FAQs – Contracts

Who is authorized to sign contracts/agreements?
At this time, the Director of Business and Contract Services position is vacant. Currently there is one person on campus that is authorized to sign contracts/agreements for the District, the Vice President of Finance & Administrative Services.


What dollar amount can I expect my request to be put out for competitive quote or bid?
Whenever practical, competitive quotations from vendors handling the same or similar products will be secured.  The Business and Contract Services Department may, at its discretion, choose to bid any item which in its judgment lends itself to competitive bidding.

Individual departments may, for their own information, wish to secure inquiry price quotations on items they intend to purchase.  It should be understood, however, that these price quotations may not be usable at the time of purchase due to time lapse, quantity changes, incomplete information, inability to meet District’s bond or insurance requirements, or inability to meet federal or state laws or District policies and regulations.

Requisitioners should be sure to allow sufficient time for the Business and Contract Services Department to obtain quotes or bids, evaluate vendor qualifications, place the order and receive goods/services.

Quotations will be secured in accordance with the following guidelines:

Supplies, Equipment and Services (except under Government code section 53060 and construction services):

  • $5,001 – $14,999 Depending on the competitive nature of the items, comparison-shopping needs will be determined by the Business and Contract Services Department.
  • $15,000 – $60,900 The Business and Contract Services Department will attempt to solicit at least three (3) written competitive quotations.
  • $60,900 – Up  “Formal bidding including advertising and Board approval is required” (California Public Contract Code)

 Public Works Projects / Construction / Special Services

Vendors are responsible for the accuracy of quoted prices submitted to the Contract Services Office. 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 Quotations may be amended or withdrawn by the bidder up to the time of opening of the bids.

It is the vendor’s responsibility to ensure that their quotations are received in the Contract Services Office no later than the designated hour and day of the bid opening time and date, as specified in the request for bid.

All bids/quotations become a part of the Contract Services Office records and may be reviewed upon request by interested parties after the bid is awarded.  No bids or quotations may be removed from the Contract Services Office.

CUPCCAA

If you or your department have a specific contractor that you are interested in bidding on a job, they are required to:

  • Have a current license, hold the correct classification to perform the work, and are subject to verification from the Contractor State License Board (CSLB);
  • Have current registered with the Department of Industrial Relations (DIR). No contractor or subcontractor may be awarded a contract for a public works project (Awarded on or after April 1, 2015) unless registered with the DIR per California Labor Code section 1725.5;
  • Complete the District’s on-line “Contractors Application for Qualification” each calendar year by logging on to the Contract Services’ webpage:
    https://www2.palomar.edu/pages/businessservices/business-opportunities/

Questions may be directed to Contract Services by contacting Debbi Claypool at 760-744-1150, ext. 2129 or dclaypool@palomar.edu.

Public Works Agreements (PWA) Process/Procedures

Projects from $0 – $25,000

For all jobs from zero ($0.00) to twenty-five thousand dollars ($25,000.), the Palomar Community College District shall utilize the following procedures.

  1. The Department will have the discretion to select, from the approved CUPCCAA prequalified contractors list, any contractor they deem to be in the best interest of the District and have a written quote submitted from such contractor;
  2. Upon selection of the contractor and submission of their quote, send quote to the Facilities office; along with the following information on the project:
    • The Contractor shall contact: Name & Title of District contact
    • Districts contact telephone number/extension:
    • Districts contact email address:
    • Estimated Start Date: MM/DD/YR   
    • Estimated Completion Date:           MM/DD/YR    ;
  3. The Facilities Office will obtain the contractor’s signature on the “Public Works Agreement for Projects between $0.00 and $25,000” and obtain District signatory;
  4. Once fully executed agreement and insurance requirements, the Facilities office will return a copy of the executed agreement to the Contractor and will copy the Department’s contact;
  5. The Department will then submit to Purchasing a requisition and attach the fully executed “Public Works Agreement for Projects between $0.00 and $25,000”, DIR Verification Form and quote;
  6. Purchasing will then process the requisition into a purchase order.

Projects from $25,000 – $45,000

For all jobs above twenty-five thousand dollars ($25,000.01) and up to forty-five thousand dollars ($45,000.), the Palomar Community College District shall utilize the following procedures.

  1. The Department will have the discretion to select, from the approved CUPCCAA prequalified contractors list, any contractor they deem to be in the best interest of the District and have a written quote submitted form such contractor;
  2. Upon selection of the contractor and submission of their quote, send quote – which must include the cost for bonds – to the Contract Services office; along with the following information on the project:
    • The Contractor shall contact: Name & Title of District contact
    • Districts contact telephone number/extension:
    • Districts contact email address:
    • Estimated Start Date: MM/DD/YR   
    • Estimated Completion Date:           MM/DD/YR    ;
  3. The Contract Services office will process the “Public Works Agreement for Projects between $25,000 and $45,000” and Performance & Payment Bonds to send to the contractor. Once the agreement, bonds and insurance requirements are received, the Contract Services office will obtain the District’s signatory, process a Notice to Proceed and return a copy of the executed agreement with the Notice to Proceed to the Contractor and will copy the Department’s contact;
  4. The Department will then submit to Purchasing a requisition and attach the fully executed “Public Works Agreement for Projects between $25,000 – $45,000”;
  5. Purchasing will then process the requisition into a purchase order.

Projects from $45,000 – $175,000

For all jobs above forty-five thousand dollars ($45,000.) up to one hundred and seventy-five thousand dollars ($175,000.), the Palomar Community College District shall utilize the following CUPCCAA “informal bidding” procedures.

  1. The Department will gather all plans and specifications for submission to the Contract Services Office;
    • The type of Contractor License/classification needed for project: Classification,
    • Pre-bid conference: None _____ Mandatory______ Non-mandatory______,
    • The Contractor shall contact: Name & Title of District contact
    • Districts contact telephone number/extension:
    • Districts contact email address:
    • Estimated Start Date: MM/DD/YR       
    • Estimated Completion Date: MM/DD/YR        ;
  1. The Contract Services Office will issue a notice to all pre-qualified contractors inviting them to provide quotes by the specified date and times as follows:
    • Only those CUPCCAA prequalified contractors within the applicable trades will be notified,
    • All projects will be assigned a “CUPCCAA Job Number” that is unique to that project,
    • The lowest submitted estimate shall be awarded the job by the District,
  1. Upon award, the Contract Services office will send the following to the Contractor:
    • “Public Works Agreement for Projects between $45,000 and $175,000”,
    • DIR Verification form
    • Performance and Payment Bonds
    • Insurance Requirements;
  1. Once all required documents (the agreement, bonds and insurance certificate with endorsements) are received by the Contract Services office, Contracts will obtain the District’s signatory, process a Notice to Proceed and return a copy of the executed agreement with the Notice to Proceed to the Contractor and will copy the Department’s contact;
  2. The Department will then submit to Purchasing a requisition and attach the fully executed “Public Works Agreement for Projects between $45,000 – $175,000”;
  3. Purchasing will then process the requisition into a purchase order.

Projects from $175,000 +

For all jobs from one hundred and seventy-five thousand dollars ($175,000.) and over, the Palomar Community College District shall use the Formal Bidding process as specified in the California Education Code and Public Contract Code.

Splitting projects/bids to avoid bonding or the formal bidding process is not permitted.

Proposition M Projects:  $250,000.00+

The Palomar Community College District has implemented a pre-qualification process to ensure the Contractors bidding and performing work on Proposition “M” Construction Bond Program projects and other District projects are skilled, competent and capable contractors. All general and prime contractors must be pre-qualified to bid for construction projects valued at more than $250,000.  Please go to our Contractor Pre-Qualification page for the application.

Proposition M  For information related to this proposition and related business opportunities for vendors, please go to the Proposition M web page.