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Facilities Involved Procurement

 
NOTE:  The following information is provided as a guideline to assist District staff with Facilities involved procurement.  Every request is unique and must be considered on a case-by-case basis.

Purchase of Equipment, Furniture and Facilities Signage

Purchase with Installation performed by Vendor < $45,000  or <$88,300 if Maintenance Work

Purchase with Installation performed by Facilities

Equipment Maintenance/Repair Work performed on campus <$88,300

 

 

 

 

Purchase of Equipment, Furniture and Facilities Signage1

1. Requester submits completed FAIR with supporting documentation (SOW, quotes, etc.) to Facilities
2. Facilities will email requester when FAIR is approved
3. Requester submits REQ with the following supporting documentation
     a. FAIR approval email from Facilities
     b. Other supporting documentation as noted on the Requisition Checklist

 

 

Purchase with Installation performed by Vendor < $45,0002  or <$88,300 if “Maintenance Work3

1.  Requester submits completed FAIR with supporting documentation (SOW, quotes, etc.) to Facilities
2.  Facilities will email requester when FAIR is approved and request copy of the Contractor’s Certificate of Insurance.
3.  Requester submits REQ with the following supporting documentation
     a.  Requester will provide
          i.  FAIR approval email from Facilities
          ii.  W-9
          iii.  Contractor’s Certificate of Insurance
          iv.  Other supporting documentation as noted on the Requisition Checklist
     b.  Facilities will provide
          i.  Field Service Agreement
          ii.  PWC-100, required for Public Works4 requests ≥ $1,000

 

 

Purchase with Installation performed by Facilities

1.  Requester submits completed FAIR with supporting documentation (SOW, quotes, etc.) to Facilities
2.  Facilities will email requester when FAIR is approved
3.  Requester submits REQ with the following supporting documentation
     a.  FAIR approval email from Facilities
     b.  Other supporting documentation as noted on the Requisition Checklist

 

 

Equipment Maintenance/Repair Work performed on campus <$88,3002

1.  Requester emails Facilities Services Contractor’s Certificate of Insurance and notifies them of scheduled maintenance/repair
2.  Requester submits REQ with the following supporting documentation
     a.  Requester will provide
          i.  Contractor’s Certificate of Insurance (COI)
          ii.  W-9
          iii.  Other supporting documentation as noted on the Requisition Checklist
          iv.  Email to Facilities Services notifying them of scheduled maintenance/repair (the contractor will need to check in with Facilities prior to performing any work).
     b.  Facilities will provide
          i.  PWC-100, required for Public Works4 requests ≥ $1,000

 

 

1Equipment requiring utility connection, installation, floor space and/or additional counter space; Furniture includes, but not limited to, chairs, bulletin/dry-erase boards, desks, tables, cabinets, filing cabinets, podiums, bookcases, etc.; Signage includes, but not limited to, nameplates, directory/information signs, exterior signs, etc.

 

2Contact Purchasing for Public Work requests ≥$45,000 that do not fall under “Maintenance Work.”

 

3"Maintenance work" includes all of the following: (1) Routine, recurring, and usual work for the preservation or protection of any publicly owned or publicly operated facility for its intended purposes.  (2) Minor repainting.  (3) Resurfacing of streets and highways at less than one inch.  (4) Landscape maintenance, including mowing, watering, trimming, pruning, planting, replacement of plants, and servicing of irrigation and sprinkler systems.

 

4Construction, alteration, demolition, installation, repair work done under contract and paid for in whole or in part out of public funds (Pursuant to Labor Code Section 1720(a)(1).  For example, drilling into walls to install wiring for a piece of equipment would be considered Public Works.

Last updated: August 16, 2017