1802

COMPETITIVE SMALL PURCHASES

1802.1

Except as provided in §1802.2, in order to promote competition to the maximum extent practicable, and to ensure that the purchase is in the best interest of the District government, considering price and other factors (including the administrative cost of the purchase), a contracting officer shall solicit quotations as follows:

1. (a) For each procurement of goods and services in an amount greater than five thousand dollars ($5,000) and less than or equal to twenty-five thousand dollars ($25,000), the contracting officer shall obtain at least three (3) oral quotations from vendors for the goods and services to be purchased;
2. (b) For each procurement of goods and services for more than twenty-five thousand dollars ($25,000) and less than or equal to one hundred thousand dollars ($100,000), the contracting officer shall obtain at least three (3) written quotations from vendors for the goods and services to be purchased; and
3. (c) The contracting officer shall, unless the award is to take into consideration factors other than price or price-related factors, award the contract to the vendor providing the lowest priced quotation for the goods or services solicited.

1802.2

If the contracting officer determines that it is impractical under the circumstances to obtain the number of quotations required under §1802.1 due to time constraints, lack of available sources, or other factors set forth in §1802.4, or if the contracting officer, despite a good faith effort, is unable to obtain the required number of quotations, the contracting officer may obtain quotations from fewer vendors than required in §1802.1. The contracting officer must document his or her attempts to obtain the required number of quotations.

1802.3

If the contracting officer determines that the best interest of the District or other factors set forth in §1802.4 indicate that quotations should be obtained from more than the number of sources required under §1802.1, the contracting officer shall obtain additional quotations.

1802.4

In determining whether or not to obtain quotations from more or fewer vendors than required in §1802.1, the contracting officer shall consider the following factors:

1. (a) The nature of the item or service to be purchased and whether it is highly competitive and readily available in several makes or brands, or if it is relatively non-competitive;
2. (b) Information obtained in making recent purchases of the same or similar item;
3. (c) The urgency of the proposed purchase;
4. (d) The dollar value of the proposed purchase; and

(e) Past experience concerning specific contractor prices.

1802.5 For procurements in excess of the amounts specified in §1801, a contracting officer may award a small purchase solicitation on a sole source basis when the contracting officer determines that one of the conditions in section 305(a) of the Act is satisfied, in accordance with chapter 17 of title 27 DCMR.

1802.6 A contracting officer may orally solicit quotations for procurements valued at twenty-five thousand dollars ($25,000) or less. However, a contracting officer shall use a written solicitation in the following circumstances:

(a) When the contracting officer determines that obtaining oral quotations is not considered economical or practical; or

(b) When extensive specifications are involved.

1802.7 A contracting officer shall, to the greatest extent practicable under the circumstances, maximize competition for small purchases and shall not limit solicitations to suppliers of well known and widely distributed makes or brands, or solicit on a personal preference basis.

SOURCE: Final Rulemaking published at 35 DCR 1476 (February 26, 1988); as amended by Emergency Rulemaking published at 44 DCR 4450 (August 1, 1997) [EXPIRED]; as amended by Emergency Rulemaking published at 44 DCR 7181 (November 21, 1997) [EXPIRED]; as amended by Emergency Rulemaking published at 47 DCR 1261 (February 25, 2000) [EXPIRED]; as amended by Final Rulemaking published at 47 DCR 9882 (December 15, 2000); as amended by Emergency Rulemaking published at 50 DCR 3186 (April 25, 2003) [EXPIRED]; Final Rulemaking published at 50 DCR 8179 (October 3, 2003); as amended by Emergency Rulemaking published at 53 DCR 445 (January 20, 2006) [EXPIRED]; as amended by Final Rulemaking published at 53 DCR 5876 (July 21, 2006); as amended by Final Rulemaking published at 56 DCR 9558, 9559 (December 25, 2009).