It is the intent of the Purchasing Department of Glendale Community College to comply
with all grantor requirements in regards to procurement, including those covered in
the Federal Acquisition Regulations, CFR, where possible. Those requirements include,
but are not limited to the following CFR Sec. 95.44 Procurement procedures.
(a) All recipients shall establish written procurement procedures. These procedures
shall provide for, at a minimum, that paragraphs (a)(1), (a)(2), and (a)(3) of this
section apply.
(1) Recipients shall avoid purchasing unnecessary items.
(2) Where appropriate, an analysis shall be made of lease and purchase alternatives
to determine which would be the most economical and practical procurement for the
Federal Government.
(3) Solicitations for goods and services shall provide for all of the following:
(i) A clear and accurate description of the technical requirements for the material,
product or service to be procured. In competitive procurements, such a description
shall not contain features which unduly restrict competition.
(ii) Requirements which the bidder/proposer must fulfill and all other factors to
be used in evaluating bids or proposals.
(iii) A description, whenever practicable, of technical requirements in terms of functions
to be performed or performance required, including the range of acceptable characteristics
or minimum acceptable standards.
(iv) The specific features of ‘‘brand name or equal’’ descriptions that bidders are
required to meet when such items are included in the solicitation.
(v) The acceptance, to the extent practicable and economically feasible, of products
and services dimensioned in the metric system of measurement.
(vi) Preference, to the extent practicable and economically feasible, for products
and services that conserve natural resources and protect the environment and are energy
efficient.
(b) Positive efforts shall be made by recipients to utilize small businesses, minority-owned
firms, and women’s business enterprises, whenever possible.
In addition grant recipients should be mindful of the following:
- All procurements using federal monies will have potential vendors checked for disbarment
by the federal government by checking: https://www.sam.gov/portal/public/SAM/ pursuant to the provisions of 31 U.S.C. 6101, note, E.O. 12549, E.O. 12689, 48 CFR
9.404.
- All Public Bids will contain a Non-Collusion Affidavit for the State of California,
and a Drug-Free Workplace Certification, and other forms as required.
- All items over $500 must be tagged and tracked upon receipt either by Central Receiving
or Information Technology Services for inclusion in the asset database to comply with
state and federal codes and regulations. All items over $5,000 must be capitalized
and depreciated to track the “useful life" and are kept on the physical inventory
books until they are officially removed from the inventory as surplus or scrap.
- All records related to federally funded purchases and projects will be held for at
least three years after the procurement is complete. Disposal of property purchased
with federal grant funds will be done as required by Circular A-110.
