partnering with purchasing · public works-minor facilities construction, alteration, renovation,...
TRANSCRIPT
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 Position Ext Email
Cynthia Moore Director of
Purchasing
4305 [email protected]
Cindy Ordaz Admin. Asst. 8170 [email protected]
Nyla Cotton Buyer 4495 [email protected]
Sandra Davis Buyer 4280 [email protected]
Sandy Franke Buyer 4509 [email protected]
William Jeff Buyer 4494 [email protected]
Who we are
Receiving and Mail Services
Name Position Ext Email
Roberto Jaurequi Manager,
Warehouse and Mail
Services
4477 [email protected]
Darrell Heximer Warehouse 4476 [email protected]
Luis Martin Warehouse 4477 [email protected]
Robert Villanueva Warehouse 4477 [email protected]
Rudy Henry Mail Services 4437 [email protected]
Frederick
Young(Rick)
Mail Services 4437 [email protected]
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
of work experience in Mail Services
• Roberto a member of the SMC family since
1987
Mail Services
Incoming Mail
Liberal Arts 102
All inbound mail is processed
and sorted every day (Including
U. S. Mail, Inter Department,
off site mail etc.)
Letters, postcards, books,
boxes, magazines, flyers,
advertisements are received
and handled every day.
Combination lock mailbox
Outgoing Mail
Warehouse
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
Supply Agreements
• Commodity
contracts
• Leverage District’s
purchasing power
• Collaborate with
other Districts,
Municipalities, State
and Local
Government
Monitor 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
Type of Purchase Total
Amount of
Purchase
Quote or
Solicitation
Requirements
Purchase Order or
Contract Type Authority
Minor Purchases:
Equipment, leases,
rentals, materials
and supplies (Non
Consulting
Services
$1- $1,000 One (1)
documented
verbal, written
or catalog
quote
Purchase Order Requestor
Minor Purchases $2,000-
$4999
Two Solicitation
of (2) or more
written
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
or RFP
conducted on
Planet Bids
After BOT
approval,
purchase order
and/or contract
Issues
Purchasing
Public Contract Code: 20651
Transaction Levels
Type of Purchase Total Amount of
Purchase
Quote or
Solicitation
Requirements
Purchase Order
or Contract Type Authority
PCC1101
Public Works-
Minor facilities
construction,
alteration,
renovation,
demolition,
painting or
repair
$1,000-5000 One written
quotation from
a licensed
contractor
obtained 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
or 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
Type of Purchase Total Amount of
Purchase
Quote or
Solicitation
Requirements
Purchase Order
or Contract Type Authority
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
of 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
of 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
operated 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
of 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
on 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.
• 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
of 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
open 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
order/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?
Contract management or contract
administration 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/
operational 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-award Phase Roles and
Responsibilities
• Project Manager
• Define Requirements
• Develop Statement of
Work/Specification
• Determine Budget
• Identify Schedule
• Contract Manager
• 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
Award Phase Roles and
Responsibilities
• Project Manager
• Review Proposals
• Participate in
Discussion/Negotiation
• Select Preferred
Source
• Finalize Price
• Finalize Ts & Cs
• Contract Manager
• Review Proposals
• Participate in
Discussion/Negotiation
• Facilitate the Selection
of a Preferred Source
• Finalize Price
• Finalize Ts & Cs
Post-Award Phase Roles and
Responsibilities
• Project Manager
• Monitor Seller
Performance
• Recommend Contract
Change
• Resolve Disputes
• Fulfill Commitments
• Review Final
product/documentation
• Contract Manager
• 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
Uniform (Facilities Agreements) Nyla Cotton 4495
Window Installation, Replacement Washing, Window Treatments, Blinds 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
obligate 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.