Purchasing

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SANTA BARBARA COMMUNITY COLLEGE DISTRICT PURCHASING PROCEDURES GUIDE

Purchasing Matrix Last updated 2/2013
  Type of Purchase Total Amount of Purchase Quote or Solicitation Requirements Purchase or Contract Type Signature Authority
1 Credit Card Purchase-used to purchase low cost & frequently required items. Credit Card can be used for purchases up to $2,500.00 $1.00-$2,500.00 Not required All credit card purchases must have all receipts attached to credit card statement & approving officials signature prior to submittal to A.P. Credit Card holder & Approving Official
2 Minor Purchases-equipment, materials, supplies $1.00-$2,500.00 One verbal or written quote Purchase order issued by Purchasing Requester & Supervisor
3 Small Purchase-equipment, materials, supplies, maintenance & misc biddable services $2,501.00-$5,000.00 Three written quotes to be attached to the p.o. package Purchase order issued by Purchasing Requester & Supervisor
4 Informal Bid-(purchases & services)-equipment, supplies, maintenance & misc biddable services $5001.00-$84,099.00 Three written quotes in response to RFQ Purchase order issued by Purchasing Requester, Supervisor & Vice President
5 Formal Bid (Purchases, Services)-equipment, supplies, maintenance & misc biddable services $84,100.00 and above Advertised competitive bid per Pubic Contract Code 20651 Purchase order or formal contract issued by Purchasing after formal Board approval Requester, Supervisor & Vice President
6 *Repairs-minor construction, alteration, renovation, demolition, painting, repairs $1.00-$1,000.00 One verbal or written quote by licensed contractor Purchase order issued by Purchasing Requester, Supervisor & Facilities
7 *Informal Bid-Public Projects-facility construction, alteration, renovation, demolition, painting, repairs $1001.00-$29,999.99
Three written quotes from prequalified licensed contractor per detailed RFQ
Purchase order issued by Purchasing Requester, Supervisor, Director of Campus Development and/or Director Facilities
8 Formal Bid-Public Projects-facility construction, alteration, renovation,demolition, painting, repairs $30,000.00 and above Formal advertised bids obtained by purchasing dept in accordance with Public Contract Code 20651 Purchase order or contract issued by Purchasing after formal Board approval  V.P. Business Services (or designee), SBCC Board of Trustees for Board approval

Below are brief descriptions & examples of terminology referenced above specific to Purchasing & Contracts.  Should you require additional information, please contact the Purchasing Department at ext. 2361.

PAYMENT OF PREVAILING WAGES: Except for projects of $1,000.00 or less, vendors who perform carpet laying or building construction, alteration, demolition, or repair must pay all workers on the District project wage pursuant to the California Labor Code Sections 1770 through 1777.7. A copy of the prevailing wage rate determination is available on the following link: www.dir.ca.gov/dlsr/statistics_research.html  The determination is issued by the California Department of Industrial Relations.

Public Project
The term "public project" as used in Public Contract Code §§20111 and 20651 refers to a "public project" defined in Public Contract Code §22002.Under Section 22002(c), a public project is defined as the following:

(1)Construction, reconstruction, erection, renovation, improvement, demolition, and repair work involving any publicly owned, leased, or operated facility.

(2)Painting or repainting of any publicly owned, leased, or operated facility.

The scope of repairs and maintenance activities not subject to the $15,000 bidding threshold are defined in Public Contract Code §22002(d) as the following:

(1)Routine, recurring, and usual work for the preservation or protection of any publicly owned or publicly operated facility for its intended purposes.

(2)Minor repainting

(3)Resurfacing of streets and highways at less than one inch.

(4)Landscape maintenance, including mowing, watering, trimming, pruning, planting, replacement of plants and servicing of irrigation and sprinkler systems.

(5)Work performed to keep, operate and maintain publicly owned water, power, or waste disposal systems, including but not limited to, dams, reservoirs, powerplants and electrical distribution lines of 230,000 volts and higher.

Maintenance
"Maintenance"
means routine, recurring, and usual work for the preservation, protection, and keeping of any publicly owned or publicly operated facility for its intended purposes in a safe and continually usable condition for which it was designed, improved, constructed, altered, or repaired.
"Facility" means any plant, building, structure, ground facility, utility system, or real property. This definition of "maintenance" expressly includes, but is not limited to: carpentry, electrical, plumbing, glazing, and other craftwork designed consistent with the definition set forth above to preserve the facility in a safe, efficient, and continually usable condition for which it was intended, including repairs, cleaning, and other operations on machinery and other equipment permanently attached to the building or realty as fixtures.
This definition does not include, among other types of work, janitorial or custodial services and protection of the sort provided by guards or other security forces. It is the intent of the Legislature that this definition does not include painting, repainting, or decorating other than touchup, but instead it is the intent of the Legislature that such activities be controlled directly by the provisions of Section 20114.

Some examples of public works projects would be the remodel of ECC 19 & 20, the resurfacing of the lower parking lots on East Campus & the renovation of the Physical Science Building.


 Public Contract CodeSection 20111(a) requires school district governing boards to competitively bid and award any contracts involving an expenditure of more than $50,000 (adjusted for inflation, amount is currently $78,500.00) to the lowest responsible bidder. Contracts subject to competitive bidding include:
1. 
Purchase of equipment, materials, or supplies to be furnished, sold, or leased to the school district.
2.  Services that are not construction services
3.  Repairs, including maintenance as defined in Section 20115, that are not public projects as defined in section 22002(c).

Some examples of goods & services would be the purchase of a new vehicle, replacement computers, software maintenance, and office furniture.

Biddable Service is a service which can be specified in sufficient detail and clarity that all bidders may precisely calculate the costs for the service and where  the low bidder meeting the specifications can be the basis for contract award.

Examples of Biddable Services:
Maintenance Service Contract:
  Identified as those services requesting the general upkeep of the facility with no new installations or major purchase of equipment. Some examples would be HVAC, or water treatment contracts. Bids may be required.

Technical Services:  Expertise and experience are the central considerations here. Qualifications/certification or level of educational attainment in the requested area is required. Licenses are usually not required. Such examples would be: marketing services, advertisement services, evaluators, economic impact study, and janitorial services.

Transportation Services:  Charter and vehicle transportation services. Charter means that the company owning the vehicles will provide the driver.

In accordance with section 81645 of the Education Code, the district may contract with a party who has submitted one of the three lowest responsible competitive proposal or competitive bids, for the acquisition, procurement, or maintenance of electronic data-processing systems and equipment, electronic telecommunication equipment, supporting software, and related materials, goods, and services.

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