Campus Procedures for Procuring Public Works
For Campus Departments contemplating a public works project, please contact Facilities Planning at 559.278.2424 for assistance with coordinating your project.
Vendor Procedures for Bidding on Public Works
Vendors interested in participating in the Public Works competitive bid process at Fresno State must be prequalified with the Procurement Office by attending an Orientation session and providing the required documentation.
Minor Capital Construction Projects less than $5,000.00 will be administered by a Facilities Project Manager (PM). The PM will directly solicit one prequalified Minibid vendor for an informal quotation (written on vendor letterhead). A requisition, along with the vendor quotation, will be sent to the Procurement office. After review, a purchase order will be faxed from the Procurement office to the awarded vendor.
Minor Capital Construction Projects less than $10,000.00 will also be administered by a Facilities PM. The PM will contact no less than three prequalified Minibid vendors and solicit informal quotations (written on vendor letterhead). A requisition, along with the vendor quotations, will be sent to the Procurement office. After review, a purchase order will be faxed from the Procurement office to the awarded vendor.
Minor Capital Construction Projects greater than $10,000 and less than $400,000.00 will be administered by the Procurement office. The PM will forward a requisition, along with plans and specifications, to the Procurement office. The Procurement Office Buyer will prepare formal bid documents and distribute to a select number of the prequalified Minibid vendors. A formal prebid meeting and bid opening will be held by the Procurement office. After evaluation, a contract will be emailed to the selected vendor for signature. The vendor must return the signed contract to Procurement for University signature. Once the contracts are received, a Preconstruction Conference will be held at the campus for the Contractor, Architect, Inspector, Facilities, Environmental Health & Safety, Procurement, Finance, and members of the user Department. Subsequent to this meeting, a Notice to Proceed will be mailed to the Contractor with the fully executed contract.
Major Capital Construction Projects - all greater than $400,000.00 - are administered by the Procurement office. The Facilities Planning group will forward a requisition, plans, specifications and 3 - 5 recommended vendors selected from the CSU Chancellor's office list of Prequalified Architects. The bid documents will be created and mailed by the Procurement Office. During this process, the University will hold a Prebid Meeting, site visits, and job walks according to the project requirements. The bid opening will be a formal, public bid opening. After evaluation, interviews may be scheduled prior to evaluation. After evaluation, a contract will be emailed to the selected vendor for signature. Once the contracts are received back at the campus, a Preconstruction Conference will be held for the Contractor, Architect, Inspector, Facilities, Environmental Health & Safety, Procurement, Finance , and members of the User Department. Simultaneously, the contracts will be sent to the CSU Chancellor's Office Legal Counsel for review and execution. Upon full execution of the contracts, a Notice to Proceed will be mailed to the Contractor along with the contracts.
Vendors are cautioned to direct all questions to the Procurement office rather than the PM, architect, construction manager or user department during this bid process. Contact with the University other than through the Procurement office may render your bid invalid.
Professional Services Related to Public Works (all dollar values) are contracted by the Procurement office as well. These services are not required to be competitively bid each time the service is needed. The Fresno State Procurement office does periodically bid these services to ensure that the current contracts are commensurate with current market values. The bid process, when competitive, will mirror the Major Capital Construction Project procedure.
Normal procurement of a Professional Services contract entails contact from the PM, in depth discussions regarding the Scope of Work, and a proposal from the vendor. A requisition is forwarded to the Procurement office by the PM, along with the vendor's proposal. The Procurement office will develop a contract and email it to the vendor for signature. These contracts must be returned to the Procurement Office for signature and forwarding to the CSU Chancellor's Office Legal Counsel. Once the contracts are received back on campus, a copy will be mailed to the vendor.
All vendors are not authorized to begin work until the contract (or purchase order) has been fully executed. Purchase orders will be signed by the appropriate buyer and faxed to the vendor. Contracts will be signed by the contractor, University officials and, for Major Capital Construction and Professional Services, California State University legal counsel. A Major Capital or Professional Services contract is not valid until it is signed by CSU legal counsel. Work performed for the University prior to the issuance of a purchase order or executed contract is performed at the vendor's own risk.