§ 20-47Board approval of procurement actions.
§ 20-48Delegation of contracting authority.
§ 20-49Documentation.
§ 20-50Disposition of surplus property.
§ 20-51Funding availability.
§ 20-52Self-certification.
Other than approval of this procurement policy, approval by the Board of Commissioners is not required for any procurement action, as permitted under state and local law. Rather, it is the responsibility of the Executive Director to make sure that all procurement actions are conducted in accordance with the policies contained herein.
While the Executive Director is responsible for ensuring that the WHA's procurements comply with this policy, the Executive Director may delegate all procurement authority as is necessary and appropriate to conduct the business of the agency.
Further, and in accordance with this delegation of authority, the Executive Director shall, where necessary, establish operational procedures (such as a procurement manual or standard operating procedures) to implement this policy. The Executive Director shall also establish a system of sanctions for violations of the ethical standards described in Article II, consistent with federal, state, or local law.
The WHA must maintain records sufficient to detail the significant history of each procurement action. These records shall include, but shall not necessarily be limited to, the following:
Rationale for the method of procurement (if not self-evident);
Rationale of contract pricing arrangement (also if not self-evident);
Reason for accepting or rejecting the bids or offers;
Basis for the contract price (as prescribed in this handbook);
A copy of the contract documents awarded or issued and signed by the contracting officer;
Basis for contract modifications; and
Related contract administration actions.
The level of documentation should be commensurate with the value of the procurement.
Records are to be retained for a period of three years after final payment and all matters pertaining to the contract are closed.
Property no longer necessary for the WHA's purposes (non-real property) shall be transferred, sold or disposed of in accordance with applicable federal, state, and local laws and regulations.
Before initiating any contract, the WHA shall ensure that there are sufficient funds available to cover the anticipated cost of the contract or modification.
The WHA self-certifies that this procurement policy and the WHA's procurement system complies with all applicable federal regulations and, as such, the WHA is exempt from prior HUD review and approval of individual procurement action.
