VII. Requests for Quotations
A.   Bidding Requirements
 

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:

  • Up to  $24,999   Quotations will be solicited if, in the judgment of the
    Purchasing Department, the results may be advantageous to the College.
  • $25,000 and above  The Purchasing Department will obtain at
    least three formal competitive written quotations based on written specifications.

2. Construction

  • Contract amount $200,000 and above
    • Formal competitive bidding process per Ohio O.R.C. Section 3354.16 and Chapter 153 required. 
  • Contract amount up to $199,999
    • No formal competitive bidding required.                                  "Sinclair's Purchasing Policy would be to generally continue to
      obtain written quotations for projects over $100,000 in order to
      ensure competitive pricing."
      The term “generally” is defined as usually. In defining this further as it relates to our internal processes, it is expected that this will be common (usual) practice for contracts at this level, and as such, this practice should occur in at least 80% of the contracts at this level. Exceptions to this practice would typically be in instances of sole source, economic single source, or specialized services.
  • Contract amount up to $99,999
    • Written quotations not required but recommended whenever practical.
   
B. Specifications
  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:

a.  Sole source
b.  Single source
c.  Emergency
d.  Economic/single

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:

a.  Solicitations for services will be prepared and submitted to a minimum of three qualified firms/individuals.

b.  Solicitations for services typically will include an outline of the proposed project, the description of services to be provided, project time table, project check points, minimum requirements and selection criteria.

c.  A report of the selection process is prepared, listing those who have submitted proposals.  The decision to award will be made based on evaluation criteria delineated in the solicitation.

d.  Under certain conditions, a professional services contractor may be a recognized national or international expert or a company or individual may be uniquely qualified to provide the services required.  Under such circumstances, the Purchasing Department will review, and if appropriate, waive additional selection processes.  A written justification must be prepared citing appropriate references demonstrating this status.

   
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.