Steps to Contracting

1. Identify the Project Type
   • Public Works: Construction, renovation, or repair of District facilities.
   • Maintenance: Routine, recurring, or preventive upkeep of facilities or equipment.
   • Services: Professional, consulting, or non-construction services.
2. Identify the Funding Source
   • Site Funds
   • Donations
   • District Funds
3. Contact the Facility Planner
   • Coordinate project scope, funding, and approvals prior to initiating the bid process.
4. Approval and Documentation
   • Determine if Board of Education approval is required based on project value.
   • Document all quotes, bids, cooperative purchasing contracts, and bond requirements.

Standard Bid Limits

Category	Threshold	Notes
Public Works	$15,000	Below this amount, formal bidding is not required.
Services & Equipment	$119,100 (as of January 1, 2026)	Based on California Public Contract Code limits.

CUPCCAA Bidding Thresholds

Santa Monica-Malibu Unified School District operates under the California Uniform Public Construction Cost Accounting Act (CUPCCAA), which allows alternative bidding procedures per Public Contract Code §22000–22050 and Board Policy 3311.1.

• Informal Quotes: Projects $75,000 or less require at least three written quotes.
• Informal Bids: Projects $75,001 – $220,000 require notification to registered vendors and sealed bids.
• Formal Bids:
  • Public Works: Projects $220,001 and above require a formal bid process.
  • Equipment & Services: Projects over $119,101 require a formal bid process.

Cooperative Purchasing Contracts

The District may acquire products or services through existing contracts established by other public agencies or authorized cooperative purchasing programs, subject to Board approval and due diligence.

Piggyback Contracts

Allows the District to participate in an existing contract awarded by another public agency.

• Requirements:
  • The original contract must include a piggyback clause.
  • The offering agency must provide board approval and executed contract.
  • The District must perform due diligence to ensure compliance with legal and policy requirements.
  • Board of Education approval is required prior to award.

Joint Powers Authority (JPA) Contracts

• Under the Joint Powers Act (§6502, Gov. Code), two or more public agencies may jointly exercise shared powers, including procurement.
• Procedure:
  • The District must join the JPA via a one-time Board Resolution.
  • Each contract must comply with the JPA’s legal requirements.
  • The District’s purchase must be authorized under the JPA contract.
  • Due diligence is required for each contract, even if multiple contracts are available from the same JPA.

California Multiple Award Schedule (CMAS) Contracts

• CMAS contracts, established by the Department of General Services (DGS), allow the District to purchase goods and certain services at pre-negotiated prices.
• Requirements:
  • Verify that the DGS procurement followed legal requirements.
  • Ensure the required products/services are included in the CMAS contract.
  • Public works services must not exceed the dollar value of products; CMAS contracts cannot be used for services only.
  • Prices offered must be equal to or lower than CMAS contract prices.

Legal Requirements for Contracts

• Prevailing Wages & PWC-100: All construction contracts over $1,000 must comply with prevailing wage requirements and submit a PWC-100 form to the California Department of Industrial Relations (SB 854).
• Formal Bids: Public works projects over $220,001 require formal bids. Bids must be advertised for two consecutive weeks, with at least five days between advertisements. Registered contractors must receive 15 days’ notice.
• Bonds:
  • Payment Bond & Performance Bond: Required for Public Works projects over $25,000.

Documentation and Recordkeeping

All contracts, bids, cooperative purchasing documents, and bond records must be maintained by the Purchasing Department to ensure audit readiness, compliance, and transparency.