2 AAC 12.400. Authority to make small purchases

(a) A procurement that costs no more than $2,500 may be made with a state purchasing card designated by the chief procurement officer, after receiving only one quotation or informal proposal from a qualified firm or person.

(b) A purchasing agency shall use reasonable and adequate procedures and make records that facilitate auditing of the purchasing agency, when procuring

(1) supplies, services, professional services, or construction estimated to cost no more than $5,000;

(2) concession contracts estimated to have gross receipts of no more than $5,000;

(3) supplies or services while on travel status with, or on behalf of the governor, estimated to cost no more than $15,000;

(4) passenger transportation, or fish feed for hatchery use, estimated to cost no more than $15,000;

(5) professional services for the office of the governor, or legal or hearing officer services, estimated to cost no more than $25,000.

(c) Except for procurements under (b) of this section, a purchasing agency shall use the following procedures in the procurement of supplies, services, professional services, or construction estimated to cost more than $5,000, but no more than $25,000, or for concession contracts estimated to have gross receipts of more than $5,000, but no more than $25,000:

(1) for the solicitation,

(A) at least three firms or persons shall be contacted for a quotation or informal proposal and the procurement officer shall designate whether the response may be made in writing or verbally; and

(B) the solicitation may be made verbally or in writing and shall include the specifications, the award criteria, and the date and time responses are due;

(2) for the award, the purchasing agency shall make the award

(A) in accordance with the specifications and award criteria in the solicitation; and

(B) to the responsive and responsible firm or person that submitted the lowest quotation or the informal proposal that is the most advantageous to the purchasing agency;

(3) as part of the file on the procurement, the procurement officer shall include the

(A) name of the person who made the solicitation and the date of the solicitation;

(B) information provided by the purchasing agency under (1)(B) of this subsection;

(C) names of the firms or persons contacted, a summary of any verbal responses, and copies of all quotations or informal proposals received; and

(D) justification for the award.

(d) A purchasing agency shall use the following procedures for the procurement of supplies, services, or professional services estimated to cost more than $25,000, but no more than $50,000; for concession contracts estimated to have gross receipts of more than $25,000, but no more than $50,000; or for construction estimated to cost more than $25,000, but no more than $100,000:

(1) for the solicitation,

(A) at least three firms or persons shall be contacted for a quotation or informal proposal and the procurement officer shall require the response to be made in writing; and

(B) the solicitation shall be made in writing and shall include the specifications, the award criteria, and the date and time responses are due;

(2) for the award, the purchasing agency shall

(A) make the award

(i) in accordance with the specifications and award criteria in the solicitation; and

(ii) to the responsive and responsible firm or person that submitted the lowest quotation or the informal proposal that is the most advantageous to the purchasing agency; and

(B) provide written notice of the award, including the name of the successful offeror, to each firm or person providing a quotation or informal proposal, and shall describe protest rights under 2 AAC 12.695 and the time limitations within which a protest must be received by the purchasing agency;

(3) as part of the file on the procurement, the procurement officer shall include

(A) a copy of the solicitation made under (1)(B) of this subsection;

(B) the names of the firms or persons contacted and copies of all written quotations or informal proposals received; and

(e) For procurement of lease of space that does not exceed 3,000 square feet, the procedures described in (a) - (d) of this section shall be followed for the appropriate estimated cost limitations, except as provided in this subsection. A notice of award under this subsection shall be in writing. Notwithstanding 2 AAC 12.130 or any other provision of this section, for a procurement of lease of space that does not exceed 3,000 square feet and estimated to cost more than $50,000 for the term of the lease, including extensions, the procurement officer shall provide public notice by at least one of the following notification methods for the solicitation:

(1) mailings to prospective contractors on a contractor's list compiled under 2 AAC 12.060, and, if practicable, located in the state;

(2) publication in a newspaper of general circulation, and, if practicable, in a way calculated to reach prospective contractors located in the state;

(3) publication in a newspaper of local circulation in the area pertinent to the procurement, and, if practicable, in a way calculated to reach prospective contractors located in the state;

(4) notices posted in public locations within the area where the work is to be performed or the material or supplies furnished;

(5) publication in other appropriate media, including postings in electronic media, and, if practicable, in a way calculated to reach prospective contractors located in the state.

(f) A procurement made under this section shall be solicited from Alaskan vendors, whenever practicable, and is subject to applicable Alaskan bidder and Alaskan products preferences as set out in AS 36.30 and 2 AAC 12.260(e) .

(g) Nothing in this section prevents postings in electronic media to satisfy the competitive solicitation and notice of award requirements. Quotes and informal proposals may be submitted in electronic media if permitted by the procurement officer.

History: Eff. 1/1/88, Register 104; am 3/30/90, Register 113; am 3/27/93, Register 125; am 6/29/95, Register 134; am 4/25/97, Register 142; am 11/28/97, Register 144

Authority: AS 36.30.040

AS 36.30.320

The Alaska Administrative Code was automatically converted to HTML from a plain text format. Every effort has been made to ensure its accuracy, but neither Touch N' Go Systems nor the Law Offices of James B. Gottstein can be held responsible for any possible errors. This version of the Alaska Administrative Code is current through June, 2006.

If it is critical that the precise terms of the Alaska Administrative Code be known, it is recommended that more formal sources be consulted. Recent editions of the Alaska Administrative Journal may be obtained from the Alaska Lieutenant Governor's Office on the world wide web. If any errors are found, please e-mail Touch N' Go systems at E-mail. We hope you find this information useful. Copyright 2006. Touch N' Go Systems, Inc. All Rights Reserved.