Professional Documents
Culture Documents
PURCHASING DEPARTMENT
STANDARD OPERATING PROCEDURE
Document #:
TOC
Revised Date:
01/04/11
Supersedes Revised Date: 04/05/10
Table of Contents
Standard Operating Procedures:
SOP #
SOP Name
Revised Date
SOP01
SOP02
SOP03
SOP04
SOP05
SOP06
SOP07
SOP08
Surplus Property........................................................................TBD2
SOP09
SOP10
References:
Flow DiagramProcurement of Goods
Flow DiagramAccounts Payable Processes for Purchases of Goods
Flow DiagramReceiving of Goods
Flow DiagramMeasure A Process
Business Process DocumentDispatching POs in the Promt System
Business Process DocumentAdding Vendors in the Promt System
Business Process DocumentCreating Requisitions in the Promt System
Business Process DocumentCreating Receipts in the Promt System
Peralta Community College DistrictPurchasing Procedures
Peralta Community College DistrictFixed Asset Management (Draft)
Board Policy Section 6.31Procurement of Supplies, Equipment, Furniture,
Page 1 of 2
PERALTA CCD
PURCHASING DEPARTMENT
STANDARD OPERATING PROCEDURE
Document #:
TOC
Revised Date:
01/04/11
Supersedes Revised Date: 04/05/10
Forms:
Bid Recapitulation Sheet
Request for Change Order Form
Vendor Application and W-9 Form
ICC-Independent Contract/Consultant Services Contract Form
Small Local Business Enterprise And Small Emerging Local Business Enterprise
Page 2 of 2
PERALTA CCD
PURCHASING DEPARTMENT
STANDARD OPERATING PROCEDURE
Document #:
SOP01
Revised Date:
01/04/11
Supersedes Revised Date: 03/05/10
PURPOSE
To provide procedures for processing a Purchase Order to be used in conjunction with the
Districts Board approved Purchasing Procedures.
2.
SCOPE
This procedure applies to the personnel in the District Purchasing and Warehouse Departments.
This procedure also sets the authorized signature thresholds for Purchase Orders.
3.
OVERVIEW
Peraltas Purchasing Procedures follow the Board approved Purchasing Procedures, including the
Public Contract Code, the Education Code, and the laws of the State of California. All bids must
be awarded to the lowest responsive, responsible bidder. The District's purchasing activities must
pass State audits and other required reviews, and therefore must be conducted in an efficient,
systematic, and professional businesslike manner at all times.
4.
REFERENCES
4.1
Peralta Community College DistrictPurchasing Procedures
4.2
Board Policy Section 6.31Procurement of Supplies, Equipment, Furniture,
Construction Repairs, and Maintenance Services
4.3
PowerPoint PresentationOverview of Purchasing Policies & Procedures
4.4
State of California Public Contract CodeSections 20650-20660
4.5
State of California Education CodePart 49 Commencing with Section 81000
4.6
Business Process DocumentDispatching POs in the PROMT System
4.7
Business Process DocumentAdding Vendors in the PROMT System
4.8
Procurement Checklist (for formal bids)
5.
Page 1 of 7
PERALTA CCD
PURCHASING DEPARTMENT
STANDARD OPERATING PROCEDURE
6.
Document #:
SOP01
Revised Date:
01/04/11
Supersedes Revised Date: 03/05/10
Authorized Signature
Under $2,500
Buyer
Between $2,500
and under $10,000
Buyer
Purchasing Compliance
Manager
[For Construction POs and
Change Orders (that were
generated by the Department of
General Services), forward
them to Vice Chancellor of
General Services for signature.]
Page 2 of 7
PERALTA CCD
PURCHASING DEPARTMENT
STANDARD OPERATING PROCEDURE
Document #:
SOP01
Revised Date:
01/04/11
Supersedes Revised Date: 03/05/10
Purchase Orders
Authorized Signature
7.
8.
8.1.2
8.1.3
Prior to the issuance of a PO, the Requestor may contact the Purchasing
Department for assistance in finding qualified vendors. The Buyer is to review
the Districts Database and the Internet, and provide the Requestor with qualified
vendors who can provide the item/service to be purchased. If the Requestor is
unable to obtain the required quotes, the Buyer is to solicit the required quotes
per the Districts Purchasing Procedure.
Once the Requestor has obtained the required quotes and generated a Purchase
Requisition in PROMT, the PROMT system will forward the requisition for
approval, and then on to Purchasing for the issuance of a PO.
Upon receipt of a PO in PROMT, the Buyer is to review the PO to determine
what required backup documentation is required, and contact the Requestor to
request the backup documentation (if the Requestor has not already forwarded it
Page 3 of 7
PERALTA CCD
PURCHASING DEPARTMENT
STANDARD OPERATING PROCEDURE
Document #:
SOP01
Revised Date:
01/04/11
Supersedes Revised Date: 03/05/10
to the Buyer). If the order is under $2,500 and does not require backup
documentation, the Buyer is to go ahead and process the order within three days
of receipt of the PO.
8.2
8.2.3
8.2.4
8.2.5
8.2.6
8.2.7
PERALTA CCD
PURCHASING DEPARTMENT
STANDARD OPERATING PROCEDURE
8.2.8
8.2.9
Document #:
SOP01
Revised Date:
01/04/11
Supersedes Revised Date: 03/05/10
Verify the vendors fax number is correct. This is the number where the PO will
be faxed to.
For POs over $10,000 and under the formal bid threshold, verify the Bid
Recapitulation sheet is attached, three valid quotes are attached, and that the
Business Manager at the College or District Manager has signed the Bid Recap
sheet. The Buyer is to sign the Bid Recap sheet, to indicate they have reviewed
the required quotes and that the quotes are valid.
8.2.10 For purchases over $25,000 must check both the Federal Debarment
Exclude Parties List System at: https://www.epls.gov/, and the State
Equipment & Furniture Needs Procurement Request Form (to be used by the
District)
Construction Project Request Form (for construction projects that were not
part of the Short Term project that the Board approved on January 16, 2007)
8.2.13 For Open Account (Blanket) POs, will require the same documentation as a
normal PO. No Open Account PO will be processed for over $10,000 without
the required three quotes. If a Requestor is requesting an Open Account PO for
more than $10,000, the Buyer works with the Requestor to get competitive
quotes to substantiate the issuance of an Open Account PO. Some item such as
text books and library books are exempt from requiring competitive quotes, and
can have Open Account POs issued for greater than $10,000. See the Peralta
Page 5 of 7
PERALTA CCD
PURCHASING DEPARTMENT
STANDARD OPERATING PROCEDURE
Document #:
SOP01
Revised Date:
01/04/11
Supersedes Revised Date: 03/05/10
Page 6 of 7
PERALTA CCD
PURCHASING DEPARTMENT
STANDARD OPERATING PROCEDURE
Document #:
SOP01
Revised Date:
01/04/11
Supersedes Revised Date: 03/05/10
9.
8.3
8.4
Warehouses Role
8.4.1 Verify receipt of the products against the PO.
8.4.2 Notify the vendor, enduser and the Buyer of damage/short shipment.
8.4.3 Process the receiving transaction in PROMT.
8.4.4 Deliver the items to the Campuses and the District.
ATTACHMENTS
None.
Page 7 of 7
PERALTA CCD
PURCHASING DEPARTMENT
STANDARD OPERATING PROCEDURE
Document #:
Revised Date:
Supersedes Revised Date:
SOP02
7/23/09
N/A
PURPOSE
To provide procedures for ordering supplies from the District Warehouse.
2.
SCOPE
This procedure applies to all personnel who need to order supplies from the District Warehouse, and
to the people who approve and process those orders i.e., the District Managers, Colleges Business
Managers, Finance Staff, and to the District Warehouse Staff.
3.
OVERVIEW
The District Warehouse maintains a limited inventory of items that the Colleges and the District are
able to order from the Warehouse. The Warehouse purchases in bulk in order to achieve the lowest
possible price, and maintains this inventory for use by the Colleges and the District. This inventory
primarily relates to items used at all four Colleges and the District, and consists of paper products,
letter head, common forms (used by all sites), cleaning supplies, and some chemicals. This inventory
does not include any unique items that the Colleges use. Those unique items must be purchased
separately by the College and the District, via the District Purchase Order (PO) system. For
purchasing Goods via a PO, see SOP09, Requesting a Purchase Order for Goods.
4.
REFERENCES
SOP09 Requesting a Purchase Order for Goods
5.
6.
6.1
To order items from the Warehouse, locate the desired items on one of the two order forms.
(The Warehouse Order Forms are available on the Districts Purchasing website. Specific
instructions on how to fill in the order forms are also listed in the first tab of the order form.)
Page 1 of 2
PERALTA CCD
PURCHASING DEPARTMENT
STANDARD OPERATING PROCEDURE
7.
Document #:
Revised Date:
Supersedes Revised Date:
SOP02
7/23/09
N/A
6.2
Fill in the quantity for the desired items you want, and provide the appropriate Budget
Account Code for your purchase. If you would like to know the specific price for the items
you are ordering, please call the District Warehouse Staff at 466-7214, and they will provide
you with the latest price for the items you are ordering. If you are not concerned with the
latest price, just fill in the desired quantity and once the Warehouse Staff receives the
approved form, they will provide the latest price (on the form) when they deliver the items.
6.3
Obtain approval for your purchase from your budget responsible manager. (For the Colleges,
that would be the Business Manager.)
6.4
Forward the approved form to the District Warehouse. You may fax the form to the District
Warehouse at 587-7866.
6.5
The District Warehouse Staff will pull your order, note the prices for the items on the form,
note any shortages in the Comments field, and will deliver the items on the next out bound
truck to your college. For the Colleges, all deliveries will be made to the Colleges
Storekeeper.
6.6
Upon delivery of the items, the Warehouse Staff will ask the Storekeeper (or for the District,
the District personnel) to sign for receipt of delivery, and will leave a copy of the Order Form
with the Storekeeper and or District Personnel. The Storekeeper or District Personnel should
forward that copy to the Business Manager (or budget responsible District Manager), so that
the Manager is made aware of the items being delivered, and has an accurate account for the
price for the items ordered.
6.7
Once a week, the Warehouse Supervisor will inform the Finance Department of the total cost
of your order, so that the Budget Account Code that was listed on the form is debited for the
cost of the items.
WAREHOUSES ROLE
The Warehouse Staff is responsible for:
8.
FINANCES ROLE
Upon receipt of the Financial Services Report from the District Warehouse Supervisor, the Finance
Staff is to expense the budget account code listed in the Financial Services Report for the total cost of
the items that were ordered via the Bulk Order Form and or the Sell-Down Order Form.
9.
ATTACHMENTS
Instructions for the Warehouse Order Form
Bulk Order Form
Sell-Down Order Form
Page 2 of 2
How to Use the Bulk Order Form and the Sell-Down Order Form:
The District has two types of order forms. The Bulk Order Form lists inventory items that the District will actively
maintain, and will replenish once its supplies are depleted, and the Sell-Down Order Form lists inventory items
that the District currently has in stock, but will not replenish once the items have been distributed. The District is
tying to "sell down" these items, and once they are depleted you will have to purchase these items via the
Purchase Order system.
Each form has its own Tab in this spreadsheet. Below are the instructions for using these forms:
1) Locate the item(s) you wish to order and fill in the desired quantity in the QTY column.
2) Provide the appropriate Budget Account Code to be charged for the items in the Budget Account Codes
columns. Note: If you require pricing for your order (prior to placing the order), please call the District Warehouse
at 466-7214, to obtain the pricing. Pricing for the Sell-Down items is listed on the form.
3) Obtain the appropriate Business Manager or District Managers signature on the bottom of the form, and fax
the order to the District Warehouse at 587-7866.
4) The District Warehouse will fill in the average price for the item(s) in the Average Price column, calculate the
total price in the Total column, note any shortages in the Comments column, and deliver the items.
5) Upon delivery of items, the Warehouse Worker will require a signature for proof of delivery in the Delivery
Receipt field.
6) A copy of the Order Form will be provided at the time of delivery. This form should be forwarded to the
Business Manager or District Manager who approved the purchase.
7) Weekly, the Warehouse will inform the Finance Department of the total cost of your order so that your budget
will be charged for the items. If have questions regarding when your budget will be charged, please contact the
Finance Department.
If you have any questions, please call the Warehouse at 466-7214, or the Warehouse Supervisor, Mr. Shawnee
Martinez at 466-7334.
Thank you,
John Banisadr
Purchasing Compliance Manager
ORDER FORM FOR BULK ITEMS - PCCD WAREHOUSE (Fax the Approved Form to the District Warehouse at 587-7866)
Requestor:
Date:
PH #:
Page 1
Warehouse Use Only
Campus
UoM
Loc
Fund
Cost Ctr
Obj
Prgm
Activity/
Suffix
Project
Acct Line
Average Price
CASE
GAL
SACK
GAL.
GAL.
GAL.
CASE
CASE
CASE
CASE
CASE
CASE
EA
CASE
CASE
CASE
BALE
CASE
CASE
EACH
GAL.
PAIL
GAL.
GAL.
LB
CASE
CASE
CASE
GAL.
BOX
BOX
BOX
BOX
BOX
BOX
BOX
BOX
BOX
BOX
BOX
DELIVERY RECEIPT
Received By:
Date:
TOTAL:
Total
Comments
ORDER FORM FOR BULK ITEMS - PCCD WAREHOUSE (Fax the Approved Form to the District Warehouse at 587-7866)
Requestor:
Date:
PH #:
Revised 7/21/09
Page 2
Warehouse Use Only
Campus
UoM
Loc
Fund
Cost Ctr
Obj
Prgm
Activity/
Suffix
Project
Acct Line
Average Price
PKG.
PKG.
PKG
REAM
REAM
REAM
REAM
REAM
REAM
REAM
REAM
PKG
PKG
PKG
PKG
PKG
REAM
EA
EA
EA
CASE
CASE
CASE
CASE
CASE
PKG
CTN
DELIVERY RECEIPT
Received By:
Date:
TOTAL:
Total
Comments
ORDER FORM FOR SELL-DOWN ITEMS - (Fax the Approved Form to the District Warehouse at 587-7866)
Requestor:
Date:
PH #:
Page 1
Warehouse Use Only
Campus
UoM
Loc
Fund
Cost Ctr
Obj
Prgm
Activity/
Suffix
Project
Acct Line
Average Price
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
CAN
LENG
LENG
EA
QT
QT
EA
CAN
EA
SACK
EA
BOX
BOX
BOX
BOX
BOX
BOX
BOX
BOX
BOX
BOX
BOX
PKG
PKG
PKG
PKG
PKG
PKG
DOZ
EA
ROLL
REAM
REAM
REAM
REAM
REAM
REAM
REAM
ROLL
ROLL
EA
EA
DELIVERY RECEIPT
Received By:
Date:
12.92
10.01
17.52
7.09
1.95
1.86
3.62
6.25
16.33
2.93
2.99
7.22
11.47
3.85
7.36
11.44
14.82
13.65
9.54
14.97
8.99
6.79
20.86
11.23
41.38
8.15
7.87
28.09
3.90
0.26
0.39
5.34
6.06
5.05
4.50
4.32
3.64
34.34
49.26
29.83
1.10
1.51
TOTAL:
Total
Comments
ORDER FORM FOR SELL-DOWN ITEMS - (Fax the Approved Form to the District Warehouse at 587-7866)
Requestor:
Date:
PH #:
Page 2
Warehouse Use Only
Campus
UoM
Loc
Fund
Cost Ctr
Obj
Prgm
Activity/
Suffix
Project
Acct Line
Average Price
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
EA
EA
EA
EA
EA
EA
EA
EA
EA
EA
EA
EA
EA
EA
EA
EA
EA
EA
EA
EA
EA
PR
PR
PR
EA
EA
EA
EA
EA
EA
EA
EA
EA
EA
EA
EA
EA
EA
EA
EA
EA
EA
DELIVERY RECEIPT
Received By:
Date:
5.40
0.44
0.51
2.45
2.16
2.35
9.47
5.97
3.15
0.68
1.55
0.39
1.22
1.60
1.38
0.49
0.23
0.79
7.99
13.27
2.27
7.85
12.50
6.85
10.57
17.11
4.49
2.19
5.66
2.90
4.25
5.24
11.21
14.25
21.39
7.25
12.66
6.56
7.00
8.00
15.00
1.17
TOTAL:
Total
Comments
PERALTA CCD
PURCHASING DEPARTMENT
STANDARD OPERATING PROCEDURE
Document #:
SOP03
Revised Date:
01/04/11
Supersedes Revised Date: 11/04/09
PURPOSE
To provide an overview of the Just-In-Time office supply program for the Colleges and the
District Administrative Center (DAC).
2.
SCOPE
This procedure only applies to a limited number of personnel at the Colleges, and DAC (who
have been trained in using Staples e-way website); and to the staff at the Purchasing and
Accounts Payable Departments. The District Purchasing Department has done a formal Request
for Proposal for Office Supplies and has selected Staples as the vendor to supply its office
supplies. The Just-In-Time program is only for the purchase of last minute (unplanned)
purchases of office supplies. The majority of office supplies purchased by the District should be
purchased under the Districts normal purchasing procedures of issuing a requisition and having
Purchasing issue a Purchase Order (PO) to the vendor. (See the Peralta Community College
DistrictPurchasing Procedures for the normal PO process.) For last minute (unplanned)
purchases, the District has developed this Just-In-Time program. This program is only for
ordering supplies; absolutely no equipment or fixed assets can be purchased under this program.
3.
OVERVIEW
A select number of personnel (Requestors) will be authorized to place orders directly on Staples
e-way website. Prior to placing any order, the Requestor will work with Purchasing to setup an
Open Account PO for each of the affected departments. Only after the Open Account POs has
been established, and the Requestor has been trained on Staple e-way website, can the Requestor
begin ordering supplies from Staples. Orders placed by 3:00 PM on a given business day will be
delivered the following business day to the desktop of the Requestor. The Requestor will sign for
receipt of the supplies, and once a month, Staples will invoice Accounts Payable for the items
purchased, and will attach to the back of the invoice all the signed proof of deliveries. Accounts
Payable will process the payment without any additional receiving transaction by the District
Warehouse Staff or Storekeeper at the college. The only receiving transaction for these purchases
will be the signed proof of delivery form signed by the Requestor.
4.
REFERENCES
4.1
Peralta Community College DistrictPurchasing Procedures
4.2
Staples Advantagee-way website: www.eway.com
5.
Page 1 of 5
PERALTA CCD
PURCHASING DEPARTMENT
STANDARD OPERATING PROCEDURE
6.
Document #:
SOP03
Revised Date:
01/04/11
Supersedes Revised Date: 11/04/09
Requestor - College and DAC personnel authorized to initiate and place orders under Open
Account POs for this Just-In-Time program.
DEPARTMENTS INVOLVED
Only Requestors that have been trained in Staples e-way website are authorized to order supplies
under the JIT program for the Colleges and DAC. Requestor will need to attend an annual
training course at the beginning of each new fiscal year, and once trained, their names will be
forwarded to Staples, as authorized users of the JIT program. Staples will then setup the
Requestor with a login to their website.
Mr. David Bui, Buyer in the Purchasing Department, is the main program coordinator for the JIT
program. If you are interested in ordering supplies under the JIT program, please contact David to
arrange to be included in the next training session. Below is the contact information of the parties
involved in the Staples JIT Program.
Staples Contact Personnel:
Name
Department
Martha
Account
Mollenauer Manager
Staples
Phone
(510)
608.6609
Cell
(510)
504-3107
Fax
(925)
828.9178
Email
martha.mollenauer@staples.com
Phone
587.7895
Fax
587.7873
Email
jbanisadr@peralta.edu
466.7255
587.7873
dbui@peralta.edu
Page 2 of 5
Fax
587.7852
Email
ddelrosario@peralta.edu
835.4078
dyork@peralta.edu
835.4078
erobinson@peralta.edu
835.4078
nshere@peralta.edu
835.4078
ncustodio@peralta.edu
835.4078
tdu@peralta.edu
PERALTA CCD
PURCHASING DEPARTMENT
STANDARD OPERATING PROCEDURE
7.
Document #:
SOP03
Revised Date:
01/04/11
Supersedes Revised Date: 11/04/09
PROCEDURE (JUST-IN-TIME)
7.1
Colleges and DACs Role
Only Requestors trained in Staples e-way website can initiate an Open Account PO and place
orders for supplies. This JIT program is only for ordering supplies; absolutely no equipment or
fixed assets can be purchased under this program. Any Requestor caught ordering equipment will
be restricted from participating in this JIT program and may be formally disciplined. The
Business Office will be the project coordinator for Colleges.
7.1.1
7.1.2
7.1.3
7.1.4
7.1.5
7.1.6
7.1.7
At the beginning of the program, the Requestor must initiate an Open Account
PO for the anticipated purchases during the fiscal year. Each Requestor is to
establish a separate Open Account PO for each of their Departments. The
Requestor must indicate in the Description field of the requisition that this Open
Account PO is for Just-In-Time purchases made by (Requestor Name, Phone
Number, Email Address, Bldg # and Room #) and only (Requestor Name) and the
designated backup person (Name, Phone Number, Email Address, Bldg # and
Room #) are authorized to receive the order. Once the funds are encumbered
and the requisition is budget checked, the Promt system will forward the
requisition for approval, and then on to Purchasing for the issuance of a PO.
Once the PO has been issued to Staples Advantage and Staples has setup the eway account, the Requestor can begin ordering supplies through Staples e-way
online ordering system. All JIT orders will be processed only through Staples eway online system. (Note: Supply orders under $50.00 will incur a $1.99
shipping charge from Staples. Please consolidate your orders so that the total
exceeds $50.00.)
Staples e-way will keep track of available funds on the Open Account. If the
Requestor has exceeded the available funds, e-way will not allow the Requestor
to place the order. The Requestor will need to generate a new Open Account PO
to add additional funds (see above procedure).
Any orders placed through e-way by 3:00 PM of a given business day will be
delivered the following business day to the Requestor.
When receiving the supplies, the Requestor will be asked to sign for the order on
the handheld Staples scanner. The Requestor should verify the order, sign for the
order, and provide the spelling of their name to the Staples delivery person, so
that they can type it into the scanner. Any short orders or problems should be
noted to the Staples delivery person, and followed up with the Staples Account
Manager. All short orders or problems must be reported to Staples Account
Manager (or on e-way) within five (5) days of receiving the order, so that Staples
can research the problem and provide the missing items. Any items that need to
be returned to Staples must be returned to Staples within thirty (30) days of
receipt. Staples will not accept items after 30 days.
Only the Requestor and a designated backup person are authorized to sign for the
order. If those two personnel are not available, the Staples delivery person will
re-deliver the items the following day. After three delivery attempts, the items
will be sent back to the Staples warehouse and the order will need to be regenerated.
At the end of the fiscal year (or when you want to close the Open Account PO)
the Requestor must notify A/P to close the account. This way any available
Page 3 of 5
PERALTA CCD
PURCHASING DEPARTMENT
STANDARD OPERATING PROCEDURE
Document #:
SOP03
Revised Date:
01/04/11
Supersedes Revised Date: 11/04/09
funds remaining on the open account will revert back to the departments
available budget. Do not inform A/P to close the account until all invoices have
been paid. When closing the Open Account, the Requestor must also notify the
CE Account Manager so that they can close the e-way account too.
7.2
Purchasings Role
7.2.1 The Buyer will verify the Open Account PO to make sure it states Open
Account PO is for Just-In-Time purchases made by (Requestor Name, Phone
Number, Email Address, Bldg # and Room #) and only (Requestor Name) and the
designated backup person (Name, Phone Number, Email Address, Bldg # and
Room #) are authorized to receive the order, and will process all Open Account
POs.
7.2.2 The Open Account PO will be sent to Staples (by the Staff Assistant) and a copy
to the Requestor for their files, if requested.
7.2.3
7.3
7.4
Staples Role
7.4.1 Train College Personnel in the use of the e-way on-line ordering system.
7.4.2 Setup e-way accounts for each Open Account PO issued by the Purchasing
department.
7.4.3 Deliver orders within 24 hours of receipt of an e-way order, to the building and
room number indicated above in the Department Involved section.
7.4.4 Make a minimum of three (3) delivery attempts to reach the Requestor before
sending the order back to the Staples Warehouse. Leave a note at each delivery
attempt.
7.4.5 Notify the Requestor (via e-way) when insufficient funds exist. Do not process
any order without sufficient funds.
7.4.6 Staples Account Manager is to resolve all short shipment and order problems.
Staples to have a No-Fault Clause with the District to ship any missing items and
resolve the problem after the fact.
7.4.7 Once a month, invoice the District A/P department. Only one invoice shall be
provided and each delivery receipt (with the authorized Requestors signature)
Page 4 of 5
PERALTA CCD
PURCHASING DEPARTMENT
STANDARD OPERATING PROCEDURE
7.4.8
8.
Document #:
SOP03
Revised Date:
01/04/11
Supersedes Revised Date: 11/04/09
ATTACHMENTS
None.
Page 5 of 5
PERALTA CCD
PURCHASING DEPARTMENT
STANDARD OPERATING PROCEDURE
Document #:
SOP04
Revised Date:
03/02/10
Supersedes Revised Date:
N/A
PURPOSE
To provide procedures for processing a Vendor Application and W-9 Form, and Vendor Database
Management, including creating, updating, and inactivating vendors.
2.
SCOPE
This procedure applies to the personnel in the District Purchasing Office who are authorized to
setup vendors in the PROMT System Vendor Database.
3.
OVERVIEW
Peraltas Purchasing Department is responsible for setup and maintenance of vendor files for all
non-student vendors. The Districts vendor database consists of the following three main types of
vendors:
Goods and Services VendorsVendors who sell a product or provide a service to the
District. (Note: A Goods Vendor provides only goods to the District, and a Service
Vendor provides only Services to the District. A Goods and Services Vendor provides
both goods and services to the District.)
Student Vendors Students are setup as vendors for the purpose of receiving
Financial Aid checks or for reimbursement of overpaid tuition fees. Student Vendors are
setup through the Student Financial system at the colleges and their Vendor ID is
preceded with the letters SF. This procedure does not cover the setup and
maintenance of Student Vendors.
This procedure documents the process for setting up Goods, Services, Goods and Services, and
Employee Vendors only, and provides an overview of the vendor application requirements and
database maintenance to achieve the following objectives:
4.
REFERENCES
4.1
4.2
Page 1 of 6
PERALTA CCD
PURCHASING DEPARTMENT
STANDARD OPERATING PROCEDURE
5.
6.
Document #:
SOP04
Revised Date:
03/02/10
Supersedes Revised Date:
N/A
Buyer District personnel working in the Purchasing Department whose formal job title is
Buyer or Assistant Buyer. (Personnel working at the campuses are not Buyers.)
PO Purchase Order
Vendor ApplicationThe District Vendor application is a two part form. The first part
consists of one page (with 11 sections) which the vendor must fill out indicating their
mailing address, remit to address, contact information, type of firm, type of organization,
tax information, type of contractor, business license numbers, certifications, NIGP codes,
and signature section.
The second part is a Commodity/Class ID Listing; which the vendor can either check the
boxes for the types of products or services they can provide to the District, or they can get
the designated codes from the listing and just write them in on section 10 (NIGP
CODES section) of the vendor application. The District will use the NIGP codes
provided by the vendor to classify the types of products or services the vendor is going to
provide to the District.
7.
W-9 FormThis is an Internal Revenue Service (IRS) form that is required for all
Goods and Services Vendors. This form provides the District with the vendors Taxpayer
Identification Number (TIN). The TIN provided on this form must match the tax
information provided on the Vendor Application. If there are any discrepancies, the
District will use the information provided on the W-9 Form to setup the vendor. For any
vendor who is not designated as a Corporation on the W-9 Form, the District will issue
a 1099 Tax form (at the beginning of each calendar year) for the total value of the
services provided to the District for the previous calendar year.
PERALTA CCD
PURCHASING DEPARTMENT
STANDARD OPERATING PROCEDURE
Document #:
SOP04
Revised Date:
03/02/10
Supersedes Revised Date:
N/A
the vendor database. This procedure explains the vendor database management and does not
provide detailed instruction on how to add a vendor in the PROMT system. For detailed step-bystep procedures to add a vendor in the PROMT system, see Business Process DocumentAdding
Vendors in the PROMT System.
7.1
7.2
ApprovedThis is for all active vendors in our database who have a valid
Vendor Application and W-9 Form. The District can purchase goods and
services from all Approved vendors.
Page 3 of 6
PERALTA CCD
PURCHASING DEPARTMENT
STANDARD OPERATING PROCEDURE
7.3
Document #:
SOP04
Revised Date:
03/02/10
Supersedes Revised Date:
N/A
To ArchiveThis status is not used by the District because once a vendor status
is changed To Archive, the PROMT system will move the vendor to an
archived database and retrieval of the vendor history is more cumbersome.
Instead of the To Archive status, the District uses the Inactive status to
deactivate a vendor.
7.4
Individual/Sole Proprietor
Corporation
Partnership
Other
This information indicates whether the District needs to issue a 1099 Miscellaneous
Income tax form to the vendor. The District will issue a 1099 Miscellaneous Income tax
form to all non-Corporation Service Vendors who were paid in excess of $600 in a
calendar year. Since some Goods Vendors provide services to the District, and some
Service Vendors provide goods to the District, the District will code all Goods and
Page 4 of 6
PERALTA CCD
PURCHASING DEPARTMENT
STANDARD OPERATING PROCEDURE
Document #:
SOP04
Revised Date:
03/02/10
Supersedes Revised Date:
N/A
Service Vendors who are not designated as a Corporation on their W-9 Form, as
requiring a 1099 tax form.
Throughout the year, as the District A/P staff receives invoices from the vendors, the
A/P Staff will code (in their Voucher system) the portion of the invoice that is associated
with Goods, and portion that is associated with Services. This will allow the District to
properly issue a 1099 tax form for the value of the services to the vendor. At the
beginning of each calendar year (by January 31st), the District will issue a 1099
Miscellaneous Income tax form to the all non-Corporation Service Vendors who
provided services in excess of $600 to the District for the previous calendar year.
In order to properly setup the vendor for 1099 reporting in the PROMT system, the
following two steps must be followed: (See Business Process DocumentAdding
Vendors in the PROMT System for step-by step procedures.)
8.
7.4.1
For all vendors whose W-9 Form indicates they are a Individual/Sole Proprietor,
Partnership, and Other, you must check the Withholding box in the
Identifying Information Tab in the Vendor Database. (Note: the Withholding
box does not mean the District is withholding taxes. It only means we need to
consider issuing this vendor a 1099 tax statement.)
7.4.2
After the Withholding box has been checked, navigate to the Location tab in
the Vendor Database and select the 1099 field to enter the proper tax ID
number for the vendor and designate the vendor for 1099 Reporting Only status.
9.
10.
At the beginning of each Fiscal Year, the Purchasing Staff Assistant will email the IT
Department to inform them that its time to Inactivate all Goods and Service vendors
who have a Create Date in the vendor database of three (3) years or older, and who
have not had any POs issued to them. These vendors need to be coded as Inactive in
Page 5 of 6
PERALTA CCD
PURCHASING DEPARTMENT
STANDARD OPERATING PROCEDURE
Document #:
SOP04
Revised Date:
03/02/10
Supersedes Revised Date:
N/A
our system. Only Goods and Service Vendors should be inactivated and not Employee or
Student Vendors.
11.
10.2
10.3
Maintain the current vendors in the PROMT system, and inactivate any duplicate
vendors.
10.4
ATTACHMENTS
None.
Page 6 of 6
PERALTA CCD
PURCHASING DEPARTMENT
STANDARD OPERATING PROCEDURE
Document #:
Revised Date:
Supersedes Revised Date:
SOP05
2/12/09
N/A
PURPOSE
To provide procedures for tracking gas receipts and vehicle repairs for the District Warehouse
vehicles.
2.
SCOPE
This procedure applies to the personnel in the District Warehouse Department and the Staff
Assistant in the Purchasing Department.
3.
OVERVIEW
In order to have proper documentation for gas receipts and vehicle repairs, and to comply with
the Bureau of Automotive Repair (for repairs), the warehouse staff must track all repairs to the
Warehouse vehicles, and forward all gas receipts to the Purchasing Staff Assistant, for tracking
and payment. The below procedure outlines two separate procedures for 1) Warehouse Gas
Receipt Form and Log, and 2) Vehicle Repair Log.
4.
REFERENCES
None.
5.
6.
6.1
For all purchases of gasoline, the below form must be filled out at the time of the
purchase, and then forwarded to the Warehouse Supervisor, who will forward it to the
Purchasing Staff Assistant.
Date:
Name:
Vehicle License Plate #:
WAREHOUSE
GAS RECEIPT
Odometer Reading:
No. of Gallons
Purchased:
Total Cost:
Signature:
After each gas purchase, the completed Gas Receipt must be turned into the Purchasing
Department.
Page 1 of 2
PERALTA CCD
PURCHASING DEPARTMENT
STANDARD OPERATING PROCEDURE
6.2
6.3
6.4
6.5
7.
Document #:
Revised Date:
Supersedes Revised Date:
SOP05
2/12/09
N/A
The Purchasing Staff Assistant will then log the purchase in the Warehouse Gas Receipt
log (called Warehouse Gas Receipt Log.xls), located in the W drive, and will keep a
copy of the receipt in the Purchasing Department.
Upon receipt of the monthly gas bill, the Purchasing Staff Assistant will then verify the
Amount, and Date of charges against the log, initial all valid charges, and circle any
charges on the bill that are not already recoded in the gas log.
If there are any circled charges, the bill will be forwarded to the Warehouse Supervisor to
review the charges. If the charges are valid, the Warehouse Supervisor will initial the
charges, investigate why the receipt was not turned into the Purchasing Department, and
return the bill to the Purchasing Staff Assistant to log the missing charges.
If all charges are valid, the bill will be forwarded to the Purchasing Compliance Manager
for approval. A copy of the approved bill will be kept by the Purchasing Staff Assistant.
The Warehouse Supervisor is to develop this log and make sure the Warehouse staff
properly maintains the log. The log must contain the following information:
Date of Service/Repair
Odometer Reading on Service Date
Company (Vendor) Who Serviced the Vehicle
Description of the Service/Repair
The log can be just a steno pad with the above information captured on it. Below is an
example of a log:
7.4
8.
22,005
DEF Company
Description
2008 start miles
Smog Check
Front breaks resurfaced and oil
change
Rotate tires
This log will be made available to the Bureau of Automotive Repair upon their request.
In addition to keeping track of vehicle repairs, the Warehouse Supervisor is to record the
beginning starting miles (odometer reading) of each vehicle as of January 1st, of each
year. This beginning starting miles will be used to calculate the number of miles the
vehicle is used each year, and for reporting to BAR.
On January 1st (or the next business day), the Warehouse Supervisor is to report the
starting miles of each Warehouse vehicle to the Purchasing Compliance Manager.
ATTACHMENTS
Warehouse Gas Receipts.
Page 2 of 2
WAREHOUSE
GAS RECEIPT
Odometer Reading:
No. of Gallons
Purchased:
Total Cost:
Signature:
After each gas purchase, the completed Gas Receipt must be turned into the Purchasing Department.
Date:
Name:
Vehicle License Plate #:
WAREHOUSE
GAS RECEIPT
Odometer Reading:
No. of Gallons
Purchased:
Total Cost:
Signature:
After each gas purchase, the completed Gas Receipt must be turned into the Purchasing Department.
Date:
Name:
Vehicle License Plate #:
WAREHOUSE
GAS RECEIPT
Odometer Reading:
No. of Gallons
Purchased:
Total Cost:
Signature:
After each gas purchase, the completed Gas Receipt must be turned into the Purchasing Department.
PERALTA CCD
PURCHASING DEPARTMENT
STANDARD OPERATING PROCEDURE
Document #:
SOP07
Revised Date:
01/04/11
Supersedes Revised Date: 02/05/10
PURPOSE
To provide procedures for Measure A purchases.
2.
SCOPE
This procedure applies to all personnel at the Peralta Community College District (PCCD) who
purchase goods and services with Measure A funds.
3.
OVERVIEW
On June 6, 2006, the Alameda County voters passed a $390 million Measure A bond allowing the
District to renovate classrooms, build new science and technology labs, and modernize its
facilities. A complete listing of all bond projects is listed on the website for PCCDs Department
of General Services. On January 16, 2007, the Board of Trustees approved five spreadsheets
listing specific Measure A Instructional (and non-Instructional) Equipment and Furniture Needs
for each campus and the District, that can be purchased utilizing Measure A funds. (These
spreadsheets are available on the website for PCCDs Department of General Services.) Only
items approved on January 16, 2007, and items subsequently approved by the Board of Trustees,
are allowed to be purchased utilizing Measure A funds. All Measure A purchases are subject to
Bond Oversight Committee audits and require special forms to be approved by the College
President, Vice Chancellors, and the Chancellor, before any items can be purchased. All Measure
A purchases must follow the Districts Purchasing Procedures and must have the proper Measure
A procurement forms. This procedure explains these requirements.
4.
REFERENCES
4.1
Peralta Community College DistrictPurchasing Procedures
4.2
Board Resolution 05/06-45(available on the website for PCCDs Department of
General Services) outlines the Measure A bond requirements
4.3
PowerPoint PresentationOverview of Measure A Procurement Procedures
4.4
Flow DiagramMeasure A Process
4.5
FormInstructional Furniture & Equipment Procurement Request Form (for Campuses)
4.6
FormFurniture & Equipment Needs Procurement Request Form (for District)
4.7
FormConstruction Project Request Form (for All Sites)
4.8
SOP09 Requesting a Purchase Order for Goods
5.
Page 1 of 4
PERALTA CCD
PURCHASING DEPARTMENT
STANDARD OPERATING PROCEDURE
6.
Document #:
SOP07
Revised Date:
01/04/11
Supersedes Revised Date: 02/05/10
This procedure explains the Measure A forms and their use. After the forms have been approved,
the requestor can proceed to generate a purchase requisition (in the PROMT system) following
the normal purchasing procedures. For detailed step-by-step purchasing procedures see SOP09
Requesting a Purchase Order for Goods.
7.
7.2
7.3
To purchase any item(s) listed on a campus Measure A spreadsheet, each campus must
complete Section I and Section II of this form. Instructions for completing this form are
on the cover sheet of the form.
Follow all normal purchasing procedures in obtaining quotes, providing backup
documentation, and completing the Bid Recap sheet. For purchases greater than $2,500
and under $10,000, only one written quote is required; for purchases between $10,000 up
to $78,900 (or the current bid threshold adjusted annually by the Price Deflation Index),
three written quotes are required. For purchases above $78,900, you must contact the
Purchasing Department to conduct a formal bid with specifications you provide, and to
obtain Board approval.
After completing Section I and Section II, route the form to the Department of General
Services for approval by the Vice Chancellor of General Services, the Vice Chancellor of
Finance, and the Chancellor. (See Flow DiagramMeasure A Process, for the detailed
Page 2 of 4
PERALTA CCD
PURCHASING DEPARTMENT
STANDARD OPERATING PROCEDURE
7.4
8.
Document #:
SOP07
Revised Date:
01/04/11
Supersedes Revised Date: 02/05/10
approval process for Measure A forms.) General Services will return all approved forms
to the Campus Business Office.
After the Measure A form has been approved, the Requestor must generate a purchase
requisition (in the PROMT system) for the issuance of a Purchase Order. Forward a copy
of all quotes received and a copy of the Bid Recap sheet to the Measure A Buyer in the
District Purchasing Department. Purchasing cannot issue a PO without BOTH the
approved Instructional Furniture & Equipment Procurement Request Form AND the
required backup quotes and Recap sheet.
8.2
8.3
8.4
To purchase any item(s) listed on the District Measure A spreadsheet, each District
Office must complete Section I and Section II of this form. Instructions for completing
this form are on the cover sheet of the form.
Follow all normal purchasing procedures in obtaining quotes, providing backup
documentation, and completing the Bid Recap sheet. For purchases greater than $2,500
and under $10,000, only one written quote is required; for purchases between $10,000 up
to $78,900 (or the current bid threshold adjusted annually by the Price Deflation Index),
three written quotes are required. For purchase above $78,900, you must contact the
Purchasing Department to conduct a formal bid with specifications you provide, and to
obtain Board approval.
After completing Section I and Section II, route the form to the Department of General
Services for approval by the Vice Chancellor of General Services, the Vice Chancellor of
Finance, and the Chancellor. (See Flow DiagramMeasure A Process, for the detailed
approval process for Measure A forms.) General Services will return all approved forms
to the appropriate District Office.
After the Measure A form has been approved, the Requestor must generate a purchase
requisition (in the PROMT system) for the issuance of a Purchase Order. Forward a copy
of all quotes received and a copy of the Bid Recap sheet to the Measure A Buyer in the
District Purchasing Department. Purchasing cannot issue a PO without BOTH the
approved Furniture & Equipment Needs Procurement Request Form AND the required
backup quotes and Recap sheet.
Page 3 of 4
PERALTA CCD
PURCHASING DEPARTMENT
STANDARD OPERATING PROCEDURE
9.
Document #:
SOP07
Revised Date:
01/04/11
Supersedes Revised Date: 02/05/10
9.2
The requestor must complete Section I and Section II of this form and forward the form
to the Department of General Services for approval. Instructions for completing this
form are on the cover sheet of the form.
Do not undertake any construction projects without the Department of General Services
approval. If the form is approved, the Department of General Services will assign a
Project Manager to handle the coordination of the project.
10.
11.
ATTACHMENT
Flow DiagramMeasure A Process
.
Page 4 of 4
2/5/2010
Measure A Cord.
Generates
Measure A
Form
A p p r o v a l
Requestor
P r o c e s s
Receives
email notice
that Measure
A form is
incomplete.
M e a s u r e
A
Receives
copy of
rejection
notification
email.
Receives copy
of approval
notification,
then generates
a Purchase
Requistion.
Receives email
notification that the form
has be rejected, along
with instructions of who
to contact to get the
form approved.
Receives email
notification that the
form has been
approved.
If form is
complete,
forwards to VC
General Services
for approval, logs
sent date.
------------------If form is
incomplete
emails Business
Office and
Requestor.
Approved forms
are logged and
forwarded to VC
of Finance.
-----------------For rejected
forms an email is
sent to Business
Office and
Requestor
indicating reason
for rejection and
notifying how to
correct problem.
Rejected forms
------------------Approved forms
are logged,
scanned and
emailed to
Business Office,
Requestor, and
copy sent to
Buyer.
V.C. Finance
Chancellor
Buyer
Receives advance
copy of Measure A
form. Buyer keeps
copy to attach to PO.
PERALTA CCD
PURCHASING DEPARTMENT
STANDARD OPERATING PROCEDURE
Document #:
SOP09
Revised Date:
01/04/11
Supersedes Revised Date: 01/12/10
PURPOSE
To provide procedures for requesting a Purchase Order for Goods under the formal bid limit of
$78,900 (or as adjusted annually by the Price Deflation Index). For all other purchases including
Services, Public Works Construction Projects, and Goods above the formal bid limit, refer to the
Districts Purchasing Procedures and contact the Purchasing Department for assistance. All
purchases above the formal bid limit must be conducted by the District Purchasing Department
via a formal bid.
2.
SCOPE
This procedure applies to the personnel at all Peralta Colleges and the District Administrative
Center.
3.
OVERVIEW
Peraltas Purchasing Procedures authorize College and District personnel to identify goods and
select vendors for items to be purchased and then to submit requisitions electronically in the
PROMT system for processing by Purchasing. For goods under $10,000, only one quote from a
vendor is required; however, if the amount is $2,500 or more, the quote must be in writing from
the vendor. For purchases of goods over $10,000 and up to $78,900 (or the current bid threshold
adjusted annually by the Price Deflation Index) three written quotes are required and a Bid
Recapitulation Sheet is required.
4.
REFERENCES
4.1
Peralta Community College DistrictPurchasing Procedures
4.2
Board Policy Section 6.31Procurement of Supplies, Equipment, Furniture,
Construction Repairs, and Maintenance Services
4.3
PowerPoint PresentationOverview of Purchasing Policies & Procedures
4.4
State of California Public Contract CodeSections 20650-20660
4.5
State of California Education CodePart 49 Commencing with Section 81000
4.6
5.
Page 1 of 7
PERALTA CCD
PURCHASING DEPARTMENT
STANDARD OPERATING PROCEDURE
6.
Document #:
SOP09
Revised Date:
01/04/11
Supersedes Revised Date: 01/12/10
Step 2: Research
Identify vendors.
Step 6: Confirmation
Within 10 days of entering a requisition, look it up
in PROMT to confirm that it shows as
Dispatched, which means that a PO has been
issued.
Page 2 of 7
PERALTA CCD
PURCHASING DEPARTMENT
STANDARD OPERATING PROCEDURE
Document #:
SOP09
Revised Date:
01/04/11
Supersedes Revised Date: 01/12/10
7.
STEP 1: REQUEST
Work with the responsible budget Manager and the designated Requisitioner (for your
department) to make sure you have the budget and approval for the purchase. If a designated
Requisitioner enters the requisitions for your department, make sure you do the following:
7.1
Specify Items
When requesting item(s) for purchase, always provide specific information about each of
the items so that you receive exactly what you want. When POs are issued, both
Purchasing and the vendor see only the description entered in PROMT, so be sure to
know and provide the exact specifications of what you want, such as the manufacturer
make and model number, size, quantity, and any additional equipment or accessories that
you require.
7.2
Plan Ahead
When requesting purchases, be sure to allow adequate time for delivery, typically 45 to
60 days. Purchases prior to the fiscal year end must be made further in advance to ensure
delivery in the proper fiscal year, or they must be resubmitted and reprocessed the
following fiscal year.
8.
STEP 2: RESEARCH
8.1
Identify Vendors
Find vendors that sell the item(s) that you want and select the lowest price vendor who
can provide the quality and delivery schedule for the item you want to purchase. When
working with vendors:
Utilize local vendors to the greatest extent possible.
8.2
Use the vendors website to get the most up-to date pricing and information.
Work with the vendor representative to negotiate a better price. Get the
quote in writing.
Let them know that we are an educational organization; they often offer
discounts.
Remember to add taxes and shipping to the price. Shipping charges (if any)
must be entered as a separate line item. Confirm with the vendor to see if
shipping charges are also taxable. Depending on mode of transportation
some shipping charges are not taxable.
Ask whether they will waive shipping fees, especially if the District exceeds
a dollar amount with them.
New Vendors
To determine whether a vendor is new to the District, look them up in PROMT. Be sure
to use all possible variations of the vendor name when searching PROMT to avoid
selecting the wrong vendor or adding a duplicate vendor.
Page 3 of 7
PERALTA CCD
PURCHASING DEPARTMENT
STANDARD OPERATING PROCEDURE
Document #:
SOP09
Revised Date:
01/04/11
Supersedes Revised Date: 01/12/10
If you see multiple vendor numbers for the same company or if any vendor or contact
information has changed, contact Purchasing.
If the vendor is not already in PROMT, it is a new vendor. For new vendors, do the
following:
Have the vendor complete a Vendor Application and W-9 (available from
Purchasing).
8.3
Required Documentation
Only a verbal quote is required (written quote is
preferred).
Over $78,900
(or the current bid threshold)
8.4
Verify that the budget account has adequate funding to cover the total
expense of the purchase (including taxes, shipping, etc.).
Page 4 of 7
PERALTA CCD
PURCHASING DEPARTMENT
STANDARD OPERATING PROCEDURE
9.
Document #:
SOP09
Revised Date:
01/04/11
Supersedes Revised Date: 01/12/10
Select BuyerSelect the correct Buyer for your purchase. The current Buyer listing is
available on the Purchasings Website, under Contact Information, or you can contact
the Purchasing Department (or your Business Office), to ask who the current Buyer is for
your College and/or the District Administrative Center.
NOTE: If the purchase is for Measure A items, make sure you select the current Measure
A Buyer for that purchase.
Item(s)Be specific and enter each item as a separate line item in PROMT. When POs
are issued, both Purchasing and the vendor see only the description entered in PROMT,
so be sure to provide the exact specifications of what you want, such as the manufacturer
make and model number, size, quantity, and any additional equipment or accessories that
you require. Also include the end-user's name in the description field for the product you
are requesting to buy. This will allow your college's Storekeeper to know where to
deliver the product. For example "End-user: Ms. Jane Smith".
DeliveryShip To Location
All items should be shipped to the District Warehouse unless special circumstances exist
and arrangements have been made with the vendor and the District Buyer. Only
hazardous materials (which the District cannot legally transport), live specimens, and
extremely heavy items (requiring a large forklift to move) are allowed to be shipped
directly to the colleges, with prior coordination with the Buyer and Warehouse
Supervisor. If the item is going to be shipped directly to the campus, the Buyer must be
notified and once the items have been received by the campus, the Requestor is to notify
Page 5 of 7
PERALTA CCD
PURCHASING DEPARTMENT
STANDARD OPERATING PROCEDURE
Document #:
SOP09
Revised Date:
01/04/11
Supersedes Revised Date: 01/12/10
the Warehouse Supervisor, so that the Warehouse can mark the items as received in the
PROMT system.
Budget Account Code Enter the correct budget account code for each line item in
PROMT.
NOTES:
PROMT routes requisitions to the responsible Manager/Dean and then to the Business/
District Manager for approval. Purchasing cannot view requisitions until all approvals
are complete in the system.
10.
After the second level manager approves a requisition in PROMT, PROMT automatically
generates a PO number for tracking purposes and emails it to the Requisitioner.
However, a PO number in the system does NOT mean that a PO has been issued to the
vendor. District Purchasing will issue the PO to the vendor, and once issued, the PO
Status in PROMT will be displayed as Dispatched.
10.3
More than one quote: If you have more than one written quote, you must select
the vendor with the lowest price quote and complete a Bid Recapitulation Sheet
(available from Purchasing), which summarizes the quotes. Immediately after
entering the requisition in PROMT, forward the written quotes along with a Bid
Recap Sheet, the requisition number, and any other backup documentation to
Purchasing via Inter-Office Mail or Fax.
Page 6 of 7
PERALTA CCD
PURCHASING DEPARTMENT
STANDARD OPERATING PROCEDURE
11.
Document #:
SOP09
Revised Date:
01/04/11
Supersedes Revised Date: 01/12/10
When Purchasing issues a PO, its status shows as Dispatched in PROMT, and
Purchasing faxes the PO directly to the vendor.
If there are any problems with the PO, Purchasing sends a notification (usually via email)
to the Requisitioner and the Business Manager and does NOT issue a PO until the
problem is resolved.
12.
STEP 6: CONFIRMATION
Within ten days of entering a requisition, look it up in PROMT to confirm that a PO number has
been issued, and that the Status shows as Dispatched. If the status shows Dispatched, this
means Purchasing has processed the PO and has faxed it to the Vendor. If it shows Pending
and you open the requisition and it states No Documents, this means the Requisition has not yet
been approved by the second level manager. Contact your second level manager (i.e., Business
Manager for your college or District Vice Chancellor) and request that they approve your
Requisition. After the second level manager has approved the Requisition, wait for 2-4 hours and
recheck the status. If it fails to show as Approved, then contact the IT Department to report the
problem.
13.
ATTACHMENTS
None.
Page 7 of 7
PERALTA CCD
PURCHASING DEPARTMENT
STANDARD OPERATING PROCEDURE
Document #:
SOP10
Revised Date:
01/04/11
Supersedes Revised Date: 01/12/10
PURPOSE
To provide procedures for routing of Payto Invoice Requisitions and their accompanying
Invoices.
2.
SCOPE
This procedure applies to all District personnel who generate Invoice Requisitions for the
payment of an invoice.
3.
OVERVIEW
Peraltas Purchasing Policies follow the Board approved Purchasing Procedures, Public Contract
Code, Education Code, and the laws of the State of California. The Districts Purchasing Policy
requires that a Purchase Order be issued for all Goods and Services. No purchases shall be made
except as provided by California laws, Board polices, and Peralta Community College Districts
(PCCD) procedures for purchasing.
Only officers or employees expressly authorized by Board policy and procedures shall make any
purchase, or enter into any contract for the purchase of goods, supplies and services on behalf of
the District. Any purchase or contract made in violation of Board policy or PCCDs procedures
is void and not binding on the District. Any person who is not authorized to make purchases for
the District and who engages in malfeasance may be personally liable for such action.
Standard Purchase Orders are required before purchasing of all goods. Invoice Requisitions are
after-the-fact type of purchase requisitions, to pay for specific types of services. Only the
purchases of Travel Expenses, Utility Bills, Service Invoices (under $600), Petty Cash
Reimbursement (for the Bursars Office), and Professional Services purchased under the
Districts Independent Contractor/Consultant Service Contract, are allowed to be purchased under
Invoice Requisitions. All other purchases, including the purchase of goods, must be purchased
via the District Standard Purchase Order process.
4.
REFERENCES
4.1
Peralta Community College District Purchasing Procedures
4.2
Board Policy Section 6.31 Procurement of Supplies, Equipment, Furniture,
Construction Repairs, and Maintenance Services
4.3
SOP09 Requesting a Purchase Order for Goods
4.4
PowerPoint Presentation Overview of Purchasing Policies & Procedures
4.5
State of California Public Contract Code Sections 20650-20660
4.6
State of California Education Code Part 49 Commencing with Section 81000
5.
PERALTA CCD
PURCHASING DEPARTMENT
STANDARD OPERATING PROCEDURE
6.
Document #:
SOP10
Revised Date:
01/04/11
Supersedes Revised Date: 01/12/10
Utility Requisition This type of requisition is used only for processing utility bills,
such as, water, sewer, gas, electricity, and telephone bills. Utility Requisitions (and
accompanying approved and signed off Invoices by the budget responsible manager)
Page 2 of 4
PERALTA CCD
PURCHASING DEPARTMENT
STANDARD OPERATING PROCEDURE
Document #:
SOP10
Revised Date:
01/04/11
Supersedes Revised Date: 01/12/10
should be forwarded directly to the Accounts Payable staff (and not the Purchasing
Department) for processing.
Service Invoice Requisition (under $600) This type of requisition is used to purchase
one-time professional services under $600. (An example of this type of service is
payment for professional models for the colleges Art Department.) This requisition
requires an accompanying Payment For Services Not To Exceed $600 form approved
by the first and second level Manager. The invoice for this service must be approved by
Colleges Business Manager or the budget responsible District Manager, and forwarded
to Accounts Payable. Service Invoice Requisitions under $600 (and accompanying
backup documentation) should be forwarded directly to the Accounts Payable staff (and
not the Purchasing Department) for processing.
(Colleges Bursars Office) Petty Cash Requisition This type of requisition is used
only by the College Bursars Office to request petty cash replenishment for the Bursar
Office. No one other than the Bursars Office should be generating Petty Cash
Requisitions. It is not for end-users to buy items and then ask to be reimbursed. Petty
Cash Requisitions (and accompanying backup documentation) should be forwarded
directly to the Accounts Payable staff (and not the Purchasing Department) for
processing.
Step 1 - Obtain the appropriate signatures on the ICC and forward the original to
the District Finance Department. Once approved Finance will list the approved
ICC in the ICC log.
Step 2 - Generate the Invoice Requisition in PROMT for the approved ICC and
forward to the District Purchasing Department for Processing. Purchasing will
receive a copy of the ICC (from Finance) and review the ICC log and process all
approved ICC requisitions/purchase orders.
Step 3 Forward the approved Invoice signed off by the budget responsible
College Business Manager or a District Manager to Accounts Payable for
payment.
Page 3 of 4
PERALTA CCD
PURCHASING DEPARTMENT
STANDARD OPERATING PROCEDURE
6.2
Document #:
SOP10
Revised Date:
01/04/11
Supersedes Revised Date: 01/12/10
7.
PURCHASING OF GOOD
Goods Purchases Are Not Allowed Under (Payto) Invoices Requisitions, (with the exception
of some incidental goods purchased under Service Invoice Requisitions). All goods must be
purchased through the District Purchasing Department with an approved Purchase Order. Any
employee/end-user who purchases Goods and submits an invoice expecting to be reimbursed is
violating the Districts Purchasing Policies and may be liable for the purchase. To purchase
Goods, submit an approved requisition for the items, and the District Purchasing Department will
issue a Purchase Order to the Vendor (see SOP09 Requesting a Purchase Order for Goods).
The District understands that in some instances there is a need for last minute purchases, and can
set up Open Accounts with selected vendors for these last minute emergency purchases. These
Open Accounts must be set up prior to the purchase, and are on case-by-case basis, and require
coordination with the budget responsible department. Please contact the Purchasing Department
if you are interested in setting up a specific Open Account Purchase Order.
8.
ATTACHMENTS
None.
Page 4 of 4
END-USER
REQUISITIONER
Contacts
requisitioner
requesting item(s) to
be purcahsed
COST CENTER
MANAGER/
BUSINESS OFFICER
PURCHASING
STAFF
ASSISTANT
BUYER
PURCHASING
MANAGER/VICE
CHANELLOR
VENDOR
a) Identifies
vendor(s) selling
item(s)
Completes
w-9 and
profile
application
and returns
to
requisitioner
b) If vendor is new,
sends w-9 and
vendor profile
application to
vendor to
complete.
Reviews
completed forms
and sends to
Purchasing Staff
Assistant
Inputs Vendor
information into
PROMT
Provides
item
information,
pricing and
eta
c) Obtains quotes,
pricing and eta
from vendor(s).
Reviews quotes.
d) Obtains
accurate funding
codes for
requisition and
inputs all item,
pricing, quotation
and delivery
information into
PROMT as a
requisition
e) Forwards
quotes, bid recap
and any pertinent
information to
Buyer
1) Requisiton is
sourced to a PO
# and queued.
Obtains PO from
queue.
Approves requisition
upon review of item(s)
for purchase and
budget/fund coding
PO is faxed to
vendor
2) If PO is under
$2,500.00, the
PO is reviewed,
dispatched and
signed
Vendor
Processes
PO
PO and quote
are faxed to
the vendor
3) PO Between
$2,500.00 and
$9,999.99
requires a review
of the quote(s),
then is
dispatched and
signed
Vendor
Processes
PO
PO and quote
are faxed to
the vendor
4) PO between
$10,000.00 and
$76,699.99
requires a review
of the quotes
and bid recap
form. Then it is
dispatched. After
it is signed by
the Purchasing
Manager, it is
reviewed again
before being
given to the
Purchasing
Assistant
Purchasing
Manager reviews
and signs PO
Vendor
Processes
PO
PO is faxed or
mailed to
Vendor with
contract
5) PO is
$76,700.00 or
over requires
formal bid and
board approval.
After bid is
complete, PO is
dispatched. PO
Reviewed after
Vice chancellor
signs it.
PO signed by
Vice Chancellor
Vendor
Processes
PO
VENDOR
ACCOUNTS PAYABLE
VENDOR
WAREHOUSE/RECEIVING
COLLEGE STOREROOM
KEEPER
REQUISTIONER/END-USER
Appointment confirmed
End-user(s) receives
package(s)
2/5/2010
Measure A Cord.
Generates
Measure A
Form
A p p r o v a l
Requestor
P r o c e s s
Receives
email notice
that Measure
A form is
incomplete.
M e a s u r e
A
Receives
copy of
rejection
notification
email.
Receives copy
of approval
notification,
then generates
a Purchase
Requistion.
Receives email
notification that the form
has be rejected, along
with instructions of who
to contact to get the
form approved.
Receives email
notification that the
form has been
approved.
If form is
complete,
forwards to VC
General Services
for approval, logs
sent date.
------------------If form is
incomplete
emails Business
Office and
Requestor.
Approved forms
are logged and
forwarded to VC
of Finance.
-----------------For rejected
forms an email is
sent to Business
Office and
Requestor
indicating reason
for rejection and
notifying how to
correct problem.
Rejected forms
------------------Approved forms
are logged,
scanned and
emailed to
Business Office,
Requestor, and
copy sent to
Buyer.
V.C. Finance
Chancellor
Buyer
Receives advance
copy of Measure A
form. Buyer keeps
copy to attach to PO.
Dispatching POs
In the
PROMT System
Step
Action
1.
2.
Click on the Find an Existing Value and search for the PO ID you will be working
on.
3.
The Purchase Order page will show all the details of the PO such as the Vendor
Information, Buyer Information, PO Status etc.
Step
4.
Step
Action
Click on the Ship To/Due Date tab to get to the ShipTo Location and Tax details
available on the Line Section, just next to the Details tab.
Action
5.
The value in the field Ship To will determine the ShipTo location and also whether
the corresponding line is taxable or not.
6.
7.
Step
Action
8.
Uncheck the box under Receiving Required field for all those lines where the
Receiving is not required.
Note: Generally the items that are not goods do not require receiving. Items such as
Invoices, travel reimbursements etc do not require receiving.
9.
Click on Add Comments (or Edit Comments if any comments already exist) link to
input any comments on the PO and view them.
Step
Action
10.
There are three checkboxes below the Comments area, namely Send to Vendor,
Shown at Receipt and Shown at Voucher. Click on one or more of the boxes if you
want your comments to be shown to Vendor, Receipt and/or Voucher respectively.
11.
12.
Step
Action
13.
14.
The above step will liquidate the Pre-encumbrance held by the corresponding
requisition and create an encumbrance on the PO.
On Success, the Budget Status will change to Valid
On Failure, the Budget Status will change to Error
Note: You can proceed ahead with the PO only if the Budget Status is Valid.
Step
15.
Action
PO Dispatch Process (One PO at a time): Click on Dispatch button available on the
right middle portion of the page to start the PO Dispatch process.
Step
Action
16.
Select the Server Name on the Dispatch Options page. Select PSNT as the server
name.
17.
Step
Action
18.
Click Yes, if you want to wait for the Dispatch Process to complete.
Click No, if you want to proceed to the main page before the dispatch process is
completed.
19.
Step
Action
21.
If the user navigates the first time to this page, he needs to click on Add a New Value
tab and enter a proper Run control Id.
Click on Add to proceed to the next step.
22.
If the user has already created Run Control Ids, then he may click on Search so that
the system would show all the Run Control Ids that he has created.
Step
23.
Action
Click on any of the resultant links to proceed further.
Step
Action
24.
The above page contains a set of Parameters, such as POID, Various PO Statuses,
Buyer ID, From and Thru Dates etc.
25.
You can enter some or all of the Parameters based on your criteria of processing the
POs.
26.
You must check atleast one of the Statuses to be able to proceed further.
27.
After entering the desired parameters, click On Run button to navigate to Process
Scheduler Request page.
Step
Action
28.
29.
Click on Process Monitor link available on the top middle portion of the page to
check the status of the dispatch process you just ran.
Step
Action
30.
You will be navigated to the Process List page wherein it shows the process you just
ran.
31.
The two columns Run Status and Distribution Status determine the status of the
process. The Run Status should be Success and the Distribution Status should be
Posted in order for the process to be successful.
32.
In the below screenshot, the Run status is shown as Processing. It means the Process
is still running.
Step
Action
33.
Click on Refresh button till the Run Status changes to Success and Distribution Status
to Posted.
34.
Once this step is successful, click on the PODISP link below the Process Name
column.
Action
Click on the middle link of the three links available on the Process Details page.
Step
36.
Action
Click on the View Log/Trace link available on the bottom right portion of the page.
Step
38.
Action
Click on the first link that says POPO005XXXX.PDF to open the PO in a PDF
format.
Action
Once the PDF file is opened, click on Print to print PO.
Adding Vendors
In the
PROMT System
Step
Action
1.
2.
Note: Before we add anew Vendor, we need to check whether the Vendor
already exists. This avoid duplication of the Vendor, if exists.
3.
Step
4.
Action
Enter the Vendor Short Name (appropriate name). This field is mandatory.
Note: All the alphanumeric entries must be entered in capital letters.
5.
6.
7.
Select the appropriate value for Classification. The Classification field would
help us to identify the type of the Vendor.
8.
9.
Action
10.
Always check the Open for Ordering box so that the Vendor can be used for
ordering the goods.
11.
If the Vendor has any NIGP codes assigned for him, expand NIGP Codes
section and enter the NIGP codes in the corresponding fields. NIGP codes are
divided into NIGP class and NIGP class item codes. NIGP class is the Parent
code whereas the class item code describes more specific nature of the good
Vendor has.
12.
Click the Additional Reporting Element tab and select the appropriate value
for Type of Contractor.
13.
14.
15.
Step
16.
Action
Enter the value Mailing Address in the Description field of the Vendor, as it is
Action
Enter the Phone/Fax Information in the tab Phone Information. Select the
Phone type in the Type column and enter the area code in the Prefix column
and the remaining number in the Telephone column.
Note: This is valid only if the Country is selected as USA/CANADA.
18.
19.
Follow the step 17 to add another phone number. For entering fax number,
select Fax as the Type and enter the No in the same way as we entered the
Phone No.
20.
To add another address (for example, Remit Address), just click the
available on the right side of the Vendor Address tab.
21.
Follow the steps 16 and 17 to add the Address and Phone Information
22.
Sometimes Vendors want different name on the Paychecks from that of their
Names. In those cases, click on Payment/Withholding Alt Names and enter
the alternate names in the field Name1 that would appear on the Paychecks.
icon
Step
Action
23.
Click on the Contacts tab to add the Contact information of the person
representing the Vendor
24.
25.
Enter the Name, Title, Email address and the Phone information of the Contact
Person in the corresponding fields available on the page.
26.
Step
Action
27.
Step
Action
28.
29.
Click on the Sales/Use Tax link to add tax related information to the vendor
Step
Action
30.
Select the appropriate information for Sales/Use Tax Applicability and Ship
To Location fields, applicable to the Vendor.
31.
32.
If the Vendor is Individual and is of type Services, then we may need to fill his
1099 information. For this, click on the 1099 link and fill the necessary
information.
Step
Action
33.
Select and enter values for Entity (defaulted to IRS), Type (defaulted to 1099
Withholding), Jurisdiction(defaulted to FED), Default Class(select NonEmployee Compensation) and 1099 Status (select Reporting Only) in 1099
Options tab.
34.
Enter the required information in 1099 Reporting Information and click OK.
Enter the values for Entity (Defaulted to IRS), Address (Mailing Address),
TIN Type (S or F) and the appropriate Number
35.
Click Payables link available on the page and under Remitting tab, select
REMIT TO ADDRESS.
36.
Creating Requisitions
in the
PROMT System
Page 1
Procedure
This procedure is for creating purchase requisitions in the PROMT system. Not all fields in
PROMT are utilized by PCCD. This procedure only provides information on the fields that are
used by PCCD. Whenever possible screen shots have been provided to help you navigate through
the PROMT system.
Step
1.
Action
Begin by navigating to the Requisition page.
Click the Associate Service Center Finance Purchasing Requisitions link.
Step
2.
Page 2
Action
Click the Add/Update Requisitions link.
Step
Action
3.
4.
Use the Requisition page to create requisitions online. This page enables you to
determine the defaults to use for creating requisitions. Using this page, you can also
enter item information, modify item lines as needed, establish schedules and
distributions, and define internal delivery and accounting information.
Page 3
Step
Action
5.
The Requester field displays the name of the requester for the requisition.
Press [Tab].
6.
The Requisition Date field displays the date when the requisition is created.
Press [Tab].
7.
The Origin field provides information about the origin of the requisition.
Origins : __PO(Purchase Order), __IN(Invoice), __PC (Petty Cash), __TV(Travel)
Each college has a different prefix for each origin.
Values for each college and the District are: Alameda A, Laney L, Merritt M,
BCC (formally Vista) V, Dist D
Ex. APO, AIN, APC, ATV, DAP
Note: If you select DAP as the Origin, PROMT will automatically route the
requisitions directly to Accounts Payable for processing. DAP is to be used only for
invoice requisitions for Travel expenses, Petty Cash reimbursement, and Utility bill
payments. All other Requisition should be routed though to the Purchasing
Department for the issuance of a PO.
8.
Action
Page 5
Step
9.
Page 6
Action
The value in the Currency Code field is populated from the Requester Setup page
(REQUESTOR_TBL) by default if the business unit allows multi currency
requisitions. If the business unit does not allow multi currency requisitions, the
currency field value is populated from the business unit. At Peralta, this value cannot
be overridden on this page.
Press [Tab].
Step
Action
10.
11.
Use the Requisition Defaults page to enter defaults that apply to the entire
requisition.
Page 7
Step
12.
Action
Click the Look up Buyer (Alt+5) button
Page 8
Step
Action
13.
14.
Select a vendor.
Page 9
Page 10
Step
15.
Action
Click the Lookup Category button.
Page 11
Step
16.
Action
Scroll through the Search Results table to select a Category.
Note: Generally, the Category is same as the Object Code
Select a Category
Page 12
Step
17.
Action
Click the Ship To Location lookup button to select the SHIPTO address of the goods
to be delivered. The Ship To address determines only the place where the Vendor
would send the goods.
Note: WAREHOUSE is the default Ship To address for all the goods except in
special cases. Check with Purchasing department for more details.
18
19.
Skip down to the Distribution section available on the bottom of the page.
Page 13
Action
Enter your Budget Codes in the Distribution details section. Fill the fields such as
Location, Fund Code, Cost Center, Program Code, Activity Suffix, Project and
Accounting Line. Leave other fields empty or with current defaulted info.
(Note: Leave the Percent field empty unless you enter the multiple distribution lines.
Then Click
Step
Action
21.
Next, you need to specify the items for which the requisition is being created.
We do not use Item field. Only use description. Enter the text in Description
field.
22.
Press [Tab].
22.
23.
Press [Tab].
24.
The UOM field specifies the standard unit of measure for this item.
Enter the desired information into the UOM field.
25
Enter the Category field. This is same as the Category field in the Requisition
Defaults page.
Page 14
Action
26.
27.
28.
29.
To add a new line to the requisition, follow the below instructions. If you dont
need to add any lines skip to 30 to continue processing your requisition.
Click the on scroll bar to scroll, to find the Add a new line button
on the right
end of the row. (You may not need not use the scroll bar depending on your
computer screen size.)
button.
Click the Add Row
(Note: It is always recommended to keep all the requisitions to a
maximum of 15 lines each.)
Sometimes, due to the Pop-up blocker settings of the browser, Clicking
the add row button
may give a warning message on the top of the
browser as shown in the below screen shot. Just click on the message
and click on Temporarily allow Scripted Windows option to allow
the Pop-up windows to be displayed.
Then click the Add Row button
to proceed further.
Enter the desired number of lines you wish to add into the field. For
example if you want to add two line type in 2.
Click the OK button.
Now you can enter your information in the new line(s) of the requisition.
Below are three screen shots associated with adding a new line(s) to a requisition.
Page 15
Page 16
Page 17
Step
Action
31. Notice that an ID has been generated for this requisition. This ID is referred to as
Requisition ID. When you saved this page, the system determined the taxable and
Page 18
End of Procedure.
Page 19
Procedure
Step
1.
Action
Begin by navigating to the Receipts page.
Click the Associate Service Center Finance Purchasing Receipts
Reports link.
2.
Step
Action
3.
Click the Search button available on the page to search for the Run Control Ids
required to run the Report.
Note: For the first time users, Click on the Add a New Value tab and enter a Valid
Run Control ID, without any white spaces and Click Add.
4.
Step
5.
Action
Clicking on the Run Control would navigate us to the Report Request Parameters
page.
Step
Action
6.
7.
Enter the Receipt No. for which you wish to run the Delivery Report.
8.
Step
Action
9.
Select the check box besides to the row that says Receipt Delivery.
10.
Select the Type as Web and Format as PDF on the Receipt Delivery row.
11.
Click OK
Step
12.
Action
Click on the Process Monitor available on the top right of the page.
Step
Action
13.
The row that indicates Process name as RECV_DEL is the row we need to monitor.
14.
Click Refresh button until the Run Status indicates Success and Distribution Status
indicates Posted on the RECV_DEL row.
15.
Step
16.
Action
Click on the third link that says XXXX-POY530- Success
Step
17.
Action
Click on View Log/Trace.
Step
Action
18.
19.
Step
20.
Action
At Peralta, we need to print out two copies of this Delivery Receipts. One Copy is
Signed by the Campus Store keeper and is held by the Warehouse personnel and the
other copy belongs to the Storekeeper for their records.
P E R A L TA C O M M U N I T Y C O L L E G E
DISTRICT
PURCHASING PROCEDURES
PURCHASING, WAREHOUSE,
DUPLICATION & MAILROOM SERVICES
PURCHASING DIRECTORY
Vice Chancellor of General Services
Purchasing Compliance Manager
Vendor Information
Buyer (BCC & Merritt)
Buyer (District, COA, & Laney)
Buyer (Measure A, only)
Purchasing Department
Fax:
466-7336
587-7895
466-7225
466-7255
466-7256
466-7217
466-7225
587-7873
466-7334
Mailing Address:
466-7396
Purchasing Department
Peralta Community College District
333 East 8th Street
Oakland, California 94606
TABLE OF CONTENTS
PURCHASING PROCEDURES
1.00 Goods or Nonprofessional Services
1.01 Requisition Process - Colleges
1.02 Requisition Process - District Office
1.03 Annual, Blanket, Open Purchase Orders
1.04 Food Service Procurement
1.05 Obtaining Prices
A. Goods and Services
B. Public Works Projects
1.06 Bid Specifications
1.07 Exceptions to Formal Bidding
1.08 Determining the Low Bid and Making the Purchase
1.09 Non-Responsive Bids
1.10 Receiving Procedures
PURCHASING PROCEDURES
The purpose of these policies and procedures is to ensure that goods and services necessary for
the operation of the colleges are obtained at competitive prices, to guarantee fairness in the
selection of vendors, and to minimize opportunities for corruption. Through the use of these
policies, purchasing at the Peralta Community College District will be an open competitive, and
a fair process.
These policies and procedures are consistent with the State of California Public Contract Code
Sections 20651-20660 and the State of California Education Code Part 49, (commencing with
Section 81000) and Board Policy Section 6.31 which represent the basic intentions and goals of
the board of the Peralta Community College District will be an open competitive and a fair
process.
NO PURCHASES SHALL BE MADE EXCEPT AS PROVIDED BY CALIFORINA LAWS,
BOARD POLICES AND THESE PROCEDURES FOR PURCHASING. ONLY OFFICERS
OR EMPLOYEES EXPRESSLY AUTHORIZED BY BOARD POLICY AND THESE
PROCEDURES SHALL MAKE ANY PURCHASE OR ENTER INTO ANY CONTRACT
FOR THE PURCHASE OF GOODS, SUPPLIES AND SERVICES ON BEHALF OF THE
PERALTA COMMUNITY COLLEGE DISTRICT. ANY PURCHASE OR CONTRACT
MADE IN VIOLATION OF BOARD POLICY OR THESE PROCEDURES IS VOID AND
NOT BINDING ON THE DISTRICT.
The Chancellor is authorized to approve purchase of goods, supplies, equipment and
services not to exceed $78,500 (or as adjusted annually by Price Deflation Index). All
purchases in excess of $78,500 or more (or as adjusted annually by Price Deflation Index)
shall require board approval.
District employees who are in the solicitation and /or recommendation for selection of
vendor/contractor shall comply with the Districts Conflict of Interest Code. No employee who
is involved in the solicitation and/or recommendation for selection of vendor/contractor shall
have pecuniary interest in the vendor/contractor nor shall the employee accept gifts from
vendors/contractors in excess of $290.00 in a calendar year from any single source, without
disclosure of receipt of such gifts, as required by the Conflict of Interest Code.
Any person who is not authorized to make purchases for the district and who engages in
malfeasance may be personally liable for such action.
1.00
1.01
1.02
1.04
1.05
OBTAINING PRICES
Generally, multiple prices must be obtained each time a purchase is made. Methods
should be used that maximize the possibility of the district's obtaining the desired goods
at the lowest possible price. Splitting purchases to reduce the procedural
requirements for obtaining prices is strictly prohibited.
A. Goods and Services
Purchases of less than $10,000-- Only one (1) quotation is required for purchases under
$10,000.00; however, if the purchase is over $2,500.00 the quote must be in writing.
Such items may be purchased from any vendor offering the required goods or services at
a reasonable price. Examples of reasonable price are: items purchased based on
vendors catalog prices, or based on a comparison of vendors price lists; or items
purchased based on historical price data, or based on prior bid solicitations.
The solicitor of the quotation (or the Business Office) must forward the quotation along
with an approved Purchase Requisition to the District Purchasing Office for issuance of
a Purchase Order.
Purchases between $10,000.01 and $78,500 (or as adjusted annually by Price
Deflation Index) - Informal competitive bidding is required. Informal competitive
bidding requires that the department obtain three (3) written bids/price quotations
specifically describing the goods and their prices. The bids/price quotations may be
obtained either on a Quotation Request Form or on the vendor's letterhead stationery. In
either case, the bid must be written in ink and signed by an authorized representative of
the vendor.
The bids/price quotations must be summarized on a bid recapitulation (Recap) sheet.
The solicitor of bids must sign the Recap sheet, generate a requisition, and forward the
bids and the Recap sheet for approval by the Department Head/Business Office.
Subsequently the Department Head/Business Office should forward the quotes, Recap
sheet, and Requisition to the District Purchasing Office for the issuance of a Purchase
Order. If the department receives fewer than three bids within ten working days of the
solicitation, a department staffer may proceed with the purchasing process and
determine if the prices submitted are reasonable. If three prices are not obtained, an
explanation must be provided on the bid-recapitulation sheet.
Purchases over $78,500 (or as adjusted annually by Price Deflation Index) - Formal
bidding is required. Formal bidding requires that the department write specifications
describing the needed goods or services. The requestor will supply District Purchasing
with detailed specifications and approved requisition. The specifications are reviewed by
Purchasing to ensure that the specifications are complete and in the proper form.
Specifications should be prepared as objectively as possible, so that the advantage
provided to any particular vendor is based on the appropriateness of that vendor's
product. The contract must be awarded to the lowest responsible bidder, or the District
must reject all bids. (Public Contract Code Section 20651)
All purchases exceeding $78,500 (or as adjusted annually by Price Deflation Index)
during a fiscal year, which is made from a single vendor, must be approved by the
board. The board report must include the reason for the purchase, a brief description of
the procedure used to select the vendor, a description of the goods being purchased, the
purchase price and the names of the vendors who submitted the three lowest bids.
BID SPECIFICATIONS
All departments requiring the issuance of a bid must submit to District Purchasing the
specifications describing the goods or services required. Expenditures for goods
the advertisement appears. Bids are opened at the District Business Office Conference
Room.
If the district determines that a change in the bid specifications is required after the bid
specifications are distributed but before the bids are due, then all bidders must be sent an
addendum stating the change. All bids must be sealed by the bidder and must be opened
by the District Purchasing office. All bids are opened in public and the contents of the
bid read aloud at the time and date specified in the bid announcement. Any bid arriving
after this time is returned unopened to the vendor. For the period of time stated in the
bid specifications, prices obtained through formal bidding may be used for the purposes
of awarding a contract.
A bid deposit of 10% of the bid is required on all purchases of goods and services
exceeding $78,500 or (as adjusted annually by Price Deflation Index). The bid deposit
may be a certified check or a cashier's check in the required amount, a letter of credit, or
a bid bond. The bid deposit requirement may be waived by the Vice Chancellor for
Administrative Services, if it is in the best interest of the district to do so. Bid deposits
by unsuccessful bidders are returned approximately 20 days after the bid.
1.07
B.
When brand or trade name, article, thing, or product or proprietary service is the
only item, which will properly meet the needs of the District.
C.
D.
If a particular item is available from only one source, a letter stating that the
vendor is the sole source of such goods or services must be obtained and attached
to the purchase order. The letter must be specific in describing the goods
required, including the name of the product, model numbers and any other
relevant information justifying the sole source purchase. Further, the letter must
specify, in particularity, all of the reasons justifying the circumstances and
details regarding the basis and nature of why and how the product is sole source
and why such product, or a similar product cannot be purchased elsewhere.
E.
1.08
F.
If determined by the board to be in the best interest of the District, to lease dataprocessing equipment, purchase materials, supplies, automotive vehicles,
tractors, and other personal property for the District from any public corporation
or agency, including any county, city, town, or district.
G.
H.
I.
Contract Overruns
Existing contracts for materials and work, which have been awarded, to the
lowest responsible bidder after due advertisement and competitive bidding, but
due to unforeseen revisions, not the fault of the contractor, need be revised if the
additional expenditures do not exceed 10% of the original contract price.
J.
1.09
NON-RESPONSIVE BIDS
A bidder is considered non-responsive for failing to complete all contract documents,
failing to provide security deposits with the proposal, failure to comply with bid
10
RECEIVING PROCEDURES
A.
RECEIVING SLIP
The receiving person is responsible for completing the receiving slip, for all
material received on a regular purchase order. When the shipment is the entire
order or the final partial shipment, the pink copy of the purchase order will be
complete also. Back orders should be indicated on the receiving slip.
Goods accepted report should be completed indicating the receipt of the material.
The white copy is sent to the accounts payable department.
B.
C.
D.
11
DAMAGED SHIPMENTS
Carriers recognize their liability for two types of damage-apparent and
concealed. Prompt examination of the shipment by the receiving person is
essential to verify the apparent good order of each shipment.
1) APPARENT DAMAGE
Where there is evidence of damage, the package or packages should be
opened immediately, permitting a joint examination of the contents by the
carriers representative and the receiving person.
The extent of the damage is to be noted on both the carriers and the
consignees copy of the delivery documents and signed by the receiving
person. The receiving person shall report the damage to the Warehouse
Supervisor.
In the case of partial damage to a shipment, which does not render the
material worthless, shipment should be accepted and a claim will be filed for
the damage. If the material is damaged to such an extent as to make it
worthless, delivery should be reused and a claim will be filed for the full
value of the shipment.
A signature only, without any notation of damage, will normally be
considered evidence that the complete shipment was received in apparent
good order.
2) CONCEALED DAMAGE
Damage discovered after the delivery of the shipment shall be reported to the
Warehouse Supervisor immediately. The container and packing material
with merchandise shall be held for inspection by the carrier and issuance of
an inspection report.
F.
SHORTAGES
There are several types of shortages, which could occur in the shipment of
material to the district. These include shortages in the number of pieces or
packages received, loss of contents, and shortages in the contents of the
packages.
12
RETURN OF MATERIAL
Return of material to the vendor requires prior arrangement with the Warehouse
Supervisor, or assistant supervisor. If material is defective, not as ordered or
ordered in error, request to return material to vendor, and forward it to the district
warehouse with the purchase order number and any information that will help
make the correction possible.
H.
OVERSHIPMENTS
When the vendor overships the quantity listed on the purchase order, the
receiving person shall notify the Warehouse Supervisor, or the assistant
supervisor. The requester may be contacted to determine if the overshipment is
to be returned or retained with a change issued to increase the quantity to that
received. If the overshipment is to be returned, the Warehouse Supervisor will
make the arrangement.
13
2.01
Public Notice
In the procurement of architectural, engineering or land surveying services, the
district, which utilizes architectural, engineering or land surveying services, shall
permit firms or land surveying services shall permit firms engaged in the lawful
practice of their professions to annually file a statement of qualifications and
performance data with the district. Whenever a project requiring architectural,
engineering or land surveying services is proposed for the district, the district
shall, unless it has a satisfactory relationship for services with one or more firms:
1) Mail a notice requesting a Statement of Interest in the specific project to all
firms who have a current statement of qualifications and performance data on
file with the district; or
2) Place an advertisement in a secular English language daily newspaper of
general circulation throughout the district, requesting a statement of interest
in the specific project and further requesting statements of qualifications and
performance data from those firms which do not have such a statement on
file with the district. Such advertisement shall state the day, hour and place
the statement of interest and the statements of qualifications and performance
data shall be due.
B)
Selection Procedure
The district shall, unless it has a satisfactory relationship for services with one or
more firms, evaluate the firms submitting letters of interest, taking into account
qualifications, ability of professional personnel, past record and experience,
performance data on file, willingness to meet time and budget requirements,
location, workload of the firm and such other factors as the district may
determine in writing are applicable. The district may conduct discussions with
and require public presentations by firms deemed to be the most qualified
14
regarding their qualifications, approach to the project and ability to furnish the
required services.
On the basis of evaluations, discussions and presentations, the district shall,
unless it has a satisfactory relationship for services with one or more firms, select
no less than 3 firms which it determines to be the most qualified to provide
services for the project and rank them in order of qualifications to provide
services regarding the specific project. The district shall then contact the firm
ranked most preferred and attempt to negotiate a contract at a fair and reasonable
compensation, taking into account the estimated value, scope, complexity, and
professional nature of the services to be rendered. If fewer than 3 firms submit
letters of interest and the district determines that one or both of those firms are so
qualified, the district may proceed to negotiate a contract pursuant to Section
2.03 C Contract Negotiation.
C)
Contract Negotiation
The district shall prepare a written description of the scope of the proposed
services to be used as a basis for negotiations and shall negotiate a contract with
the highest qualified firm at compensation that the district determines in writing
to be fair and reasonable. In making this decision the district shall take into
account the estimated value, scope, complexity and professional nature of the
services to be rendered.
If the district is unable to negotiate a satisfactory contract with the firm that is
most preferred, negotiations with that firm which is most preferred, negotiations
with that firm shall be terminated. The district shall then begin negotiations with
the firm that is next preferred. If the political subdivision is unable to negotiate a
satisfactory contract with that firm, negotiations with that firm shall be
terminated. The district shall then begin negotiations with the firm that is next
preferred.
If the district is unable to negotiate a satisfactory contract with any of the
selected firms, the district shall re-evaluate the architectural, engineering or landsurveying services requested, including the estimated value, scope, complexity
and fee requirements. The district shall then compile a second list of not less
than three qualified firms and proceed in accordance with the provisions
mentioned above.
2.02
15
A request for proposals (RFP) or a request for qualifications (RFQ) is prepared by the
user department and distributed to qualified persons or firms by the Department. A
request for proposals provides potential consultants with a detailed statement of the
professional services required, a time schedule, instructions for submitting proposals,
and the method and criteria for proposal evaluation, request for general information
about the vendor, invoicing procedure, preparation of proposal, minority and women
participation, procedure for contract award, summary section and a signature page. The
request for qualifications is used when the services are not limited to a single project, but
are ongoing.
The RFP/RFQ is distributed to all known providers of the services. The user department
shall request a vendor list from the District Office Purchasing Department. The issuance
of a RFP and/or RFQ need not be advertised.
The use of competitive procedures does not obligate the district to choose the leastexpensive proposal, or to otherwise select a proposal on the basis of any single factor.
The district shall retain full discretion to determine which consultant can best serve the
needs and goals of the district. Consultants submitting proposals waive any right to
bring legal proceedings challenging the board's decision in these matters.
A record of the selection process, including a copy of the request for proposals or
request for qualifications, the distribution list, the names of consultants submitting
proposals, a description of the evaluation process, and the reasons for the selection, must
be retained by the District Purchasing.
2.03
16
at a college if the estimated total cost is less than $15,000. Waivers initiated at District
Office must be approved by the appropriate vice chancellor if the estimated cost is less
than $15,000 or by the chancellor if the estimated total cost exceeds $15,000. A Board
Report must be prepared for all contracts of $78,500 (or as adjusted annually by Price
Deflation Index) or more.
PROCEDURES FOR COMPLETING PURCHASING FORMS
All forms are available from the District Purchasing at District Office.
3.00
3.01
3.02
17
3.03
3.04
3.05
PURCHASE ORDERS
A purchase order is the official notification to the vendor of the district's intention to
make a purchase. A purchase order may not be issued until all the required selection
procedures are completed. Any informal bid recapitulation sheet must be attached to all
requisitions between $10,000.01 and up to $78,500 (or as adjusted annually by Price
Deflation Index). A copy of the board's authorization must be attached to all purchase
orders of $78,500 (or as adjusted annually by Price Deflation Index) or more. The
purchase order must include a description of the goods or services to be purchased. Any
addendum to a purchase order must include all payments made to date on that purchase
order. Once all necessary purchases are listed on a purchase order, the finance office
should be notified so that the order can be closed out.
3.06
3.07
18
DATE ISSUED
QUOTATION #
DEPARTMENT
REQUESTOR
VENDOR
ADDRESS
Return this quotation to requestor
no later
than:
NOTE:
PLEASE FILL OUT BOTTOM PORTION OF THIS FORM
This information is required to issue award a purchase
order
Item
Quantity
Unit
Class-Item / Description
Unit Price
Extended Price
$_________________________________
Vendor Fax Number that Purchase Order should be fax to: _____________________
Purchases from $10,000.01 to $78,500 require at least three written quotations and must be
summarized on this form. List all bids obtained from all vendors including the vendor selected and any
vendors who declined to bid. Attach all written bids to this form.
Bidder
Amount
1. ____________________________
____________
2. ____________________________
____________
3. ____________________________
____________
Comments:__________________________________________________________________________
___________________________________________________________________________________
___________________________________________________________________________________
___________________________________________________________________________________
___________________________________________________________________________________
___________________________________________________________________________________
___________________________________________________________________________________
___________________________________________________________________________________
Does the successful vendor meet the Districts definition of a SLBE or SELBE? If so please check the
below and forward a copy of the SLBE/SELBE Self Certification Affidavit to the Vendor. Bids from firms
that meet the Districts definition of SLBE or SELBE bid can be 5% higher than the lowest responsible
bidder and still be awarded a contract.
Is the vendor a: SLBE _________ SELBE ___________ None __________.
You must attach a sole source letter from any vendor to the requisition for the purchases for goods or
services available from only one (1) vendor.
All purchases over $78,500, and construction projects over $15,000 require formal bidding.
__________________________________________________
Signature of person receiving bids
Date
___________________________________________________
Campus Business Manager
Date
____________________________________________________
Purchasing Officer
Date
VENDOR APPLICATION
New Application
Date:
Change Application
Phone:
Fax:
Phone:
Fax:
Email:
Email:
Website:
Website:
3. CONTACT INFORMATION (All Purchase Orders Will Be Faxed and or Mailed to the Sale (Primary) Contact.)
Contacts
Name/Title
Telephone
Fax
Sales (Primary):
Sales (Secondary):
President/VP:
Other Contact:
4. TYPE of FIRM (Check One)
Sole Proprietorship
Partnership
7. TYPE of CONTRACTOR (Please specify the type that best depicts your company. ONLY Check One TYPE.)
A &E
Consultant
Goods
Plumber
Service
Other __________________
Advertising
Electrical
Hardware
Printer/Copyi
Software
Asphalt/Concre
Electronics
Instrumentatio
Roofer
Surgical/Medic
Automobile
Employee/Student
Mechanical
Scientific
Telecom
Construction
General Contractor
Painter
Security
Temp Staffing
8. BUSINESS LICENSE NUMBERS (Provide your Business License Number and any Contractors License Numbers)
9. CERTIFICATIONS (Does your business qualify under PCCDs Small Local Business Enterprise Program. See attached program guidelines.)
None
10. NIGP CODES (Please review the attached Commodity Class ID listings and write in below the Code(s) that best suit your company.)
Codes:__________ __________ ___________ ___________ __________ __________ __________ __________ __________ __________
Revised 1/09/08
Revised 1/09/08
_______________________________________
Title
______________________________________
Date
Date of request__________________
Fund
Cost
Center
Program
Acct.
Suffix
Project
Acct. Line
Category
Object
Code
Provide a complete explanation of the circumstances that necessitates this change. Identify
what is being changed, i.e., item no., price, quantity, description, etc. Attach any required
supporting documentation including quote from vendor identifying the changes. Please indicate
which line item of the original requisition needs to be changed.
Line #
Item #
Description
Quantity
Authorized by:
Business Manager __________________ at __________________College
Unit Price
Date __________
Reason that competitive procedures are not appropriate for this project.
________________________________
Person initiating request/Date
___________________________________
Approved by/Date
___________________________________
President/Vice Chancellor/Date
It is tangible in nature.
It has a useful life of greater than one year.
Its unit cost, including freight and installation, exceeds $5,000.
It must be tracked for state or regulatory purposes (regardless of its cost).
Page 1 of 7
Rev.
Capital Assets acquired by the District are recorded at cost. Cost is equal to either the
fair market value of the asset if it is being donated or the amount paid for the asset. In
addition, ancillary costs associated with preparing the property for its intended use should
be capitalized. All Capital Assets over $500 are tagged with a PCCD Inventory Tag.
Land Assets- Land assets include the following ancillary costs: land original contract
cost, brokers commission, legal fees for examining and recording ownership, cost of
ownership guarantee insurance policies, cost of real estate surveys, cost of razing old
buildings, structures, or other improvements acquired with the property, cost incurred to
put property in condition for its intended use, including draining, clearing, landscaping,
land filling, and grading costs. Excluded are fees for ownership searches, expenditures in
connection with disposal of refuse, costs of utility easements, and repairs to other
improvements.
Building Assets- Building assets include the following ancillary costs: building original
purchase price , cost of construction, expenses incurred in remodeling, reconditioning, or
altering a purchased building to make it suitable for the purpose for which it was
acquired, cost of excavation, grading or filling of land as part of the construction of a
specific building, expenses incurred for the preparation of plans, specifications,
blueprints, etc., cost of building permits, architects and engineers fees for design and
supervision, other costs such as temporary buildings used during the construction period
that are not moveable or reusable and are razed at the end of construction. Excluded are
extraordinary costs that are merely incidental to the erection of the building (e.g., those
due to strike, flood, fire, or other casualty), and the cost of abandoned construction.
Machinery, Equipment, and Vehicles- Machinery, Equipment, and Vehicles include the
following ancillary costs: original machinery, equipment, and vehicle invoice cost,
freight and storage charges, installation costs, and costs for testing and preparation for
use. All costs incurred after acquisition but prior to placing in service to make a fixed
asset ready for use should be capitalized as part of the cost of the asset. All Machinery,
Equipment, and Vehicles Assets over $500 are tagged with a PCCD Inventory Tag.
Adding auxiliary equipment to a vehicle such as installation and testing of radios,
antennas and other communications devices, installation and testing of electronic
equipment, or painting and application of logos on a vehicle are also be capitalized as
part of the vehicle cost of the asset.
Capital Lease Assets- A Capital Lease Asset is a lease that transfers substantially all the
benefits and risks of ownership to the District. A lease must meet one or more of the
following four criteria to qualify as a capital lease:
1. Ownership of the leased property is transferred to the District at the end of the
lease term.
2. The lease contains a bargain purchase option.
3. The lease term is equal or greater than 75% of the estimated useful life of the
property.
Page 2 of 7
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Rev.
4. The present value of the future minimum lease payments is 90% or more of
the fair market value of the leased property.
Capital Lease Assets must be capitalized and depreciated over the useful life of the asset.
Account for capital leases with a net present value of the future minimum lease payments
or fair value, whichever is less. All Capital Lease Assets over $500 are tagged with a
PCCD Inventory Tag.
Construction In Progress- A Capital Projects Fund is used to account for the
construction of a Capital Asset. As construction progresses, the cumulative expenditures
are capitalized as Construction In Progress (CIP). Upon completion of the capital asset,
the balance in the CIP account is transferred to the appropriate account such as Building
or Equipment. Projects that have reached 100% completion are transferred. Projects that
have not reached 100% completion will continue to be tracked as Construction in
Progress. Interest cost incurred during the construction period is subject to capitalization
as part of the cost of construction when conditions identified by FAS-34 (Capitalization
of Interest Cost) exist.
Improvements, Betterments and Extraordinary Repairs- Improvements, Betterments
and Extraordinary Repairs to an asset that increase future benefits from an existing
capital asset beyond its previously assessed standard of performance must be capitalized.
Capitalizable leasehold improvements are classified within the commodity class major
group Building or Land Improvements. Increased future benefits typically include:
1. An extension in the estimated useful life of the asset.
2. An increase in the capacity of an existing capital asset.
3. A substantial improvement in the quality of output or a reduction in
previously assessed operating costs.
The following Improvements, Betterment and Extraordinary Repairs that do not extend
the useful life of the asset are not capitalized and are instead expensed:
Self Constructed Assets- When the District utilizes internal staff, resources, equipment,
and/or materials to construct a building or piece of machinery, fixture, furniture or
equipment for its own use which meets the capitalization thresholds, an acquisition cost
will be established and the asset must be capitalized. All direct costs, including materials
and labor costs, are included in the total cost of the asset. Overhead (indirect) costs are
not included unless they were incrementally increased by the construction of the asset.
Donated Assets- Donated Assets of tangible personal property valued greater than $500
must be recorded at the propertys fair market value. Donations over $50,000 must be
Page 3 of 7
Fixed Asset Policy (rev 10-27-10).doc
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approved by the Board of Trustees before they can be placed into service. All Donated
Assets over $500 are tagged with a PCCD Inventory Tag.
3. Value Determination
Purchased fixed assets are recorded at historical cost including all applicable taxes and all
appropriate ancillary costs less any trade discounts or rebates. In some instances, the cost
of the property may not be available and the cost of the asset may be estimated and used
as the basis for capitalization.
4. Tagging and Logging Fixed Assets
All assets exceeding $500 in value and purchased via a Purchase Order and delivered to
the District Warehouse will be tagged with a PCCD Inventory Tag. Users receiving
items that were delivered directly to the College (that did not come through the District
Warehouse) must notify the Warehouse staff of receipt of the item, so that the Warehouse
Staff can log a PCCD Inventory Tag for the item. Inventory tags will be sent to the user
to affix to the asset.
When notifying the Warehouse of receipt of an item, or when the Warehouse logs the
receipt of the item, the following information must be provided/captured:
Rev.
Convention. This means one half of the annual depreciation is taken in the year the asset
is acquired, and one half of the annual depreciation is taken at the end of the economic
useful life.
The below table describes the asset class, capitalization threshold and economic life:
Asset Class
Capitalization Threshold
Economic Life
Land
$1
Forever
Land Improvements
$1
40 years
$5,000
5 years
Building
$1
Building Improvement
$1
Construction In Progress
$1
$5,000
5 years
Vehicle
$5,000
5 years
$5,000
5 years
$5,000
5 years
$5,000
5 years
Athletic Equipment
$5,000
5 years
$5,000
5 years
Equipment (Instructional
and Non-Instructional)
6. Acquisitions of Assets
All fixed assets must be purchased via the Districts Requisition and Purchase Order
system. Fixed assets above the Districts bid thresholds will be purchased via a formal
bid, conducted by the Purchasing Department. No fixed assets are to be purchased
utilizing the Districts Blanket Order or Just-In-Time purchasing system. When
purchasing a fixed asset utilizing the Districts Requisition and Purchase Order system,
the ordering department must provide the following information within the requisition:
A. Description of the fixed asset.
B. Proper Fund Code (Object Code and Account Code) for the asset.
C. Final location of the asset including the Campus, Building, and Room Number
where the asset will be located.
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The District Warehouse Supervisor will note the new location of the fixed asset in the
PROMT system.
8. Retirement/Disposal of Fixed Assets from Inventory
Upon determination by a department that a Fixed Asset is either no longer needed or not
serviceable, an EQUIPMENT ACTION REQUEST FORM is filled out by the
department and forwarded to the District Warehouse. The following information must be
provided:
Once the District Warehouse receives the approved EQUIPMENT ACTION REQUEST
FORM , the Warehouse will pick up the asset and move the asset to a storage area to
await disposition. The EQUIPMENT ACTION REQUEST FORM will then be
Page 6 of 7
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forwarded to the Purchasing Department for retirement of the asset in the PROMT
system. The Purchasing Department will consolidate the surplus items, and a couple of
times a year will obtain Board of Trustees approval for either the sale or disposal of the
surplus items. All surplus disposals are conducted in accordance with Education Code
Section 81450-81460.
9. Lost or Stolen Fixed Assets
When suspected or a known loss of a fixed asset occurs, the affected department should
conduct a search for the missing property. The search should include transfers to other
departments and possible declaration of surplus. If the missing property is not found, the
Department Head must be notified and a Police Report must be filed with the PCCD
Police Department.
The individual deemed to be primarily responsible for the asset, as well as that
individuals supervisor, must complete and sign a statement detailing the events
surrounding the disappearance of the asset, and must forward that statement along with
the EQUIPMENT ACTION REQUEST FORM to the District Warehouse. The
Warehouse staff will forward the EQUIPMENT ACTION REQUEST FORM and
statement to the Purchasing Department for review, and the Purchasing Department will
forward it to the Finance Department for removal of the asset from the PROMT system.
10. Physical Inventory
A physical inventory of all fixed assets will be conducted every two (2) years. In
addition, random periodic spot checks may be made by the Purchasing/Warehouse
Departments to confirm the location of selected fixed assets.
A list of qualifying assets in each building shall be printed out and carried into the
building to determine if the assets remain in place. The aide of a qualified and
experienced person working in the building shall be required to determine the status of
the assets. Note: Any asset moved, lost or retired or upgraded must be noted. It should
also be checked at this time if there is any asset in the building which is not listed but
seems obviously of a value that would require it to be inventoried. All adjustments
discovered shall be made to the inventory. The loss, destruction or retirement of any
inventoried items must be reported to the Board of Trustees.
End of Policy.
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Purchases of less than $10,000.00 Three (3) price quotations are required for goods
and services exceeding $10,000.00. Only one (1) quotation is required for purchases
under $10,000; however, if the purchase is over $2,500.00 the quote must be in writing.
Such items may be purchased from any vendor offering the required goods or services at
a reasonable completive price.
Expenditures of less than $10,000.00 Require one (1) price quotation obtained from
the licensed contractor/vendor in conjunction with specifications prepared by the
District/Department manager. If the quotation is over $2,500.00 one (1) quotation must
be written in ink and signed by an authorized representative of the vendor.
Board Policy 6.31 Procurement of Supplies, Equipment, Furniture, Construction Repairs and
Maintenance Services
Page 2 of 2
1-04-11
Introduction
587-7895
466-7256
466-7225
466-7217
466-7225
587-7873
466-7334
Governing Codes
The District follows purchasing polices, including the Public
Contract Code, the Education Code, the District Board
policies, as well as the laws of the State of California.
All bids must be awarded to the lowest responsive,
responsible bidder.
The District's purchasing activities must pass State audits
and other required reviews and therefore must be conducted
in an efficient and professional businesslike manner at all
times.
4
Purchasing Departments
Purpose
To provide excellent customer service by assisting you
throughout the purchasing process from requisition to
delivery of product
Ensure goods and services are
-Obtained at competitive prices
-Guaranteed fairness in the selection of vendors
-To minimize opportunities for corruptions
5
Types of Purchases
We need to classify all of our purchases into one of two
categories because different rules and dollar thresholds
apply to each.
Goods and Services
All types of materials, supplies, and non-construction
services.
Public Works Projects
Construction and maintenance on facilities or campuses.
Requirement
< $10,000
$10,000.01 - $ 78,900
1 quote*
3 written quotes
> $78,900
Requirement
1 bid*
3 written bids
Formal bids done by Dept.
of General
Services/Purchasing
2.
3.
10
6.
12
9.
14
15
Independent Contractor
Contract Requirements
All services over $600 require an Independent
Contractor Contract (ICC) signed by both the Vice
Chancellor of Finance and the Chancellor prior to
PO issuance, regardless of whether the vendor is a
small sole proprietor or large corporation.
ICC over $25,000 require Board approval.
A new ICC contracts are required each fiscal year.
16
17
18
Change Orders
If any changes are required at any point in the purchasing
process, notify Purchasing immediately.
All changes require a Request for Change Order Form
listing the original requisition and PO #, and providing
details of the change(s).
Purchasing will make every effort to contact vendors to
minimize cancellation charges.
19
Formal Bids
Plan ahead formal bids typically take 2 to 4 months because
Purchasing must:
Develop formal bid documents based on specifications that
you provide
Formally advertise bids and solicit vendors
Schedule public bid openings
Coordinate with the requestor to obtain Board approval
20
21
22
Emergency Purchases
The normal procedure for bidding may be waived in
emergency situations.
A purchase is considered to be an emergency purchase when
the delay that results from formal or informal bidding could
cause damage either to life or to property.
All emergency purchases require a Request for Emergency
Purchase Form signed by the College President, Board
approval, and approval by County Superintendent of
Schools.
23
24
26
27
Manufacturer Maintenance or
Repairs on Equipment
Maintenance or repairs on equipment made by the
manufacturer, or authorized service agent of that equipment,
where the provisions of parts, maintenance, or servicing can
best be performed by the manufacture, or authorized service
agent, is exempt for formal bidding.
28
Environmental Sustainability
Requirements
Board Policy 2.40, Environmental Sustainability, requires the District to
purchase environmentally sustainable products. The long-term goal of
this policy is to purchase products with zero waste, high recycled
content, produced and delivered in an environmentally sustainable
manner.
The Board Policy lists certain types of environmentally sustainable items
(such as recycled copy paper) that everyone MUST purchase to help
meet the Districts long-term goal.
Even if an item is not specifically required by the Board Policy, you are
encouraged to consider environmental sustainability in EVERY
purchase.
29
Environmental Sustainability
Must Purchase Items
Copy Paper All white paper for printing and photocopying must be
100% post-consumer waste (recycled).
Paper All paper for use in the Peralta publications, promotional
materials, and classroom materials shall be at least 30% recycled.
Printing Petroleum-based inks are disallowed in all contracted printing.
Remanufactured Products Items such as toner cartridges, tires,
furniture, equipment, and automotive parts shall be purchased as
remanufactured as long as they offer equivalent safety, quality, and
effectiveness.
30
Environmental Sustainability
Must Purchase Items (contd)
Food Service Supplies Food vendors, departments, and programs must
use compostable utensils and supplies. Polystyrene (styrofoam) is
prohibited.
Food - The District is committed to making available locally sourced,
organic food. The District discourages the use of bottled water served in
non-compostable containers and instead strives to provide alternative
methods to provide fresh drinking water.
Operations The District must purchase items such as low-toxicity
cleaning supplies and Green Seal approved chemicals, recycled paper
towels, etc.
Construction Both new building and renovation projects must meet
common industry certification requirements known as LEED
(Leadership in Energy and Environmental Design) or LEED silver for
new building.
31
32
SLBE Definitions
An SLBE must be located in the Districts market area of
Albany, Alameda, Berkeley, Emeryville, Oakland, or
Piedmont and have gross annual revenue of less than:
$8.5 million for construction firms
$6 million for goods and non-professional services firms
$3 million for professional services firms
33
SLBE Certification
Purchasing provides SLBE Certification Affidavits to
vendors who meet our definition.
Purchasing verifies SLBE forms received and codes vendors
with SLBE status in the vendor database.
Contact Purchasing for the SLBE Program guidelines or for
more information.
34
35
Purchasing Donts
Dont split or separate orders or projects into smaller orders
or projects to evade competitive bidding.
Dont give PO numbers to vendors; Purchasing is
responsible for Dispatching POs.
Dont buy items and expect to be reimbursed
Dont instruct vendors to ship items directly to campuses.
36
37
12-10-09
Background - Measure A
http://www.peralta.edu/apps/docs.asp?Q=817
Or navigate to this area:
Go to www.Peralta.edu
Measure A Spreadsheets
Available on the Website
The following Measure A spreadsheets are
posted on the website. They list the
specific items already approved by the
Board for each campus and the District.
5.
6.
7.
10
11
12
Vendor Fax Number that Purchase Order should be fax to: _____________________
Purchases from $10,000 to $78,900 require at least three written quotations and must be
summarized on this form. List all bids obtained from all vendors including the vendor selected
and any vendors who declined to bid. Attach all written bids to this form.
Bidder
Amount
1. ____________________________
____________
2. ____________________________
____________
3. ____________________________
____________
Comments:____________________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
________________________________________________
Does the successful vendor meet the Districts definition of a SLBE or SELBE? If so please check
the below and forward a copy of the SLBE/SELBE Self Certification Affidavit to the Vendor. Bids
from firms that meet the Districts definition of SLBE or SELBE bid can be 5% higher than the
lowest responsible bidder and still be awarded a contract.
Is the vendor a: SLBE _________ SELBE ___________ None __________.
You must attach a sole source letter from any vendor to the requisition for the purchases for
goods or services available from only one (1) vendor.
All purchases over $78,900, and construction projects over $15,000 require formal bidding.
____________________________________________________
Signature of person receiving bids
Date
____________________________________________________
Campus Business Manager
Date
____________________________________________________
Purchasing Officer
Date
Updated 1-4-11
Date of request__________________
Fund
Cost
Center
Program
Acct.
Suffix
Project
Acct. Line
Category
Object
Code
Item #
Description
Quantity
Authorized by:
Business Manager __________________ at __________________College
Unit Price
Date __________
Sincerely,
Peralta Community College District
PURCHASING DEPARTMENT
(510) 466-7225
Fax: (510) 587-7873
Enclosures
VENDOR APPLICATION
New Application
Date:
Change Application
Phone:
Fax:
Phone:
Fax:
Email:
Email:
Website:
Website:
3. CONTACT INFORMATION (All Purchase Orders Will Be Faxed and or Mailed to the Sales (Primary) Contact.)
Contacts
Name/Title
Telephone
Fax
Sales (Primary):
Sales (Secondary):
President/VP:
Other Contact:
4. TYPE of FIRM (Check One)
7. TYPE of CONTRACTOR (Please specify the type that best depicts your company. ONLY Check One TYPE.)
A &E
Consultant
Goods
Plumber
Service
Temp Staffing
Advertising
Electrical
Hardware
Printer/Copying
Software
Other_________
Asphalt/Concrete
Electronics
Instrumentation
Roofer
Student
Automobile
Employee
Mechanical
Scientific
Surgical/Medical
Construction
General Contractor
Painter
Security
Telecom
8. BUSINESS LICENSE NUMBERS (Provide your Business License Number and any Contractors License Numbers)
9. CERTIFICATIONS (Does your business qualify under PCCDs Small Local Business Enterprise Program. See program guidelines.)
None
10. NIGP CODES (Please review the attached Commodity Class ID listings and write in below the Code(s) that best suit your company.)
Codes:__________ __________ ___________ ___________ __________ __________ __________ __________ __________ __________
_______________________________________
Name/Title
______________________________________
Date
9/14/2001
Page 1 of 8
Commodity/Class ID Listing
Please indicate which products and/or services your company can supply by checking the appropriate box(es). Upon receipt of both
the Vendor Application and the completed Commodity/Class ID Listing, the Purchasing Division will send a detailed item list for each
Commodity Category selected.
Company Name:
Class
Description
005
ABRASIVES
010
015
019
020
AGRICULTURAL EQUIPMENT, IMPLEMENTS, AND ACCESSORIES (SEE CLASS 022 FOR PARTS)
022
025
031
035
AIR CONDITIONING, HEATING, AND VENTILATING: EQUIPMENT, PARTS AND ACCESSORIES (SEE
RELATED ITEMS IN CLASS 740)
AIRCRAFT AND AIRPORT, EQUIPMENT, PARTS, AND SUPPLIES
037
040
ANIMALS, BIRDS, MARINE LIFE, AND POULTRY, INCLUDING ACCESSORY ITEMS (LIVE)
045
050
052
ART OBJECTS
055
060
065
070
075
080
085
090
095
100
105
110
115
BIOCHEMICALS, RESEARCH
120
125
BOOKBINDING SUPPLIES
135
BRICKS AND OTHER CLAY PRODUCTS, REFRACTORY MATERIALS, AND STONE PRODUCTS
140
145
150
BUILDER'S SUPPLIES
155
160
165
175
9/14/2001
Page 2 of 8
Commodity/Class ID Listing
Please indicate which products and/or services your company can supply by checking the appropriate box(es). Upon receipt of both
the Vendor Application and the completed Commodity/Class ID Listing, the Purchasing Division will send a detailed item list for each
Commodity Category selected.
Company Name:
Class
Description
180
190
CHEMICAL RAW MATERIALS (IN LARGE QUANTITIES PRIMARILY FOR MANUFACTURING JANITORIAL
AND LAUNDRY PRODUCTS)
CHEMICALS AND SOLVENTS, COMMERCIAL (IN BULK)
192
193
195
200
201
204
206
COMPUTER HARDWARE AND PERIPHERALS FOR MINI AND MAIN FRAME COMPUTERS
207
208
209
210
CONCRETE AND METAL CULVERTS, PILINGS, SEPTIC TANKS, ACCESSORIES AND SUPPLIES
220
225
232
CRAFTS, GENERAL
233
CRAFTS, SPECIALIZED
240
245
250
255
260
265
269
271
280
285
287
290
295
305
310
315
318
320
9/14/2001
Page 3 of 8
Commodity/Class ID Listing
Please indicate which products and/or services your company can supply by checking the appropriate box(es). Upon receipt of both
the Vendor Application and the completed Commodity/Class ID Listing, the Purchasing Division will send a detailed item list for each
Commodity Category selected.
Company Name:
Class
Description
325
330
FEED, BEDDING, VITAMINS AND SUPPLEMENTS FOR ANIMALS (SEE CLASS 875 FOR DRUGS AND
PHARMACEUTICALS FOR ANIMALS)
FENCING
335
340
345
FIRST AID AND SAFETY EQUIPMENT AND SUPPLIES (EXCEPT NUCLEAR AND WELDING)
350
360
FLOOR COVERING, FLOOR COVERING INSTALLATION AND REMOVAL EQUIPMENT, AND SUPPLIES
365
370
375
380
385
FOODS, FROZEN
390
FOODS: PERISHABLE
393
395
400
FORMS, CONTINUOUS: COMPUTER PAPER, FORM LABELS, SNAP-OUT FORMS, AND FOLDERS FOR
FORMS
FOUNDRY CASTINGS, EQUIPMENT, AND SUPPLIES
405
410
415
FURNITURE: LABORATORY
420
425
FURNITURE: OFFICE
430
435
GERMICIDES, CLEANERS, AND RELATED SANITATION PRODUCTS FOR HEALTH CARE PERSONNEL
440
445
450
460
465
470
475
HOSPITAL HANDICAP AND RELATED SPECIALIZED EQUIPMENT AND SUPPLIES: MOBILITY, SPEECH
IMPAIRED, AND RESTRAINT ITEMS
HOSPITAL, SURGICAL, AND RELATED MEDICAL ACCESSORIES AND SUNDRY ITEMS
485
490
LABORATORY EQUIPMENT AND ACCESSORIES (FOR GENERAL ANALYTICAL AND RESEARCH USE):
NUCLEAR, OPTICAL, AND PHYSICAL
LABORATORY EQUIPMENT AND ACCESSORIES: BIOCHEMISTRY, CHEMISTRY, ENVIRONMENTAL
SCIENCE, ETC.
LABORATORY AND FIELD EQUIPMENT AND SUPPLIES: BIOLOGY, BOTANY, GEOLOGY,
MICROBIOLOGY, ZOOLOGY, ETC.
LAUNDRY AND DRY CLEANING EQUIPMENT, ACCESSORIES, PARTS AND SUPPLIES - COMMERCIAL
493
495
500
9/14/2001
Page 4 of 8
Commodity/Class ID Listing
Please indicate which products and/or services your company can supply by checking the appropriate box(es). Upon receipt of both
the Vendor Application and the completed Commodity/Class ID Listing, the Purchasing Division will send a detailed item list for each
Commodity Category selected.
Company Name:
Class
Description
505
510
515
520
525
530
540
545
550
555
556
557
558
559
560
565
570
575
METALS: BARS, PLATES, RODS, SHEETS, STRIPS, STRUCTURAL SHAPES, TUBING, AND FABRICATED
ITEMS
MICROFICHE AND MICROFILM EQUIPMENT, ACCESSORIES, AND SUPPLIES
578
MISCELLANEOUS PRODUCTS
580
590
595
600
605
610
615
620
625
630
635
640
645
650
652
655
658
PHOTOGRAPHIC EQUIPMENT AND SUPPLIES (NOT INCLUDING GRAPHIC ARTS, MICROFILM, AND
X-RAY)
PIPE AND TUBING
659
9/14/2001
Page 5 of 8
Commodity/Class ID Listing
Please indicate which products and/or services your company can supply by checking the appropriate box(es). Upon receipt of both
the Vendor Application and the completed Commodity/Class ID Listing, the Purchasing Division will send a detailed item list for each
Commodity Category selected.
Company Name:
Class
Description
660
665
670
675
680
685
690
691
700
710
715
720
725
735
740
745
750
755
ROAD AND HIGHWAY EQUIPMENT AND PARTS: ASPHALT AND CONCRETE HANDLING AND
PROCESSING
ROAD AND HIGHWAY EQUIPMENT: EARTH HANDLING, GRADING, MOVING, PACKING, ETC.
730
760
765
770
ROAD AND HIGHWAY EQUIPMENT (EXCEPT ASPHALT, CONCRETE, AND EARTH HANDLING
EQUIPMENT IN CLASSES 755 AND 760)
ROOFING
775
780
785
790
795
800
801
803
805
SOUND SYSTEMS, COMPONENTS, AND ACCESSORIES: GROUP INTERCOM, MUSIC, PUBLIC ADDRESS,
ETC.
SPORTING GOODS, ATHLETIC EQUIPMENT AND ATHLETIC FACILITY EQUIPMENT
810
815
820
9/14/2001
Page 6 of 8
Commodity/Class ID Listing
Please indicate which products and/or services your company can supply by checking the appropriate box(es). Upon receipt of both
the Vendor Application and the completed Commodity/Class ID Listing, the Purchasing Division will send a detailed item list for each
Commodity Category selected.
Company Name:
Class
Description
825
830
832
TANKS (METAL, WOOD, AND SYNTHETIC MATERIALS): MOBILE, PORTABLE, STATIONARY, AND
UNDERGROUND TYPES
TAPE (NOT DATA PROCESSING, MEASURING, OPTICAL, SEWING, SOUND, OR VIDEO)
840
845
850
855
860
863
864
865
TWINE
870
875
880
VETERINARY EQUIPMENT AND SUPPLIES (SEE CLASS 325 FOR VITAMINS AND SUPPLEMENTS FOR
ANIMALS)
VISUAL EDUCATION EQUIPMENT AND SUPPLIES (EXCEPT PROJECTION LAMPS -SEE CLASS 285)
883
885
890
895
WATER SUPPLY, GROUNDWATER, SEWAGE TREATMENT, AND RELATED EQUIPMENT (NOT FOR AIR
CONDITIONING, STEAM BOILER, OR LABORATORY REAGENT WATER)
WELDING EQUIPMENT AND SUPPLIES
898
905
906
907
908
909
910
912
913
914
915
918
CONSULTING SERVICES
920
924
EDUCATIONAL SERVICES
925
926
928
929
9/14/2001
Page 7 of 8
Commodity/Class ID Listing
Please indicate which products and/or services your company can supply by checking the appropriate box(es). Upon receipt of both
the Vendor Application and the completed Commodity/Class ID Listing, the Purchasing Division will send a detailed item list for each
Commodity Category selected.
Company Name:
Class
Description
931
934
936
938
939
940
941
945
946
FINANCIAL SERVICES
947
FORESTRY SERVICES
948
952
HUMAN SERVICES
953
954
956
LIBRARY SERVICES (SEE CLASS 908 FOR BOOKBINDING, REBINDING, AND REPAIRING)
958
MANAGEMENT SERVICES
959
961
962
965
966
968
971
975
977
979
981
983
988
989
984
985
9/14/2001
Please indicate which products and/or services your company can supply by checking the appropriate box(es). Upon receipt of both
the Vendor Application and the completed Commodity/Class ID Listing, the Purchasing Division will send a detailed item list for each
Commodity Category selected.
Company Name:
Class
Description
990
992
998
Page 8 of 8
W-9
Form
(Rev. October 2007)
Department of the Treasury
Internal Revenue Service
Print or type
See Specific Instructions on page 2.
Exempt
payee
Part I
Enter your TIN in the appropriate box. The TIN provided must match the name given on Line 1 to avoid
backup withholding. For individuals, this is your social security number (SSN). However, for a resident
alien, sole proprietor, or disregarded entity, see the Part I instructions on page 3. For other entities, it is
your employer identification number (EIN). If you do not have a number, see How to get a TIN on page 3.
Note. If the account is in more than one name, see the chart on page 4 for guidelines on whose
number to enter.
Part II
or
Certification
Sign
Here
Signature of
U.S. person
Date
General Instructions
Section references are to the Internal Revenue Code unless
otherwise noted.
Purpose of Form
A person who is required to file an information return with the
IRS must obtain your correct taxpayer identification number (TIN)
to report, for example, income paid to you, real estate
transactions, mortgage interest you paid, acquisition or
abandonment of secured property, cancellation of debt, or
contributions you made to an IRA.
Use Form W-9 only if you are a U.S. person (including a
resident alien), to provide your correct TIN to the person
requesting it (the requester) and, when applicable, to:
1. Certify that the TIN you are giving is correct (or you are
waiting for a number to be issued),
2. Certify that you are not subject to backup withholding, or
3. Claim exemption from backup withholding if you are a U.S.
exempt payee. If applicable, you are also certifying that as a
U.S. person, your allocable share of any partnership income from
a U.S. trade or business is not subject to the withholding tax on
foreign partners share of effectively connected income.
Note. If a requester gives you a form other than Form W-9 to
request your TIN, you must use the requesters form if it is
substantially similar to this Form W-9.
Form
W-9
(Rev. 10-2007)
Page
The U.S. grantor or other owner of a grantor trust and not the
trust, and
The U.S. trust (other than a grantor trust) and not the
beneficiaries of the trust.
5. You do not certify to the requester that you are not subject
to backup withholding under 4 above (for reportable interest and
dividend accounts opened after 1983 only).
Certain payees and payments are exempt from backup
withholding. See the instructions below and the separate
Instructions for the Requester of Form W-9.
Also see Special rules for partnerships on page 1.
Penalties
Failure to furnish TIN. If you fail to furnish your correct TIN to a
requester, you are subject to a penalty of $50 for each such
failure unless your failure is due to reasonable cause and not to
willful neglect.
Civil penalty for false information with respect to
withholding. If you make a false statement with no reasonable
basis that results in no backup withholding, you are subject to a
$500 penalty.
Criminal penalty for falsifying information. Willfully falsifying
certifications or affirmations may subject you to criminal
penalties including fines and/or imprisonment.
Misuse of TINs. If the requester discloses or uses TINs in
violation of federal law, the requester may be subject to civil and
criminal penalties.
Specific Instructions
Name
If the account is in joint names, list first, and then circle, the
name of the person or entity whose number you entered in Part I
of the form.
Sole proprietor. Enter your individual name as shown on your
income tax return on the Name line. You may enter your
business, trade, or doing business as (DBA) name on the
Business name line.
Limited liability company (LLC). Check the Limited liability
company box only and enter the appropriate code for the tax
classification (D for disregarded entity, C for corporation, P
for partnership) in the space provided.
For a single-member LLC (including a foreign LLC with a
domestic owner) that is disregarded as an entity separate from
its owner under Regulations section 301.7701-3, enter the
owners name on the Name line. Enter the LLCs name on the
Business name line.
For an LLC classified as a partnership or a corporation, enter
the LLCs name on the Name line and any business, trade, or
DBA name on the Business name line.
Other entities. Enter your business name as shown on required
federal tax documents on the Name line. This name should
match the name shown on the charter or other legal document
creating the entity. You may enter any business, trade, or DBA
name on the Business name line.
Note. You are requested to check the appropriate box for your
status (individual/sole proprietor, corporation, etc.).
Exempt Payee
If you are exempt from backup withholding, enter your name as
described above and check the appropriate box for your status,
then check the Exempt payee box in the line following the
business name, sign and date the form.
Page
Broker transactions
Generally, exempt
payees
2
1 through 7
1
2
Page
The owner
2
3
The owner
4
Legal entity
The corporation
The organization
The partnership
The broker or nominee
The public entity
List first and circle the name of the person whose number you furnish. If only one person
on a joint account has an SSN, that persons number must be furnished.
Circle the minors name and furnish the minors SSN.
You must show your individual name and you may also enter your business or DBA
name on the second name line. You may use either your SSN or EIN (if you have one),
but the IRS encourages you to use your SSN.
List first and circle the name of the trust, estate, or pension trust. (Do not furnish the TIN
of the personal representative or trustee unless the legal entity itself is not designated in
the account title.) Also see Special rules for partnerships on page 1.
How to Use the Bulk Order Form and the Sell-Down Order Form:
The District has two types of order forms. The Bulk Order Form lists inventory items that the District will actively
maintain, and will replenish once its supplies are depleted, and the Sell-Down Order Form lists inventory items
that the District currently has in stock, but will not replenish once the items have been distributed. The District is
tying to "sell down" these items, and once they are depleted you will have to purchase these items via the
Purchase Order system.
Each form has its own Tab in this spreadsheet. Below are the instructions for using these forms:
1) Locate the item(s) you wish to order and fill in the desired quantity in the QTY column.
2) Provide the appropriate Budget Account Code to be charged for the items in the Budget Account Codes
columns. Note: If you require pricing for your order (prior to placing the order), please call the District Warehouse
at 466-7214, to obtain the pricing. Pricing for the Sell-Down items is listed on the form.
3) Obtain the appropriate Business Manager or District Managers signature on the bottom of the form, and fax
the order to the District Warehouse at 587-7866.
4) The District Warehouse will fill in the average price for the item(s) in the Average Price column, calculate the
total price in the Total column, note any shortages in the Comments column, and deliver the items.
5) Upon delivery of items, the Warehouse Worker will require a signature for proof of delivery in the Delivery
Receipt field.
6) A copy of the Order Form will be provided at the time of delivery. This form should be forwarded to the
Business Manager or District Manager who approved the purchase.
7) Weekly, the Warehouse will inform the Finance Department of the total cost of your order so that your budget
will be charged for the items. If have questions regarding when your budget will be charged, please contact the
Finance Department.
If you have any questions, please call the Warehouse at 466-7214, or the Warehouse Supervisor, Mr. Shawnee
Martinez at 466-7334.
Thank you,
John Banisadr
Purchasing Compliance Manager
ORDER FORM FOR BULK ITEMS - PCCD WAREHOUSE (Fax the Approved Form to the District Warehouse at 587-7866)
Requestor:
Date:
PH #:
Page 1
Warehouse Use Only
Campus
UoM
Loc
Fund
Cost Ctr
Obj
Prgm
Activity/
Suffix
Project
Acct Line
Average Price
CASE
GAL
SACK
GAL.
GAL.
GAL.
CASE
CASE
CASE
CASE
CASE
CASE
EA
CASE
CASE
CASE
BALE
CASE
CASE
EACH
GAL.
PAIL
GAL.
GAL.
LB
CASE
CASE
CASE
GAL.
BOX
BOX
BOX
BOX
BOX
BOX
BOX
BOX
BOX
BOX
BOX
DELIVERY RECEIPT
Received By:
Date:
TOTAL:
Total
Comments
ORDER FORM FOR BULK ITEMS - PCCD WAREHOUSE (Fax the Approved Form to the District Warehouse at 587-7866)
Requestor:
Date:
PH #:
Revised 7/21/09
Page 2
Warehouse Use Only
Campus
UoM
Loc
Fund
Cost Ctr
Obj
Prgm
Activity/
Suffix
Project
Acct Line
Average Price
PKG.
PKG.
PKG
REAM
REAM
REAM
REAM
REAM
REAM
REAM
REAM
PKG
PKG
PKG
PKG
PKG
REAM
EA
EA
EA
CASE
CASE
CASE
CASE
CASE
PKG
CTN
DELIVERY RECEIPT
Received By:
Date:
TOTAL:
Total
Comments
ORDER FORM FOR SELL-DOWN ITEMS - (Fax the Approved Form to the District Warehouse at 587-7866)
Requestor:
Date:
PH #:
Page 1
Warehouse Use Only
Campus
UoM
Loc
Fund
Cost Ctr
Obj
Prgm
Activity/
Suffix
Project
Acct Line
Average Price
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
CAN
LENG
LENG
EA
QT
QT
EA
CAN
EA
SACK
EA
BOX
BOX
BOX
BOX
BOX
BOX
BOX
BOX
BOX
BOX
BOX
PKG
PKG
PKG
PKG
PKG
PKG
DOZ
EA
ROLL
REAM
REAM
REAM
REAM
REAM
REAM
REAM
ROLL
ROLL
EA
EA
DELIVERY RECEIPT
Received By:
Date:
12.92
10.01
17.52
7.09
1.95
1.86
3.62
6.25
16.33
2.93
2.99
7.22
11.47
3.85
7.36
11.44
14.82
13.65
9.54
14.97
8.99
6.79
20.86
11.23
41.38
8.15
7.87
28.09
3.90
0.26
0.39
5.34
6.06
5.05
4.50
4.32
3.64
34.34
49.26
29.83
1.10
1.51
TOTAL:
Total
Comments
ORDER FORM FOR SELL-DOWN ITEMS - (Fax the Approved Form to the District Warehouse at 587-7866)
Requestor:
Date:
PH #:
Page 2
Warehouse Use Only
Campus
UoM
Loc
Fund
Cost Ctr
Obj
Prgm
Activity/
Suffix
Project
Acct Line
Average Price
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
EA
EA
EA
EA
EA
EA
EA
EA
EA
EA
EA
EA
EA
EA
EA
EA
EA
EA
EA
EA
EA
PR
PR
PR
EA
EA
EA
EA
EA
EA
EA
EA
EA
EA
EA
EA
EA
EA
EA
EA
EA
EA
DELIVERY RECEIPT
Received By:
Date:
5.40
0.44
0.51
2.45
2.16
2.35
9.47
5.97
3.15
0.68
1.55
0.39
1.22
1.60
1.38
0.49
0.23
0.79
7.99
13.27
2.27
7.85
12.50
6.85
10.57
17.11
4.49
2.19
5.66
2.90
4.25
5.24
11.21
14.25
21.39
7.25
12.66
6.56
7.00
8.00
15.00
1.17
TOTAL:
Total
Comments
____
____
____
____
____
____
Copy of Sign-in Sheet from the Pre-Bid /site walk through meeting (if applicable)
____
____
____
____
____
____
____
____
____
Conflict of Interest forms, from panel members (for RFPs and RFQs)
____
Revised 3-30-09
Page 1 of 2
____
Check Contractors License number (if applicable) for low bidder at Californias
State License Board http://www2.cslb.ca.gov/CSLB_LIBRARY/license+request.asp
____
Check the State Debarment list (for low bidder) at DIRs site:
http://www.dir.ca.gov/dlse/debar.html
____
Check the Federal Debarment list (for low bidder) at Exclude Parties List System:
https://www.epls.gov/
____
____
Copy of the Memo to the Board of Trustees requesting approval for the Procurement
and any Board meeting minutes related to this transaction.
____
____
____
____
____
____
Bidder's Questionnaire
____
____
____
Page 2 of 2