The following policies and procedures will be followed at
all times to purchase supplies, property, equipment and services from an
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
the employee, officer, or agent;
any member of his/her immediate family;
his/her partner; or
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
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:
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.
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
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.
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
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
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