Competitive Bid – Construction and Renovation Procedure

Associated policy, standard(s), and/or regulation(s): Competitive Bid – Construction and Renovation Policy,  
NWCCU 2.E.2, 2.E.3
Responsible Unit: Facilities | Executive Lead: CIO 
Created: 6/27/2012 | Reviewed/Revised: 4/2012, 2/16/2023 | Effective: 2/16/2023 

Policy:
Competitive Bid Policy

Procedure:

  1. The board will be notified when the total amount of a construction or renovation contract is expected to be greater than $100,000. 
  2. There may be occasions when a PNWU administrator recommends not to competitively bid a project. These situations may involve a sole source procurement due to unique technical requirements or past performance of other potential bidders. Sole source procurement should be limited to only when and as necessary for the best interest of PNWU. 
  3. There could arise emergent situations where the above bid requirements may not serve the best interests of PNWU. In an emergency, PNWU administrators may use their best judgment to obtain the required and necessary goods or services in the most expeditious manner. Normally the President and/or the Board of Trustees would declare the need for procurement procedures in such an emergency. In all emergent situations, the board chair shall be notified. 
  4. Responsibilities:  Any PNWU employee responsible for the procurement process shall 
    • Contract for construction and renovation at the “best value” or lowest total cost, which takes into account not only purchase price, but also compliance with technical or functional specifications, product availability, ordering and invoicing processes, service standards, accounting compliance and regulatory requirement; 
    • Be responsible for the review, evaluation, and documentation of each element of total cost; and 
    • Be able to justify the economic, research, and/or educational need for the procurement decision. 
  5. Conflict of Interest: In accordance with the Conflict of Interest policy, all procurement transactions shall be conducted in a manner that ensures free and open competition to the maximum extent practicable. PNWU Board of Trustees and employees shall disclose direct or indirect remuneration, contractual relationships, employment, and family, financial or other interest that could pose a conflict of interest with any business entity doing business with PNWU. 

Policy Resources

For assistance with policies and procedures contact:

Lori Fulton
lfulton@pnwu.edu

Appendices:
N/A