Procurement Transaction Levels & Authority Grids

Types of PurchaseTotal Purchase AmountQuotes of solicitation/ RequirementPurchase Order or Contract TypeTime FrameAuthority
Minor Purchases for equipment, leases, rentals, materials, and supplies (non-consulting services)$1 - $1,999Solicitation of quotes conducted on PlanetBidsPurchase Order24 hoursPurchasing
Purchases for equipment, leases, rentals, materials and supplies (non-consulting services)$2,000 - $4,999Solicitation of quotes conducted on PlanetBidsPurchase Order48 hoursPurchasing
Purchases for equipment, leases, rentals, materials, and supplies (non-consulting services)$5,000 - $85,999Solicitation of three or more written quotes or proposalsPurchase Order2-3 weeks depending on complexityPurchasing
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 issued6 week min.
depending on complexity
Purchasing

Public Contract Code : 20651

Procurement Transaction Levels & Authority / Public Works

Types of PurchaseTotal Purchase AmountQuotes of solicitation/ RequirementPurchase Order or Contract TypeTime FrameAuthority
Public Works - Minor facility construction, alteration, renovation, demolitions, painting or repair$1,000 - $5,000One 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 funds1 weekFacilities & Purchasing
Public Works project - Request for quote$5,001 - $14,999Solicitation of (3) or more price quotations from Licensed ContractorsContract issued to supplier, Purchase Order issued to encumber funds2-3 weeksPurchasing
Public Works Project - Formal Competitive Bidding / RFQ / RFP$15,000Formal 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 funds6 week
min.
Purchasing

Procurement Transaction Levels & Authority / Professional Services

Types of PurchaseTotal Purchase AmountQuotes of solicitation/ RequirementPurchase Order or Contract TypeAuthority
Professional Services / Independent Contractor (Consulting)$1,000 - $5,000None for specialist (e.g. Instructional services, lawyers, doctors, engineers, architects), but it is preferable to request competitive pricing from several suppliersProfessional Services Agreement approved by Director of Purchasing or VPRatification by BOT, Purchasing executes contract
Professional Services / Independent Contractor (Consulting)$5,001 - $49,999Specialists (e.g. instructional services, lawyers, doctors, engineers, architects) selected by RFQ process.After BOT approval Contract issued, Purchase Order generated to encumber fundsRatification 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 suppliersProfessional Services Agreement approved by Director of Purchasing or VPRatification by BOT, Purchasing executes contract
Textbooks, Library Books, instructional Software, films, testing, materials, periodicals for Library Services or for resale by College BookstoreALLNone per Education Code 81651, but is preferable to request competitive pricingPurchase OrderPurchasing
​​​​​