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Competitive Solicitation Requirements Policy 215.02

Competitive Solicitation Requirements Policy 215.02
Johnson County Community College
Series: 200 Administrative Service
Section: Purchasing and Contracts

Purpose: In order to ensure that purchases are administered in a manner that maximizes open and free competition, the following solicitation methods shall be utilized unless otherwise provided for by Board of Trustees policies.

Definitions:

“Requests for Quotations” (RFQs) – A request made to a potential vendor for the vendor to establish pricing and terms and conditions under which the vendor offers to provide the products/services sought by the College. RFQs may be solicited informally via facsimile, electronic mail, written documentation or verbally.

“Requests for Bids” (RFBs) – An announcement that the College intends to purchase products and/or services and an invitation for potential vendors to submit a response outlining the pricing and terms and conditions under which the vendor offers to provide such products/services. RFBs may be invitation-only or open to the public and bids may be solicited in sealed or unsealed format.

“Requests for Proposals” (RFPs) – An announcement that the College intends to purchase products and/or services and an invitation for potential vendors to submit a response detailing pricing, terms and conditions, vendor qualifications and manner in which the vendor offers to provide the products/services sought by the College. An RFP is utilized when the College determines that because of the nature and complexity of the products and/or services to be acquired, it would be in the best interest of the College to seek detailed proposals rather than quotations or bids.

Competitive Solicitation Requirements: When procuring products or services and issuing change orders, the following dollar thresholds, based on the estimated total transaction amount, shall serve as the guidelines for the minimum requirements of competition and for the Board's review and/or approval prior to committing the College. Exceptions to the requirements for seeking competitive solicitations are defined in Policy 215.04.

  1. $0 - $9,999.99 - Selection of supplier may be made by unrestricted open-market processes in a manner that maximizes value to the College. While competitive solicitation is not required, necessary steps must be taken to ensure that prices are reasonable.
  2. $10,000 – 49,999.99 - Quotations will be requested from three (3) or more qualified sources. A director over Procurement Services may select a vendor without three (3) or more qualified suppliers being verified if recent purchase information or cooperative purchasing agreements provide assurance of competitiveness.
  3. $50,000 and above – RFBs or RFPs for the procurement of products or services shall be solicited from at least three (3) qualified sources. Such RFBs/RFPs shall be advertised on the online procurement website and in the College’s approved newspaper(s) at least ten (10) days prior to the scheduled bid opening. For awards of $150,000 and above, after appropriate administrative evaluation for the purchase of products and/or services, a recommendation for approval shall be submitted to the Board of Trustees prior to the issuance of an order or execution of a contract or agreement.

Awards following competitive solicitation shall be made to the lowest acceptable bidder(s) meeting specifications unless it is determined not to be in the College’s best interest. The selection by the College of any vendor will be at the College's sole discretion.

Nothing contained herein shall be construed as precluding the right of the College to negotiate with the lowest qualified bidder or to issue change orders modifying any bid received or from rejecting any and all bids.

In the event other criteria are equal, purchase will be made from the vendor providing the best services to the College. Preference may be given, when quality and price are comparable, to the purchase of products and services offered for sale by vendors with offices or plants located in Johnson County, Kansas.

Date of Adoption: 07/06/1982
Revised: 07/01/1988, 07/10/1989, 07/02/1992, 06/22/1992, 03/03/1994, 06/20/2002, 09/15/2005, 09/18/2008, 07/19/2012, 08/16/2018 (Previous version: Competitive Solicitation Methods Policy 215.03, last revised 07/19/2012)