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

• Up to $49,999   No bidding required. Formal quotes to be received
  prior to the award of a purchase order.

• $50,000 and above   Formal bid requirements must be met.

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  Quotations may be amended or withdrawn by the bidder up to the bid opening date and time. 

After the bid opening, in the event of an error, bids may not be amended but may be withdrawn prior to the acceptance of bid.  After an order has been issued, no bid may be withdrawn or amended unless the Purchasing Department considers the change to be in the best interest of the College.

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.