How to Obtain Bids & Get on Lists

• Contractor Selection Process
• Consultant Selection Process

Contractor Selection Process

Contractor selection must meet the requirements and procedures of the California Public Contracts Code, the Uniform Public Construction Cost Accounting Act and the County of Sonoma Purchasing Division.

Construction projects with contract value under $25,000:

• Bids are solicited from the contractors that are on the Purchasing Divisions approved contractor list. Bids are received by the Purchasing Division
• A purchase order goes to the lowest responsive and responsible bidder

Construction projects with a contract value over $25,000 but under $75,000 are subject to an informal bidding process:

• Bid documents are distributed to contractors on the approved list by the Sonoma County Purchasing Division and the North Coast Builders' Exchange is notified. Bids are received by the Purchasing Division
• The construction contract is awarded to the lowest responsive and responsible bidder and a contract is issued for the work.

To be considered for this type of project, contact the Purchasing Division at 565-2433.

Construction projects with a contract value over $75,000 are subject to a formal bidding process:

• Approval to issue an Invitation for Bids is obtained from the County Board of Supervisors An Invitation for Bids is published in local newspapers and some trade journals, and/or the Builders' Exchanges Bids are received by the Clerk of the Board and opened by the County Purchasing Division Bids (with all bidders names removed) are evaluated by the County Architect The project is awarded to the lowest responsive and responsible bidder by the Board of Supervisors
• The contract is executed by the Board of Supervisors

For projects from $25,000 and up, construction documents can be purchased at the County Architect's Office. The cost of the documents is specified in the Invitation for Bid and must be paid by check made out to the County of Sonoma.

Consultant Selection Process

Board of Supervisor's Resolution #84-1440 requires that architects for County projects be selected according to the following process. Generally, other consultants, such as engineers and planners, are selected in a similar manner.

Projects with construction costs less than $300,000 and consultant fees under $25,000. The Architecture Division maintains a master list of consultants that have submitted letters of interest in working for the County. Consultants are selected from this list based on their qualifications and the County's experience with the firm. Some consultants may be hired under a non project specific agreement which is used for specific projects under a letter of agreement. These contracts are limited to $25,000 total fee value. This list of consultants is reviewed and updated regularly as new consultants are added and others are removed. Consultants interested in being included on the master list should send a letter of interest to the

County Architect
2300 County Center Drive
Suite 220A
Santa Rosa, CA 95403.

Projects with construction costs at or exceeding $300,000 and/or consultant fees of $25,000 or more.

Consultants for these projects go through a more formal qualification based selection process that is typically overseen by a selection committee made up of representatives from the County Architect's Office and the project's client department. The Architect's Office issues a Request for Proposals (RFP) to the consultant community describing the scope of the project and the type of services being sought. This RFP is sent to appropriate consultants from the master list and is published in several local publications, including the Press Democrat. To get on the master list for RFP's, submit a letter of interest to the

County Architect
2300 County Center Drive
Suite 220A
Santa Rosa, CA 95403.

The proposals that are received are reduced to a short list based on the content and quality of the proposal. These firms are then interviewed by the committee and ranked according to how the firm's qualifications fit the requirements of the project. Fee negotiations are then opened with the number one ranked firm. Should the County fail to reach an agreement with the first ranked firm, negotiations start with the second firm on the list. This continues until a satisfactory agreement is reached.

Once an agreement is reached, a contract is prepared, insurance is verified and approval is obtained from the Board of Supervisors. After the Board gives their approval and all of the signatures are in place, the actual design work can begin.

Requirements a consultant must satisfy in order to work for the County are:

• $1,000,000 insurance coverage each for General Liability, Auto and Professional Liability.
• Sign the County prepared Agreement for Services.