CDBG-DR Procurement Overview

Planning is essential to managing the procurement function properly. Planning includes defining the need, developing the means and methods to meet the need, assessing risks, and allocating resources.

Purchasing is a two-stage process:

1. Preparation of the Solicitation and Vendor selection includes researching, selecting the appropriate Solicitation method, preparing the Solicitation, and complying with all related legal requirements; and
2. Evaluation and Award includes pricing analysis, evaluation, and Award.

Contract Formation includes establishing performance measures, negotiating terms and conditions, initial drafting and revising, and signing (Execution).

Contract Administration includes actual Monitoring of contracts, communicating concerns, and taking corrective actions to ensure successful completion of contracts.

Closeout includes verifying deliverables and outcomes, ensuring reconciliation of financials, and verifying compliance with contract terms and conditions

Purchasing Thresholds

• Purchases of goods or services may be made without benefit of competition as follows:
  • A governmental body without delegated purchasing authority may purchase goods or services up to a limit of $5,000;
  • A governmental body with delegated purchasing authority may purchase goods or services up to $25,000; and
• Small purchases are goods and services purchases costing less than $150,000. Goods and services between $25,000 and $150,000 may be purchased using a documented quote process, or the methods identified in section 24-103-201, C.R.S. The chief procurement officer may approve or deny a request from a procurement official or his or her designee to allow the purchasing agency to use a documented quote process when the estimated cost would exceed the small purchase threshold.
• Invitation for bids, request for proposals, and invitations to negotiate, may be used for goods or services estimated to exceed the small purchase threshold of $150,000.
• Reverse auctions, special circumstance procurements, emergency procurements, and sole source procurements, may be used at any dollar threshold.

See the Colorado Office of the State Controller Procument Resources for more information and updates.

Competition Requirements for Grants

DOLA will follow the Office of the State Controller Policy on Competition Requirements for Grants, which clarifies the classification of Grants and Contracts, the applicability of Office of Management and Budget (0MB) Uniform Guidance (Title 2 of the CRS, subtitle A, Chapter II, Part 200) and the Procurement Code to Grants and Contracts, and the relationship between the 0MB Uniform Guidance and the Procurement Code.

See the Competition Requirements for Grants and Guidance FAQs for more information and updates.