Al Tsai Administrator, Maintenance & Operations

Mike Tocco Director, Maintenance & Operations

Randie Almonte Supervisor, Purchasing/Warehouse

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Basic purchasing policy Products and services utilized by the District Invitation to bid, request for proposals and

quotes Receipt of solicitations and evaluation of

solicitations California Uniform Public Construction Cost

Account Act Public bidding process and award of contracts Contracts, insurance, and bonding

requirements

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The Purchasing Department provides centralized purchasing support for all schools and departments.

All requests for equipment, supplies and services are processed by this department, with the exception of;

Maintenance repair services, capital construction projects, child nutrition, instructional material.

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Copiers Printers PC’s Smartboards Projectors Custodial (vacuum, extractors) Office furniture and filing Whiteboards School furniture (chairs, tables, cafeteria)

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Custodial (cleaning & restroom) Office Educational material Classroom supplies

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Uniform First-aid Water Garbage Temporary fencing, sinks, restroom

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The authority to approve responsible vendors to transact business with the district lies within the Purchasing Department

Prior to any purchase orders being issued, potential vendors must submit a completed W-9 Form to the Purchasing Department. This information is needed to enable us to establish a vendor record in our computer system and for IRS 1099 reporting purposes

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Materials, Supplies and Equipment ◦ $83,400 cumulative threshold annually (2013

calendar years)◦ If less, line item P.O or open P.O.

Process (if over the threshold) ◦ Formal bid or◦ Piggyback bid (another public agency)◦ CA Multiple Award Schedules (CMAS)

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Complete a W-9 Selection criteria ◦ Cost Competitive, High quality◦ Standardization across the entire District◦ Web-based ordering (preferred)◦ Vendor-based supply◦ Billing friendly

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The process of evaluating and awarding solicitations is one of the primary functions of the Purchasing Department.

Awards are not always made on the basis of "low bid", especially if the solicitation was a Request for Proposal or Request for Quotes.

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With an RFP & RFQ, a myriad of considerations may be taken into account before an award is made. For example, an item which is of inferior quality or which is delivered too late to serve its intended purpose may not benefit the District, regardless of price.

RFP used by the Transportation and Technology Departments.

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Because numerous considerations must be made when purchasing materials and services, the Purchasing Department has a process that allows it to make awards using the best evaluative score based on criteria, weighted by importance, which needs to be considered in making the purchase.

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Examples of evaluation criteria include, but are not limited to: Lowest price based on percentage discount, past performance/prior experience, engineering support, availability, lowest price on selected items, return policy, delivery options, support capabilities (customer service, product support, etc.), life-cycle costing, billing options, quality of product, reliability of service, quality of solutions to meet specified needs, management and financial capabilities

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Projects v. Maintenance ◦ Definition ◦ Bidding thresholds ◦ Process ◦ Alternative bidding process (UPCAP)

Materials, supplies, capital equipment ◦ Purchase thresholds ◦ Process

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California Public Contract Code Construction, reconstruction, alteration,

renovation, improvement, demolition, and repair work involving any publicly owned, leased, or operated facility.

Painting or repainting of any publicly owned, leased, or operated facility.

Outsourced

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Routine, recurring, and usual work for the preservation or protection of a facility for its intended purposes.

Minor repainting. Landscape maintenance, including mowing,

watering, trimming, pruning, planting, replacement of plants, and servicing of irrigation and sprinkler systems.

In-house staff

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Types of projects New school

construction Modernization Remodel Trade Specific ◦ HVAC, roofing, paving, ◦ carpeting, lockers,

painting, etc.

Areas of expertise Architect Engineers Project Management Construction

Management Consultants General Contractor Sub-contractor

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<$15,000 >$15,000

Purchase order Field Service

Agreement Los Angeles County

Office of Education ◦ Bid splitting

Formal public bidding Board approval prior to

commencement of bidding

“Notice to bidders” advertised on two consecutive Sundays

Seal bid, opened in public

Awarded to lowest qualified bidder or reject all bids

Board approval

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The Board of Trustees may pass by unanimous vote an Emergency Resolution to waive formal public bidding

Situation where work must be completed to avoid danger to life and property

Resolution is then approved by LACOE

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Uniform Public Construction Cost Accounting Act (UPCAP)

Resolution Adopted by the Board of Trustees <$45,000 ◦ Purchase order, agreement, force account

<$175,000 ◦ Informal bid, fax to a list of qualified bidders

instead of ad in AV Press (saves time) >$175,000 ◦ Formal bid (ad in AV Press)

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Advertised in end November/beginning December ◦ Construction Bid Board Inc. ◦ McGraw-Hill Construction Dodge ◦ So. California Builder’s Association ◦ Builder’s notebook ◦ Antelope Valley Press (optional)

List generated in January for the calendar year ◦ Name of organization ◦ License type (A, B, C specialty) ◦ Type of work ◦ License number ◦ Contact information (name, phone, fax)

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>$45,000 and <$175,000 Fax notice to bidders Schedule mandatory walkthrough ◦ Architectural drawings ◦ Project scope

Sealed bids due no sooner than 10-days of notice Award contract to lowest qualified bidder ◦ Bid, Payment, Performance Bond ◦ Prevailing Wages apply ◦ Labor compliance monitoring (TBD, funding source) ◦ Department of State Architect (DSA) Inspector of Record

(IOR)

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>$175,000 Advertise the Notice to Bidders Two successive Sundays Schedule mandatory walkthrough ◦ Architectural drawings ◦ Project scope

Sealed bids due Award contract to lowest qualified bidder ◦ Bid, Payment, Performance Bond ◦ Prevailing Wages apply ◦ Labor compliance monitoring (TBD, funding source) ◦ Department of State Architect (DSA) Inspector of Record

(IOR)

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California Public Contract Code ◦ Sections 20110 – 20118 ◦ Section 22002 ◦ Section 22010-22020

http://www.pd.dgs.ca.gov/cmas/default.htm

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Al Tsai (Administrator, M&O) ◦ 266-7237 ◦ atsai@palmdalesd.org

Randie Almonte (Supervisor, WH/Purchasing) ◦ 266-7255 ◦ ralmonte@palmdalesd.org

Felicia Sexton (Secretary, Facilities/M&O) ◦ 266-7225 ◦ frsexton@palmdalesd.org

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Door, fencing $182,500.00 Electrical $12,500.00 Flooring $1,276,000.00 HVAC $279,000.00 Landscape $200,000.00 New Construction $405,000.00 Paint - exterior $106,000.00 Paint - interior $76,000.00 Paving $3,226,500.00 Playground $1,315,000.00 Plumbing $295,000.00 Remodel $155,000.00 Roof $190,000.00 Technology $3,000,000.00 Telecommunications $470,000.00 Wall systems - exterior $110,000.00 Wall systems - interior $361,000.00 Windows $120,000.00

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Barrel Springs $44,500.00 Buena Vista $5,000.00 Cactus $325,000.00 Chaparral $333,000.00 Cimarron $381,000.00 Desert Rose $816,500.00 Desert Willow $132,000.00 DG Millen temporary $76,500.00 District Office $75,000.00 Dos Caminos $75,000.00 Golden Poppy $560,000.00 Joshua Hills $188,000.00 Juniper $65,000.00 Learning Plaza $95,000.00 Los Amigos $947,500.00 Manzanita $230,000.00 Mesquite $300,000.00 Oak Tree $125,000.00 Ocotillo $317,000.00 Palm Tree $227,000.00 Quail Valley $350,000.00 Shadow Hills $844,000.00 Site 12 $130,000.00 Site 18 $90,000.00 Summerwind $490,000.00 Tamarisk $390,000.00 Tumbleweed $362,500.00 Yellen $55,000.00 Yucca $130,000.00

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