Policies and Procedures Handbook
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Last Updated: 10/18/2011
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PUBLIC SCHOOLS FEDERAL/STATE/LOCAL

GOVERNMENT DEBARMENT PROCEDURE

 

 

Administrative Procedure

                                               

Definitions 

 

“Debarment Certification”:  A statement from a vendor or service provider that it’s company, and principals have not been debarred, suspended, proposed for debarment, declared ineligible, are not in the process of being debarred, or are voluntarily excluded from conducting business with a federal department or agency of the federal government.  This certification can take the form of a signed letter, or signature block within a procurement document.

 

“Checking debarment status on the web”:  The process by which a buyer checks the federal website, Excluded Parties List System (epls) to see if a vendor is on the government list of debarred vendors.  Being on the list means the vendor is debarred, being absent from the list indicates a vendor is not debarred from receiving federal contracts.

 

Procedures 

 

1.         The Board of Education of Garrett County will ensure that the Special Conditions of Bid document contain debarment language so vendors are notified of the debarment requirements, and are provided the format by which they can certify their status.  At the time of the bid suppliers will be required to certify their debarment status as a mandatory element of the bid or proposal response.

2.         Purchases in excess of $25,000 using an existing waiver where no bidding document was involved require that the department making the purchase check the federal debarment website (epls) for a favorable debarment status before an order is issued if federal funds are being used.

3.         As an element of every solicitation, contracts made by the Board of Education of Garrett County will include a certification statement and a signature block where the contractor can certify its debarment status.

4.         For releases over $25,000 using federal/state/local funds against established contracts, the department making the purchase will check the federal debarment website (epls) to verify the vendor’s continued favorable debarment status before an order will be released.  In addition to the federal site, the state site (http://www.bpw.state.md.us/procurement/debarments.asp) and local records will be checked.  When the federal website is checked, staff must print a copy of the one page debarment report from the website, and include it in the bid record that will be filed within the document imaging system at a later date.  If debarment records are positive during the state and local records check, documentation will be filed in the solicitation record. 

5.         Vendors known to be debarred will have their vendor status changed to “inactive” and “ineligible” in the master vendor procurement file.

6.         If the vendor does not provide debarment certification, or if the website is checked and the vendor is on the list (debarred), the Board of Education of Garrett County will place a hold on the award process and immediately verify the accuracy of the website report by gathering information pertaining to the reasons for debarment from the vendor, and epls.  Once all information has been gathered, and verified, the Board of Education of Garrett County staff must summarize and report the finding to the Director of Finance and await further instructions.  In any case, award will not be made for purchases in excess of $25,000 that have federal funding until such time as the supplier is no longer bebarred or suspended.

7.         If it is determined that the vendor is to be recorded as being debarred, the Board of Education of Garrett County will request that administrative support staff make the vendor ineligible and inactivate them in the vendor file.  With the approval of the Director of Finance, the Board of Education of Garrett County may then award to the next lowest responsible vendor.

 

 

PUBLIC SCHOOLS FEDERAL/STATE/LOCAL GOVERNMENT DEBARMENT PROCEDURE 

 

__________    I acknowledge that my firm has NO pending litigation and/or debarment from doing business with the State of Maryland or any of its subordinate government units and/or federal government within the past five (5) years.

 

__________    I acknowledge that my firm has pending litigation or has been debarred from doing business with the State of Maryland or any of its subordinate government units and/or federal government, within the past five (5) years.

 

As the duly authorized representative of the applicant, I hereby certify that the above information is correct and that I will advise Garrett County Public Schools should there be a change in status.

 

Name of Applicant                                                                                               PR/Award Number And/Or Project Name

 

 

Printed Name and Title of Authorized Representative

 

 

Signature                                                                                                           Date

 

 

 

 

 


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Business Affairs 725.305
Adopted 08/09/2011 LM