Trade Services
For Facilities Department Staff

Purpose

These instructions are for the procurement of Trade Services. This page is intended for Facilities Staff. If you are from a Cost Center and need a Trade Service, please start here.

Policy

• Board Policy DJ - A District Trade Service Contract is required
  
• District Public Contracting Rule: OAR 137-047-0270 Intermediate Procurements:
• The District is required to obtain at least three (3) verbal phone quotes when a Trade Service Contract is estimated to be for a total amount that is less than $75,000
• The District is required to obtain at least three (3) WRITTEN quotes when a Trade Service Contract is estimated to be for a total amount that is $75,000 to less than or equal to $150,000.
• The District must use a Formal Solicitation process for Trade Service Contracts that are estimated to exceed $150,000, contact Purchasing.
  
• A Trade Services Contract may be increased up to 25% above the original amount by amendment (see below).
  
• Cost Centers may not split orders that are over $75,000 to avoid a competitive requirement

A note on Public Works See the Public Improvement vs Public Works discussion. Public Works projects are covered by the Prevailing Wage Rate law when they: Are for construction, reconstruction, major renovation or painting; Cost $50,000 or more; or, Combined with other work at the same site for a larger project and the combined value is over $50,000;

Procedure: There are two process available, either the Purchasing publishes a Bid for the work, or a Facilities Staff member may obtain the quotes required

Process 1 - Purchasing Publishes the ITB (this is the most recommended process):

• To start the Trade Services ITB process submit to Purchasing a Trade Service Bid Info Form.
• Purchasing will publish an ITB for Trade Services: Click here for Formal Solicitations
• Work with Purchasing to put together the bid document
  

Process 2 - District Representative obtains three quotes

• Step 1 - The start of this process was probably a CIP which will help identify the need
  
  
• Step 2 - Develop a Statement of Work:
• the Who/What/When/Where/How of the project work
  
• Click here for a useful Quote & Contract Template Form.
  
  
• Step 3 - Determine the selection process: (see also Threshold Summary)
  
• When the Total Amount of the purchase order is estimated to be...
• Less than or equal to $5,000 - no quote is required - but the District should still use a Trade Service Contract
  
• See Small Procurement procedures
  
• Over $5,000 to less than $75,000 - Three VERBAL quotes are required
  
• See Verbal Quotes procedures
  
• Over $75,000 to less than or equal to $150,000 - Three WRITTEN quotes are required
  
• See Written Quotes procedures
  
• Over $150,000 contact Purchasing, a Formal selection process must be completed. Submit a Bid Info Form, skip step 4 (Vendor selection is done through the ITB process).
  
  
• Step 4 - Choose the Contractor that best meets your needs: lowest price, meets time table, best delivery, etc.
  
  
• Step 5 - Contract process - Trade Service Contract to Contractor... along with an IFAS PR/PO to encumber the funds for the project. If a School is paying for the work, then the School or Department can start the PR, you just tell them which Contractor to put in the Vendor field - see the PR Manual
  
• Modify the TSC contract form for each project and then send to the Contractor to complete and sign. When you receive it back, you obtain the necessary signatures for the District, while the PR is being processed. Purchasing will not make the TSC final until all signatures are complete, and there is a corresponding PR in IFAS. Purchasing signs the Contract and sends/gives it back to you to send the final copy to the Contractor as "notice to proceed".
  
  
• Step 6 - Contractor performs: Know your 'Rights': You want:
  
• the right service
  
• delivered at the right place
  
• at the right time
• in the right condition (the way you want it)
• in the right quantity (time/hours, reports/results/deliverables)
• at the right cost
• to the right customer (end-user)
  
  
• Step 7 - Payment:
  
• The Contractor will issue an invoice
• The amount must match the quote
  
  
• Step 8 - Change Order Procedure: To increase the dollar amount of a PO in this category:
• See change order page for additional information
• Communicate with the vendor (usually the vendor calls you with a price change)
• Negotiate with the vendor regarding the change
• Complete a Change Order Form
  
• ENSURE that the amount of the change does not exceed 25% of the original PO amount
  
• Email the Purchasing Department: purchasing@beaverton.k12.or.us to change the PO, for complete details see the PR Manual
  
  
• Step 9 - Contract close-out. Cost Center receives PO online with IFAS
  
  
• Step 10 - Troubleshooting. If anything goes 'sideways' contact Purchasing immediately.
  

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