Palm Beach State College Board Policy

Title: Purchasing

Policy Number: 6Hx-18-4.11

Legal Authority: 1010.04 FS, 1001.64 FS, 287.012(16) FS, 287.017 FS, Rule 6A-14.0734 FAC; 2 CFR Part 200

Date Adopted/Amended: Readopted 2/27/1975; Amended 6/22/1975, 8/17/1983, 2/14/1990, 8/12/1992, 6/23/1998, 6/19/2001, 11/13/2007, 4/9/2013, 10/14/2014, 6/20/2023

The purchase of materials, equipment, and services for the District Board of Trustees (Board), shall be made in compliance with Florida Statutes, Board Rules, Federal Requirements, and State Board Regulations, as applicable.

The purchasing policies of the College are based on the values of fairness, transparency, and full and open competition. The College President or designee shall promulgate procedures to implement this Board policy and uphold the values enumerated herein.

General Requirements
1. The College shall maintain integrity in purchasing actions by ensuring:
  1. that each purchasing action is conducted in accordance with the best interests of the College, and with the highest level of fairness to all involved parties throughout the acquisition cycle;
  2. that College purchasing operations be conducted in a manner that maintains the highest degree of ethical standards;
  3. and that transparency and community inclusion be sustained throughout the purchasing process.
Solicitation Requirements
1. The College shall publicly issue solicitations requesting responses from multiple sources when purchasing services or commodities exceeding the amount specified in Section 287.017, Florida Statutes, for Category Three.
2. When issuing competitive solicitations, the College shall ensure:
  1. that specifications or scopes of work included in solicitations and purchasing actions accurately describe the needs of the College;
  2. that no artificial or arbitrary requirements that limit competition are included in the solicitation;
3. The College shall adhere to guidelines set forth in 6A-14.0734 FAC with regard to exceptions to competitive solicitation requirements.
Competitive Contract Awards
1. To the greatest extent possible, contract awards shall be made:
  1. to the lowest responsive and responsible bidder under Invitations to Bid;
  2. the best value proposer under qualitative solicitations that may involve pricing as a competitive selection factor with which a fair and reasonable price may be negotiated;
  3. the highest ranked technical proposer(s) with which a fair and reasonable price may be negotiated under solicitations that do not involve pricing as an initial competitive selection factor;
2. Recommendations for award shall be made to the responsive and responsible firm meeting the College’s requirements and in the best interest of the College.
Change Orders and Amendments
1. The President or designee is authorized to issue amendments or change orders for contracts previously approved by the Board in an amount not to cumulatively exceed 20% of the original Board-approved contract value, up to $65,000. The President or designee may also approve amendments that do not materially change the contract.
2. Amendments and change orders exceeding the thresholds in section 4.a. may be approved by the President or designee prior to the next regular Board meeting if a delay would cause significant operational disruptions. These change orders shall be brought to the Board at the next available meeting for ratification.
3. Amendments and change orders cumulatively exceeding 20% of the Board-approved contract value or $65,000, shall require Board approval.
4. The President or designee may extend expiring contracts, with prorated dollar value, to ensure continuity of College operations while a new contract is awarded, not to exceed a total of one hundred eighty (180) days, up to $150,000.