• Navigating Procurement

    The City of New Haven’s and the Board of Education’s procurement policy lays down a comprehensive framework for acquiring goods and services, emphasizing competitive bidding, fairness, and value for money. Navigating this balance requires a deep understanding of both sets of policies and the ability to obtain the necessary approvals for processing purchasing needs.

    This section will also offer practical advice on evaluating proposals/bids, managing procurement contracts, and ensuring quality control throughout the procurement process. The guide aims to equip you with the knowledge and tools needed to navigate the procurement landscape with confidence. This involves a collaborative approach, where procurement officers must work closely with both city officials and the board of education to ensure that procurement activities align with broader city policies while also meeting the specific needs of the educational system.

    Join us as we explore the intricacies of procurement, offering insights and strategies to help you make informed decisions and achieve optimal outcomes in your procurement endeavors.

  • Procurement Summarized

    Type

    Threshold

    Method

    Approvals Required

    Small Purchases

    <$5,000 or less
    • Price must be reasonable
    • Service Related – requires Certificate of Insurance

    Purchase Order/Requisition

     

    No formal approvals needed.

    Medium Purchases

    $5,001 - $19,999
    • Obtain pricing or quotes from at least three qualified vendors
    • Service Related – requires Certificate of Insurance

    Information Only

     

    • Finance & Operations Committee approval
    • Board of Education approval

     

    Large Purchases

    >$20,000 and over
    • Solicitation Required:
      • Sealed Bid/ITB – Construction/Commodity
      • RFQ/RFP – Services
    • All – requires Certificate of Insurance

    Contract/Agreement

     

    • Finance & Operations Committee approval
    • Board of Education approval

     

    Purchasing Approved Procurement Platforms:

    >$20,000 and over
    • All – requires Certificate of Insurance

    Purchase Order/Requisition

     

    • Finance & Operations Committee approval
    • Board of Education approval

    *Construction related over $150k are processed as contracts.

    Exempt Professional

    • Architects
    • Engineers
    • Physicians/Medical
    • Lawyers/Attorneys
    • Financial Advisors
    • Artists
    • Actuaries
    • Expert consultants

    Up to $100,000

     

    Over $100,000*BOA Approval Req
    • Price must be reasonable
    • All – requires Certificate of Insurance

    Agreement

     

    •  Finance & Operations Committee approval
    • Board of Education approval
    • *Over $150k Board of Alder approval

     

    Sole Source Designation

    The department head must send letter to Purchasing Agent to request a vendor be designated a Sole Source.

    (Review Sole Source guidelines prior to submitting)

    Up to $100,000

     

    Over $100,000*BOA Approval Req
    • Price must be reasonable
    • All – requires Certificate of Insurance

    Agreement

     

    • Finance & Operations Committee approval
    • Board of Education approval

     

  • Sole Source Designated Vendors

    Criteria for Sole Source Designation:

    Vendors may be considered for Sole Source designation only if they meet strict criteria demonstrating that their goods or services are unique and cannot be reasonably duplicated or substituted. This might be proprietary technology, exclusive capability to deliver the required service, or situations where compatibility with existing systems or products mandates the use of a specific vendor.

    • Only one known source that can provide the commodity or service;
    • Unique source (commodity/service is unique/special in nature);
    • Compatibility (ex. Public safety agency requiring a specific piece of equipment to be compatible with an existing equipment system);
    • Limited proprietary systems (ex. Additional licenses, updates, specialized replacement parts.)
    • A professional expert is requested; and
    • Sales territories or product availability within limited geographic boundaries.


    Process for Sole Source Designation:

    1. Departments seeking to procure goods and services from a Sole Source vendor must submit a detailed memorandum to the Purchasing Department. This memo must provide a comprehensive justification for the Sole Source designation, including why the vendor’s goods or services are unique and why no other vendors could provide a comparable substitute.
    2. The City Purchasing Agent will review the submitted memorandum. This review process ensures that the Sole Source designation is justified and that all procurement policies are adhered to.
    3. If approved, the Purchasing Agent will provide a Sole Source letter specific to the goods/services with the vendor which will be submitted to the applicable board(s) for approval and provided during the processing of the agreement.