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Procurement Guidelines

Procurement Guidelines

Please see the below guidelines concerning the procurement process for Alexander City Housing Authority. If there are additional questions, please direct them in writing to the Procurement/Contract Manager, Michelle Wingler, via email.

Small Purchases

  • Small purchases procedures for purchasing supplies or services with a cost above $25,000, but less than $100,000
  • At least three price quotes from an adequate number of qualified sources and supplies
  • Issuance of a unilateral purchase order
  • Award shall be made to the qualified vendor that provides the best value

Sealed Bidding

Condition of Use:

  • Procurement actions exceed the small purchase threshold of $100,000
  • Concise and unambiguous specifications
  • Two or more responsible and responsive bidders are available
  • Firm fixed price of contract or purchase order
  • Selection is made based on price


  • Public advertising
  • Written solicitation with complete, adequate, and clear specifications
  • Solicitation of an adequate number of vendors or potential contractors
  • Bids opened publicly
  • Award to the supplier or contractor offering the lowest price and has been determined to be responsive and responsible

Competitive Proposals/Negotiated Procurement (Request for Proposal, Request for Qualifications, A&E Contracts, Construction Contracts)

Conditions of use:

  • A cost over the threshold of $100,000
  • Consideration is based on other factors than price alone
  • Preferred method for procuring professional services


  • Public advertising and direct solicitation
  • Ensure an adequate number of qualified sources
  • Evaluation criteria stated in the solicitation
  • Establish methods for technical evaluation
  • Proposals are not opened publicly
  • Determine which vendors are appropriate for further negotiations
  • Select the vendor whose proposal is most advantageous to Gallatin Housing Authority

Non-competitive Negotiation or Bid

Limited to a sole source or if no bidders or vendors are identified after solicitation or advertising.

Conditions of Use:

  • The vendor or bidder provides a unique or singular service or supply item
  • Emergency condition whereby life, public health, safety, or property is in immediate danger
  • Solicitation of the number of sources and competition is inadequate
  • HUD authorizes the use of noncompetitive proposals
  • Unavailable data or information about the item or service need
  • The vendor or bidder is the only source for equipment or materials presently used by Gallatin Housing Authority

Cooperative Purchasing/Intergovernmental Agreement

  • A State and/or local cooperative or intergovernmental agreement
  • Agreement may be used to purchase or use common supplies, equipment, or services
  • Decision to use an intergovernmental agreement is based on economy and efficiency

Bonding & Insurance Requirement

Condition of Use

  • Bid Guarantee/Bond is needed for construction contracts exceeding $100,000 (A Bid Guarantee may be accepted in the form of a cash equivalent)
  • Payment Bond is needed for construction contracts exceeding $100,000. (This assurance may be met with a performance and payment bond in a penal sum of 100% of the contract price)
  • Performance Bond is needed for all construction contracts or service contracts over $100,000
  • All contracts shall contain insurance appropriate to the project as required by Federal, State, or local laws and ordinances

Contractor Qualifications and Duties

  • Have adequate financial resources to perform the contract
  • Comply with the requirements of the proposed delivery or performance schedule
  • Have a satisfactory performance record
  • Have a satisfactory record of integrity and business ethics
  • Have the necessary organization, experience, accounting, operational controls, and technical skills
  • Have the production, construction, technical equipment, and facilities
  • Be qualified and eligible to receive an award under applicable laws and regulations