Transcript Purchasing and Accounts Payable Policies and Procedures
San Juan College Purchasing Department Director of Purchasing / CPO Frank Cole
• 30 Day challenge to Sole Source Purchases above formal bid limit ($60,000), requires posting of intent to purchase on website for 30 days prior to purchase • Requires Posting of Emergency purchase within 3 days of purchase
Effective 6/14/13
Willful Violation of the Procurement Code 4 th Penalties: DEGREE FELONY!!!
For Purchase of $50,000 or more Misdemeanor for Purchase less than $50,000 Effective 6/14/13
Increases dollar limit of multiple source contracts for procurement of Architectural or Engineering Services to $2,000,000 over a 4 year period, with no one contract over 500,000
Effective 7/1/13
Design Build Projects Eliminates $10 Million Threshold
Effective 6/14/13
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Goods & Services – Same limits
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Small Purchase Limit (Best Obtainable Price) Not more than $20,000 Informal Bid Limit (3 Quotes) $20,000.00 - $60,000 Formal Bid Limit Over $60,000
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Defines Chief Procurement Officer (CPO)
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Establishes certification and training requirements for CPO Effective 7/1/13
To ensure fair competition; The Purchasing Staff shall satisfy the needs of the organization while not sacrificing the integrity of the Procurement Process
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State Use Act – Supersedes Procurement Law
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Advantage for disabled companies
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No amount too small or too large (Services only)
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Amounts Over $60,000 – Formal Bid
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RFP – Well designed process that ensures transparency
work
Include required legal language and scope of Shall include evaluation criteria and point system for evaluation
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Evaluation Committee must be formed by Chief Procurement Officer
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Process must be kept confidential until such time as a contract is entered into with the winning Offeror, then all information becomes public information including evaluation committee notes
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The only exception to RFP process is the use of other government contracts (CES, GSA, WSCA, and other state contracts)
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What happens when Offeror is selected?
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Negotiations for contract Contract approval process Sign contract
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Negotiations unsuccessful or unapproved contract
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Post unsuccessful bid information Reissue RFP with adjusted scope of work Change scoring criteria, if necessary Original Offeror ineligible - unless scope of work has significant changes