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Procurement Policies and Procedures

The following policies and procedures will be followed at all times to purchase supplies, property, equipment and services from an external source:


No Medieval Academy officer, employee, and/or agent will participate in the selection, award, and/or administration of any contract for equipment, materials, and supplies or consulting or professional services if a real or apparent conflict of interest would be involved. Such a conflict will arise when:

1. the employee, officer, or agent;

2. any member of his/her immediate family;

3. his/her partner; or

4. an organization which employs or is about to employ, any of the above

has a financial or other interest in the firm or individual selected for award.

The MAA’s officers, employees, and/or agents shall neither solicit nor accept gratuities, favors, or anything of monetary value from contractors, potential contractors, or parties to sub-agreements.

The MAA will conduct a cost or price analysis and document such analysis in the procurement files in conjunction with every procurement action. If a contract is competitively bid, the Medieval Academy will enter into a contract with the winning bidder that specifies the services to be completed and payment terms. At a minimum, to adequately evaluate contractor, consultant, and supplier performance, the MAA will evaluate the performance of each respective provider of goods and services at the completion of each contract. This evaluation will be utilized when making award decisions for future contracts. Evaluations may be conducted on a more frequent basis if deemed necessary.

Procurement records and files will include the basis for contractor selection, justification for the lack of competition when competitive bids or offers are not obtained, and basis for award.


The following procurement procedure applies to all purchases of goods and services, including equipment, materials, supplies and professional and consulting services.

Employees will conduct all procurement transactions in a manner that maximizes free and open competition. Awards should be made to the bidder or offeror whose bid or offer is responsive to the solicitation and is most advantageous to the recipient, after consideration of price, quality and other factors. The MAA reserves the right to reject any and all bids or offers, if deemed to be in its best interest.

The MAA may select from numerous methods of procurement, depending on the amount of the purchase and other considerations. Following are a few examples of possible procurement procedures that the Medieval Academy may choose to use:

Open Market Inquiry. The Executive Director, or other qualified individuals delegated by the Executive Director, may inquire in the open market to ensure that the price and quality is the most advantageous to the MAA.

Request Competitive Oral Quotes. The Executive Director or his/her designee may request competitive quotes orally. A file shall be kept with an abstract of invitations made and offers received.

Request Written Quotes from at Least three Different Sources. For purchases and contracts involving a single project or activity, the Executive Director or his/her designee may request and receive written quotations from at least three independent sources. A file shall be kept with an abstract of invitations made, offers received, and the criteria for selection.

Request Written Competitive Responses through a Formal Request for Proposal Procedure. For large purchases and contracts, the Executive Director or his/her designee may solicit competitive responses through a formal written request for proposal procedure. Bids will remain sealed until the opening time designated in the request for proposals. All requests for proposals shall contain the phrase "Equal Opportunity Employer."

For the largest purchases the MAA makes ($10,000 and above), after reviewing the bids received, the Executive Director or his/her designee shall make a recommendation to the MAA Executive Committee regarding which bid to accept. A majority of the committee must accept the bid via formal vote before a contract is executed for the service.

A file shall be kept with a copy of the request for proposal, a list of individuals/organizations solicited for bids, and a bid sheet that lists the bids received by individual/organization and their respective bid price. In all instances in which the lowest bid is not awarded the contract, justification documentation, such as a memo outlining the selection criteria, shall be placed in the file.


When purchasing property (both real property and equipment), the following procedures will be followed:

Title to all property purchased with federal funds will vest with the Medieval Academy.

Property records will be kept showing the general name of the property, identification number, original cost, and depreciated value. These records will be reviewed and necessary revisions made on an annual basis at the end of the Medieval Academy's fiscal year.

The MAA will provide the equivalent insurance coverage for real property and equipment regardless of how the property was acquired by the organization.

Equipment purchased with federal funds, with a purchase price in excess of $5,000, is generally considered the property of the federal government and must be disposed of through a set procedure. When disposing of equipment with an acquisition cost in excess of $5,000, the MAA will follow the respective funding program's disposal regulations.


When purchasing goods and services through the utilization of federal funding, the MAA will ensure that the contract awardee is not debarred or suspended from doing business with the federal government nor delinquent in a debt to the United States as defined in OMB Circular A1-29. Before a contract is awarded, staff from the Medieval Academy will consult the Federal Government's General Services Administration ("GSA")'s "List of Parties Excluded from Federal Procurement or Non-procurement Programs."

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Opinions expressed by members in print, video, or online represent their personal views, not necessarily those of the Medieval Academy of America.

The Medieval Academy of America
17 Dunster St., Suite 202
Cambridge, MA 02138
Phone: (617) 491-1622
Fax: (617) 492-3303