Purchases - Miscellaneous Purchases

Purchasing Guidelines for Campus/Departments

Campuses and departments may make limited purchases from sources not awarded a District bid or contract, or covered by exceptions or special procedures when such purchases are deemed in the best interest of the District. The Purchasing Department may request justification for using this method before granting purchase approval.

 

Purchasing Thresholds and Requirements 

 

  1. Purchases Up to $3,500 
  • Require one written, documented quote. 
  •  
  1. Purchases Between $3,501 and $49,999 
  • Require a minimum of three written, documented competitive quotes accompanied by a quote tabulation form. 
  •  
  1. Purchases Over $50,000 
  • Require formal solicitation 
  • Submit a Bid Request Form 
  • Before the purchase order is issued, the purchase request must be approved by the Board of Trustees. 
  • Call the Purchasing Department for assistance. 

 

Quote Request Guidelines 

  • For purchases exceeding $3501, a formal written request for quotations must include specific, clear, and concise requirements to ensure all prospective vendors receive the same information. 
  • Quotes must be submitted on company letterhead and signed by an authorized representative of the vendor.  

Documentation and Recommendations 

  • Lowest Price Quotes: Recommendations based on the lowest price must be documented on the District’s Quote Tabulation Form. 
  •  
  • Non-Lowest Price Justifications: Justifications for selecting a vendor other than the one offering the lowest price must be documented on an Evaluation Scoring Matrix Form. 
  • Copies of original quotes, along with the completed recommendation forms must be submitted to the Purchasing Department. All related documentation should be retained by the requestor.