Bidding Policy

It is the policy of the District that the purchase of operational supplies, materials, equipment or Non-Professional Services shall be:

• at the best possible cost to the District with consideration to quality, delivery needs, and other relevant factors
• competitively bid when the purchase has a value greater than $10,000, can be provided by more than one qualified vendor, and no emergency exists.

Bidding Requirements

Except as otherwise provided in this Section, the purchase of supplies, materials, equipment, and Non-Professional services shall be by the bidding procedures as set forth below:

1. Purchases less than $10,000
   Supplies, materials, equipment, and Non-Professional services costing less than $10,000 may be obtained in the Open Market without using competitive bidding procedures but shall be awarded to a Qualified Vendor at the most beneficial cost and most favorable quality to the District.
2. Purchases more than $10,000 but less than $50,000
   
   • Supplies, materials, equipment, and Non-Professional services costing more than $10,000 but less than $25,000 shall, whenever possible, be based on at least three competitive quotes (either written or oral) and shall be awarded to the Lowest Responsive Responsible Bidder. A Price Comparison form shall be prepared for each purchase (Exhibit B) and submitted with the Purchase Order Request.
   • Supplies, materials, equipment, and Non-Professional services costing more than $25,000 but less than $50,000 shall, whenever possible, be based on at least three competitive quotes using the Request for Quotation form (attached as Exhibit A) and shall be awarded to the Lowest Responsive Responsible Bidder. A Price Comparison form shall be prepared for each purchase (Exhibit B) and submitted with the Purchase Order Request.
   • Purchases greater than $50,000 but less than $100,000
     Supplies, materials, equipment, and Non-Professional Services costing more than $50,000 but less than $100,000 shall, whenever possible, be based on at least three Formal Bids, and shall be awarded to the Lowest Responsive Responsible Bidder. In some instances, the General Manager or his delegate may determine that a purchase in this category (such as standard off-the-shelf equipment) should be by Request for Quotation.
   • Purchases greater than $100,000
     Supplies, materials, equipment and Non-Professional Services with an estimated value greater than $100,000 shall be awarded using the Formal Bid process.

Exceptions to Bidding Requirements

Competitive bidding procedures and requirements for the purchase of materials, supplies, and equipment may not be required when it is determined by the General Manager that:

1. By purchasing immediately, District can avoid an imminent price increase or realize a substantial price discount that is available on a short-term basis only;
2. When only one Qualified Vendor is able to supply a commodity within the time frame and/or under the conditions which reasonably meet the needs of the District;
3. The supplies, materials, equipment or services are available from only one source; or
4. An emergency exists that causes a threat to the continued required operation of the District.