1. Goods and Services
The Purchasing Department is the only department authorized to conduct bidding procedures. The Purchasing Department may however authorize individual departments to conduct the bidding process in limited circumstances.
Departments needing goods and services which require bids should contact the Purchasing Department for consultation, or may submit detailed specifications along with their requisition(s). The input of the requesting department is essential for the accurate identification of the items. Early submission of this information is essential to allow time for the bidding process. A bid process for goods will typically follow a Request for Quotation (RFQ) process. The Purchasing Department will work with the initiating department to manage the RFQ process.
Departments may communicate with vendors as they develop their specifications. A copy of any written communication should be attached to the requisition. Any information should be briefly explained in writing and also attached to the requisition.
Other than the exceptions noted later, the following guidelines apply to obtaining competitive quotations:
|The requesting department must supply sufficient information such that potential vendors have the data which will allow them to offer the best value. Specifications may range from a model number to a multi-page list of specifications or professional services. Contact the Purchasing Department for assistance in developing appropriate specifications.|
|C.||Errors in Bids|
Vendors are responsible for the accuracy of their quoted prices. In the event of a discrepancy between a unit price and its extension, the unit price will govern. Quotations may be amended or withdrawn by the bidder up to the bid opening date and time.
After the bid opening, in the event of an error, bids may not be amended but may be withdrawn prior to the acceptance of bid. After an order has been issued, no bid may be withdrawn or amended unless the Purchasing Department considers the change to be in the best interest of the College.
|D.||Exceptions to Bidding Requirements|
1. Purchasing Contracts
The Purchasing Department participates in bidding for many items conducted in a cooperative process. Consortium and/or collaboration purchasing initiatives, whenever practical, should be utilized to reduce costs.
Among these are contract pricing through: the Inter-University Council Purchasing Group (IUCPG), Ohio State Term Schedule, Ohio Department of Transportation (ODOT), Midwestern Higher Education Compact (MHEC), Educational & Institutional Cooperative Purchasing (E&I), National Joint Powers Alliance (NJPA), Western States Contracting Alliance (WSCA), Michigan Collegiate Telecommunications Association (MiCTA), and the Horizon Resource Group.
In addition, bidding may not be required when State of Ohio institutions such as Colleges, Universities, Municipalities, Counties and School Districts, etc. have conducted a bidding process in accordance with their policies and procedures.
In such cases, the Purchasing Department may evaluate and accept those bids which are in the best interest of Sinclair Community College. Items identical to those on such contracts which are available from another source at a more favorable price may also be excluded from the normal bidding requirements.
2. Re-Orders from Previous Bid
Under certain circumstances, goods and services may be re-ordered based on a previous bid, with the approval of the Purchasing Manager. The Purchasing Manager will determine that there have been no significant changes in the goods or services offered or any significant market changes since the prior bid.
3. Waiver of Competitive Bidding
Due to the nature of the item or to the sales structure of the vendor organization, one of the following categories may result in a waiver of the bidding process:
Documentation from the requisitioning department must be provided. See Waiver of Competitive Bidding Form (Exhibit A).
4. Professional Services Contracts
While Professional services contracts (e.g., legal, architectural, engineering) are exempt from the bidding process, the Purchasing Department reserves the right to conduct bidding if it is in the best interest of the College.
Typically, the bidding process for a professional service will follow a Request for Proposals (RFP) process. The Purchasing Department will work with the initiating department to manage the RFP process. The RFP process may include the following steps:
|E.||Facsimile (FAX ) or Electronic Mail (E-mail) Bids|
|Bids transmitted via facsimile machines or electronic mail will be accepted unless specifically prohibited in the bid specifications.|
|F.||Rejection of Bids|
|The Purchasing Department reserves the right to reject any part of a bid, a bid in its entirety or all bids in their entirety whenever, in its opinion, the action will be in the best interest of the College.|
|G.||Construction and Renovation|
|Projects which involve modifications to building structure, revisions of utilities or attachments to structures may be governed by specific requirements of the Ohio Revised Code. Such projects must be coordinated by the Facilities Department. Prior to planning the purchase of any equipment requiring modifications to facilities, contact the Planning and Construction Department.|
|H.||Prevailing wage law|
|State Law mandates that all contractors engaged in any new construction projects are subject to the Prevailing Wage Law when the total overall project is estimated to be more than an amount established by the Director of Industrial Relations of the State of Ohio. The Prevailing Wage rates are adjusted biannually. All contracts for such work must assure that workers are compensated in accordance with the Prevailing Wage Law.|
VII. Requests for Quotations