Global Empowerment Mission
1850 NW 84TH Ave, Ste 100, Doral, FL 33126
www.globalempowermentmission.org

GEM Procurement Policy
All procurements made by Global Empowerment Mission (GEM) involving the expenditureof GEM Operating or Mission Funds will be made in accordance with the following
procurement standards.
Methods for Procurement
Procurement transactions, regardless of method or dollar value, will maximize open and freecompetition consistent with the standards of 24 CFR Sections 84.41 through 84.48. GEM
shall not engage in procurement practices which may be considered arbitrary or restrictive.
Purchases will be reviewed by the Finance Department to prevent duplication and to ensurethat costs are reasonable.
To enable GEM to help the most amount of people in the least amount of time, GEM
reserves the right to engage in noncompetitive negotiations with a preferred vendor in theaftermath of a disaster. For expenses exceeding $50,000 that are covered in full by adonor, the donor has the right to request a formal procurement process, which entails awritten quote from at least three potential vendors. If no such quotes are available, astatement explaining the procurement will be prepared and filed.
1. Proposals are to be solicited through a public channel and may be sent directly toqualified vendors. The proposal must be published and active for a minimum of 7days. The Request for Proposal (RFP) will describe services needed and identify thefactors to be considered in proposal selection. The RFP will state whether further
details may be obtained. All requests will include cost as a factor in selection.
2. Award must be made to the vendor whose proposal is determined in writing by GEM
to be the most advantageous. Evaluations must be based on the factors set forth in
the Request for Proposal and a written evaluation of each response prepared. If it isdetermined that no acceptable proposal has been submitted, all proposals may be
Global Empowerment Mission is a public charity recognized as tax-exempt by the IRS under Section 501(c)(3).
Registered in the State of Florida. EIN: 45-3782061

Global Empowerment Mission
1850 NW 84TH Ave, Ste 100, Doral, FL 33126
www.globalempowermentmission.org

rejected. New proposals may be solicited on the same or revised terms or theprocurement may be abandoned.
For the procurement of professional services, a Request for Qualifications (RFQ) may be
published in lieu of a Request for Proposal (RFQ). RFQs are handled in a similar method to
RFP’s with the exception that cost is not a factor in the initial evaluation. The department for
which services will be rendered will review responses and rank vendors by comparative
qualifications. The highest scoring vendor will be contacted to negotiate costs. If asatisfactory cost agreement is not reached, the next highest ranked vendor will be invited tonegotiate. A written record of all negotiations is to be submitted by the head of the relevant
department.
Noncompetitive Negotiations
Noncompetitive negotiations may be used for procurements when proposals or negotiations
are not feasible. GEM may purchase goods and services through non-competitive
negotiations when it is determined in writing by the President or Chief Operating Officer
that negotiation or proposals are not feasible and that:
1. An emergency exists which will cause public harm as a result of the delay caused by
procurement procedures, or
2. The product or service can only be obtained by one source, or
3. The contract is for the purchase of perishable items purchased on a frequent basis,or
4. The state or local agency has authorized the procurement of services by a specificentity.
Procurement by noncompetitive negotiations requires the strictest attention to impartiality
toward all suppliers.

Global Empowerment Mission is a public charity recognized as tax-exempt by the IRS under Section 501(c)(3).
Registered in the State of Florida. EIN: 45-3782061

Global Empowerment Mission
1850 NW 84TH Ave, Ste 100, Doral, FL 33126
www.globalempowermentmission.org

Vendor Requirements
1. Proposals will only be accepted from vendors who have a proven track record ofsuccessfully completing the scope of work required. References may be requested
along with a vendor’s RFP.
2. All vendors must provide proof of liability insurance and worker’s compensation
coverage.
3. Consideration will be given to such matters as contractor integrity, compliance withpublic policy, record of past performance and financial and technical resources inawarding contracts.
Contracts
All procurement in excess of $50,000 will generally be memorialized and supported by awritten contract or agreement. Where it is not feasible or practical to prepare an agreement,
some form of documentation regarding the transaction will be prepared by GEM staff. All
contracts will contain language which allows GEM the opportunity to cancel any contract forcause. Said cause shall include (but not be limited to) demonstrated lack of ability toperform the work specified, unwillingness to complete the work in a timely fashion,
cancellation of liability insurance or worker’s compensation, failure to pay suppliers orworkers, unsafe working conditions caused by the contractor, failure to comply with
Davis-Bacon wage laws (where applicable), failure to keep accurate and timely records ofthe job, or failure to make those records available to GEM (on request) or any otherdocumented matter which could cause a hardship for the GEM if a claim should arise or thework not be completed on schedule at the specified cost.
Documentation
All source documents supporting any given transaction (receipts, purchase orders, invoices,RFP/RFQ data and bid materials) will be retained and filed in an appropriate manner.
Where feasible, source documents pertinent to each individual procurement shall beseparately filed and maintained. Where it is not feasible to maintain individual procurement
files, source documents will be filed and maintained in a reasonable manner (examples
Global Empowerment Mission is a public charity recognized as tax-exempt by the IRS under Section 501(c)(3).
Registered in the State of Florida. EIN: 45-3782061

Global Empowerment Mission
1850 NW 84TH Ave, Ste 100, Doral, FL 33126
www.globalempowermentmission.org

include chronologically, by vendor, by type of procurement, etc.). Whatever form of
documentation and filing is employed, the purpose of this section is to ensure that a clear
and consistent audit trail is established. At a minimum, source document data must be
sufficient to establish the basis for selection, basis for cost, (including the issue ofreasonableness of cost), rationale for method of procurement and selection of contract type,and basis for payment.
Locally Owned, Minority-Owned, Female-Owned and Small Businesses
All necessary affirmative steps will be taken and documented to support engagement withlocally owned, minority-owned, female-owned and small businesses. A list of locally owned,
minority-owned, female-owned and small businesses and also minority businesses locatedwithin the trade region shall be maintained and used when issuing RFPs and RFQs. This list
shall also be consulted when making purchases. GEM will use the services and assistance of
the Small Business Administration and the Minority Business Development Agency of theDepartment of Commerce to help ensure this.
Conflict of Interest
No GEM employee, consultant, elected official, appointed official or designated agent willtake part or have an interest in the award of any procurement transaction if a conflict ofinterest, real or apparent, exists. A conflict of interest occurs when the official, employee ordesignated agent of GEM, partners of such individuals, immediate family members, or anorganization which employs or intends to employ any of the above has a financial or otherinterest in any of the competing firms. No GEM employee or designated agent may acquirea financial interest in or benefit in any way from any activity which uses any portion of GEM
funding, nor shall they have any interest in any contract, subcontract or agreement forthemselves or any family members.
These rules apply to all and shall be effective for the period of service and for one year after
leaving their position with GEM or in office.
Global Empowerment Mission is a public charity recognized as tax-exempt by the IRS under Section 501(c)(3).
Registered in the State of Florida. EIN: 45-3782061

Global Empowerment Mission
1850 NW 84TH Ave, Ste 100, Doral, FL 33126
www.globalempowermentmission.org

Gratuities
GEM strictly forbids any employee or designated agent to solicit or accept gratuities, favors,or anything of monetary value from vendors, prospective vendors, or potential
subcontractors.
Penalties
Any GEM employee or designated agent who knowingly and deliberately violates theprovisions of this code may be subject to civil suit by GEM without the organization’s legalprotection. Furthermore, such violation is grounds for dismissal by GEM or such sanctions
as available under law. Any vendor who knowingly and deliberately violates the provisionsof this code will be barred from future transactions with GEM.

Global Empowerment Mission is a public charity recognized as tax-exempt by the IRS under Section 501(c)(3).
Registered in the State of Florida. EIN: 45-3782061