Purchasing
Welcome to the Gavilan College Purchasing Department
The Purchasing Department is responsible for acquiring all supplies, equipment, and services for Gavilan College. Operating under the immediate direction of the Vice President of Administrative Services, we comply with all applicable provisions of the California Education Code, Government Code, Public Contract Code, and Board of Trustees policy.
Our regulations and procedures are established, published, and applied consistently to ensure transparency and accountability.
Our Mission
We are committed to delivering quality service to the District through straightforward and efficient purchasing practices. All procurement activities are conducted with fairness, integrity, and respect, ensuring equitable opportunities for all vendors. We have a strong commitment to support local businesses and foster open, honest partnerships.
What we Do
- Provide centralized purchasing operations for the District
- Acquire all goods, supplies, and services in accordance with law and Board policy
- Solicit competitive bids and quotations to ensure best value
- Support departments in identifying cost-effective and compliant procurement solutions
- Manage receiving and shipping
- Oversee surplus property
- Coordinate furniture moves
- Provide mail distribution and print services
- Facilitate campus-wide shredding services
We welcome the opportunity to work with qualified suppliers, contractors, and service providers.
Step 1 - Register as a Vendor
- Complete our Vendor Registration Form
- Provide all required documents, including:
- Proof of insurance (if applicable)
- Any professional licenses or certifications (if applicable)
Step 2 - Understand Our Procurement Process
- All purchases require a Purchase Order (PO) or a signed contract before work begins.
- We follow California Education Code, Government Code, and Public Contract Code.
Step 3 - Monitor Opportunities
- View current bid opportunities on our PlanetBids portal.
- Join our bidder’s list to receive notifications for:
- Requests for Proposals (RFPs)
- Invitations to Bid (IFBs)
- Requests for Qualifications (RFQs)
Step 4 - Invoice Promptly and Accurately
- Submit invoices within 5 days of delivery or completion.
- Include PO or contract numbers, itemized details, and all supporting documents.
- Email invoices to accountspayable@gavilan.edu
- Ask Questions Anytime
We’re here to help with requirements, timelines, and opportunities. Contact us at purchasing@gavilan.edu.
Our goal is to procure goods and services that best meet District needs at the lowest overall cost, using fair and competitive methods.
Procurement Dollar Threshold
- Under $10,000 – Requires at least one (1) written quotation.
- $10,000 – $19,999 – Requires at least two (2) written quotations.
- $20,000 – $114,799 – Requires at least three (3) written quotations.
Quotes may be obtained by telephone, email, or in writing. Copies of written quotes are required for all purchases.
Purchases over the legal bid threshold of $114,799 (Non–Public Works)
- Requires formal bidding for a single item or aggregate of like items (e.g., copier paper)
- Formal bids must be publicly advertised once a week for two weeks in a local newspaper
- The award must go to the lowest responsible bidder meeting the requirements of the solicitation qualifying criteria or all bids must be rejected
- Bid splitting is prohibited
On January 12, 2016, the Gavilan Joint Community College District Board of Trustees passed a resolution to become subject to the California Uniform Public Construction Cost Accounting Act (CUPCCAA). In conjunction with Board Policy 6350, these new CUPCCAA procedures will help to promote an increase in procurement opportunities for local and diverse construction contractors and consultants for public works at the designated CUPCCA spend threshold.
Construction & Public Works Over the CUPCCAA Threshold
For construction and public works projects exceeding the CUPCCAA bid limits, the District conducts a formal Invitation to Bid (ITB) procurement process.
Process Overview:
- Specifications – The requesting department provides detailed specifications to the Purchasing Department.
- Bid Package – Purchasing prepares and issues a formal Invitation to Bid, including all terms, conditions, and scope of work.
- Advertisement – The ITB is publicly advertised at least once a week for two consecutive weeks in a local newspaper, in compliance with Public Contract Code requirements.
- Bid Opening – Sealed bids are received and opened at the time and place specified in the ITB.
- Award – The contract is awarded to the lowest responsible bidder meeting all requirements, or all bids are rejected if it is in the District’s best interest.
Vendors interested in these opportunities should monitor the PlanetBids portal for current and upcoming formal bid postings.
CUPCCAA Contractor List
- Maintained annually by category of work performed
- Public invitation for licensed contractors is issued each November
- To pre-qualify, register via our PlanetBids Website
Contractor DIR Requirements
Per Senate Bill 854, all contractors and subcontractors must:
- Be registered with the California Department of Industrial Relations (DIR)
- Provide a valid DIR Registration ID number before contract award
- Applies to all public works projects, including construction, alteration, demolition, installation, repair, and maintenance
Performance & Payment Bonds
Required for all public works contracts exceeding $25,000:
- Performance Bond – 100% of contract amount
- Payment Bond – 100% of contract amount
- Must be in place before any payment is made
The Accounts Payable Department verifies that all legal and procedural requirements are met before authorizing payments.
Vendors should not fulfill orders without a valid Purchase Order.
Invoice Checklist – Include the following:
- GJCCD Purchase Order Number
- Vendor Name
- Invoice Number & Date
- Vendor's Federal ID Number
- Quantity & Item
- Detailed description of goods/services
- Unit price and extended price
- Terms, location, and date of delivery
- Discounts (if applicable)
Do not send invoices before shipment.
Incomplete invoices may delay payment.
Send Invoices to:
Gavilan Joint Community College District
Accounts Payable
5055 Santa Teresa Boulevard
San Jose, CA, 95020
accountspayable@gavilan.edu
(for prompt processing, email invoices preferred)
TBD