The goal of Purchasing and Contracting is to satisfy your requirements for goods and services in a timely manner at the lowest practical cost. Our purchasing practices are generally governed by prudent business standards and the Indian Self Determination and Education Act (ISDEA) 93-638 as amended (codified at 25 USC 450 et seq)
Our Purchasing Policy is governed by the ANTHC Board of Directors and carries with it fundamental obligations:
Ø To obtain high quality goods and services at a reasonable cost.
Ø To secure open, competitive, and conflict-free contracts.
Ø To conduct purchasing activities in a fair and impartial manner.
Purchasing Assistance
You are encouraged to contact members of the Purchasing and Contracting Staff at any time for advice or assistance. Every Contracting Officer is available to assist you in satisfying your requirements. It is often advantageous to communicate in advance of initiating a major procurement to discuss procedures, time frames and alternative courses of action which may be available. Advance planning and effective communications help us reach the mutual goal of a fully successful outcome.
I. Small Purchases
Procedures apply to all goods and services valued up to $100,000
Values
General Procedure
$5,000 or Less
Competition not required. Project Manager prepares a Purchase Requisition through Purchasing 4.0 and attach Scope of Work. Based on the selection of commodity or service Purchasing 4.0 system will direct the Requisition to Materials Management or Contracting to issue a Purchase Order.
$5,001 to $100,000
Project Manager prepares a Purchase Requisition and attaches the Scope of Work. Based on the selection of either commodity or service, the Purchasing 4.0 system will direct the Requisition to Materials Management or Contracting. Competition will be obtained by Purchasing using a minimum 2 quotes solicited by phone, fax, or unsealed bid.
II. Major Procurement Transaction Requiring Advertising and Sealed Bidding
Procedure applies to all goods and services valued over $100,000.
General Procedure
Project Manager prepares a Purchase Requisition through Purchasing 4.0 and attaches the Scope of Work. Purchasing 4.0 work flow will automatically carry the PR through any required intermediate approval steps to Contracting. Contracting Department solicits sources in writing using either competitive sealed bids or proposals. Advertising is required.
III. Exceptions to Competitive Procurement Methods
Situation:
Procedure for All Goods and Services
Emergency
An emergency is an occurrence of a serious and urgent nature that demands immediate action and generally relates to health, safety, or protection of property. Competition is not required but should be obtained, time permitting. As soon as feasible, submit a Purchase Requisition and check it as Emergency. Purchasing 4.0 will notify the Procurement Director of the Emergency request. Contracting or Materials Management will issue a confirming purchase order.
Sole Source
A situation when a product or service is practicably available only from one source and full competition is not feasible. Written justification required in advance using the Non-Competitive Justification form approved by the Division Director, Procurement Director, and the CEO. Attach the form to the Procurement Requisition in Purchasing 4.0 with the Scope of Work. Purchasing and Contracting will negotiate terms and price and issue a purchase order.
Limited Competition
A situation when a product or service has limited availability, time does not allow full competition or full competition is against ANTHC’s interests. Written justification required in advance using the Limited Competition form, approved by the Division Director and Procurement Director. Attach the form to the Procurement Requisition in Purchasing 4.0 with the Scope of Work. Purchasing and Contracting will negotiate terms and price and issue a purchase order.
IV. Other
* The P-Card is available to use for transactions with a value up to $1,500. This credit card offers ease and flexibility of use and can reduce paperwork and processing administrative costs. Tom Erickson, the program coordinator, can be reached at 907-729-2966, terickson@anthc.org, for assistance and information.
