Procurement Methods
Three methods of procurement are used. The type
depends upon the dollar amount and product or service
needed.
- Under $50,000
Competitive bidding and requests for quotations are used for purchases
under $50,000. The buyer solicits bids or quotations from at least
three firms. These Request for Quotations may be done in writing
or orally, depending on the dollar amount. The bid is awarded to
the lowest responsive and responsible bidder.
*Note: Purchasing transactions are not to be artificially
divided or
fragmented by the requisitioner to meet the lesser requirements of lower dollar
transactions.
- IFBs
Purchases above $50,000 require competitive sealed
bidding. Notices in the form of an Invitation for Bid or IFB, are
mailed to vendors on the MCCCD bid list. A public notice announcing
these requirements is printed in the Tribune newspaper. All terms,
conditions, and specific needs are listed on the IFB document.
The bids are received by a set date and time and are opened
publicly. Pricing and other appropriate information is read
aloud. The bid is awarded to the vendor submitting the lowest
responsive and responsible bid that conforms to all material
aspects of the criteria set forth in the IFB document.
- RFPs
Sealed proposals are used in the Request
for Proposal, or
RFP, process. RFPs are used to obtain
services in which price is only part of the consideration
in the procurement process. RFPs are used to contract for
professional services such as architects, engineers, and
consultants.
This process involves issuance of an RFP document that
outlines the project and MCCCD needs and solicits responses
about experience, background, expertise and creative
solutions to the needs of the MCCCD. Discussions may
be held with responsible proposers. These discussions
are held for clarification and to ensure full understanding
of the proposer’s qualifications and understanding
of the project. No disclosure of information from proposals
offered by competing proposers shall be made. The successful
proposer is the professional who best meets the needs
of the MCCCD.
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