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Types of Purchases
It is the practice of the
District to price all purchases whenever practical. This is accomplished
by soliciting competitive quotations, bidding procedures, or
by negotiated pricing arrangements. Decisions in awarding purchase
orders are based upon a vendor's compliance with District specifications,
price, delivery, service, terms and conditions, location, or
other relevant factors. Different types of purchase awards are
as follows:
Formal Bids and Contracts. Consistent with the California Public
Contract Code, the District solicits Invitations to Bid, Requests
for Proposals (RFP) or other formal methods of procurement for
contracts exceeding $56,900 for equipment, goods or services,
and exceeding $15,000 for public works projects. Formal bids
utilize legal advertising, detailed specifications or statements
of work, and a formal bid opening at a prescribed date and time.
Formal bids are awarded by the Board of Trustees of the State
Center Community College District. Contracts resulting from the
formal bid process may be of several types:
Firm or Fixed Price Contracts. Awarded for a specified
quantity of goods or services. According to the terms of the
contract, delivery may be in one or several shipments.
Price Agreements. Awarded for anticipated amounts during
a certain time period. These contracts are binding for the full
time period regardless of quantity.
Construction Contracts. Awarded for a specific public
works project. These contracts have additional requirements such
as bid, performance and payment bonds, insurance requirements,
and must be performed by a licensed contractor.
Service Contracts. Awarded for services such as maintenance
of equipment or professional services. These contracts are awarded
based upon the criteria set forth in the Request for Proposal.
Informal Quotations and Contracts. The informal quotation
and bid process is used for purchases under the formal bid limits.
Purchase orders and contracts resulting from the informal bid
process are for a wide variety of goods and services. The award
of informal purchases is made by the Director of Purchasing.
There are two types of informal quotations normally used:
Written Quotations. Informal written quotations are solicited
by mail or fax without the formalities of a public bid opening
or advertising.
Telephone Quotations. In many situations, telephone quotations
are used to purchase goods and services. You may be assured that
any and all telephone quotations will merit the same integrity
as a written quotation.
Open Purchase Orders. Occasionally, open or blanket purchase
orders are set up to allow authorized individuals or departments
to purchase low cost/emergency items on an as-needed basis. Open
purchase orders are typically for a designated period of time
and based upon annual fixed pricing or discount schedules offered
to the District.
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