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SMC|Business Services|Purchasing|Transaction Levels

Transaction Levels



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 conducted on PlanetBids  ​Purchase Order 24 hours Purchasing
​Purchases for equipment, leases, rentals, materials and supplies (non-consulting services) $2,000 - $4,999 ​​Solicitation of quotes conducted on PlanetBids  ​​Purchase Order 48 hours ​Purchasing
​Purchases for equipment, leases, rentals, materials, and supplies (non-consulting services) ​$5,000 - $85,999 ​Solicitation of three or more written quotes or proposals
​Purchase Order 2-3 weeks depending on complexity ​Purchasing
​Formal Competitive Purchases for materials, supplies, and non-consulting services ​$86,000 + Competitive Bid or RFP conducted on PlanetBids. (See Supplier Resources link)
​After BOT approval, Purchase Order and/or Contract issued 6 week min. 
depending on complexity​
​​Purchasing
Public Contract Code : 20651

Procurement Transaction Levels & Authority / Public Works 
Types of Purchase Total Purchase Amount Quotes of solicitation/ Requirements 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 1 week 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

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
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