Post and Bid

(Revised: 02/2020)

Policy

It is the policy of the Department of General Services (DGS) that all classifications identified in bargaining units (BU) 12, 13, and 15, that are vacant, for specified reasons, shall be filled subject to the post and bid (P&B) process outlined below and follow established procedures as developed by the Classification and Pay (C&P) Unit within the Office of Human Resources (OHR).

Authority

P&B is a provision covered under the Memorandum of Understanding (MOU), which gives permanent full-time rank-and-file employees, who have completed their probationary period, the mandatory right to transfer to another position within their classification in the department based on seniority.

DGS has three BUs (12, 13, and 15) that are subject to P&B provisions. P&B is required when:

BU 12: a permanent full-time position is unoccupied as a result of retirement, transfer, termination, resignation, reassignment, new position, promotion, change in tenure to permanent, or new funding and the employer decides to fill it.
BU 13: the position is unoccupied as a result of retirement, transfer, termination, resignation, death, reassignment, new position, promotion, change in tenure to permanent, or new funding and the employer decides to fill it.
BU 15: a permanent full-time position is unoccupied as a result of retirement, transfer, termination, reassignment, or new funding, and where a variety of work schedules (days off, shifts, etc.) exist. Shift changes or workweek schedules are not subject to P&B when there is no vacancy.

BU 12 Post and Bid

LOCAL WORK LOCATIONS

As positions are advertised, eligible local employees may bid for the position. The MOU requires that the position be advertised for seven (7) calendar days at the work site(s) within the local work location. Eligible employees will submit their bid using the bid form provided with the posting of the job advertisement.

The local work location is determined by specific cities designated in the MOU. If the city where the position is located has not been designated in the MOU, the local work location will be the designated city closest to where the position is located (i.e., works in Ripon, closest city is Stockton; works in El Cajon, closest city is San Diego).

Only permanent full-time employees that are in the classification of the posted position at the local work location and have completed their probationary period by the P&B final filing date are eligible to bid for the position.

OUTSIDE LOCAL WORK LOCATIONS

Eligible employees submit their bids for outside local work location during the annual Outside Local P&B period, which is held from October 1 through October 30 each year. Employees must have successfully completed their probationary period in the class, and if required, successfully completed all requirements of an apprenticeship program. Bids become effective January 1 through December 31 of each calendar year.

A list will be established for each class of the employees who are interested in positions outside of their local work location. This list will be used after the local P&B process is cleared. The employee with the greatest amount of continuous departmental seniority in the class shall be selected over other employees, and have five (5) work days in which to accept or reject the job offer. Should the employee decline the offered position, the employer may move on to the next senior employee. If the employee accepts the transfer, the employee will have a maximum of thirty (30) calendar days to report to the new location, unless mutually agreed otherwise by the hiring supervisor.

ORDER OF PRECEDENCE

When a Request for Personnel Action (RPA) is received for a BU 12 position, the position may be subject to P&B in accordance with the specific MOU. The order of precedence for filling permanent full-time BU 12 rank-and-file positions is as follows:

Mandatory placements including SROA/Surplus employees.
Local P&B - based on the greatest amount of continuous “local work location” seniority in the class.
Outside Local Work Location P&B - based on the most senior bidder (list established during the annual P&B bidding period).
When there is no employee request to be transferred on file, management may fill the vacancy with any means at its disposal.

BU 13 Post and Bid

LOCAL WORK LOCATIONS

OUTSIDE LOCAL WORK LOCATIONS

Eligible employees submit their bids for outside local work locations during the annual Outside Local P&B period, which is held from October 1 through October 31 each year, with an effective date of January 1. Such transfer requests shall be kept on file for twelve (12) months.

A list will be established for each class of the employees who are interested in positions outside of their local work location. This list will be used after the local P&B process is cleared. The employee with the greatest amount of bargaining unit seniority shall be selected over other employees, and have five (5) work days in which to accept or reject the job offer unless otherwise agreed by the hiring supervisor. Should the employee accept the job offer, they will have a maximum of thirty (30) calendar days to report to the new plant, unless mutually agreed otherwise by the hiring supervisor.

ORDER OF PRECEDENCE

When an RPA is received for a BU 13 position, the position may be subject to P&B in accordance with the specific MOU. The order of precedence for filling permanent full-time BU 13 rank-and-file positions is as follows:

Mandatory placements including SROA/Surplus employees.
Local P&B - based on the greatest amount of plant service in the class.
Outside Local Work Location P&B - based on the most senior bidder (list established during the annual P&B bidding period).
When there is no employee request to be transferred on file, management may fill the vacancy with any means at its disposal.

BU 12 and BU 13 – Post and Bid Process

The following table outlines the steps in the BU 12 and BU 13 P&B process.

Step	Action
1	Certification Unit Sends a copy of the CalCareers advertisement, the local bid form, and the P&B instructions to the contact person on the advertisement.
2	Hiring Office Posts the notice of intent to fill the vacant position at the work sites for the applicable BU employees within the local work location for a minimum of seven (7) calendar days.
3	Bidders Submits a departmental P&B request form to the specified contact person on the form by the P&B final filing date. Note: Forms may be hand-delivered, mailed, or emailed.
4	Hiring Office Date stamps the front of all bid forms immediately upon receipt. Three (3) days after the final filing date of the CalCareers job advertisement, if no SROA candidates applied, the hiring office advises the C&P Analyst of the responses for the local P&B process and forwards all the bid forms received to the appropriate C&P Analyst. Note: Postmarked envelopes for mailed bid forms shall be retained, scanned, and sent over to the C&P Analyst.
5	C&P Analyst Calculates the seniority of the bidders for the bid forms received and checks the Official Personnel File(s) for any sustained discipline within the last twelve (12) months. The C&P Analyst will send a communication to the hiring office of the seniority for the local P&B. If more than one bid form is received, the hiring office will be advised of the names of the bidders and their seniority scores. The hiring office should also be advised of any rejected bidders.
6	Hiring Office Makes a job offer to the most senior bidder. If there are conditions of employment (such as background clearance) that must be fulfilled, the job offer must be contingent upon successful completion of such conditions. If the hire is made from the local P&B process, the hiring office will inform the C&P Analyst of the name of the bidder who accepted the job offer and the effective date of the appointment. Since P&B is a lateral transfer, the losing office may hold the employee for 30 calendar days. If the most senior bidder declines the job offer, the next senior bidder will be offered the position. This process will be followed until a bidder accepts or declines a job offer. If all bidders decline the job, the hiring office will then need to clear the Outside Local Work Location P&B list.
7	C&P Analyst Provides the Outside Local Work Location P&B list to the hiring office, if the local P&B is cleared. The C&P Analyst provides information to the hiring office, by email, of which candidates need to be contacted.
8	Hiring Office Contacts the bidders on the Outside Local Work Location list who have requested the work location, shift, and work days being recruited. The initial contact should be to find out if the bidder is interested in the position. After it is determined who is interested in the position, the C&P Analyst shall be contacted prior to making a job offer. The C&P Analyst will verify that the winning bidder is still eligible for the Outside Local P&B and will advise the hiring office that a job offer can be made (contingent upon conditions of employment being satisfied, if applicable). The hiring office notifies the C&P Analyst of the selected candidate and effective date.
9	Hiring Office Proceeds with other recruitment efforts if the local P&B process and Outside Local Work Location P&B process are not successful in filling the position.

BU 15 Post and Bid

As positions are advertised, eligible statewide employees may bid for the position. The MOU requires that the position be advertised for seven (7) calendar days. Eligible employees will submit their bid using the bid form provided with the posting of the CalCareers job advertisement. An employee may not make more than one (1) successful bid each twelve (12) months. A successful bid is when the bidder accepts the position and reports to work. The exception is if an employee’s bidded position is altered and the employee elects not to stay in the position.

ORDER OF PRECEDENCE

When an RPA is received for a BU 15 position, the position may be subject to P&B in accordance with the specific MOU. The order of precedence for filling permanent/full-time BU 15 rank-and-file positions is as follows:

Mandatory placements, including SROA/Surplus employees.
Post and Bid.
If no qualified bidders, DGS may fill the position by other valid hiring means.

BU 15 – Post and Bid Process

The following table outlines the steps in the BU 15 P&B process.

Step	Action
1	Certification Unit Sends a copy of the CalCareers advertisement, bid form, and the P&B instructions to the contact person on the advertisement.
2	Hiring Office Posts the notice of intent to fill the vacant position in an accessible location for all BU 15 employees in the management units for a minimum of seven (7) calendar days.
3	Bidders Submits a departmental P&B request form to the specified contact person on the form by the P&B final filing date. Note: Forms may be hand-delivered, mailed, or emailed.
4	Hiring Office Date stamps the front of all bid forms immediately upon receipt. Three (3) days after the final filing date of the CalCareers job advertisement, if no SROA candidates applied, the hiring office advises the C&P Analyst of the responses for the P&B process and forwards all the bid forms received to the appropriate C&P Analyst. Note: Postmarked envelopes for mailed bid forms shall be retained, scanned, and sent over to the C&P Analyst.
5	C&P Analyst Calculates the seniority of the bidders for the bid forms received and checks the Official Personnel File(s) for any sustained discipline within the last twelve (12) months. The C&P Analyst will send a communication to the hiring office of the seniority scores for the P&B. If more than one bid form is received, the hiring office will be advised of the names of the bidders and their seniority scores. They should also be advised of any rejected bidders.
6	Hiring Office Makes a job offer to the most senior bidder. If there are conditions of employment (such as background clearance) that must be fulfilled, the job offer must be contingent upon successful completion of such conditions. If the hire is made from the P&B process, the hiring office will inform the C&P Analyst of the name of the bidder who accepted the job offer and the effective date of the appointment. Since P&B is a lateral transfer, the losing office may hold the employee for 30 calendar days. If the most senior bidder declines the job offer, the next senior bidder will be offered the position. This process will be followed until a bidder accepts or declines a job offer. If all bidders decline the job, P&B is considered cleared.
7	Hiring Office Proceeds with other recruitment efforts if the P&B process is not successful in filling the position.

Resources

Responsible Control Agency

California Department of Human Resources

Other Reference Materials

Post and Bid

Policy

Authority

BU 12 Post and Bid

BU 13 Post and Bid

BU 12 and BU 13 – Post and Bid Process

BU 15 Post and Bid

BU 15 – Post and Bid Process

Resources

Contact