BIDDING PROCEDURES MATRIX
HARTNELL COMMUNITY COLLEGE DISTRICT
Prevailing
Bid
Payment
Liability
Auto
CONSTRUCTION PROJECTS
Min
Board
Wage
Bond
Bond
Insur.
Insur.
(per UPCCAA)
Remarks
Quotes
Action
*5
*2
*1
Cert.
Cert.
Projects under $1,000
1
CA
N
N
N
Y
Y
PO, RFP, or proposal
Projects $1,000 to $14,999
2
CA
Y
N
N
Y
Y
PO, RFP, or proposal
*5
Projects $15,000 to $24,999
2
CA
Y
N
N
Y
Y
PO, RFP, or proposal
*2 *3
PO, RFP, or proposal
Projects $25,000 to $45,000
2
CA
Y
Y
Y
Y
Y
*1 *3
Informal bidding per UPCCAA
Projects $45,001 to $175,000
Bids
CA
Y
Y
Y
Y
Y
*4 *6 *9
Formal bidding w/advertisement per UPCCAA
Projects $175,001 and larger
Bids
BPA
Y
Y
Y
Y
Y
*8
NON-CONSTRUCTION
Equipment, Materials, Services, etc.
Purchases of $0 to $5,000
1
N/A
N
N
N
1 quote required, 2 recommended
*10 *11 *12
2 written quotes (catalog/internet OK)
Purchases of $5,001 to $20,000
2
N/A
N
N
N
*10 *11 *12 *13
Purchases of $20,001 to $88,300
3
N/A
N
N
N
Informal RFQ w/3 written quotes
*6 *10 *11 *12* 13
Formal RFP, specs, advertisement, Bid bond 5%
Y-
Y-
Purchases of $88,301 or more
Bids
BPA
N
N
N
*6 *7 *10 *11 *12 *13
optional by the CEO
Contractor
Contractor
CA = Board Consent Agenda approval required, CBO/CEO may approve contract/agreements prior to Board Approval
BPA = Action requires Board prior approval to execute agreements and contracts
N/A = Not applicable; Superintendent/President authorized to approve
*1 = Per California Civil Code 3247, all projects $25,000 or more require a payment bond
*2 = Per California Public Contract Code 20651(b), all construction contracts $15,000 or more require a bidders bond
*3 = Per Uniform Public Construction Cost Accounting Act, projects up to $45,000 may be done by force labor, negotiated, or PO
*4 = Per Uniform Public Construction Cost Accounting Act, projects up to $45,000 to $175,000 may be bid by Informal Bidding. This amount is subject to Periodic Adjustments per Public Contract Code (PCC) section
20651(a)(d), as noticed by the California Community College System Office
*5 = Per Labor Code 1771, all project of $1,000 or more shall require prevailing wages be paid and meeting requirements of Labor Code
*6 = Amount is subject to Annual Adjustments per Public Contract Code (PCC) section 20651(a)(d), as noticed by the California Community College System Office
*7 = HCCD Board approval required for purchase/agreement over $88,300 in order to execute an Agreement
*8 = HCCD Board approval required for any purchase/agreement over $175,000 in order to execute an Agreement
*9 = If all of the informal bids received exceed $175,000, project may still be awarded to lowest bidder, up to a maximum of $187,500 per section 20651(a)(d)
*10 = Unless a California Multiple Award Schedules (CMAS) contract has been approved by the District
*11 = Per Labor Code section 1720, some furniture installation contracts also require prevailing wages
*12 = Under PCC 20651(a), bidders must give “such security as the Board requires,” typically either a bid bond, cash, cashier’s check, or certified check
*13 = Sole Source Justification
REVISED 01-2017