Purchasing Thresholds
What is informal bidding or obtaining three written quotes?
$75,000
What must be developed by staff before sending an informal bid notice?
Plans, specifications, and a cost estimate
When does the District mail invitations to contractors to join the qualified list?
November
What is the maximum percentage of the original contract amount for change orders under $220,000?
20%
At what amount can a public project be done by 'force account'?
$45,000 or less
What must be included in the notice inviting informal bids?
General description, how to get more info, and bid deadline details
Which publications are used to invite contractors?
eBidboard, McGraw-Hill, and at least two local builder exchanges
What is the max percentage of change orders allowed for contracts between $220,000 and $235,000?
15%
What is the dollar limit for informal bidding under the Uniform Public Construction Cost Accounting Act?
$220,000
How long before bids are due must notices be sent to contractors?
Not less than 10 calendar days
What information must contractors provide to be on the list?
Company name, contact info, license type and number, work category
When can emergency construction contracts be awarded without competition?
During a significant emergency threatening life, property, or operations
What condition allows awarding a contract up to $235,000 even if bids exceed the informal limit?
If the Board determines the District's cost estimate was reasonable, by 4/5 vote
Who recommends the lowest responsible bidder to the Board after bids are opened?
NapaSan staff after reviewing bids
When is the new contractor list created each year?
January 1st
What must be followed in an emergency to award a contract without competition?
Procedures in the Procurement Ordinance
What is strictly prohibited in order to avoid circumventing the bidding process?
Splitting a project into smaller work orders
What defines a 'responsive and responsible' bidder?
Lowest cost, meets requirements, and is legally eligible
Can a contractor be added to the list outside of the November mailing period?
Yes, if they submit all required information
What percentage of retention is withheld from contractor invoices?
5%, with possible increase to 10% for complex projects