Requestors are responsible for obtaining and attaching quotes to their Requisitions. Purchasing can assist in identifying vendors for quotes if there is adequate lead time (minimum of 10 business days). The following table displays quote requirements for District requests:

For requests requiring 3 quotes, the Requestor is to provide justification in the Document Text of the Requisition if the lesser of the quotes attached is not selected.

If a Requestor attempts to obtain additional quotes which result in “No Bid” or non-responsive vendors, Requestors are to attach the “No Bid” responses or documentation supporting the attempt to contact non-responsive vendors to their Requisition.

If the Requestor is unable to provide three (3) quotes because of varying circumstances, justification for only providing one quote must be included in the Document Text of your Requisition. Competitive quotes are the best way to show that the price is “fair and reasonable”. If competitive quotes were not secured, then there should be an explanation of the method used to determine the reasonableness of the price and technical reasons for selecting the suggested supplier. Simply stating “Sole Source” is not sufficient justification and will result in your Requisition being disapproved and returned to the Requestor for editing.

Furthermore, PCC § 3400 states that the restrictions on the listing of only one specific trade name or brand are inapplicable if the District makes a finding that is described in the invitation for quotes/bids (if the procurement is publicly bid) that a particular material, product, thing, or service is designated by specific brand or trade name for any of the following purposes:

• “In order that a field test or experiment may be made to determine the product's suitability for future use.” (PCC § 3400 (c)(1))
• “In order to match other products in use on a particular public improvement either completed or in the course of completion.” (PCC § 3400 (c)(2))
• “In order to obtain a necessary item that is only available from one source.” (PCC § 3400 (c)(3))
• To respond to certain emergency situations. (PCC § 3400 (c)(4))

Requestors should contact the District’s Purchasing Manager for assistance in sole source justification requests.

Please contact the Purchasing Department if you have additional questions or concerns regarding quotes for your request.