Article V.04 Procurement of Construction Services and Materials: Procedures

Policy

⇓ Procedures ⇓

Procedures: Article V.04 Procurement of Construction Services and Materials

Purchasing Authorization: Construction Services and Materials

  • Purchases of less than $5,000 for construction-related services and materials will be made by the Director of Facilities and Construction or his/her designee, without advertising or bidding.
  • Purchases of $5,000 but less than $15,000 for construction-related services and materials will require at least three (3) written quotations obtained by the Director of Facilities and Construction or his/her designee without advertising. If three (3) written quotations are not possible, the Director of Facilities and Construction will document the efforts taken to obtain quotes and an explanation of why these efforts were not successful.
  • Purchases of $15,000 but less than $25,000 for construction-related services and materials will be advertised in a newspaper of general circulation for at least two weeks. The Director of Facilities and Construction or his/her designee will receive and evaluate bids. The Director of Facilities and Construction will provide a recommendation to the Vice President for Administrative Services for approval.
  • Purchases of $25,000 or greater will be advertised in a newspaper of general circulation for at least two weeks. Purchases will be authorized by the Vice President for Administrative Services and the College President and approved by the Board of Trustees.

Purchasing Authorization: Architectural, Engineering, and Land Surveying Services

  • Contracts of less than $15,000 will be approved by the Director of Facilities and Construction.
  • Contracts of $15,000 but less than $25,000 must be approved by the Vice President for Administrative Services.
  • Contracts of $25,000 or greater will be advertised in a newspaper of general circulation for at least two weeks. Purchases will be authorized by the Vice President and the President and approved by the Board of Trustees.

Selection: Architectural, Engineering, and Land Surveying Services

In the selection of architectural, engineering, and land surveying services, the Director of Facilities and Construction will:
  • Request information, which may include a statement of qualifications and performance data, from at least three (3) firms deemed to be qualified to perform the scope of services needed.
  • Select a firm based on qualifications, experience with similar projects, experience with the College, and ability to meet the College’s specifications.
  • Negotiate a contract with the firm deemed most qualified.

If the Director of Facilities and Construction is unable to negotiate a satisfactory contract with the selected firm, negotiations will be undertaken with the next most qualified firm until an agreement is reached.

Bid Security Guarantee and Insurance Requirements

  • Purchases of $25,000 or greater will require a certified check or a bid bond prepared on a form acceptable to the College. Such check or bid bond will be in an amount stated in the bid specifications and in no event shall be less than five (5) percent of the amount of the bid. The check or bid bond will be forfeited to the College in the event a bidder fails or refuses to comply with their bid after an award is made to the bidder.
  • Purchases of $25,000 or greater will be accompanied by a performance and payment bond conditioned on the faithful performance of such contract, executed by the bidder and by a solvent surety company approved by the College. The amount of such bond will be at least equal to 100 percent of the contract price as security for the faithful performance of the project.
  • Purchases of $25,000 or greater will comply with College insurance requirements and all laws applicable to public works in the State of Missouri.

Document Retention

All documentation related to the procurement of construction services and materials will be retained by the Facilities and Construction Department.

Right to Waive

College Administration and the Board of Trustees reserve the right to waive any defect or technicality and to reject any or all bids.

Content Owner: Administrative Services
Issued: 07/2019

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