Choosing the Right Good Faith Effort Standard Comments in Core-CT


Read time: 6 minutes

Purpose 

Core-CT agencies should use standard comments to document SBE/MBE good faith efforts consistently across common purchasing scenarios. 

Start by identifying the purchasing method, then select the standard comment that best describes what occurred. The buyer entering the information into Core-CT may need to consult with the person who initiated the purchase to confirm the appropriate code for the situation.

 

What is a GFE code? 

A GFE code is the Core-CT standard comment ID used to document a good faith effort. Each code, GFE1 through GFE9, corresponds to a specific purchasing scenario. 

 

Good Faith Effort Comment Codes

  • GFE1: Multi-vendor contract, SBE/MBE contacted
    • Use when the agency is purchasing from a multi-vendor contract, certified SBE/MBE vendors were listed or identified, and they were included in the quote or solicitation opportunity.
  • GFE2: Multi-vendor contract, no SBE/MBE available
    • Use when the agency is purchasing from a multi-vendor contract and no certified SBE/MBE vendor was identified as available on the contract for the applicable product or service.
  • GFE3: GL71, SBE/MBE contacted
    • Use when the agency is making a GL71 purchase, certified SBE/MBE vendors were identified, and they were contacted for a quote.
  • GFE4: GL71, no SBE/MBE available
    • Use when the agency is making a GL71 purchase and no certified SBE/MBE vendor was identified as available for the applicable product or service.
  • GFE5: GL71, no opportunity
    • Use when the agency is making a GL71 purchase and quotes were not requested because no solicitation opportunity was created for the purchase.
  • GFE6: Single-vendor contract, no opportunity
    • Use when the agency is purchasing from a single-vendor contract or using another purchasing method where no meaningful opportunity existed to solicit another vendor.
  • GFE7: Solicitation, SBE/MBE contacted, no response
    • Use when certified SBE/MBE vendors were included in a solicitation or quote opportunity, but no certified SBE/MBE response, bid, proposal, or quote was received.
  • GFE8: Other, add agency explanation
    • Use when none of the standard scenarios accurately describes the purchase. The agency should add a brief explanation of the availability check, outreach conducted, or reason certified SBE/MBE vendors were not solicited.
  • GFE9: P-card, separate documentation
    • Use when the purchase order is a blanket P-card purchase order and does not represent a single individual purchasing decision. Purchase-level GFE documentation, where applicable, should be maintained separately at the agency level.

 

How to Choose the Right Comment 

Contract Purchase 

Use this category when purchasing from an existing contract. 

  • Use GFE1 if certified SBE/MBE vendors were available and included in the opportunity. 
  • Use GFE2 if no certified SBE/MBE vendors were available on the contract for the applicable product or service. 
  • Use GFE6 if the purchase was from a single-vendor contract and there was no meaningful opportunity to solicit another vendor. 

GL71 Purchase 

  • Use this category when making a purchase under General Letter 71. 
  • Use GFE3 if certified SBE/MBE vendors were identified and contacted for a quote. 
  • Use GFE4 if no certified SBE/MBE vendors were identified as available.
  • Use GFE5 if quotes were not requested because no solicitation opportunity was created. 

Solicitation 

Use this category when certified SBE/MBE vendors were included in a solicitation or quote opportunity but did not respond. 

  • Use GFE7 when certified vendors were contacted, but no certified SBE/MBE response, bid, proposal, or quote was received. 

P-card Purchase 

For P-card purchases that use a requisition or purchase order for the individual purchase, follow the normal Core-CT process and select the GFE code that best matches the purchasing scenario. 

For P-card purchases that are paid through a blanket P-card purchase order, use GFE9 on the blanket purchase order. The blanket purchase order serves as the Core-CT pointer record. Agencies should document purchase-level GFEs separately for each applicable P-card purchase as part of their agency-level P-card reconciliation or approval process. 

Other 

Use GFE8 only when none of the standard scenarios fit. 

When using GFE8, add a brief explanation so the agency record clearly shows what occurred. 

 

Key Reminder 

The standard comment creates the Core-CT record. Agencies should still retain supporting documentation, such as directory searches, contract vendor list reviews, outreach records, quotes, vendor responses, or notes explaining the purchasing circumstance. 

Decision tree titled “How to Choose the Right Good Faith Effort Comment” for Core-CT standard comments. The chart starts by asking what type of purchase is being made and routes users through contract purchases, GL71 purchases, solicitations, other scenarios, and P-card purchases. Contract purchases route to GFE6 for single-vendor contracts, GFE1 when certified SBE/MBE vendors were included, or GFE2 when no certified SBE/MBE vendor was available. GL71 purchases route to GFE5 when quotes were not requested, GFE3 when certified SBE/MBE vendors were contacted, or GFE4 when no certified vendor was available. Solicitations route to GFE7 when certified SBE/MBE vendors were contacted but did not respond. Other scenarios route to GFE8 for a brief agency explanation. P-card purchases that use a requisition or purchase order follow the normal Core-CT process; P-card blanket POs route to GFE9, “P-card: separate documentation,” with purchase-level GFE documentation maintained separately at the agency level. A footer tip notes that the buyer entering information in Core-CT may need to consult the person who initiated the purchase to confirm the correct GFE code.

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