with Purchasing Todays objectives What the purchasing policy and - - PowerPoint PPT Presentation

Partnering with Purchasing

• What the purchasing policy and

regulations are and their importance

• What tools and support

mechanisms are available to you

• What we do and what you do
• Help Resources

Today’s objectives

WHO WE ARE Purchasing

Name Name Posit

• sition

ion Ext Ext Email Email

Cynthia Moore Director of Purchasing 4305 moore_cynthia@smc.edu Cindy Ordaz

• Admin. Asst.

8170 Ordaz_cindy@smc.edu Nyla Cotton Buyer 4495 Cotton_nyla@smc.edu Sandra Davis Buyer 4280 Davis_sandra@smc.edu Sandy Franke Buyer 4509 Franke_Sandra@smc.edu William Jeff Buyer 4494 Jeff_William@smc.edu

Who we are

Receiving and Mail Services

Name Name Posit

• sition

ion Ext Ext Email Email

Roberto Jaurequi Manager, Warehouse and Mail Services 4477 Jaurequi_roberto@smc.edu Darrell Heximer Warehouse 4476 Heximer_darrell@smc.edu Luis Martin Warehouse 4477 Martin_luis@smc.edu Robert Villanueva Warehouse 4477 Villanueva_robert@smc.edu Rudy Henry Mail Services 4437 Henry_rudy@smc.edu Frederick Young(Rick) Mail Services 4437 Young_frederick@smc.edu

Mail Services

• To provide with reliable, customer

focused and cost-effective mail

• To efficiently integrate with the
• U. S. Postal Service

Who we are

• Frederick (Rick) came to SMC in 1998 after a

24 years career in the Mail Services Dept. at USC

• Rudy joined SMC in 1999 with over 10 years
• f work experience in Mail Services
• Roberto a member of the SMC family since

1987

Mail Services

 Inc Incoming

• ming M

Mail ail

 Liberal Arts 102  All inbound mail is processed and sorted every day (Including

• U. S. Mail, Inter Department,
• ff site mail etc.)

 Letters, postcards, books, boxes, magazines, flyers, advertisements are received and handled every day.  Combination lock mailbox

 Outgo Outgoing ing Mail Mail

 War Wareh ehou

• use

se

• Outbound mail involves the

preparation, metering, presorting and delivering mail to U. S. Post Office, satellite sites and SMM Unified.

• Personal mail ( Stamped)
• Express mail
• Certified mail
• First class
• Design, elements, address

placement and size of a mail piece.

• Presort non profit.

FIRST CLASS-PRESORT NON PROFIT

First Class

• Delivery address
• No minimum quantity
• No sorting requirements.
• Hand written.
• Letters, envelopes, small

packages.

• Priority handling of

standard mail

Presort Non Profit

• Postage Discount
• Maximum Price per piece .44
• Lowest Discount per piece .11
• Right Indicia or Permit

Imprint.

• Minimum Requirements:

500 for First Class 200 for Standard Non Profit.

• Slower delivery:

1-2 days for first class 10-14 for standard non-profit.

• Identical weight.
• Content: First Class may

contain personal data. Non Profit has to be generic in nature.

How should I address my mail?

• Design Elements, Address Placement and mail

piece size

 All mail pieces must have a SMC return address with department name on it.  White or light pastel colors of paper are best for readability using black ink and either a 10 or 12 point.  Paper weight and surface finish of paper is important when direct imprinting addresses. Shinny and rough surfaces do not absorb the ink, they smear the ink. An alternate paper should be considered (Check with Mail Services).

Preparing Mail

• Do not print any words or graphics in the read area of the mail

piece (A template is available from mail services for positioning).

• All self mailers must be tabbed NO STAPLES.
• All designs should be checked by mail services BEFORE

PRINTING to avoid costly surcharges and extra expenses.

MAIL PIECE DESIGN

FORMAT ELEMENTS OF A MAIL PIECE

SIZE OF A MAIL PIECE

Our Equipment

Bulk Mailer Software

• Qualify Mailings for discounts: Creates Bar

Codes, Zip code sortation generates reports.

• Improves deliverability
• Reduces returned mail
• Cleans mailing lists
• CASS Certified for address correction

Address Printer

• Eliminates the cost of labels.
• Minimize labor (366 envelopes/ min).
• Improves appearance.
• Prints barcodes (required by USPS)
• Prints on postcards, envelopes and flats.

• Maximizes productivity & versatility.
• Collates, folds, inserts, seals.
• Processes up to 4000 envelopes per

hour.

Folder/Inserter

Purchasing Website

www.smc.edu Campus Resources > Purchasing

Click on the links listed to find general information.

Links and pages are updated regularly. Find new information and important changes under the “Announcements” link .

Our Value

• Purchasing

Decision support

• Product Sourcing
• RFQ/RFP/IFB
• Supplier Qualification and

relationship management

• Contract Development
• Improved

purchasing Methodologies

• Streamline processes
• Improve efficiency
• Improve accountability
• Increase accuracy
• Save time and money

What we do

Su Supp pply ly Agree Agreemen ments ts

• Commodity

contracts

• Leverage District’s

purchasing power

• Collaborate with
• ther Districts,

Municipalities, State and Local Government Mon Monit itor

• r Complianc

Compliance

• Policy
• Legal
• Promote Best

Practices

Purchasing Policy

• Objective
• To provide a framework to:
• Ensure we get the best value for

academic purpose.

• Meet Legal and Ethical obligations.

Ensure Best Value

• Wide supply contracts for

broadly used commodities and services

• Informal Quotes on quotes on

purchases over $2000.00

• Formal Bids (IFB or RFP on ) on

purchases exceeding $78,900

Legal and Ethical Obligations

• Publically Funded + Institution= Rigorous Standards
• Arms length business relationships
• Competitive bids
• Bid evaluation process that is open to public

scrutiny

PURCHASING METHODS

• PURCHASE ORDERS
• BLANKET ORDERS
• PRICING AGREEMENTS
• CONTRACTS

What is Piggy-Backing?

• Use of other Agencies Agreements
• PCC 20652
• Requires prior approval by the

Board of Trustees

• CMAS, WSCA, NJPA, State of California DGS, GSA

Schedules

• E and I Cooperative, FCCC (Foundation for California

Community Colleges

• CMAS and Price Schedules require further negotiation

TRANSACTION LEVELS AND AUTHORITY

Typ ype of f Purch rchase se Total tal Amo mount t of f Purch rchase se Quote te or Solicitati tation Requireme rements ts Purch rchase se Orde rder r or r Contr tract t Typ ype

Authority uthority

Minor Purchases: Equipment, leases, rentals, materials and supplies (Non Consulting Services $1- $1,000 One (1) documented verbal, written

• r catalog

quote Purchase Order Requestor Minor Purchases $2,000- $4999 Two Solicitation

• f (2) or mor

more writ itten quotations Purchase Order Requestor & Purchasing Minor Purchases $5,000- 78,899 Informal Quotes Solicitation of (3) or more written quotations or proposals Purchase Order Purchasing Formal Competitive Purchases, Materials, Supplies, Non Consulting Services $78,000+ Competitive Bid

• r RFP

conducted on Planet Bids After BOT approval, purchase order and/or contract Issues Purchasing Public Contract Code: 20651

Transaction Levels

Typ ype of f Purch rchase se Total tal Amo mount t of f Purch rchase se Quote te or Solicitati tation Requireme rements ts Purch rchase se Orde rder r

• r

r Contr tract t Typ ype

Author uthority ity PCC PCC110 1101

Public Works- Minor facilities construction, alteration, renovation, demolition, painting or repair $1,000-5000 One written quotation from a licensed contractor

• btained using

approved format Contract Issued Purchase Order Issued to encumber funds Facilities & Purchasing Public Projects: Request for Quote (RFQ) (as above) $5001-$14,000 Solicitation of 3

• r more written

price quotations from Licensed Contractors Contract Issued Purchase Order issued to encumber funds Purchasing Public Projects $15,000 Formal advertising Solid Specifications Job Walks Bonding Prevailing Wages Insurance, Licenses After BOT approval contract issued, Purchase Order generated to encumber funds Purchasing

Electronic Bid Portal Planet Bids

Transaction Levels

Typ ype of f Purch rchase se Total tal Amo mount t of f Purch rchase se Quote te or Solicitati tation Requireme rements ts Purch rchase se Orde rder r

• r

r Contr tract t Typ ype

Author uthorit ity y

Professional Services/ Independent Contractor (Consulting) $1,000-5000 None for specialists (e.g. instructional services, lawyers, doctors, engineers, architects, but it is preferable to request competitive pricing from several suppliers Professional Services Agreement approved by Director of Purchasing or VP Ratification by Board

• f Trustees,

Purchasing executes contract Professional Services/Independent Contractor (Consulting) $5001-$50,000 Specialists (e.g. instructional services, lawyers, doctors, engineers, architects) selected by RFQ process. Contract Issued Purchase Order issued to encumber funds Ratification by Board

• f Trustees

Purchasing executes contract Professional Services $50,000+ Formal RFP conducted by Purchasing After BOT approval contract issued, Purchase Order generated to encumber funds Board Approval, Purchasing executes contract Textbooks, Library Books, Instructional Software, films, testing, materials periodicals for Library Services or for resale by College Bookstore ALL None per Education Code 81651, but is preferable to request competitive pricing Purchase Order Purchasing

Maintenance vs. Public Works

• Maintenance Projects
• Public Contract Code

20656

• Routine/Recurring
• Recurring
• Usual work for the

preservation or protection of any publically owned or

• perated facility
• Minor repainting
• Landscape Maintenance
• Public Works Projects
• Key Words
• Construction
• Reconstruction
• Alteration
• Renovation
• Improvement
• Demolition
• Repair Work

Public Works Emergencies

• Pcc 20654
• Competitive Bid Not

Required

• Natural Disaster
• Permit continuance of

classes

• Avoid danger to life

and property

• Requires unanimous

vote by the Board of Trustees with approval

• f the County

Superintendent of Schools

• Authorization to:
• Enter into a contract

for performance of labor and furnishing materials or supplies without advertising or inviting bids

• Use of day labor or

forced account

SANDY FRANKE

OFFICE MAX RECAP

Sandy Franke

• Office Supplies with OfficeMax
• Key Benefits
• Larger Product Discounts
• Rebates to SMC based on total spend and early

payment

• “Green” bin program; when office supplies are

delivered, you’ll unpack the boxes and return them back to receiving for OfficeMax to pick up and

• reuse. Bins can be used on the avg. 100x
• No furniture or equipment of $250.00 can be

purchased on your open PO’s

MEMBERSHIPS AND ACCOMODATIONS

SANDRA DAVIS

Sandra Davis Memberships

• Memberships must be approved by the Board of

Trustees Prior to submitting a requisition.

• Submitted twice per year through Lisa Rose, President’s

Office

 Processed and paid by submitting the information

• n a purchase requisition and not a Direct Payment

 Spell the complete name of membership and provide the acronym if possible (i.e., ISM- Institute for Supply Chain Management)  Write any instructions for payment processing for Accounts Payable- i.e., call Jane Doe on ext. 1234 when check is ready for pick up.  Attached the board approval and any renewal forms to the requisition.

Sandra Davis

Memberships– Do not use this form for memberships

April 7, 2011-June 4-2011 Room Type 1-6 Nights 7-29 Nights 30+ Nights Studio Queen Suite $176.00 $159.00 $149.00 One Bedroom Suite $192.00 $176.00 $169.00 June 5, 2011- August 20, 2011 Studio Queen $192.00 $176.00 $159.00 One Bedroom Suite $209.00 $192.00 $179.00 August 21,2001-November 19, 2011 Studio Queen $184.00 $167.00 $150.00 One Bedroom Suite $201.00 $184.00 $169.00 November 20, 2011-December 30, 2011 Studio Queen $176.00 $159.00 $149.00 One Bedroom Suite $192.00 $179.00 $169.00 ay must be consecutive to receive tiered discount.

Residence Inn- Marriot

1177 South Beverly Drive, Los Angeles, CA 90035 Keep in mind that anyone associated with Santa Monica College is able to use the rate. (Friends, Family, Students, Consultants, Staff and Faculty ) SPECIAL CORPORATE RATES FOR SANTA MONICA COLLEGE Rates do not include applicable state and local taxes, currently 14.07% and subject to change. Duration- The rates quoted are valid from Friday, April 08, 2011 through December 30, 2011. Method of Reservation- Reservations may be accessed through the internet http://www.marriott.com/laxrb and enter Santa Monica College Corporate Code. Just go to our website www.marriott.com/laxrb To enter rate code look on the left hand side of the web page and click on “Special Rates & Awards” then enter the Santa Monica College rate code of ZQG in the “Corporate / Promotional Code” box and the desired dates. Then click on “Check Availability”. Guests can also call 866-440-5370 and ask for the Santa Monica College Rate. Guaranteed Reservations- All reservations must be guaranteed for arrival by first night room deposit, guaranteed with a major credit card. The hotel will not hold any reservations unless secured. To avoid a no show charge of one night’s room and tax charges, reservations must be canceled by 4:00 p.m. on the day of arrival. Check –In/Check-Out Time- Hotel check in time is at 4:00 p.m. Hotel check out time is 12:00 p.m. Any early check in or late departure requests will be based upon availability.

Sheraton Delfina Santa Monica Program comparison

• 310 redesigned guest rooms and suites
• Starwood Preferred Guest points (SPG)

redeemable for a free night stay after guest has accumulated 10k.

• Queen or King balcony/mountain view $279.67 per night
• Queen or King and partial view of mountains $330.68 per night

Copiers and Printing

William Jeff

Xerox 5 year contract

• New competitive Agreement for Media Center, Fleet

and Student Pay for Print program.

• Fleet copiers can perform 3 functions

simultaneously (Copying, Printing, Scanning) without job interruption

• Media Center outfitted with new print engines and

functionality

Outsourced Printing

• Importance of including Purchasing

in the planning process.

• Provide a pdf file of your artwork.
• Tools for competitive pricing, quality

and best value.

Wow Moment

• Electronic Requisition Form
• Preview of PeopleSoft on line

requisitions

THE NEW ON LINE REQUISITION

Cindy Ordaz

Electronic Purchase Requisition Form

• Form available on our website at www.smc.edu/purchasing under “Forms” link.
• Completely fill out and print/save for your records.

Page 1 Page 2

Purchase Requisition Form (cont’d)

• Please complete all fields.
• Drop-down menu available in some fields.
• Requested Delivery Date must be in the future

future.

• Multiple lines available for multiple account strings.

Purchase Requisition Form (cont’d)

• Form calculates the Extended Price on each Line.
• Please select a Category from the drop-down menu.
• Please include manufacturer/model #’s in your item

descriptions.

Purchase Requisition Form (cont’d)

• Suggested Supplier section at the bottom of the first page.
• Extended Price is added at the bottom and calculates your

total.

• You may add the Tax and Shipping for your reference only.

The amount is encumbered on the actual Purchase Order.

Purchase Requisition Form (cont’d)

• Requisition Continuation (page 2) has lines 6-14.
• If more lines are required, please attach a list with all the information required on each line.
• It would be helpful to forward any lists attached to your requisition to the Buyer.

Purchasing Steps

• Prior to submitting a requisition, check the account

to make that there are funds available to cover the expense.

• If funds are insufficient, please contact Fiscal

Services.

• Complete a Purchase Requisition utilizing the PDF

fill-able Requisition Form. (Available on the Purchasing Website at www.smc.edu/purchasing

Approval Steps

• 1. Requestor
• 2. Department Head/Administrator
• 3. Vice President
• 4. Fiscal Services verifies account number, funding

compliance and fund availability

• 5. Purchasing
• Caveat: Requisitions for computer hardware,

software, multi-media or any wireless equipments which interfaces with network MUST be reviewed and approved by IT.

How long does it take to process my requisition?

Process Workflow

Emergencies

• Is the Purchase Order for an

emergency?

• That would depend on the nature
• f the emergency

− Yes- If it is determined that goods or services are needed so that the education function can continue − No- If it is because the requisition was not submitted for processing in a timely manner

HELP

• I need to change my order

How is a purchase order changed?

• Decreasing the amount of an Open Purchase Order is

done by sending an email to the Buyer who created the purchase order indicating the amount of the decrease.

• Request to cancel a line item on a purchase order by

sending an email request to the Buyer that created the purchase order.

• If the item has not yet been received by the

warehouse and the supplier has not yet shipped the item, the line can be cancelled.

• Adding or removing authorized users to an open purchase order.

Change Orders-Increase

• When increasing funds to an
• pen purchase order or adding

another lime item to an existing purchase order, a new requisition must be prepared and sent through the approval process.

Purchase Order Cancellation

• Send an email to the Buyer that

issued to purchase order. The buyer will issue a change

• rder/cancellation and forward

to the supplier.

Merchandise Exchanges and Returns

• What do I do now?
• Contact Purchasing via email- Do

not contact the supplier.

• Include the following information:
• Purchase Order Number
• Name of Supplier
• Description of item to be returned
• Reason for return (if damaged, describe)
• Requested outcome, i.e., refund or exchange
• Department contact, extension, room number.

Restocking Charges

• If the merchandise was ordered in error,

the supplier is under no obligation to accept the return. The supplier may impose a restocking fee and/or return fee which is the responsibility of the requesting department

• The Buyer will negotiate with the supplier

to reduce the charges whenever possible

• Special Orders in most cases, can not be

returned.

CONTRACTS

NYLA COTTON

What is a Contract?

• An agreement between two or

more parties or persons that creates an obligation to do or not do a particular thing

Contracts Are….

• Sources of Business
• Sources of Goods and Services
• Risk Management Tools

TYPES OF CONTRACTS

• UNILATERAL CONTRACT
• A one-sided agreement whereby you

promise to do something in return for performance.

• The District Purchase Order is an

example of a unilateral contract.

• Performance: The Supplier’s adherence to the

contract by providing goods/services at the specified dollar amount.

TYPES OF CONTRACTS

• Blanket Purchase Orders
• Supplies adhere to the total value of the PO or

the due date, which ever comes first.

• Promise: The District will pay for the

goods/services upon presentation of the invoice.

• When the District receives any portion of the

goods/services, the Supplier has accepted the terms and conditions of the unilateral contract.

TYPES OF CONTRACTS BI-LATERAL

• A contract involving mutual promise (each

party is both promissor and promissee)

Example

• Independent Consultant Agreements to teach a

class

• District Promise - Registration Services,

Classroom Facilities and courses presented in marketing brochure

• Consultant promise- Classroom Instruction,

hand-outs, invoice with correct information and notice of cancellation

• All parties sign the agreement indicating

acceptance of all terms and conditions

CONTRACT MANAGEMENT

• What is contract management?
• What does it mean for SMC?

What is Contract Management?

Contr Contract act management management or contract contract admin administration istration is the management of contracts made with customers, supplier’s, partners, or employees.

• It includes negotiating the terms and

conditions.

• Ensuring compliance with terms and

conditions.

• Documenting and agreeing to any

changes that may arise during its implementation or execution.

Summary of Contract Management?

• The process of systematically and

efficiently managing contract creation, execution, and analysis for the purpose of maximizing financial/

• perational performance and

minimizing risk.

Contract Management at SMC

• Review of Contracts for terms

and conditions that are not in the best interest of SMC.

CONTRACT MANAGEMENT AT SMC

UNFAVORABLE TERMS:

• VENUE for dispute resolution
• Los Angeles County signed document

indicating other states.

• One sided language - we pay for the

service and assumes all the risk.

• Automatic Renewals (Evergreen Clauses)
• Supplier has Ownership of all reports,

artwork and documents.

CONTRACT MANAGEMENT AT SMC

Required Documents

• Insurance
• Payment and Performance

Bonds

• Board Agenda Reports
• Other supporting documents

CONTRACT EXECUTION

• FULLY EXECUTED

AGREEMENTS

• PRE-AWARD AND POST BID

AWARDS

EXECUTION OF CONTRACT

• Encumber Funds (create PO)
• Obtain appropriate signatures
• Enter information in Contracts

Data Base

• Forward contract package to

A/P for payment(s).

Pre Pre-award award Phase Phase Roles Roles and and Responsibilities Responsibilities

• Pr

Proje

• ject

ct Man Manag ager er

• Define Requirements
• Develop Statement of

Work/Specification

• Determine Budget
• Identify Schedule
• Co

Cont ntra ract ct Man Manag ager er

• Review Requirements
• Finalize Statement of

Work/Specification

• Identify Potential

Sources

• Determine Selection

Criteria

• Determine Method of

Solicitation/Contracting

• Develop Contract Ts &Cs

Supplier Profile Allows supplier to manage their profile

Aw Award Pha ard Phase R se Roles and

• les and

Resp Responsibilities

• nsibilities
• Pro

Project ject Man Manag ager er

• Review Proposals
• Participate in

Discussion/Negotiation

• Select Preferred

Source

• Finalize Price
• Finalize Ts & Cs
• Con

Contr trac act t Mana Manage ger

• Review Proposals
• Participate in

Discussion/Negotiation

• Facilitate the Selection
• f a Preferred Source
• Finalize Price
• Finalize Ts & Cs

Post Post-Award Award Phase Phase Roles Roles and and Respo Responsibilit nsibilities es

• Pr

Proje

• ject

ct Man Manag ager er

• Monitor Seller

Performance

• Recommend Contract

Change

• Resolve Disputes
• Fulfill Commitments
• Review Final

product/documentation

• Co

Cont ntra ract ct Man Manag ager er

• Participate in

Performance Reviews

• Authorize Changes
• Resolve Disputes
• Ensure all payments

have been made

• Close out Contract

POST AWARD

• Contract History
• The ability to track all details related to contracts

including Insurance Coverage (real time) and Subcontractors

Key Messages

• Internal and external factors

influence every contract.

• Project managers and contract

managers have overlapping, interdependent roles.

• Project managers and contract

managers must work together to ensure project success.

Purchasing Office

Buyer Commodity Listing

Commodity Affiliation Agreements Nyla Cotton 4495 Architect/Engineer Contract Review, Services Nyla Cotton 4495 Audit Services Nyla Cotton 4495 Buildings, Structured (Fabricated and Pre-Fabricated Nyla Cotton 4495 Carpet/Flooring(materials and installation) Nyla Cotton 4495 Consulting Agreements Nyla Cotton 4495 Credit Card Processing Nyla Cotton 4495 Elevator Agreements/Services Nyla Cotton 4495 Energy Agreements (to include Solar) Nyla Cotton 4495 Equipment Leases Nyla Cotton 4495 Financial Services Nyla Cotton 4495 Fire/Alarm Services, Sprinkler Inspection and Testing Nyla Cotton 4495 Food Service Agreements (Campus Food Vendors) Nyla Cotton 4495 Fuel Agreements Nyla Cotton 4495 Furniture/Furnishings Agreements, Services Nyla Cotton 4495 Hazardous Waste Removal Contracts Nyla Cotton 4495 Heating, Air Conditioning, Ventilation Agreements Nyla Cotton 4495 Inspection Services Nyla Cotton 4495 Instructional Agreements (Consulting Agreements) Nyla Cotton 4495 Insurance Nyla Cotton 4495 Master Contract Database Nyla Cotton 4495 Medical/Hazardous Waste Agreements Nyla Cotton 4495 Memorandum of Understanding/Master Enabling Agreements Nyla Cotton 4495 Minor Repair, Public Works, Construction Contracts Nyla Cotton 4495 Pest Control Agreements/Services Nyla Cotton 4495 Professional Services Agreements Nyla Cotton 4495 Property Rental and Leasing Nyla Cotton 4495 Real Property Leases Nyla Cotton 4495 Roof Replacement Nyla Cotton 4495 Software License Agreements Nyla Cotton 4495 Telecommunication Equipment, Supplies (VOIP, Mobile) Nyla Cotton 4495

Commodity

Appliances & Equipment household type Sandra Davis 4280

Art Supplies and Equipment

Sandra Davis 4280 Asphalt, Hot and Cold Mix Sandra Davis 4280 Athletic Equipment, Supplies and related apparel Sandra Davis 4280 Blueprint Services Sandra Davis 4280

Book Binding

Sandra Davis 4280 Books/Periodicals (DVD’s) Subscriptions Sandra Davis 4280

Catering/Food Services

Sandra Davis 4280 Clothing, Apparel Sandra Davis 4280

Conferences

Sandra Davis 4280 Cosmetology Supplies/Services Sandra Davis 4280

Decals and Stamps

Sandra Davis 4280 Employee Recognitions (Plaques, Certificate) Badges, emblems, name tags etc Sandra Davis 4280

Fastening, Packaging, strapping, typing equipment and supplies

Sandra Davis 4280 First Aid and safety equipment and supplies Sandra Davis 4280

Flag, Flag Pools, banners and accessories

Sandra Davis 4280 Gases, Industrial, Scientific, Medical including propane Sandra Davis 4280

Instructional Supplies

Sandra Davis 4280 Janitorial Supplies, Services(Cleaning agents, brooms, detergents mops, Paper Goods, floor care Sandra Davis 4280

Laboratory Supplies, Equipment

Sandra Davis 4280 Library Materials, Supplies and Equipment Sandra Davis 4280

Medical Supplies/Equipment, Services

Sandra Davis 4280 Memberships Sandra Davis 4280

Microfilm Supplies

Sandra Davis 4280 Pharmaceutical Supplies, Services Sandra Davis 4280

Signs, Aluminum Signs

Sandra Davis 4280 SMC Bookstore Purchases Sandra Davis 4280

Special Event (party) Rentals, equipment, supplies, balloons ,flowers

Sandra Davis 4280 Testing Supplies, Materials Sandra Davis 4280

Travel

Sandra Davis 4280 Veterinary equipment and supplies Sandra Davis 4280

Visual Education, equipment and supplies

Sandra Davis 4280 X Ray Equipment, Supplies, Services Sandra Davis 4280

Commodity

Air Conditioning and Heating Repairs, Filters, Compressors, accessories Sandy Franke 4509 Agricultural Equipment/Landscape(nursery stock, equipment and accessories, soils, fertilizers and soil conditioners, Irrigation System Maintenance Sandy Franke 4509 Audio Visual Equipment, Supplies, Services Sandy Franke 4509 Electrical Equipment, Supplies Sandy Franke 4509 Fingerprint Supplies/Services Sandy Franke 4509 Flashlights and Batteries Sandy Franke 4509 Microscopes Sandy Franke 4509 Office Supplies and Equipment( including shredders, fax machines) Sandy Franke 4509 Photographic Equipments, Supplies Services Sandy Franke 4509 Police Equipment and Supplies Sandy Franke 4509 Police Radio Equipment, Repair Sandy Franke 4509 Radio Broadcasting Equipment, Services Sandy Franke 4509 Scientific Laboratory Equipment, Supplies, Test Equipment, Clinical Lab, Reagents and Test, Cadavers, Transportation Sandy Franke 4509 Theatrical, Artist Equipment, Supplies Sandy Franke 4509 Vending Machines Sandy Franke 4509 Video Equipment, Supplies, Services Sandy Franke 4509 Water Services (Drinking Water)Coolers Sandy Franke 4509

Commodity Acoustical tile, insulating materials and supplies William Jeff 4494 Building Materials, Bricks Cement, , Hand Tools, Ladders, Lumber etc William Jeff 4494 Computer Equipment, Printers and Services (cables and accessories) William Jeff 4494 Copier Paper (Recycled Program) William Jeff 4494 Copier Purchases, Leases, Maintenance Agreements William Jeff 4494 Earth Moving Equipment (tractors, loaders), graders, dozers, etc.) William Jeff 4494 Express Delivery/Mail Services William Jeff 4494 Fencing William Jeff 4494 Garden Tools William Jeff 4494 Hardware (Tools) William Jeff 4494 Industrial Equipment, Supplies (i.e., Paint, Plumbing) William Jeff 4494 Insecticides William Jeff 4494 Mailroom Equipment, Supplies, Services William Jeff 4494 Material Handling Equipment (including Power lift, trucks, pallet jacks) William Jeff 4494 Music Instruments, Supplies, Services William Jeff 4494 Printing Equipment, Supplies and Services William Jeff 4494 Recycling William Jeff 4494 Steel William Jeff 4494 Vehicles, Carts, Trucks, Supplies, Services, Repairs William Jeff 4494

COOPERATIVE PURCHASE AGREEMENTS Please contact your Buyer for additional information

• Glendale Unified School District, Contract P-13 08/09, with Apple Computers, to 11/15/2013, for Computer

Equipment, Software, Peripherals and Service.

• State of California/WSCA Contract, Contract B27160, with Dell Marketing L.P., to 08/31/2014, for Computer

Equipment, Software, Peripherals and Service.

• State of California/WSCA Contract, Contract B27164, with Hewlett Packard Company, to 08/31/2014, for

Computer Equipment, Software, Peripherals and Service.

• State of California (CMAS), Contract, Contract 3-94-70-0032, with IBM Corporation, to 12/31/2012, for Computer

Equipment, Software, Peripherals and Service.

• U.S. Communities for the County of Fairfax VA. Contract, Contract RQ09-997736-42B, with Insight Public Sector,

Inc., to 04/30/2013, for Technology Products/Equipment, Section A and Technology Services/Solutions.

• U.S. Communities for the County of Fairfax VA. Contract, Contract RQ09-997736-42C, with Tech Depot, to

04/30/2013, for Technology Products/Equipment, Section A.

• State of California (CMAS), Contract, Contract 03-70-2023A, with Commercial Data System, Inc., to 05/31/2012,

for Oracle Corporation for Software, License Support and Maintenance.

• State of California (CMAS), Contract, Contract M010370, with CCS Presentation Systems Inc., ongoing, for

Classroom Audio-Visual Equipment and Mitsubishi Brand included.

• U.S. Communities for the County of Los Angeles, Contract, Contract MA-IS-1140130, with Graybar Electric

Company, Inc , to 01/13/2013, for Electrical Heating, Ventilation and supplies.

• Western States Contracting Alliance (WSCA) for the State of Nevada, Contract, Contract 7066, with Grainger

Industrial Supplies, to 11/30/2011, for Industrial Supplies and Equipment, Janitorial Supplies and Equipment.

• Western States Contracting Alliance (WSCA) for the State of California, Contract, Contract 7-09-79-02, with

Waxie Enterprises, Inc., to 07/30/2011, for Janitorial Supplies.

• Western States Contracting Alliance (WSCA) for the State of California, Contract, Contract IS-06-84-01 , with

Empire Safety , to 11/30/2011, and Supply or Safety Supplies.

• US Communities for the County of Maricopa, AZ, Contract, Contract 5091, with Home Depot Supply, Inc., to

11/30/2011, for Maintenance and Hardware Supplies.

• State of California (CMAS), Contract, Contract 4-09-0087A, with ALLSTEEL Inc., to 12/31/2013, for Office

Furnishings Systems, seating, files and Architectural Interiors.

• State of California (CMAS) Contract, Contract 4-09-71-0091A, with Contract Office Group Inc., to 03/31/2013,

for Haworth Office Furnishing Systems, seating files and Architectural Interiors.

• Western States Contracting Alliance (WSCA) for the State of Utah, Contract, Contract MA-454/MSA5-06- 99-04,

with Nexus IS, Inc., to 05/31/2011, for network communication equipment and maintenance.

• California State University Contract, Contract 701/09/047, with Human Scale, to 05/31/2011, for

Ergonomic Office Furniture.

• Western States Contracting Alliance (WSCA) for the State of Nevada, Contract 5-09-99-29 THRU 5-09-

99-31, with NAPA Auto Parts, to 12/21/2012, for Auto parts and supplies.

• California State University Contract, Contract 60512, with Apple Computer, to 12/31/2011, for I-Tune

Applications.

• California State University Contract, Contract 60511 50, with Google, to 12/31/2011, for Google

Appliances.

• California State University Contract, Contract 70422, with IBM, to 12/21/2011, for Consulting Services
• Educational & Institutional Cooperative Purchasing, Contract CNR-01163CNR-01163, with VWR

Scientific , to 06/30/2012, for General Laboratory Supplies

• California State University Contract, Contract 90428, with Royal Paper Supply , to 10/13/2011, for

Janitorial Paper Products

• California State University Contract, Contract 90365, with Mission Linen, to 08/31/2011, for Uniform Rentals

and Sales.

• EdBuy for the Los Angeles County Office of Education (LACOE), Contract, Contract 08/09-1383, with Xpedex, to

04/13/2012, for Cut Paper Supplies.

• US Communities for Dallas County TX, Master Agreement, Contract 2007-118-3034, with Zep Manufacturing ,

to 12/13/2012, for Cleaning Chemicals and Supplies.

• Western States Contracting Alliance (WSCA) for the State of Nevada, Contract 1568, with Simplex/Grinnel, to

10/31/2012, for Fire Alarm Testing/Fire Suppression Services

• US Communities for City of Charlotte, Contract, with Autozone, to 01/25/2013, for Auto parts and supplies.
• Western States Contracting Alliance (WSCA) for the State of California, Contract, Contract 05-09-99-31, with

O'Reilly Auto Parts, to 12/31/2013, for Auto parts and supplies.

FREQUENTLY ASKED QUESTIONS

Where is the Purchasing Department Located?

• Purchasing is located at: 2714 Pico Blvd., Room 329Santa Monica, CA

How do I place an order for my department?

• For specific items, you will need an approved purchase requisitions.
• For Blanket purchase orders, if you are an authorized buyer, you may

place your order directly with the supplier, not to exceed the total amount of the order.

• Who is authorized to sign a vendor contract on behalf of the District?
• Only those District officials designated by The Board of Trustees are

authorized to sign legally binding contracts on behalf of the District. In general, no staff or faculty member or dean has the authority to

• bligate the District in any contractual manner of sign an agreement.
• When is Formal bidding required?
• For equipment, goods, materials and services, the formal bid threshold

is $78,900.

• For public works, the formal bid threshold is $15,000.00

FREQUENTLY ASKED QUESTIONS

• How do I determine if the District has a contract for a specific commodity?
• Please contact your buyer regarding buying contracts. You may also

visit our website at http://www.smc.edu/purchasing

• How do I determine which buyer to contact regarding a particular

commodity?

• Visit the Purchasing Department’s Staff Directory. Each buyer is

listed and you can click on their Commodity List to see their assigned information.

• How do I determine if a requisition has been converted to a purchase order?
• You may contact your commodity buyer. For those of you who have

“PeopleSoft Budget Inquiry”, the encumbrance will be reflect on the Budget Inquiry Screen.

• What is the procedure for ordering business cards?
• You should prepare a requisition, attach a sample and forward your

requisition through the approval process. All business cards must be purchased from the Purchasing identified supplier.

FREQUENTLY ASKED QUESTIONS

• Do I have to send the purchase order to the supplier for my order?
• All purchase orders are sent to the suppliers by the Purchasing
• Department. Most purchase orders are faxed to the supplier while the

rest or either emailed or mailed via USPS

• Can I initiate a transaction with a supplier and follow-up later with a

requisition to Purchasing?

• No. Only Buyers in Purchasing are authorized to place orders.
• What steps need to be taken in order to use a new supplier?
• A supplier must be added to the District vendor file. To be added, a

supplier must complete the on-line vendor registration form. Note: This process merely registers the supplier with the District. It does not give the supplier an “approved” or “preferred” status, nor does it pre- empt the need for Purchasing to solicit bids depending on the dollar

• amount. Direct your new potential supplier to Purchasing Website

under the section Business Opportunities- Forms. Have your supplier complete the “Vendor Data Form”. The form must be emailed, faxed or mailed to the Purchasing Department.

FREQUENTLY ASKED QUESTIONS

• Can I use a “Direct Pay and Revolving Fund Reimbursement Requisition” to

purchase goods or services without going through Purchasing?

• No. All requests to purchase items must be submitted to Purchasing.
• What do I do if a supplier ask me to sign their form (agreement)?
• Never sign a supplier’s form or agreement. Supplier agreements must

be reviewed by Purchasing and signed by the appropriate approvers.

• Where should invoices be sent?
• To Accounts Payable, 1900 Pico Blvd., Santa Monica, CA 90405-1628
• When will a payment for an invoice be received?
• Payment terms are finalized prior to an award and are included in the

purchase order term contract. Payments are handled by the Accounts Payable Office at (310) 434-4283.