Procurement Transaction Levels & Authority Grids
| Types of Purchase | Total Purchase Amount | Quotes of solicitation/ Requirement | Purchase Order or Contract Type | Time Frame | Authority |
|---|---|---|---|---|---|
| Minor Purchases for equipment, leases, rentals, materials, and supplies (non-consulting services) | $1 - $1,999 | Solicitation of quotes | Purchase Order | varies | Purchasing |
| Purchases for equipment, leases, rentals, materials and supplies (non-consulting services) | $2,000 - $4,999 | Solicitation of quotes | Purchase Order | varies | Purchasing |
| Purchases for equipment, leases, rentals, materials, and supplies (non-consulting services) | $5,000 - $114,499 | Solicitation written quotes or proposals | Purchase Order | 2-3 weeks depending on complexity | Purchasing |
| Formal Competitive Purchases for materials, supplies, and non-consulting services | $114,500 | Competitive Bid or RFP conducted on PlanetBids. | After BOT approval, Purchase Order and/or Contract issued | 6 week min. depending on complexity |
Purchasing |
Public Contract Code : 20651
Procurement Transaction Levels & Authority / Professional Services
| Types of Purchase | Total Purchase Amount | Quotes of solicitation/ Requirement | Purchase Order or Contract Type | Authority |
|---|---|---|---|---|
| Professional Services / Independent Contractor (Consulting) | $1,000 - $5,000 | None for specialist (e.g. Instructional services, lawyers, doctors, engineers, architects), but it is preferable to request competitive pricing from several suppliers | Professional Services Agreement approved by Director of Purchasing or VP | Ratification by BOT, Purchasing executes contract |
| Professional Services / Independent Contractor (Consulting) | $5,001 - $49,999 | Specialists (e.g. instructional services, lawyers, doctors, engineers, architects) selected by RFQ process. | After BOT approval Contract issued, Purchase Order generated to encumber funds | Ratification by BOT, Purchasing executes Contract |
| Professional Services / Independent Contractor (Consulting) | $50,000 + | None for specialist (e.g. Instructional services, lawyers, doctors, engineers, architects), but it is preferable to request competitive pricing from several suppliers | Professional Services Agreement approved by Director of Purchasing or VP | Ratification by BOT, Purchasing executes contract |
| Textbooks, Library Books, instructional Software, films, testing, materials, periodicals for Library Services or for resale by College Bookstore | ALL | None per Education Code 81651, but is preferable to request competitive pricing | Purchase Order | Purchasing |
Procurement Transaction Levels & Authority / Public Works
| Types of Purchase | Total Purchase Amount | Quotes of solicitation/ Requirement | Purchase Order or Contract Type | Time Frame | Authority |
|---|---|---|---|---|---|
| Public Works - Minor facility construction, alteration, renovation, demolitions, painting or repair | $1,000 - $5,000 | One written quotation from a licensed contractor obtained using approved format, prevailing wages apply, DIR certified, approved insurance. |
Contract issued to supplier, Purchase Order issued to encumber funds | varies | Facilities & Purchasing |
| Public Works project - Request for quote | $5,001 - $14,999 | Solicitation of (3) or more price quotations from Licensed Contractors | Contract issued to supplier, Purchase Order issued to encumber funds | 2-3 weeks | Purchasing |
| Public Works Project - Formal Competitive Bidding / RFQ / RFP | $15,000 | Formal advertising, solid specifications, job walk, bonding, prevailing wages apply, licenses, DIR certified, approved insurance. |
After BOT approval, Contract issued to supplier, Purchase Order issued to encumber funds | 6 week min. |
Purchasing |