Authority to Sign Contracts for Services, Materials, Or Supplies

AUTHORITY TO SIGN CONTRACTS FOR SERVICES, MATERIALS, OR SUPPLIES1 (Revised 12/6/04)

1 2 3 4 5 6 7 8 9 Contracts for Public Project Non-Public Public Project Non-Public Power to enter Purchase of Purchase of Authority to $5000 or less Contracts2 for Project Contracts ContractsError: Project Contracts into contracts books and perishable approve (Board Resolution $14,999 or less for $20,0003 or Reference source greater than on behalf of educational commodities expenditure of #3-04) (Board Resolutions less (Board not found greater $20,0004 (Board Board of materials for for cafeterias funds of #01-04 & #02-04) Resolutions #01-04 & than $14,999 Resolution #01-04 Trustees prior library services and food student (Read down the #02-04) (Public Contract and Public Contract to Board or bookstore, services, no organizations chart) Code 20651) Code 20651) Approval or no dollar limit dollar limit (Board  Ratification (Board Resolution (Board Resolution #08- (Board Resolution #5-04) Resolution #6-04) 04) #7-04) Dean, Purchasing Purchasing Purchasing Before the services If the purchase Dean, Library Manager, Food Vice President, Director, Services Director Services Director Services commence. Board of is not subject to Services; Services; Student Trustees must Manager, & Senior Buyers; & Senior Buyers; Department must authorize any statutory bid Vice President, Vice President, Development Supervisor, Vice Chancellor of Vice Chancellor of advertise for sealed independent contract requirements, Technology & Finance & and Instruction Vice President, Business Services Business Services bids. Award must for professional the Chancellor Instruction; College (Foothill Controller be authorized by services that exceeds and the Vice Vice President, Services; College); the Board of $20,000.00 unless it Chancellor of Finance & Director, Dean of Trustees has been signed by the Business College College Student Affairs Chancellor or Vice Chancellor of Business Services are Services; Services and Activities Services pursuant to authorized to Director, FHDA (Foothill the Board Resolution execute the College College); #7-04 (see column contract prior to Bookstores; next right). Board Assoc. Director, (continued on (continued on (continued on (continued on page 2) ratification. Bookstore. (continued on page 2) page 2) page 2) page 2)

1 Contracts should be signed prior to commencement of services and must conform with board policies and state laws as summarized in Board Administrative Procedure 3140. 2 Public projects include construction, reconstruction, erection, alteration, renovation, improvement, demolition, painting, major repainting, cabling, and repair work involving any publicly owned, leased, or operated facility. “Public Project” does not include routine, recurring, and usual maintenance work necessary to preserve a facility for its intended purposes such as minor repainting, lawn mowing, and servicing irrigation systems (reference: Public Contract Code section 22002). 3 Exception: Per Board Administrative Procedure 3140, only the Purchasing Services Department is authorized to buy capital equipment with a total purchase price, including sales tax and delivery fees, of $5000 or more. 4 Purchasing Services Department must advertise for sealed bids if total acquisition price will exceed statutory bid threshold (currently, $14,999 for public projects and $60,900 for other purchases). Page 1 of 2 1 2 3 4 5 6 7 8 9 Contracts for Public Project Non-Public Public Project Non-Public Power to enter Purchase of Purchase of Authority to $5000 or less Contracts5 for Project Contracts ContractsError: Project Contracts into contracts books and perishable approve (Board Resolution $14,999 or less for $20,0006 or Reference source greater than on behalf of educational commodities expenditure of #3-04) (Board Resolutions less (Board not found greater $20,0007 (Board Board of materials for for cafeterias funds of #01-04 & #02-04) Resolutions #01-04 & than $14,999 Resolution #01-04 Trustees prior library services and food student (Read down the #02-04) (Public Contract and Public Contract to Board or bookstore, services, no organizations chart) Code 20651) Code 20651) Approval or no dollar limit dollar limit (Board  Ratification (Board Resolution (Board Resolution #08- (Board Resolution #5-04) Resolution #6- 04) #7-04) 04) Purchasing Vice Chancellor, Vice Chancellor, No other officials The Purchasing No other No other No other Vice President, Services Director ETS; ETS; are designated Services Director & officials are officials are officials are Student Senior Buyers, and & Senior Buyers; Vice Chancellor, Vice Chancellor, Vice Chancellor of designated designated designated Services and Vice Chancellor of HR; HR; Business Services may Institutional Business Services. Vice President, Vice President, authorize purchases Research (De Finance & College Finance & College between $20,000 and Anza College); Services; Services; the statutory bid Dean, Vice President, Vice President, threshold, currently EOPS/CARE $60,900, without Educational Educational board ratification, and Student Resources & Resources & EXCEPT independent Development Instruction; Instruction; contracts for (De Anza Executive Director, Executive Director, professional services. College); Foundation; Foundation; Only the Board of Director, Trustees can authorize Executive Director, Executive Director, purchases that exceed Budget and Facilities & Facilities & the bid threshold. Personnel (De Construction; Construction; Anza College). Executive Director, Executive Director, Flint Center. Flint Center.

5 Public projects include construction, reconstruction, erection, alteration, renovation, improvement, demolition, painting, major repainting, cabling, and repair work involving any publicly owned, leased, or operated facility. “Public Project” does not include routine, recurring, and usual maintenance work necessary to preserve a facility for its intended purposes such as minor repainting, lawn mowing, and servicing irrigation systems (reference: Public Contract Code section 22002). 6 Exception: Per Board Administrative Procedure 3140, only the Purchasing Services Department is authorized to buy capital equipment with a total purchase price, including sales tax and delivery fees, of $5000 or more. 7 Purchasing Services Department must advertise for sealed bids if total acquisition price will exceed statutory bid threshold (currently, $14,999 for public projects and $60,900 for other purchases). Page 2 of 2