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OUR COMMITMENT TO FAIR PROCUREMENT

The Mint Hill Chamber of Commerce is committed to conducting its operations with transparency, fairness, and integrity. This Request for Proposal (RFP) policy establishes guidelines for procuring goods and services to ensure competitive pricing, quality, adherence to nonprofit best practices, and priority consideration for Chamber members.

THE PURPOSE OF THIS POLICY

This policy aims to:

  • Ensure an open and fair competitive process for all suppliers.
  • Obtain the best value for goods and services.
  • Promote transparency and accountability in procurement activities.
  • Ensure compliance with applicable laws and regulations.
  • Give priority consideration to members of the Mint Hill Chamber of Commerce when possible and appropriate.

THE SCOPE OF THIS POLICY

This policy applies to all procurements conducted by the Mint Hill Chamber of Commerce.

THE RFP PROCESS

Preparation of RFP Document

  • Define the scope of work, specifications, and requirements clearly.
  • Include criteria for evaluation, timelines, and submission guidelines.
  • Ensure all necessary legal and contractual terms are included.
  • Highlight priority consideration for Chamber members in the RFP document.

Approval

Obtain approval from the Executive Director or designated committee before issuing the RFP.

Issuance

  • Advertise the RFP on the Chamber’s website and through other appropriate channels to reach a broad audience.
  • Send the RFP to known qualified vendors directly, prioritizing Chamber members if applicable.

Submission and Deadline

  • Specify a clear deadline for proposal submission.
  • Ensure proposals are submitted in a sealed format to maintain confidentiality.

Evaluation

  • Form an evaluation committee comprising members without any conflict of interest.
  • Evaluate proposals based on predefined criteria such as cost, quality, experience, compliance with RFP requirements, and Chamber membership.
  • Document the evaluation process and decisions.

Selection

  • Select the vendor that provides the best overall value and meets the Chamber’s needs.
  • Give priority consideration to Chamber members, provided their proposals meet the required criteria.
  • Notify all bidders of the outcome and provide feedback if requested.

Contracting

  • Negotiate and finalize the contract with the selected vendor.
  • Ensure the contract includes all agreed terms and conditions.

AVOIDING CONFLICTS OF INTEREST

All members involved in the RFP process must disclose any potential conflicts of interest. Individuals with conflicts must recuse themselves from the evaluation and selection process.

DOCUMENTATION AND RECORD-KEEPING

Maintain thorough records of the RFP process, including:

  • Copies of all RFP documents issued.
    Proposals received.
  • Evaluation and scoring documents
  • Communications with vendors.
  • The final contract.

REVIEW AND AMENDMENTS

This policy will be reviewed annually by the Board of Directors. Amendments may be made as needed to ensure continued compliance and effectiveness.

HOW TO CONTACT US

Should you have other questions or concerns about these policies, please contact us at 704-573-8282

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