Achieving Best Value Using MA - 1610.2

Make a Valid Attempt to Seek Offers

A valid attempt must be made to secure offers from viable contractors who are able to supply the goods and/or provide services.  Neither a lack of sufficient Master Agreements (MAs) nor the use of restrictive requirements meets the intent for obtaining offers.

Minimum RFO Requirements

Departments shall solicit offers from a minimum of three (3) suppliers, including one SB and/or DVBE when available, unless otherwise instructed by the individual MA user instructions, and the responses shall be documented.

Buyers must read the User Instructions of an individual MA to verify whether or not the MA contains a specific format.

Documenting the Results

Responses shall be documented in accordance with individual MA user instructions that may provide an evaluation format.  Otherwise, the Best Value Determination Worksheet or the department’s own form to document the results of a MA offer may be used.

Contacting more than 3 Suppliers

When more than three (3) suppliers are contacted and the minimum 3 responses are not received, suppliers need to be contacted to determine why they did not respond.  The rationale for proceeding with less than 3 responses must be documented in the procurement file.

Transactions over Purchasing Authority Dollar Threshold

MA transactions estimated to exceed purchasing authority dollar threshold must have DGS/PD approval before obtaining offers.  Departments must forward a Purchasing Authority Change Request (PACR)for review and approval to DGS/PD/PAU.  The following steps must be followed to obtain an exemption for these transactions.

Step	Description
1	Submit a PACR to DGS/PD/PAU. The PACR must be completed in its entirety and signed by the PCO. Click to access the PACR form.
2	If the request is approved, an approval letter will be issued and must remain in the procurement file.
3	The RFO must be submitted to DGS/PD for review and approval before the RFO is released to MA contractors. This process is repeated each time there is a need to modify the RFO.
4	Upon receiving RFO approval, the RFO may be released to MA contractors and the department may proceed with the selection process.
5	All qualified MA suppliers must be contacted, unless otherwise specified within the respective MA user instruction.
6	Before contract award the following documentation shall be submitted to DGS/PD: The final RFO including all addenda; All RFO responses submitted; The purchase document; and, The Evaluation and Selection Report for concurrence of intended awardee.
7	Upon review and approval of the MA intended awardee, an approval letter will be issued by DGS/PD concurring with the supplier selection recommendation.
8	Upon receiving the approval letter from DGS/PD, the selection may be made and the order executed.
9	All documentation must be retained in the procurement file.
10	Departments are responsible for sending a copy of the revised approval letter to the State Controller's Office with a copy of the PO.