The Procurement Process

Competitive Bidding or Selection for Professional or Special Services:

A. Requirements for Bids or Quotations for services not deemed professional or special services

*Pursuant Public Contract Code §20651, Bid threshold, adjusted annually for inflation, by the Board of Governors of the California Community Colleges

• Professional or Special Services
  • Professional Services: Persons or entities furnishing to the District architectural, engineering, environmental, and land surveying services and construction project management.
  • Special Services: Persons or entities furnishing to the District services and advice in financial, economic, accounting, engineering, legal, or administrative matters.
  • Purchases of Professional Services from $15,000 or more require at least THREE (3) proposals or quotations (or proof of attempts to obtain three).
  • Any contract over $50,000 must be approved by the Board of Trustees PRIOR to award.
• Single or Cumulative Dollar Threshold
  • Contracts in excess of $50,000 with a SINGLE organization, individual, or vendor per fiscal year (July 1 – June 30) require prior board approval by the Board of Trustees for all funds except Construction/Capital Outlay Bond Funds [see information on CUPCCAA and Public Work Projects]
• Piggyback and Cooperative Agreements:
  • Can be used to procure goods and services
  • At least ONE (1) proposal from an active contract and all pertinent amendments.
  • A district-template agreement must be used in conjunction with the underlying piggyback or cooperative agreement. All amendments and pricing related to the goods and services should reflect the discounted amount or percentage saved by the district through these agreements; and
  • A Board Resolution is required with these agreements.
• Emergency Purchases allows for Exceptions to Bid when:
  • Repairs, alterations, work, or improvement is necessary to any facility to permit the continuance of classrooms, or to avoid danger to life and property;
  • Unforeseen circumstances including the breakdown of machinery and services, delays to contractors, delays in transportation, unanticipated volume of work, and acts of God;
  • Must be approved or ratified by the Board of Trustees;

After an occurrence is no longer an “emergency,” end users must prepare a requisition. As an option Purchasing can place a telephone order for emergency purchases, where it is not practical to plan in advance.

Contracts that require competitive bidding must be approved by the Board of Trustees prior to award. Contracts for Professional Services or Special Services from $50,000 or more must be approved by the Board of Trustees prior to award. Piggyback contracts shall be procured in compliance with the applicable statute, including, if necessary, a resolution from the Board of Trustees.

B. Bid Splitting:

Public Contract Code Section 20657 prohibits splitting or separating projects into smaller work orders, contracts, or purchases for the purpose of avoiding competitive bidding. A project may, however, be split into several trade-oriented contracts, which will each be competitively bid, if the District is using a multiple prime contractor project delivery method.

C. Bid and Contract Forms:

The Vice Chancellor of Finance and Administration shall ensure that bid and contract forms are prepared for the District. Bid documents are prepared by the Purchasing Director in consultation with the individual initiating the request and shall provide a basis for the selection of a vendor. Bid documents are made available to vendors through the Purchasing Department.

D. Bid Specifications:

Bid documents or requests for proposals contain specifications and/or drawings, if appropriate, which shall include a definite, complete statement of what is required and insofar as practical, shall include pertinent details of size, composition, construction, and/or texture of what is specified, and minimum standards of efficiency, durability and/or utility required of what is specified. In general, specifications should be generic in nature and not specify a particular brand, manufacturer, or vendor. Vendors must provide equipment and appliances that earn the ENERGY STAR and meet ENERGY STAR specifications for energy efficiency where ratings exist. The Vice Chancellor of Finance and Administration shall ensure that bid specifications are sufficiently broad to encourage and promote open competitive bidding.