PROCUREMENT GUIDELINES AND REQUIREMENTS
FOR
COMMODITIES AND SERVICES
Excludes Public Works Projects
Refer to Facilities for Public Works Projects Guidelines

Santa Clarita Community College District, a public agency, is committed to the concept of competitive bidding to obtain commodities and services for college operations. The objective is to obtain the greatest value for the dollars expended.

Following are the primary ways of obtaining non-public works goods and services:

1. Informal Proposals or Quotations Under the Bid Limit Amount ($78,500 is the Non-Public Works Bid Limit for Calendar Year 2010; this amount is adjusted each January) – Purchases are made based on (1) current price listings/catalogs, (2) telephonic proposals/quotations and/or (3) written proposals/quotations.
2. Formal Bids Over the Bid Limit Amount ($78,500 is the Non-Public Works Bid Limit for Calendar Year 2010; this amount is adjusted each January) - A “Notice Inviting Bids” will be advertised in the newspaper for the (1) purchase, (2) lease or (3) contracting for services and/or equipment. All advertised bids shall be opened in public at the published place, date and time. Under no conditions shall bids be accepted after the advertised bid opening date and time. Refer to page 2 for additional information regarding the public bid process.
3. CMAS Contracts (California Multiple Award Schedule) – The Department of General Services, Contract Section, negotiates State of California contracts and price schedules with various vendors. Purchases based on these state contracts may be made without quotes or bids.
   
   For information about the CMAS program go to: www.pd.dgs.ca.gov/cmas/default.htm
   Or contact:
   
   Carol Umfleet
   Department of General Services, Procurement Division
   CMAS Unit
   1808 14th Street #100
   Sacramento, CA 95814
    
4. Piggyback Contracts - Many contracts are awarded by various state agencies or educational institutions which have the “Piggyback” clause allowing other state agencies and educational institutions to purchase awarded services, supplies, materials and/or equipment on their contract without going out to formal bid.

For contract information, go to: www.pd.dgs.ca.gov/

The following information is provided to give potential bidders a basic overview of District and State formal bid requirements (#2 above). Delineations below are general. Specific requirements are included in the individual Invitation to Bid upon its release.

Vendors interested in participating in the bid process must meet bid criteria in all material respects (most responsive) and demonstrate capability, in all respects, to fully perform the requirements (most responsible).

HIGHLIGHTS FROM THE CALIFORNIA PUBLIC CONTRACT CODE (PCC)

Santa Clarita Community College District is constrained by state law, the California Public Contract Code, relative to bidding, accepting and awarding bids. A list of highlights from the PCC follows:

• Procurement of commodities or services with an estimated cost greater than the annual bid limit must be publicly bid. (Bid limit amount is adjusted each January.)
• All bid openings are open to the public.
• Any bid received after the designated bid date and time is automatically rejected.
• Bids and/or bid documents requiring original signatures must be originals and cannot be accepted via facsimile.
• Proposals must include responses or documentation for all criteria listed or proposal will be rejected as non-responsive.
• Most bids require, at a minimum, a bid security, based on the value of the commodity or service being bid. This bid security must be enclosed with the bid proposal submission in the form of a cashier’s check, a certified check or a bid bond. Personal checks or cash are not acceptable.
• In most publicly-bid contracts, the District must accept the lowest responsive and responsible bid and is legally prohibited from negotiating or contracting with any other bidder.
• In the few instances where the District is not mandated to go to public bid, e.g., special services such as accountant, architects, etc., the District may elect to do so.
• The District may reject all bids and re-bid, for any reason as it deems necessary.

INSURANCE REQUIREMENTS

The following are the minimum insurance requirements currently being specified by the District on all publicly-bid District projects. District and District’s Board of Trustees shall be named Additional Insureds.
 

The Santa Clarita Community College District hopes that the above criteria will assist potential bidders in their determination to bid our projects. If you have any questions regarding any information contained in this article, you may e-mail the Contracts, Procurement & Risk Management Services Department.