Tenn. Comp. R. & Regs. 0690-03-01-.05

Current through December 18, 2024

Section 0690-03-01-.05 - PROCUREMENT METHODS

(1) Procurement Methods-Generally

(a) A procurement method for a given good or service shall be chosen based on the following considerations and minimum requirements:

1. All goods or services shall be procured by a method that the Chief Procurement Officer has determined to be in the State's best interests.

(i) Contracts shall be procured on a competitive basis where practicable, however, there are situations where a contract for goods or services on terms and conditions most favorable to the State cannot be procured using a competitive procurement method. In such an event, the Chief Procurement Officer may use a non-competitive procurement method if doing so is in the State's best interests. The request and justification to use a non-competitive procurement method must be documented as prescribed by Central Procurement Office Policy.

(ii) The Central Procurement Office or Delegated State Agency shall document and retain a record of the procurement process, including any negotiations upon which each contract is based, as prescribed by Central Procurement Office Policy.

(iii) All responses, irrespective of procurement method chosen, shall be evaluated in accordance with the terms of the solicitation.

(2) Request for Proposals ("RFP").

(a) An RFP shall comply with the following requirements:

1. The Central Procurement Office or Delegated State Agency shall prepare and issue an RFP and evaluate proposals in accordance with these Rules and Central Procurement Office Policy. The Chief Procurement Officer, in his or her sole discretion, shall determine whether an RFP that does not comply with these Rules and Central Procurement Office Policy requires rejection of the responses or cancellation of the RFP and rejection of all responses.

(i) A RFP shall contain the major categories to be considered in the evaluation of proposals together with the relative weight of each category. Those criteria shall include qualifications and experience, technical approach, and price as prescribed by Central Procurement Office Policy.

(ii) The Central Procurement Office or Delegated State Agency shall carefully consider all persons involved with the development, formulation, drafting, or review of a RFP and safeguard against any perceived or actual conflicts of interest.

(iii) The Central Procurement Office, Delegated State Agency, or other necessary State officials or entities, as required by applicable law, shall approve all RFPs and any addenda, amendments, and clarifications to RFPs before their public release. Except as otherwise delegated, a RFP or its revisions shall be approved by the Central Procurement Office based on the following:

(I) Application of the requirements of these Rules and Central Procurement Office Policy;

(II) Adequacy of the scope description; and

(III) Adequacy of the RFP's assurance of:

I. Fairness to respondents;

II. Clear, fair and open competition;

III. Achievement of procurement objectives; and

IV. Protection of the State's interests.

(iv) Upon approval, the Central Procurement Office or Delegated State Agency shall post the solicitation on the designated website of the Central Procurement Office. The posting of the solicitation on the designated website of the Central Procurement Office is the official public notice. All other forms of notice are merely a courtesy to the public and do not constitute official notice of a solicitation.

(v) After the technical proposal evaluation is completed, the cost proposal may be opened and evaluated, and the scores of both proposals may be combined to arrive at a total evaluation score. The Central Procurement Office may, as approved by the Chief Procurement Officer, determine the instances where a cost proposal may be evaluated contemporaneously with or prior to evaluation of the technical proposal.

(vi) Proposal evaluations shall be impartial and ensure that all material requirements of the RFP have been met.

(I) Proposals shall be evaluated consistent with these Rules and Central Procurement Office Policy.

(II) Prior to reviewing proposals, each Proposal Evaluation Team member shall review a list of persons making proposals and determine if the member has a conflict of interest with serving on the Proposal Evaluation Team. Each member shall sign a conflict of interest statement as required by Central Procurement Office Policy. The conflict of interest statement shall be retained in the procurement file.

(III) Proposals shall be evaluated based on criteria set forth in the RFP and on the basis of factors pertinent to the goods or services being procured.

(IV) The Central Procurement Office or Delegated State Agency shall award a contract to the respondent whose response receives the highest evaluation score.

(V) Contract awards to a respondent other than the respondent receiving the highest evaluated score may only be awarded pursuant to Central Procurement Office Policy. Justification for the contract award and approvals shall be documented in the procurement file maintained by the Central Procurement Office.

(3) Invitation to Bid.

(a) The Central Procurement Office or Delegated State Agency may issue an invitation to bid that requests sealed bids. All procurements utilizing an invitation to bid method of procurement shall be conducted in accordance with these Rules and Central Procurement Office Policy.

(4) Informal Written, Verbal or Telephone Quotations.

(a) Informal procurement methods through use of written, verbal or telephone quotations for one-time purchases or contracts with a total value not to exceed current statutory maximum amounts may be utilized by a Delegated State Agency subject to approval or delegation in accordance with these Rules and Central Procurement Office Policy. Any such bid, proposal or record of the quotation shall be made part of the procurement file.

(5) Emergency Purchases.

(a) The Central Procurement Office or Delegated State Agency may make purchases of goods or services in the open market to meet emergencies arising from an unforeseen cause. Emergency purchases shall be made by contract in accordance with Central Procurement Office Policy and utilize competitive procurement methods or negotiations whenever practicable. The procuring agency shall maintain a procurement file that addresses the following:

(b) The circumstances leading to the emergency procurement;

(c) Procurement-related actions taken in response to the emergency, including procurement methods used; and

(d) A complete list of goods or services procured, including prices paid and total purchase amount.

(6) Sole Source Procurement.

(a) Whenever practicable, procurements should be competitive. Sole source procurements may be made when an item or service possesses specific characteristics that can only be filled by a single source or where exclusive rights exist. Sole source procurements shall require the State Agency to provide advance justification to the Central Procurement Office in accordance with Central Procurement Office Policy. Whenever practicable, competitive procurement methods, including competitive negotiation, should be used. All sole source procurements, regardless of the dollar amount, require the Chief Procurement Officer's prior approval. Reporting of sole source procurements shall be provided to the Comptroller of the Treasury in such form and time period as prescribed in Central Procurement Policy. The Chief Procurement Officer in approving the use of a sole source method of procurement shall consider and adequately document in the procurement file the following:

1. Whether the vendor possesses exclusive or predominant capabilities or the item or service contains features providing a superior utility not obtainable from similar vendors;

2. Whether the product or service is unique and available from only one source;

3. Whether the program requirements can be modified so that competitively procured goods or services may be used;

4. Whether items must be interchangeable or compatible with in-place items;

5. Whether or not it is in the State's best interests to conduct a pilot program for a defined period of time; or

6. Whether the economics, technical aspects, or other facts and circumstances of the procurement in question make the use of a sole source procurement method a more prudent choice than a competitive procurement method.

(7) Proprietary Procurement. Proprietary Procurement.

(a) Proprietary procurements may be made for a service or a product that is manufactured and marketed by a person or persons having the exclusive right to provide the service or manufacture or sell the product in which resellers are granted the right to sell. The State Agency shall provide justification to the Central Procurement Office in accordance with Central Procurement Office Policy. All proprietary procurements, regardless of the dollar amount require the Chief Procurement Officer's prior approval. All proprietary procurements shall be executed using procurement methods consistent with these Rules and Central Procurement Office Policy. Reporting of proprietary procurements shall be provided to the Comptroller of the Treasury in such form and time period as prescribed in Central Procurement Policy.

(8) Competitive Negotiation.

(a) A contract may be procured by competitive negotiation when the needed goods or services cannot be procured by competitive sealed bid. All negotiations and communications shall be conducted in accordance with these Rules and Central Procurement Office Policy. The Chief Procurement Officer and the Comptroller of the Treasury shall approve the use of competitive negotiation as a method of procurement. Once the negotiations have been concluded, a recommendation shall be made by the negotiating team to the Chief Procurement Officer and the Comptroller of the Treasury prior to entering into a contract.

(9) Direct Negotiation-General Services Administration.

(a) When a vendor maintains a General Services Administration agreement with the United States of America, or any agency thereof, the Chief Procurement Officer may directly negotiate with that vendor. The price shall not be higher than that contained in the contract between the General Services Administration and the vendor affected.

(10) Utility Contracts.

(a) The Central Procurement Office shall purchase or contract for all telephone, telegraph, electric light, gas, power, postal, or other services for which a rate has been established by a public authority. All such contracts shall be procured in such a manner as the Chief Procurement Officer deems to be in the best interests of the State of Tennessee. Each such purchase or contract shall be made on a competitive basis , where practicable, in accordance with these Rules and Central Procurement Office Policy. If the Chief Procurement Officer determines that such procurement is only available from a single source or is proprietary, the use of a sole source or proprietary method of procurement may be utilized.

Tenn. Comp. R. & Regs. 0690-03-01-.05

Original rule filed February 5, 1982; effective June 1, 1982. Amendment filed January 24, 1986; effective April 15, 1986. Repeal and new rule filed November 25, 1987; effective February 28, 1988. Repeal and new rule filed October 22, 2013; effective January 20, 2014.

Authority: T.C.A. §§ 4-56-102, 4-56-105, 12-3-501, § 12-3-502, 12-3-504, 12-3-505, 12-3-506, § 12-3-507, and 12-3-508.