Competitive Bidding or Selection for Professional or Special Services:
A. Bids or quotations must be obtained as follows:
- Purchase of Goods or Services less than $5,000 requires a verbal quote.
- Purchases of Goods or Services from $5,000 to $15,000 shall require at least a written quote.
- Purchase of Goods or Services from $15,000 but less than to the annual Bid Threshold per Public Contract Code Section 20651(a) ($15,000 for Construction Services only, otherwise $99,100 in 2021, adjusted annually by the Board of Governors of the California Community Colleges) requires at least three (3) written quotations.
- Purchase of Goods and Services in an amount that exceeds the annual Bid Threshold shall require formal advertised bids.
- The above subsections 3 and 4 do not apply to Professional Services or Special Services because there is no statutory bid threshold.
i. If the District has completed Request(s) for Qualifications (RFQ), then purchase of Professional Services from $15,000 or more requires at least three (3) written quotations from qualified consultants, If the District has not completed an RFQ, then purchase of Professional Services requires a formal Request for Proposals that has been published in a newspaper of general circulation in the District that must appear at least once a week for two weeks, may be posted on the District’s Web site or through an electronic portal, and through other sources that are designed to reach the appropriate vendors.
ii. Purchase of Special Services from $15,000 or more requires at least three (3) quotations.
- The above subsections 3 and 4 do not apply to purchases made using Piggyback contracts because there is no statutory bid threshold. Purchases using Piggyback contracts require at least a written quotation.
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.