Government and Public Sector Procurement Solutions

[38:91] > 50000
AND [38:CustomProcurementMethod]

Type: Error

Message:
COMPETITIVE BIDDING REQUIRED

Purchase Order: [38:3]
Vendor: [38:79]
Amount: $[38:91]

Federal/State procurement regulations require competitive bidding for purchases exceeding $50,000.

Required Process:
1. Prepare detailed specifications
2. Publicly advertise solicitation (minimum 21 days)
3. Receive and evaluate sealed bids
4. Award to lowest responsive, responsible bidder
5. Document evaluation criteria and selection

Competitive Bidding Methods:
- Invitation for Bid (IFB): Price-based selection
- Request for Proposal (RFP): Best value selection
- Request for Quotation (RFQ): Informal quotes (if under formal bid threshold)

Exceptions:
- Emergency procurement (requires justification)
- Sole source (requires written justification and approval)
- Cooperative purchasing agreements

Set Procurement Method to 'Competitive Bid' and enter solicitation number before proceeding.

Procurement Officer: [Buyer contact]
Reference: [Agency] Procurement Code § [Section]

[38:CustomProcurementMethod] is 'Competitive Bid'
AND [38:CustomSolicitationNumber]

Type: Error

Message:
SOLICITATION NUMBER REQUIRED

Purchase Order: [38:3]
Procurement Method: Competitive Bid
Amount: $[38:91]

Competitive bids require documented solicitation process.

Required Documentation:
- Solicitation Number (IFB/RFP/RFQ number)
- Advertisement Date
- Bid Opening Date
- Number of Bids Received
- Bid Evaluation Documentation
- Award Justification

Enter solicitation number that documents competitive process.

Format: [FY]-[Type]-[Sequence]

[38:91] > 10000
AND [38:CustomProcurementMethod] is 'Sole Source'
AND [38:CustomSoleSourceJustification]

Type: Error

Message:
SOLE SOURCE JUSTIFICATION REQUIRED

Purchase Order: [38:3]
Vendor: [38:79]
Amount: $[38:91]

Sole source procurement requires written justification demonstrating:

Valid Sole Source Reasons:
1. Only one source available
   - Proprietary/patented product
   - Sole manufacturer/distributor
   - Required for compatibility with existing systems

2. Emergency/urgency
   - Immediate need to prevent harm
   - Temporary measure (follow-up bid required)

3. Federal/state grant requirement
   - Specified vendor in grant award
   - Grant compliance necessity

Required Justification Elements:
☐ Description of why sole source necessary
☐ Market research conducted
☐ Explanation why competitive bidding not feasible
☐ Attempts to find alternate sources
☐ Price reasonableness determination
☐ Department head approval
☐ Procurement officer approval

[IF([38:91] > 100000,
  'Executive approval required for sole source > $100,000',
  ''
)]

Enter detailed sole source justification and obtain required approvals.

Template: [Link to sole source justification form]

1. Vendor (23)
   Link via: [38:4] = [23:1]

2. Project (Custom Table)
   Link via: [38:CustomProject] = [Project:No]

[Project:CustomDBEGoalPercentage] > 0
AND [23:CustomDBECertified] is false
AND [23:CustomMBECertified] is false
AND [23:CustomWBECertified]

Type: Warning

Message:
DISADVANTAGED BUSINESS ENTERPRISE (DBE) GOAL

Project: [Project:Description]
DBE Participation Goal: [Project:CustomDBEGoalPercentage]%

This purchase order:
Vendor: [23:2]
Amount: $[38:91]
DBE Certified: No
MBE Certified: No
WBE Certified: No

Current Project DBE Participation:
Committed: $[Project:CustomDBECommitted]
Percentage: [Project:CustomDBECommitted / Project:CustomTotalValue * 100]%
Remaining to Meet Goal: [Project:CustomDBEGoalPercentage - Current%]%

Using non-certified vendor reduces DBE participation percentage.

Options:
1. Source from certified DBE/MBE/WBE vendor
2. Request vendor obtain DBE certification
3. Document good faith efforts to achieve DBE goals
4. Justify why certified vendor not available

Certified Vendor Directory: [State DBE directory URL]

[23:CustomDBECertified] is true
AND [23:CustomDBECertExpiration] < [T]

Type: Error

Message:
DBE CERTIFICATION EXPIRED

Vendor: [23:2]
DBE Certification Expired: [23:CustomDBECertExpiration]

Vendor DBE certification expired [T - [23:CustomDBECertExpiration]] days ago.

Cannot count this purchase toward DBE participation goals with expired certification.

Required Actions:
1. Contact vendor to verify certification status
2. Obtain updated DBE certificate
3. Update vendor master with new expiration date
4. Verify certification with issuing agency

Certification Verification:
Agency: [23:CustomDBECertifyingAgency]
Certificate Number: [23:CustomDBECertNumber]

[Requisition:Amount] > 3000
AND [Requisition:Amount] < 150000
AND [Requisition:CustomSmallBusinessReserve] is true
AND [Requisition:CustomVendorSizeCategory]

Type: Error

Message:
SMALL BUSINESS SET-ASIDE REQUIREMENT

Requisition: [Requisition:No]
Amount: $[Requisition:Amount]

This requirement is set aside for small businesses only.

Small Business Criteria (Federal):
- Manufacturing: 500 employees or less
- Services: $7.5M - $41.5M annual receipts (varies by NAICS)
- Wholesale: 100 employees or less
- Retail: $8M annual receipts or less

Selected Vendor: [Vendor:Name]
Size Category: [Requisition:CustomVendorSizeCategory]

Options:
1. Select certified small business vendor
2. Remove small business set-aside designation (requires justification)
3. Split requirement if exceeds small business capacity

Small Business Vendor Search: [SBA vendor directory]

1. Grant (Custom Table)
   Link via: [38:CustomGrantNumber] = [Grant:GrantNumber]

2. Item (27)
   Link via: [PurchLine:6] = [27:1]

[38:CustomGrantNumber] is not ''
AND [27:CustomCostCategory] not in [Grant:AllowableCostCategories]

Type: Error

Message:
UNALLOWABLE COST FOR GRANT FUNDING

Grant: [Grant:GrantNumber] - [Grant:Description]
Grantor: [Grant:GrantorAgency]

Item: [27:3]
Cost Category: [27:CustomCostCategory]
Amount: $[PurchLine:Amount]

This cost category is not allowed under grant restrictions.

Grant Allowable Costs:
[LIST(Grant:AllowableCostCategories)]

Grant Unallowable Costs:
- Alcoholic beverages
- Entertainment
- Lobbying
- Fundraising
- General government expenses (unless specifically allowed)
[Grant:SpecificRestrictions]

Options:
1. Change funding source to non-grant funds
2. Select different item in allowed category
3. Seek grantor pre-approval for exception (document approval)

Grant Period: [Grant:StartDate] to [Grant:EndDate]
Remaining Grant Funds: $[Grant:BudgetAmount - Grant:CommittedAmount]

Reference: [Grant:ComplianceDocument]
Grant Administrator: [Grant:AdministratorContact]

[38:CustomGrantNumber] is not ''
AND [38:CustomCostAllocationMethod] is ''
AND [Grant:RequiresCostAllocation]

Type: Error

Message:
COST ALLOCATION REQUIRED

Grant: [Grant:GrantNumber]
Purchase Order: [38:3]
Amount: $[38:91]

This grant requires documented cost allocation methodology.

Cost Allocation Methods:
1. Direct Costs: Clearly identifiable to grant activities
   Example: Equipment used solely for grant program

2. Indirect Costs: Allocated based on approved rate
   Example: Facilities, utilities, administration
   Your approved indirect rate: [Agency:IndirectCostRate]%

3. Shared Costs: Allocated based on benefit
   Example: Shared staff time, multi-use equipment
   Allocation basis: Time studies, usage logs, participant counts

Required Documentation:
- Cost allocation plan
- Time and effort reporting (for personnel)
- Basis for allocation percentages
- Approval from grant administrator

Enter cost allocation method and percentage before proceeding.

OMB Uniform Guidance 2 CFR 200 Subpart E - Cost Principles
Grant-specific allocation requirements: [Grant:AllocationPolicy]

1. Grant (Custom Table)
   Link via: [Invoice:CustomGrantNumber] = [Grant:GrantNumber]

[Grant:RequiresMatch] is true
AND ([Grant:TotalInvoiced] + [Invoice:Amount]) / [Grant:TotalMatch] > [Grant:MatchRatio]

Type: Error

Message:
INSUFFICIENT GRANT MATCH

Grant: [Grant:GrantNumber]
Match Requirement: [Grant:MatchPercentage]% ([Grant:MatchRatio] ratio)

Current Status:
Grant Funds Invoiced to Date: $[Grant:TotalInvoiced]
This Invoice (Grant Funds): $[Invoice:Amount]
Total Grant Funds: $[Grant:TotalInvoiced + Invoice:Amount]

Match Funds to Date: $[Grant:TotalMatch]
Required Match: $[[Grant:TotalInvoiced + Invoice:Amount] / [Grant:MatchRatio]]
Match Shortfall: $[[Required Match] - [Grant:TotalMatch]]

Match ratio would be: [Grant:TotalMatch / [Grant:TotalInvoiced + Invoice:Amount] * 100]%
Required ratio: [Grant:MatchPercentage]%

Cannot invoice additional grant funds until match requirement satisfied.

Acceptable Match Sources:
[IF([Grant:CashMatchRequired],
  '- Cash match only (no in-kind)',
  '- Cash contributions
   - In-kind donations (at fair market value)
   - Volunteer time (at approved rate)
   - Donated equipment/facilities'
)]

Document and record match contributions before invoicing grant funds.

Match tracking: [Link to match documentation system]

[167:CustomProjectType] is in ('Construction', 'Renovation', 'Public Works')
AND [167:CustomFederalFunding] > 0
AND [167:CustomPrevailingWageApplies]

Type: Warning

Message:
PREVAILING WAGE REQUIREMENTS MAY APPLY

Project: [167:3] - [167:Description]
Project Type: [167:CustomProjectType]
Federal Funding: $[167:CustomFederalFunding]
Total Project Cost: $[167:CustomTotalBudget]

Davis-Bacon Act applies to:
- Contracts over $2,000
- Federally funded or assisted
- Construction, alteration, or repair
- Public buildings or public works

If Davis-Bacon applies, contractors must:
1. Pay prevailing wages determined by Department of Labor
2. Submit certified payroll reports weekly
3. Post prevailing wage determination at worksite
4. Comply with apprentice/trainee ratios
5. Maintain payroll records (3 years)

Penalties for Non-Compliance:
- Contract termination
- Debarment from federal contracts (3 years)
- Withholding of funds
- Back wage payment to workers

Verify prevailing wage applicability and set flag accordingly.

Wage Determinations: [DOL wage determination database]
Project Location County: [167:CustomCounty]
Construction Type: [167:CustomConstructionType]
Wage Determination Number: [Enter WD number]

1. Contractor (Custom Table)
   Link via: [167:CustomPrimeContractor] = [Contractor:No]

2. Certified Payroll (Custom Table)
   Link via: [167:3] = [Payroll:ProjectNo]
   Reference Filters:
     [Payroll:WeekEnding] >= [T]

[167:CustomPrevailingWageApplies] is true
AND [167:Status] is 'In Progress'
AND COUNT(Payroll:*) is 0
AND [167:CustomConstructionStartDate] < [T]

To: project.manager@agency.gov, contractor.contact
CC: compliance.officer@agency.gov
Subject: OVERDUE - Certified Payroll Report Required
Body:
CERTIFIED PAYROLL PAST DUE

Project: [167:3] - [167:Description]
Contractor: [Contractor:Name]
Week Ending: [Last Friday]

Davis-Bacon prevailing wage projects require weekly certified payroll submission.

Required Form: WH-347 (Payroll Form)

Payroll Report Must Include:
- Name and social security number of each worker
- Labor classification for each worker
- Hours worked each day
- Total hours worked per week
- Hourly rate paid
- Gross wages earned
- Deductions made
- Net wages paid
- Statement of compliance signed by contractor

Submit certified payroll within 7 days of week ending.

Consequences of Non-Submission:
- Work stoppage until payroll submitted
- Payment withholding
- Contract compliance review
- Potential debarment

Submit payroll to: [Compliance officer email]
Payroll submission portal: [Portal URL]

1. Vendor (23)
   Link via: [38:4] = [23:1]

2. Item (27)
   Link via: [PurchLine:6] = [27:1]

[38:CustomFederalProject] is true
AND [27:CustomCountryOfOrigin] is not 'USA'
AND [27:CustomBuyAmericaWaiver]

Type: Error

Message:
BUY AMERICAN REQUIREMENT VIOLATION

Project: [38:CustomProjectNo]
Item: [27:3]
Country of Origin: [27:CustomCountryOfOrigin]
Vendor: [23:2]

Buy American Act requires:
- Iron and steel: 100% domestic
- Manufactured products: Manufactured in U.S. from substantially domestic components (>55% domestic content)

This item does not meet Buy American requirements.

Exceptions/Waivers:
1. Non-Availability: Product not produced in U.S. in sufficient quantities
2. Public Interest: Domestic preference inconsistent with public interest
3. Unreasonable Cost: Domestic product cost exceeds foreign by >25%

To proceed with foreign product:
1. Request Buy American waiver
2. Document justification (non-availability, cost comparison, public interest)
3. Post waiver request for public comment (15 days)
4. Obtain approval from federal agency
5. Enter waiver approval number in system

Options:
- Source from domestic supplier
- Verify country of origin (may be incorrect)
- Request formal waiver with justification

Buy American applies to:
- Federal Highway Administration projects
- Federal Transit Administration grants
- EPA water infrastructure projects
- Federal-aid construction

Reference: 23 CFR 635.410 (Federal Highway)
Domestic Content Certificate: [Required from vendor]

1. Vendor (23)
   Link via: [38:4] = [23:1]

2. Employee (5200)

3. Vendor Relationships (Custom Table)
   Link via: [23:1] = [VendorRel:VendorNo]

EXISTS(VendorRel WHERE [VendorRel:RelationshipType] is in ('Owner', 'Officer', 'Employee', 'Spouse', 'Family')
       AND [VendorRel:EmployeeNo]

Type: Error

Message:
POTENTIAL CONFLICT OF INTEREST

Vendor: [23:2]
Purchase Order: [38:3]
Amount: $[38:91]

Employee Relationship Detected:
Employee: [VendorRel:EmployeeName]
Department: [VendorRel:EmployeeDepartment]
Relationship: [VendorRel:RelationshipType]

Ethics regulations prohibit employees from participating in matters affecting their financial interests or relationships.

Required Actions:
1. Document conflict of interest
2. Employee must recuse from procurement process
3. Obtain ethics officer review
4. Obtain written conflict waiver if permitted
5. File public disclosure (if required)

Prohibited Activities:
- Employee involvement in vendor selection
- Procurement decision participation
- Contract negotiation
- Payment approval
- Performance evaluation

Ethics Officer: [Contact information]
Conflict of Interest Policy: [Policy reference]