors, including at least one minority business enterprise, for Category 2 small purchases.
(6) If the using department is unable to obtain quotes from more than one vendor, for all additional vendors that were contacted to obtain a quote, the using department shall maintain a written record of:
(i) The company name;
(ii) Date of contact;
(iii) Contact person of the vendor; and
(iv) Method of contacting the vendor.
(i) Basis of Award.
(1) For Category 1 small purchases, the basis of the award is the lowest quote.
(2) For Category 2 small purchases, the basis of the award shall be specified in the solicitation as:
(i) The lowest quote; or
(ii) Most advantageous quote taking into consideration the evaluation factors set forth in the solicitation.
(j) Written Contract.
(1) A written contract is required and shall be approved for legal sufficiency by the General Counsel’s Office in accordance with WSSC Chapter 2.30.
(2) A written contract shall contain:
(i) Identification of the parties to the contract;
(ii) A scope of work or specifications describing the goods or services;
(iii) Pricing;
(iv) The term of the contract, including a completion or delivery date;
(v) Name of the using department point of contact responsible for the contract; and
(vi) Any other terms and conditions required by the Chief Procurement Officer or the General Counsel’s Office. (Res. 2022-2301; Procurement regulations § 4-204, dated August 1, 2012)