Who Completes This Task: Federal Grant Program Managers and Clerks

Process

Federally funded acquisition of supplies or services up to $3,500 are micro-purchases. Competitive bids or quotes are not needed for these purchases if SPPS considers the price to be reasonable. Micro-purchases must be distributed equally among qualified suppliers.

Criteria

• Supply or service costing no more than $3,500
• Price is reasonable
  • Not more than a prudent person would pay
  • Recognized as ordinary and necessary for operation
  • Purchase is a sound business practice
  • Market price is comparable for similar goods or services for the area

Steps

1. Purchase may be made via P-Card, voucher, or requisition
2. Monitor the activity report to ensure purchases are not all from the same source

Documentation Required

Federally funded micro-purchases require the following documentation:

• The method or process of purchase and why it was used
• If an agreement was used, the type and reason it was used
• The process for selecting or rejecting a contractor
• The basis for determining the price of a contract
• Verification that the contractor (if used) is not debarred