Table of Contents Standard Operating Procedures · This procedure applies to the personnel in the...

PERALTA CCD Document #: TOC PURCHASING DEPARTMENT Revised Date: 01/04/11 STANDARD OPERATING PROCEDURE Supersedes Revised Date: 04/05/10

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Table of Contents

Standard Operating Procedures:

SOP # SOP Name Revised Date

SOP01 Processing a Purchase Order.....................................................01/04/11

SOP02 Ordering Supplies from the Warehouse....................................07/23/09

SOP03 Just-In-Time Office Supplies Program .....................................01/04/11

SOP04 Vendor Application and Database Management ......................03/02/10

SOP05 Gas Receipts and Vehicle Repair Log ......................................02/12/09

SOP06 Procurement Checklist ..............................................................TBD1

SOP07 Measure A—Procurement Requirements .................................01/04/11

SOP08 Surplus Property........................................................................TBD2

SOP09 Requesting a Purchase Order for Goods...................................01/04/11

SOP10 Routing of “Payto” Requisitions and Invoices .........................01/04/11

References:

Flow Diagram—Procurement of Goods

Flow Diagram—Accounts Payable Processes for Purchases of Goods

Flow Diagram—Receiving of Goods

Flow Diagram—Measure A Process

Business Process Document—Dispatching POs in the Promt System

Business Process Document—Adding Vendors in the Promt System

Business Process Document—Creating Requisitions in the Promt System

Business Process Document—Creating Receipts in the Promt System

Peralta Community College District—Purchasing Procedures

Peralta Community College District—Fixed Asset Management (Draft)

Board Policy Section 6.31—Procurement of Supplies, Equipment, Furniture, Construction Repairs, and Maintenance Services

PERALTA CCD Document #: TOC PURCHASING DEPARTMENT Revised Date: 01/04/11 STANDARD OPERATING PROCEDURE Supersedes Revised Date: 04/05/10

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PowerPoint Presentation—Overview of Purchasing Policies & Procedures

PowerPoint Presentation—Overview of Measure A Procurement Procedures

State of California Public Contract Code–Sections 20650-20660

State of California Education Code–Part 49 Commencing with Section 81000

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 Program And Affidavit

Warehouse Order Form

Procurement Checklist

PERALTA CCD Document #: SOP01 PURCHASING DEPARTMENT Revised Date: 01/04/11 STANDARD OPERATING PROCEDURE Supersedes Revised Date: 03/05/10

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Processing a Purchase Order

1. PURPOSE To provide procedures for processing a Purchase Order to be used in conjunction with the District’s 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 Peralta’s 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 District—Purchasing Procedures 4.2 Board Policy Section 6.31—Procurement of Supplies, Equipment, Furniture,

Construction Repairs, and Maintenance Services 4.3 PowerPoint Presentation—Overview of Purchasing Policies & Procedures 4.4 State of California Public Contract Code–Sections 20650-20660 4.5 State of California Education Code–Part 49 Commencing with Section 81000 4.6 Business Process Document—Dispatching POs in the PROMT System 4.7 Business Process Document—Adding Vendors in the PROMT System 4.8 Procurement Checklist (for formal bids)

5. DEFINITIONS AND ABBREVIATIONS • A/P – Accounts Payable • 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) • Bid Recap – A Bid Recapitulation is a sheet used to summarize the quotes received by a

Requestor. • ICC – Independent Contractor/Consultant Service Contract. A contract used in lieu of a

formal contract for services over $600. • PO – Purchase Order • PROMT – Peralta Real-time Online Management Technologies (PeopleSoft computer

system). • Requestor – District/College personnel authorized to initiate a purchase requisition.


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6. AUTHORIZED SIGNATURES FOR POs AND REQUIRED DOCUMENTATION Only the following personnel (Buyers and Purchasing Management) have the authority to sign on Purchase Orders (POs), providing all the required backup documentation is attached to the back of the PO. No Buyer is to sign off on any PO without the required backup documentation.

Purchase Orders Authorized Signature Required Backup Documentation

Under $2,500 Buyer • Verbal or Written Quote (as required by Purchasing Procedure)

• Copy of ICC (if applicable) • Copy of the Change Order (if

applicable) • Copy of the Measure A Procurement

Request Form (only for Measure A items)

• Copy of Sole Source Letter (if applicable)

• Board Approval (if applicable)

Between $2,500 and under $10,000

Buyer • One Written Quote (as required by Purchasing Procedure)

• If you choose to obtain more than one written quote, you must select the vendor with the lowest price quote and complete a Bid Recapitulation Sheet which summarizes the quotes.

All other requirements are the same as above.

Over $10,000 and up to $78,900 (or the current bid threshold)

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.]

• Three Written Quotes (as required by Purchasing Procedure)

• Bid Recapitulation Sheet (signed by College/Department and Buyer)

• For purchases over $25,000 must check both the Federal Debarment Exclude Parties List System at: https://www.epls.gov/,and the State Debarment list at: http://www.dir.ca.gov/dlse/debar.html



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Purchase Orders Authorized Signature Required Backup Documentation

Over $78,900 (or the current bid threshold)

Vice Chancellor of General Services (For POs over $78,900 that were not generated by the Department of General Services, forward them to the Purchasing Compliance Manager, along with the required backup documentation for him to initial and forward to Vice Chancellor for signature.)

• Requires Board Approval • Must use the Procurement Checklist

to ensure the procurement file properly and completely documents all activities associated with the purchase.


7. BUYER’S ROLE AND PURCHASING’S GOAL

7.1 Buyer’s Role To provide excellent customer service by assisting the Requestor throughout the purchasing process, from requisition to delivery of product. The Buyer is to ensure goods and services are obtained at competitive prices, guaranteed fairness in the selection of vendors, and to minimize opportunities for corruption. There are two categories of purchases that the Buyers will issue POs for. They are Goods and Services, and Public Work Projects. Different rules and dollar thresholds apply to each; however the processing of the PO is the same. Please review the Peralta Community College District—Purchasing Procedures for the dollar thresholds and specific bid requirements for each category of purchase.

7.2 Purchasing’s Goal in Processing POs The Goal of the Purchasing Department is to process all POs within ten (10) business days of receipt of the PO. POs which have a valid budget and the proper backup documentation should be processed within three (3) business days of receipt of the PO, and all other POs which do not have proper backup documentation or valid budgets, should be processed within a ten (10) day time period.

8. PROCEDURE (PROCESSING A PO)

8.1 Overview of the procedures for the issuance of a Purchase Order.

8.1.1 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 District’s 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 District’s Purchasing Procedure.

8.1.2 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.

8.1.3 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


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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 Buyer’s Processing of the PO Before the Buyer processes any PO, the Buyer will need to verify that the proper backup documentation has been forwarded to the Purchasing Department so that it can be attached to the back of the PO. The required backup documentation necessary for each PO is listed in the table in the above AUTHORIZED SIGNATURES FOR POs AND REQUIRED DOCUMENTATION section.

For step-by-step procedures on how to Dispatch a PO in the PROMT system, refer to the Business Process Document—Dispatching POs in the PROMT System, listed in the REFERENCES section.

8.2.1 The Buyer is to process all POs within 10 days of receiving an approved PO in

the PROMT system as follows: 8.2.2 Review the quote to make sure the quote received is still valid. (If the quote is

over $2,500, make sure the quote is a written quote). If the quote has expired, the Buyer must contact the vendor to obtain an updated quote. For all quotes over 30 days old, the Buyer should contact the vendor to confirm the quote.

8.2.3 For orders that require backup documentation (or have a budget error), the Buyer is to contact the Requestor (or vendor) to obtain the backup documentation, and must make a note in the PROMT system, in the PO Comment field, as to what documentation was required, and on what date the information was requested, and from whom. The Buyer is to initial all comments placed in the Comment field. The Buyer then must send an email to the Requestor with a copy to the College Business Manager (or the District Manager) notifying them that the PO cannot be processed as submitted, and request the proper backup documentation, or that they fix the budget error. It is imperative that the Buyer follow-up with the Requestor within 3 days of receipt of the PO, so that the PO can be processed with 10 days of receipt in PROMT.

8.2.4 Verify the quote includes the proper Alameda County Sale and Use Taxes, when applicable.

8.2.5 Verify the quote matches the PO figures and quantity. 8.2.6 Verify any Shipping charges and verify the items are going to be shipped to the

District Warehouse. All items should be shipped to the District Warehouse unless special circumstances exist and arrangements have been made with the vendor and the District Warehouse Supervisor. 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 Warehouse Supervisor. If the item is going to be shipped directly to the campus, the Buyer must notify the Warehouse Supervisor and inform the Requestor that once the items have been received by the campus, the Requestor is to notify the Warehouse Supervisor so that the Warehouse can mark the items as received in the PROMT system.

8.2.7 If there are specific shipping deadlines, the Buyer is to confirm shipping dates.


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8.2.8 Verify the vendor’s fax number is correct. This is the number where the PO will be faxed to.

8.2.9 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 Debarment list at: http://www.dir.ca.gov/dlse/debar.html. Attach a copy of the debarment verification to the back of the purchase order. If during the debarment checks, the vendor is on the Debarment list, the District will not be able to issue a PO to the vendor, and you must find an alternative source for the product or service.

8.2.11 For POs for an ICC, verify the ICC is approved by the College President/Vice Chancellor, the Vice Chancellor of Financial Services, and the Chancellor, and verify it is for the current fiscal year. A new ICC is required for each fiscal year for services over $600. If the ICC is over $25,000, for general funds purchase, and over $78,900 (or adjusted annually by the Price Deflation Index), for bond fund purchases, then the ICC will need Board approval. Buyer must verify the Board has approved the ICC before processing the PO. The Buyer must contact the Chancellor’s office to get a copy of the Board approval minutes for the ICC and attach it as part of the backup documentation for the PO.

8.2.12 For Measure A POs, forward the PO in the PROMT system to the Measure A Buyer to process and contact, via email, the Requestor to let them know you have forwarded the PO to the Measure A Buyer. All Measure A equipment purchases will require a Measure A form approved by the Vice Chancellors and the Chancellor before the PO can be processed. The Measure A Buyer will need to verify that the proper documentation exists before the PO can be processed. In addition to the normal documentation needed for a PO, the Measure A Buyer must verify that at least one of the following Measure A approval forms is attached to the PO:

• Instruction Furniture & Equipment Procurement Request Form (to be used by the Colleges)

• 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


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Community College District—Purchasing Procedures listed in the REFERENCES section, for detail as to which items are exempt from formal competitive quotes.

8.2.14 For POs over $78,900 (or the current bid threshold) for Goods and Services, the Buyer will need to verify that a formal bid was conducted for these purchases, and that Board has approved the purchase, prior to processing the PO. The buyer must use the Procurement Checklist to ensure the procurement file properly and completely documents all activities associated with the purchase. The Buyer must contact the Chancellor’s office to get a copy of the Board approval minutes for the purchase, and attach it to the backup documentation for the PO.

8.2.15 For Construction POs over $15,000, the Buyer will need to verify that a formal bid was conducted for construction services, and that Board has approved this transaction, prior to processing the PO. The Buyer must contact the Chancellor’s office (or the Department of General Services) to get a copy of the Board approval minutes for the purchase, and attach it to the backup documentation for the PO.

8.2.16 For Sole Source POs, the Buyer will need to verify if the purchase is a valid sole source prior to processing the PO. 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 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. The Buyer is to review the letter and verify that the items are truly a sole source. This will require searching for the items on the internet and talking to the vendor to confirm it truly cannot be purchased from another vendor. Once the Buyer has reviewed the documentation, and done their initial search, the Buyer is to forward all documentation to the Purchasing Manager, who will make the final determination if the items are truly a sole source. If the items are truly a sole source, the Purchasing Manager will approve the sole source letter by signing “approved” on the letter. The Buyer can then process the PO.

8.2.17 For Change Order POs, the Buyer must obtain a Request for Change Order Form from the requestor (or the department) and attach it as backup documentation before processing the PO. No verbal change orders are allowed. The Change Order Form should clearly state the nature of the change requested and which line items are affected. Once the Buyer receives the Request for Change Order, the Buyer must immediately contact the vendor to notify them of the change and make every effort to minimize and change or cancellation charges.

8.2.18 The Buyer is to sign and date all POs within their signing authority and forward the PO and all the required backup documentation to the Purchasing Staff Assistant. For POs above the Buyers signing authority, the Buyer is to forward it


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to the appropriate purchasing management listed in the AUTHORIZED SIGNATURE FOR POs AND REQUIRED DOCUMENTATION section.

8.3 Purchasing Staff Assistant’s Role 8.3.1 If the vendor is not already in the PROMT system, the Staff Assistant is to

email/fax a vendor application and W-9 form to the vendor, and setup the vendor in the system. See Business Process Document—Adding Vendors in the PROMT System for step-by-step procedure on how to enter a vendor in the PROMT system.

8.3.2 Upon receipt of the PO and the backup documentation for the Buyer, the Purchasing Staff Assistant will review the Bid Recap sheet (if attached) for the fax number to fax the PO to, and attach a cover sheet (if the Buyer has not already done so) and fax out the PO. If no fax number was provided, the Staff Assistant is to check the PROMT system for the fax number on file, and verify with the vendor the fax number is still valid, and fax out the PO with a coversheet.

8.3.3 File the PO and all backup documents in the central file in the Purchasing Department.

8.3.4 Forward any invoices received to Accounts Payable.

8.4 Warehouse’s 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.

9. ATTACHMENTS

None.

PERALTA CCD Document #: SOP02 PURCHASING DEPARTMENT Revised Date: 7/23/09 STANDARD OPERATING PROCEDURE Supersedes Revised Date: N/A

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Ordering Supplies from the Warehouse

1. 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, College’s 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. DEFINITIONS AND ABBREVIATIONS • Budget Account Code – The 23 digit budget code used to purchase Goods and Services. • Bulk Order Form – A form used to order Bulk inventory items from the Warehouse. • Financial Services Report – A report sent by the Warehouse Supervisor to the Finance Staff to

charge the budget account code for the items ordered. • PO – Purchase Order • Sell-Down Order Form – A form used to order Sell-Down inventory items from the Warehouse.

Sell-Down items are limited to the amount of inventory the Warehouse has in stock, and once their supplies have been depleted, the Warehouse will no longer maintain an inventory of these items.

6. HOW TO ORDER SUPPLIES FROM THE WAREHOUSE

The District has two types of order forms, the Bulk Order Form and the Sell-Down Order Form: • Bulk Order Form lists inventory items that the District will actively maintain, and will

continue to replenish once their supplies are depleted. • 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.)

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 District’s Purchasing website. Specific instructions on how to fill in the order forms are also listed in the first tab of the order form.)


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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 College’s 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.

7. WAREHOUSE’S ROLE

The Warehouse Staff is responsible for:

• Receiving the Order Forms and filling the orders. • Listing the latest prices for the bulk items ordered on the Bulk Order Form. (For the Sell-Down

items, the price is already listed on the form but the Warehouse Staff will review the on hand inventory to make sure the Warehouse still has available stock to deliver.)

• Noting any shortages of inventory in the Comments field of the form. • Delivering the items to the College’s Storekeeper, or to the District Office. • Informing the Finance Staff of the total cost of the order – (On a weekly basis the Warehouse

Supervisor will inform the Finance Staff of total cost of the order, via a Financial Services Report.)

8. FINANCE’S 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

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 Manager’s 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 BanisadrPurchasing Compliance Manager

ORDER FORM FOR BULK ITEMS - PCCD WAREHOUSE (Fax the Approved Form to the District Warehouse at 587-7866)Requestor: Date:

Location: ____District ____Laney ____COA ____Merritt ____BCC PH #: Page 1

Campus

QTY ITEM # DESCRIPTION UoM Loc Fund Cost Ctr Obj PrgmActivity/ Suffix Project Acct Line Average Price Total Comments

100211 PAINT, AEROSOL, WHITE, FOR ATHLETIC FIELD LINES CASE - 100526 BLEACH, CLOROX GAL - 101115 CHALK, ATHLETIC FIELD MARKING SACK - 101246 CLEANER, MIRROR/WINDOW, CONCENTRATED GAL. - 101248 CLEANER, MUSCLE, TWISTER GAL. - 101250 CLEANER, QUART, DISINFECTANT, ALL STAR MINT GAL. - 101660 DEGREASER, HIGH FOAMING, AIRKIM361301107 CASE - 103870 LINER, PAPER BAG, SANITARY NAPKIN, 1000/CS CASE - 103880 LINER, RECPT, POLY, 12"X8"X22", 1000/CS CASE - 103882 LINER, RECPT, POLY, 37"X46", 44 GAL CASE - 103884 LINERS, HEAVY DUTY, 40' X 48", BLACK CASE - 104340 PAD, SUPER POLISH, WHITE, 20', 3M CASE - 104442 PAD, FLOOR, STRIPPING, BLACK, 20" EA - 104582 KCI41041 WYPALL X80 BLUE TOWELS CASE - 104700 PAPER, TOILET, ROLL, 2-PLY, 750 PR, 48 PC CASE - 104702 PAPER, TOILET TISSUE, JR. JUMBO ROLL CASE - 105308 RAGS, WIPING, WHITE #1 (ASSORTED) BALE - 105800 SEAT COVERS, TOILET, 250 PKG, 2500 PC, SAFE CASE - 106434 FOAM SOAP, GOJO, 2000ML, 5262-02 CASE - 106436 DISPENSER, GOJO FMX-20, 5250-06 EACH - 106530 SHAMPOO, CARPET, BONNET CLEANER, STAR FOAM GAL. - 107140 FLOOR STRIPPER, HEAVY DUTY, (ALL FLOORS) PAIL - 107146 LIQUI-ZYME, ODOR ELIMINATOR, UN455 GAL. - 107148 LIQUID SUNSHINE, CLEANER-DEGREASER GAL. - 108000 TOWELS, TERRY, CONDEMNED, WHITE, 50 LB.BX. LB - 108002 TOWELS, PAPER, MULTI-FOLD, WHITE, GEP24590 CASE - 108004 TOWELS, PAPER, SINGLE FOLD, KC CASE - 108009 TOWEL, PAPER, ROLL-TYPE, SCOTT, 800'/ROLL CASE - 108200 WAX, FLOOR GAL. - 112529 ENVELOPE, LETTERHEAD, #10, BCC BOX - 112530 ENVELOPE, LETTERHEAD, #10, ALAMEDA BOX - 112532 ENVELOPE, LETTERHEAD, #10, DISTRICT OFFICE BOX - 112534 ENVELOPE, LETTERHEAD, #10, LANEY COLLEGE BOX - 112535 ENVELOPE, LETTERHEAD, #10, MERRITT BOX - 112536 ENVELOPE, LETTERHEAD, #10 OUTLOOK, ALAMEDA BOX - 112537 ENVELOPE, LETTERHEAD, #10 OUTLOOK, DIST OFF BOX - 112544 ENVELOPE, LETTERHEAD, #10 OUTLOOK, LANEY BOX - 112545 ENVELOPE, LETTERHEAD, #10 OUTLOOK, MERRITT BOX - 112549 ENVELOPE, LETTERHEAD, #10 OUTLOOK, BCC BOX - 112554 ENVELOPE, PLAIN, WHITE, #10 BOX -

Approved By Business/ TOTAL: - District Manager:

Date:

Warehouse Use OnlyBUDGET ACCOUNT CODES

DELIVERY RECEIPT Received By:

Date:

Revised 7/21/09



Campus


112956 FORM-STATEMENT OF TRAVEL EXPENSE, 8044 PKG. - 112957 FORM, TRAVEL REQUEST, 4-PART NCR PKG. - 113119 FORM-APPLICATION FOR USE OF FACILITIES PKG - 114500 PAPER, DUPLICATOR, 8-1/2 X 11, BLUE REAM - 114502 PAPER, DUPLICATOR, 8-1/2 X 11, BUFF REAM - 114504 PAPER, DUPLICATOR, 8-1/2 X 11, CANARY REAM - 114506 PAPER, DUPLICATOR, 8-1/2 X 11, GOLDENROD REAM - 114508 PAPER, DUPLICATOR, 8-1/2 X 11, GREEN REAM - 114510 PAPER, DUPLICATOR, 8-1/2 X 11, PINK REAM - 114512 PAPER, DUPLICATOR, 8-1/2 X 11, SALMON REAM - 114514 PAPER, DUPLICATOR, 8-1/2 X 11, WHITE REAM - 114610 PAPER, LETTERHEAD, 1ST COPY, COA PKG - 114612 PAPER, LETTERHEAD, 1ST COPY, DIST OFFICE PKG - 114614 PAPER, LETTERHEAD, 1ST COPY, LANEY PKG - 114615 PAPER, LETTERHEAD, 1ST COPY, MERRITT PKG - 114616 PAPER, LETTERHEAD, 1ST COPY, BCC PKG - 114672 PAPER, BOND, 8-1/2"X14", SUB 20, WHITE REAM - 129017 LAMP, FLUORESCENT, F34CW/RS/WM30PK EA - 129032 LAMP, FLUORESCENT,F32T8XLSP41WMECO,4FT EA - 129034 LAMP, FLUORESCENT,T8,FO17/741,4100K,2 FT EA - 101400 TENACITY 5012-1500 GENERAL PURPOSE CLEANER CASE - 101410 TERMINATOR 5099-1500 ONE STEP DISINFECTANT CASE - 101420 STAR SPRAY 5406-1500 GLASS CLEANER CASE - 101430 MARAUDER 5265-1500 GROUT CLEANER CASE - 101440 TRUE 7 5013-1500ph NEUTRAL CLEANER CASE - 139012 FORM-INDEPENDENT CONTRACTOR/CONSULTANT PKG - 139400 PAPER, CONT FORM, 9-1/2 X 11, 1 PLY, 2700/C CTN -


Date:

DELIVERY RECEIPT

Date:

Received By:

BUDGET ACCOUNT CODES Warehouse Use Only

Revised 7/21/09

ORDER FORM FOR SELL-DOWN ITEMS - (Fax the Approved Form to the District Warehouse at 587-7866)Requestor: Date:


Campus


103231 GRAFITTI REMOVER, SPRAYABLE GEL AERSOL CAN 12.92$ - 103577 HOSE, WATER, 3/4" ID, COUPLED, 50', PLASTIC LENG 10.01$ - 103582 HOSE, WATER, 3/4" ID, COUPLED, 50', RUBBER LENG 17.52$ - 104199 NOZZLE, HOSE, BRASS, SPRAY EA 7.09$ - 104419 OIL, MOTOR, SAE 10-40 WEIGHT QT 1.95$ - 104420 OIL, MOTOR, SAE 30 QT 1.86$ - 104445 PAD, FLOOR, SCRUBBING, GREEN, 20" EA 3.62$ - 105050 REMOVER, GUM, AEROSOL, 7 OZ. CAN CAN 6.25$ - 105338 RECEPTACLE, SANITARY NAPKIN, MIPRO 2811 EA 16.33$ - 105614 SAWDUST, PINE, COARSE SACK 2.93$ - 107619 TEE-HANDLES, WATER FAUCET EA 2.99$ - 112004 ENVELOPE, CLASP, MANILA, #63, 6-1/2X9-1/2 BOX 7.22$ - 112430 ENVELOPE, LETTERHEAD, #6-3/4, ALAMEDA BOX 11.47$ - 112434 ENVELOPE, LETTERHEAD, #6-3/4, DISTRICT OFF BOX 3.85$ - 112436 ENVELOPE, LETTERHEAD, #6-3/4, LANEY BOX 7.36$ - 112438 ENVELOPE, LETTERHEAD, #6-3/4, MERRITT BOX 11.44$ - 112560 ENVELOPE, PLAIN, MANILA, #10 BOX 14.82$ - 112914 FOLDERS, FILE, HANGING, PENDERFLEX, LTR. BOX 13.65$ - 112915 FOLDER, FILE, HANGING, LEGAL,ASSORTED BOX 9.54$ - 112916 FOLDERS,FILE,HANGING,PENDAFLEX,ASSORTED,LEG BOX 14.97$ - 112918 FOLDERS, HANGING, LEGAL SIZE, SMEAD BOX 8.99$ - 112919 FOLDERS, FILE, HANGING, 1/5, LETTER SIZE BOX 6.79$ - 112952 FORM-REQUEST PETTY CASH REIMBURSEMENT PKG 20.86$ - 112954 FORM-REQUISITION/PURCHASE ORDER PKG 11.23$ - 112955 FORM-REQUISITION, PETTY CASH, 3-PT,100/PKG. PKG 41.38$ - 113026 FORM-CLASSIFIED EMPLOYMENT APPLICATION PKG 8.15$ - 113113 FORM-APPLIC/PURCHASE/TAX-DEFER ANNUITY CON PKG 7.87$ - 113114 FORM-REQUEST/CANCEL TAX-DEFER ANNUITY CNTRC PKG 28.09$ - 114453 PAD, SCRATCH, WHITE, 4"X6" DOZ 3.90$ - 114456 PAD, POST IT NOTE, 3"X3", YELLOW EA 0.26$ - 114476 PAPER, ADDING MACH, WHITE, 3"X 215' ROLL 0.39$ - 114520 PAPER, DUPLICATOR, 8-1/2 X 14, BLUE REAM 5.34$ - 114522 PAPER, DUPLICATOR, 8-1/2 X 14, BUFF REAM 6.06$ - 114524 PAPER, DUPLICATOR, 8-1/2 X 14, CANARY REAM 5.05$ - 114526 PAPER, DUPLICATOR, 8-1/2 X 14, GOLDENROD REAM 4.50$ - 114528 PAPER, DUPLICATOR, 8-1/2 X 14, GREEN REAM 4.32$ - 114530 PAPER, DUPLICATOR, 8-1/2 X 14, PINK REAM 3.64$ - 114532 PAPER, DUPLICATOR, 8-1/2 X 14, SALMON REAM 34.34$ - 114682 PAPER, WRAPPING, 24 IN. X 300 YDS., KRAFT ROLL 49.26$ - 114686 PAPER, WRAPPING, 36 IN X 300 YDS, KRAFT ROLL 29.83$ - 129012 LAMPS, FLUORESCENT,F20T12/CW EA 1.10$ - 129014 LAMP, FLUORESCENT, F30T12/CW/RS EA 1.51$ -


Date:



Date: Revised 7/21/09



Campus


129015 LAMP, FLUORESCENT, FB 40CW/3/SS EA 5.40$ - 129016 LAMP, FLUORESCENT, F40CW EA 0.44$ - 129018 LAMP, FLUORESCENT, F40W EA 0.51$ - 129022 LAMP, FLUORESCENT, F96T12/CW/HO DBL CONTACT EA 2.45$ - 129028 LAMP, FLUORESCENT, F48T12/CW EA 2.16$ - 129030 LAMP, FLUORESCENT, SUPERSAVER, F96T12/CW EA 2.35$ - 129035 LAMP, FLOURESCENT, U-TUBE, FB031/741 EA 9.47$ - 129036 LAMP, FLOURESCENT, U-TUBE, FB032/741 EA 5.97$ - 129037 LAMP, FLOURESCENT,ECON-0-WATT,FB40CW/6/,U EA 3.15$ - 129050 LAMP, INCANDESCENT, MED, 25A I.F. EA 0.68$ - 129052 LAMP, INCANDESCENT, MED, 25T10/I.F. EA 1.55$ - 129054 LAMP, INCANDESCENT, MED, 60A I.F. EA 0.39$ - 129056 LAMP, INCANDESCENT, MED, 60W EA 1.22$ - 129057 LAMP, INCANDESCENT, MED, 75W EA 1.60$ - 129058 LAMP, INCANDESCENT, MED, 75R30/FL EA 1.38$ - 129060 LAMP, INCANDESCENT, MED, 100A I.F. EA 0.49$ - 129066 LAMP, INCANDESCENT, MED, 150A I.F. EA 0.23$ - 129074 LAMP, INCANDESCENT, MED, 200A/CL, CLEAR EA 0.79$ - 149116 HAMMER, CLAW, STEEL HANDLE, 13 OZ EA 7.99$ - 149120 HAMMER, CLAW, STEEL HANDLE, 16 OZ EA 13.27$ - 149122 KNIFE, PUTTY, 1-1/2" EA 2.27$ - 149124 PLIERS, COMBINATION, 6 IN PR 7.85$ - 149126 PLIERS, LINEMANS, 7 IN PR 12.50$ - 149128 PLIERS, MULTIPLE SLIP JOINT, 10 IN PR 6.85$ - 149130 SAW, HAND, CROSSCUT, 10 PT, 26 IN EA 10.57$ - 149134 SAW, HAND, RIP, 5 1/2 PT, 26 IN EA 17.11$ - 149136 SCREWDRIVER, PHILLIPS, NO 2, 4 IN EA 4.49$ - 149138 SCREWDRIVER, PHILLIPS, NO 3, 6 IN EA 2.19$ - 149140 SCREWDRIVER, PHILLIPS NO 4, 8 IN EA 5.66$ - 149144 SCREWDRIVER, STRAIGHT TIP, 4 IN EA 2.90$ - 149146 SCREWDRIVER, STRAIGHT TIP, 6 IN EA 4.25$ - 149148 SCREWDRIVER, STRAIGHT TIP, 8 IN EA 5.24$ - 149152 WRENCH, ADJUSTABLE, 6 IN EA 11.21$ - 149156 WRENCH, ADJUSTABLE, 10 IN EA 14.25$ - 149158 WRENCH, ADJUSTABLE, 12 IN EA 21.39$ - 149162 WRENCH, ADJUSTABLE, PIPE, 10 IN EA 7.25$ - 149166 WRENCH, ADJUSTABLE, PIPE, 14 IN EA 12.66$ - 150300 CORD, EXTENSION, 6 FT, 3-WIRE GROUND EA 6.56$ - 150310 CORD, EXTENSION, 8 FT, 3-WIRE GROUND EA 7.00$ - 150315 CORD, EXTENSION, 25 FT, 3-WIRE GOUND EA 8.00$ - 150320 CORD, EXTENSION, 50 FT, 3-WIRE GROUND EA 15.00$ - 150325 ADAPTER, "U" GROUND, 3 WIRE EA 1.17$ -


Date:





Page 1 of 5

Just-In-Time Office Supply Program

1. 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 District’s normal purchasing procedures of issuing a requisition and having Purchasing issue a Purchase Order (PO) to the vendor. (See the Peralta Community College District—Purchasing 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 District—Purchasing Procedures 4.2 Staples Advantage—e-way website: www.eway.com

5. DEFINITIONS AND ABBREVIATIONS • A/P - Accounts Payable • Equipment and Fixed Assets - Equipment and fixed assets are any tangible, freestanding

property (for example: furniture, laptops, computer monitors, printers) valued at greater than or equal to $500.00 (this includes tax and shipping).

• JIT - Just-In-Time • PO - Purchase Order


Page 2 of 5

• Requestor - College and DAC personnel authorized to initiate and place orders under Open Account POs for this Just-In-Time program.

6. 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 Phone Cell Fax Email Martha Mollenauer

Account Manager Staples

(510) 608.6609

(510) 504-3107

(925) 828.9178

[email protected]

Purchasing Department Personnel: Name Department Phone Fax Email John Banisadr

Purchasing Compliance Manager

587.7895 587.7873 [email protected]

David Bui Main Program Coordinator, Buyer for ALL JIT Requisitions/POs


Accounts Payable Department Personnel: Name Department Phone Fax Email Dettie Del Rosario

Accounts Payable Manager


Dianna York Accounting Services Technician


Earvin Robinson

Accounting Services Technician


Nicholas Shere



Nicanor Custodio


587-7860 835.4078 [email protected]

Tina Du Accounting Services Technician



Page 3 of 5

7. PROCEDURE (JUST-IN-TIME) 7.1 College’s and DAC’s 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 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.

7.1.2 Once the PO has been issued to Staples Advantage and Staples has setup the e-way account, the Requestor can begin ordering supplies through Staples’ e-way online ordering system. All JIT orders will be processed only through Staples’ e-way 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.)

7.1.3 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).

7.1.4 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.

7.1.5 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.

7.1.6 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 re-generated.

7.1.7 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 4 of 5

funds remaining on the open account will revert back to the department’s 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 Purchasing’s 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 Upon notification from A/P regarding unauthorized purchases of equipment or fixed assets, the Buyer will coordinate with the Business Manager to either cancel or restrict the Requestor’s ability to order under the JIT program, and will notify the Warehouse Supervisor so that the unauthorized fixed assets can be properly tagged.

7.3 Account Payable’s Role 7.3.1 Upon receipt of the invoice and all backup documentation from Staples, A/P will

verify the proof of delivery signatures and pay the invoice. There will be no receiving transaction by the District Warehouse or Storekeepers.

7.3.2 Verify the invoices are for supplies only and if any equipment or fixed assets were purchased, notify the College Program Coordinator and Purchasing personnel.

7.3.3 Upon notification by the Requestor, A/P will close the open account. 7.3.4 Any payment discrepancy will be handled by A/P, the Requestor, and the CE

Account Manager.

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 Requestor’s signature)


Page 5 of 5

should be attached to the invoice. The invoice should be subtotaled by each affected PO number so that A/P can properly allocate payment to the correct PO number. Failure to properly identify each PO number on the invoice or not providing proof of delivery receipt, will delay the payment. The District will only pay for supplies that have authorized signatures.

7.4.8 Close the e-way account upon notification by the Requestor or Purchasing personnel.

8. ATTACHMENTS None.


Page 1 of 6

Vendor Application and Database Management

1. 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

Peralta’s Purchasing Department is responsible for setup and maintenance of vendor files for all non-student vendors. The District’s vendor database consists of the following three main types of vendors:

Goods and Services Vendors—Vendors 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.)

Employee Vendors—Employees are setup as “vendors” for the purpose of reimbursing their claims for expenses. An Employee Vendor cannot also be a Goods and Services Vendor while working as an Employee of 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:

o Accurate and complete creation/updates of vendor records and information

o Making sure no duplicate vendors are setup

o Periodic inactivation of inactive vendors

4. REFERENCES

4.1 Business Process Document—Adding Vendors in the PROMT System

4.2 Vendor Application and W-9 Form


Page 2 of 6

5. DEFINITIONS AND ABBREVIATIONS

• A/P – Accounts Payable

• 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

• PROMT – Peralta Real-time Online Management Technologies (PeopleSoft/Oracle computer system).

• Requestor – District/College personnel authorized to initiate a purchase requisition.

6. REQUIRED DOCUMENTATION FOR VENDOR SETUP

Before any vendor is setup or re-activated in the PROMT System, the District Purchasing Department needs a current Vendor Application and W-9 Form on file from the vendor. (Note: A W-9 From is not required for Employee Vendors, as the District Human Resource’s Department has the Employee’s social security number on file.) These forms are available on the website for PCCD’s Purchasing Department, and should be forwarded to the new vendor to be filled out. The completed forms should be forward to the District Purchasing Department to setup the vendor. The completed forms will be kept in the central files in the Purchasing Department.

Vendor Application—The 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.

W-9 Form—This is an Internal Revenue Service (IRS) form that is required for all Goods and Services Vendors. This form provides the District with the vendor’s 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.

7. VENDOR CREATION AND UPDATES

The Staff Assistant in the Purchasing Department is responsible for the vendor database management. In the absence of the Staff Assistant, the Buyers are authorized to setup vendors in


Page 3 of 6

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-by-step procedures to add a vendor in the PROMT system, see Business Process Document—Adding Vendors in the PROMT System.

7.1 Adding a New Vendor or Re-activating an Existing Vendor

Once the Purchasing Department has received both a completed Vendor Application and W-9 Form from the vendor, the vendor can be setup or re-activated in the PROMT system. Before any vendor is inputted into the PROMT system, a thorough search of the vendor name must be done to ensure no duplicate vendors are setup. Search the database for variations of the vendor name, i.e., for vendor name “Home Depot” you should search for the following variations:

Home Depot

The Home Depot Store

Depot, Home

Home

For vendor name “John Doe” you should search for the following variations:

John Doe

Mr. John Doe

Dr. John Doe

Doe, John

Jon Doe

Once you have ascertained that the vendor is not already in our vendor database, you can now create the new vendor record. See Business Process Document—Adding Vendors in the PROMT System.

If the vendor is already in our system, you must pull up the existing vendor record and verify that it is in fact the same vendor you are trying to setup, and now re-activate the vendor and update any information that has changes. The PROMT system allows for vendor information to be updated by placing a new effective date on the information that is being updated. See Business Process Document—Adding Vendors in the PROMT System.

7.2 Pick the Correct Status for a Vendor in the PROMT System

In order for a Requestor to be able to see the vendor in the PROMT system, the vendor needs to be setup as “Approved” status in the vendor database. A vendor will be placed in “Approved” status only when the District Purchasing Department has a valid Vendor Application and W-9 Form, and when the vendor information has been properly entered in the vendor database. No vendor is to be placed in “Approved” status without the proper backup documentation. The following are the four statuses allowed in the PROMT system and an explanation of when each status applies:

Approved—This 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 4 of 6

Inactive—This status is used to inactivate a vendor who has missing documentation such as a Vendor Application or a W-9 Form, or is a vendor that the District has not used in three years. Before the vendor can be reinstated to “Approved” status, a valid Vendor Application and W-9 must be on file in the central vendor files in the Purchasing Department. No vendor’s status can be changed from “Inactive” to “Approved” without the proper backup documentation. The District cannot purchase goods or services from “Inactive” vendors.

Unapproved—This status indicates that the vendor’s paperwork is pending and is not yet setup for “Approved” status. Once the District receives the proper Vendor Application and W-9 Form from the vendor, the vendor will be setup in the database as “Approved”. The District cannot purchase goods or services from “Unapproved” vendors.

To Archive—This 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.

7.3 Setting up a Vendor for Sales/Use Tax

The District reports all sales and use tax collected to the State Board of Equalization. In order to properly classify the correct taxes paid, the vendor needs to be setup correctly in the PROMT system. Sales tax is paid primarily for all Goods Vendors; however, occasionally a Service Vendor also sells the District some incidental goods as part of the service they provide. As such, all Goods and Services Vendors should be coded for Sale/Use Tax. (This requirement does not apply to Employee Vendors.)

In the PROMT system, all Goods and Services Vendors must be coded for “Sales” tax under the Sales/Use Tax Applicability field. The District A/P staff will pay the County of Alameda Tax rate for all taxable goods, and if the vendor is located outside of Alameda County and has a lower tax rate, then the District will pay the vendor’s applicable sales tax and will pay the difference between the vendor’s sale tax rate and the Alameda County sale tax rate to the State Board of Equalization as a “Use” tax.

7.4 Setting up a Vendor for 1099 Miscellaneous Income Reporting

When a vendor submits a W-9 Form to the District, the vendor indicates on the W-9 Form which of the following types of Businesses applies to their organization:

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 5 of 6

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 Document—Adding Vendors in the PROMT System for step-by step procedures.)

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.

8. PAYMENT FOR SERVICES—NOT TO EXCEED $600

In the past, the District had used the “Payment for Services—Not to Exceed $600” form in lieu of a Vendor Application and W-9 Form. However, because many vendors provide services to our various Colleges, and may potentially exceed the $600 IRS threshold for 1099 tax forms, the District Purchasing Department no longer accepts this form in lieu of a Vendor Application and W-9 Form. All Goods and Services Vendors must fill out a Vendor Application and W-9 Form, regardless of the amount of services they will provide to the District.

9. VENDOR DATABASE MAINTENANCE AND INACTIVATING A VENDOR

Annual vendor database maintenance is required to mark vendors that have not done business with the District for the past three years as inactive. Annually, the Purchasing Staff Assistant will notify the Information Technology Department (IT) that it’s time to mark inactive vendors as such, and IT will then write the code to find all inactive vendors and change their status from “Approved” to “Inactive”. To re-activate a vendor see the “VENDOR CREATION AND UPDATES” section earlier in this procedure.

10. PURCHASING STAFF ASSISTANT ROLE

The Staff Assistant in the Purchasing Department has the primary responsibility to maintain the hardcopies of the vendor files, and to input the data into the PROMT system database.

10.1 At the beginning of each Fiscal Year, the Purchasing Staff Assistant will email the IT Department to inform them that it’s 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


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our system. Only Goods and Service Vendors should be inactivated and not Employee or Student Vendors.

10.2 Follow-up with IT to make sure vendors are “Inactivated”.

10.3 Maintain the current vendors in the PROMT system, and inactivate any duplicate vendors.

10.4 Maintain hardcopies of Vendor Applications and W-9 Forms in the Purchasing Department’s central files. Hardcopies of the Vendor Applications and their respected W-9 forms are to be filed by the exact name that the vendor was setup in the PROMT system. For example, if the vendor is “The Home Depot” and the vendor was inputted in the PROMT system with the word “The”, then the hardcopy of the vendor application must also be filed in the central file under “The Home Depot” and not “Home Depot”.

11. ATTACHMENTS

None.


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Gas Receipts and Vehicle Repair Log

1. 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. DEFINITIONS AND ABBREVIATIONS • BAR – Bureau of Automotive Repair

6. WAREHOUSE GAS RECEIPT FORM AND LOG—PROCEDURE 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 #:

Odometer Reading:

No. of Gallons

Purchased:

Total Cost:

WAREHOUSE GAS RECEIPT

Signature:

After each gas purchase, the completed Gas Receipt must be turned into the Purchasing Department.


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6.2 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.

6.3 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.

6.4 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.

6.5 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.

7. VEHICLE REPAIR LOG—PROCEDURE

Each Warehouse vehicle must have a Vehicle Repair Log in it at all times. 7.1 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:

Vehicle Repair Log—License Plate_________________ Date

Odometer Reading

Vendor

Description

1/1/08 20,523 n/a 2008 start miles 1/18/08 20,7800 ABC Company Smog Check 2/15/08 21,400 XYX Company Front breaks resurfaced and oil

change 2/22/08 22,005 DEF Company Rotate tires

7.2 This log will be made available to the Bureau of Automotive Repair upon their request. 7.3 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.

7.4 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.

8. ATTACHMENTS

• Warehouse Gas Receipts.

Warehouse Gas Receipts Date:

Name:


Odometer Reading:

No. of Gallons

Purchased:

Total Cost:


Signature:


Date:

Name:


Odometer Reading:

No. of Gallons

Purchased:

Total Cost:


Signature:


Date:

Name:


Odometer Reading:

No. of Gallons

Purchased:

Total Cost:


Signature:



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Measure A—Procurement Requirements 1. 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 PCCD’s 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 PCCD’s 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 District’s Purchasing Procedures and must have the proper Measure A procurement forms. This procedure explains these requirements.

4. REFERENCES 4.1 Peralta Community College District—Purchasing Procedures 4.2 Board Resolution 05/06-45—(available on the website for PCCD’s Department of

General Services) outlines the Measure A bond requirements 4.3 PowerPoint Presentation—Overview of Measure A Procurement Procedures 4.4 Flow Diagram–Measure A Process 4.5 Form—Instructional Furniture & Equipment Procurement Request Form (for Campuses) 4.6 Form—Furniture & Equipment Needs Procurement Request Form (for District) 4.7 Form—Construction Project Request Form (for All Sites) 4.8 SOP09 — Requesting a Purchase Order for Goods

5. DEFINITIONS AND ABBREVIATIONS • 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). • Bid Recap – A Bid Recapitulation is a sheet used to summarize the quotes received by a

Requestor. • PO – Purchase Order • PROMT – Peralta Real-time Online Management Technologies (PeopleSoft/Oracle computer

system).


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• Requestor or Requisitioner – District/College personnel authorized to initiate a purchase requisition.

6. PURCHASING GOODS AND SERVICES WITH MEASURE A FUNDS

All Measure A purchases must follow the District’s Purchasing Procedures and are subject to Bond Oversight Committee audits. All Measure A purchases require special forms to be approved by the College President, Vice Chancellors, and the Chancellor, before any items can be purchased. 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. Before any item can be purchased, the item must be listed on one of the five spreadsheets approved by the Board of Trustees (available on the website for PCCD’s Department of General Services), and must have one of the below approved Measure A Forms accompanying the purchase:

Instructional Furniture & Equipment Procurement Request Form – for Campuses Furniture & Equipment Needs Procurement Request Form – for District Construction Project Request Form – for All Sites

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. INSTRUCTIONAL FURNITURE & EQUIPMENT PROCUREMENT REQUEST FORM This form is to be used by the Campuses only to request approval to purchase items listed on the campus Measure A spreadsheets. Only items listed on the Measure A spreadsheets will be approved to be purchased. All Measure A purchases must have an approved Measure A– Instructional Furniture & Equipment Procurement Request Form before the Buyer can issue the PO. Once the form has been approved by the Chancellor, the Requestor generates a purchase requisition (in the PROMT system) so that the Buyer can issue a PO. Below are steps involved: 7.1 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.

7.2 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.

7.3 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 Diagram–Measure A Process, for the detailed


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approval process for Measure A forms.) General Services will return all approved forms to the Campus Business Office.

7.4 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. FURNITURE & EQUIPMENT NEEDS PROCUREMENT REQUEST FORM This form is to be used by the District Offices only to request approval to purchase items listed on the District Measure A spreadsheet. Only items listed on the Measure A spreadsheets will be approved to be purchased. All Measure A purchases must have an approved Measure A– Furniture & Equipment Needs Procurement Request Form. Once the form has been approved by the Chancellor, the Requestor generates a purchase requisition (in the PROMT system) so that the Buyer can issue a PO. Below are steps involved: 8.1 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.

8.2 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.

8.3 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 Diagram–Measure A Process, for the detailed approval process for Measure A forms.) General Services will return all approved forms to the appropriate District Office.

8.4 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.


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9. CONSTRUCTION PROJECT REQUEST FORM

This form is to be used to request new construction projects NOT listed on either the Short-Term Construction Projects spreadsheet or the Short-Term Construction Projects Phase II spreadsheet (available on the website for PCCD’s Department of General Services). All construction projects must be approved by the Department of General Services before any work can be done. Construction projects are considered “Public Works” projects under Public Contract Code, and must be coordinated with the Department of General Services, and the District Purchasing Department. Payment of prevailing wages is required for all projects exceeding $1,000, and the District’s Project Labor Agreement applies. 9.1 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.

9.2 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. TO PURCHASE ITEMS NOT LISTED ON THE MEASURE A SPREADSHEETS

If the College or District Office does not wish to purchase the items listed on the spreadsheets or wishes to substitute items, the College and or District Administrators must contact the Vice Chancellor of General Services to request a substitution. The Vice Chancellor of General Services will evaluate each request on a case-by-case basis and determine the next steps. For major substitutions, the Board of Trustees will have to approve the substitution.

11. ATTACHMENT Flow Diagram–Measure A Process

.

2/5/2010

Requestor Business Office Measure A Cord. V.C. Gen'l Svcs. V.C. Finance Chancellor Buyer

Ap

pr

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al

Pr

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ea

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A

Flow Diagram — Measure A Process

Generates Measure AForm

Receives form and reviews for approval. ------------------------Forwards approved form to Measure A Coordinator.

Logs form, date stamps and assigns a number to form. -------------------Reviews form for completeness, logs President's signature date.

If form is complete, forwards to VC General Servicesfor approval, logssent date. -------------------If form is incomplete emails Business Office and Requestor.

Reviews form andapproves/deniesform (w/in 24 hours). -------------------Forwards all forms to Measure A Coordinator.

Receives email notice that Measure A form is incomplete.


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.

Receives email notification that the form has be rejected, along with instructions of who to contact to get the form approved.

Receives copy of rejection notification email.

Reviews form and approves/deniesform (w/in 24 hours). -------------------Forwards approved forms to Chancellor. -------------------Rejected forms are returned to Measure A Coordinator.

Reviews form and approves/deniesform (w/in 24 hours). -------------------All forms are returned to VC Finance.All forms are

forwarded to Measure A Coordinator.

Rejected forms -------------------Approved forms are logged, scanned and emailed to Business Office,Requestor, and copy sent to Buyer.

Receives advance copy of Measure A form. Buyer keeps copy to attach to PO.

Receives email notification that the form has been approved.

Receives copy of approval notification, then generates a Purchase Requistion.


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Requesting a Purchase Order for Goods 1. 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 District’s 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 Peralta’s 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 District—Purchasing Procedures 4.2 Board Policy Section 6.31—Procurement of Supplies, Equipment, Furniture,

Construction Repairs, and Maintenance Services 4.3 PowerPoint Presentation—Overview of Purchasing Policies & Procedures 4.4 State of California Public Contract Code–Sections 20650-20660 4.5 State of California Education Code–Part 49 Commencing with Section 81000 4.6 Business Process Document—Creating Requisitions in the PROMT System

5. DEFINITIONS AND ABBREVIATIONS • 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) • Bid Recap – A Bid Recapitulation is a sheet used to summarize the quotes received by a

Requestor. • PO – Purchase Order • PROMT – Peralta Real-time Online Management Technologies (PeopleSoft computer

system). • Requestor or Requisitioner – District/College personnel authorized to initiate a purchase

requisition.


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6. STEPS REQUIRED FOR REQUESTING PURCHASE ORDERS

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.

Step 1: Request

End users request item(s) for purchase.

Step 2: Research

• Identify vendors.

• For new vendors, have the vendor complete a Vendor Application and W-9, then forward them to the Purchasing Assistant.

• Obtain pricing and delivery date from vendor: 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, three written quotes are required.

• Obtain the budget code for the purchase.

Step 3: Entry In PROMT

Enter a Requisition in PROMT.

Step 4: Submit Paperwork

Forward quote(s), Bid Recap form, and all backup documentation to the Buyer.

Step 5: Purchase Order

Purchasing issues a PO to the vendor (and notifies requisitioner if there is a problem).


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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.

• Use the vendor’s 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.

• Do not make a commitment to a vendor. Actual ordering is only done when Purchasing has issued a PO and faxed the order to the vendor.

8.2 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.


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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).

• Forward the completed Vendor Application and W-9 to Purchasing. Purchasing must enter the new vendor into PROMT before you can initiate a requisition.

8.3 Obtain Pricing and a Delivery Date from the Vendor Work with the vendor to obtain pricing and a delivery date. Always make sure the quote includes taxes (if applicable), shipping (if applicable), and all other fees or auxiliary charges. The below table summarizes the documentation requirements for various purchases: For Purchases: Required Documentation Under $2,500 Only a verbal quote is required (written quote is

preferred). Between $2,500 and under $10,000 • You must obtain a written quote from the

vendor.

• If you choose to obtain 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.

Between $10,000 up to $78,900 (or the current bid threshold)

• You must obtain three written quotes from vendors.

• You must select the vendor with the lowest price quote and complete a Bid Recapitulation Sheet (available from Purchasing), which summarizes the quotes.

Over $78,900 (or the current bid threshold)

You must contact the Purchasing Department to conduct a formal bid with specifications you provide.

8.4 Obtain the Budget Code for the Purchase Check with your budget manager to:

• Identify the proper budget account code to which your purchase will be charged.

• Verify that the budget account has adequate funding to cover the total expense of the purchase (including taxes, shipping, etc.).


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9. STEP 3: ENTRY IN PROMT

For step-by-step procedures on how to generate a requisition in the PROMT system, refer to the Business Process Document—Creating Requisitions in the PROMT System, listed in the REFERENCES section (available from Purchasing). Create a requisition in PROMT by entering the following information:

• Vendor—Select the correct vendor in PROMT by confirming that the company location listed the quote matches the company information in PROMT.

• Select Buyer—Select the correct Buyer for your purchase. The current Buyer listing is available on the Purchasing’s 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".

• Pricing including all taxes, shipping, etc. Taxes—Make sure you code each line item (of your requisition), as either taxable or non-taxable. You can not enter taxable and non-taxable items on the same line item in PROMT. Shipping—If the vendor charges for shipping, then ask the vendor if the shipping charge is taxable and enter shipping as a separate line item in the PROMT. Make sure to code shipping as either taxable or non-taxable (per the vendor’s instruction). Note: If shipping is free, indicate this in the description field for the product you are requesting to buy, by indicating "free shipping". Do not generate a separate line item for free shipping as this causes problems in PROMT.

• Delivery—Ship 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


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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.

• 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. STEP 4: SUBMIT PAPERWORK

10.1 Purchases under $2,500 No written quote is required for purchases under $2,500. However, if you have written vendor quotes or any other backup documentation, you can forward it to Purchasing via Inter-Office Mail.

10.2 Purchases $2,500 and under $10,000 Purchasing cannot process purchases $2,500 or above without a written quote. Only one quote is required, but you can obtain more at your option. Paperwork requirements for purchases $2,500 or above depend on how many quotes you obtained and are as follows:

• One quote: For purchases $2,500 and under $10,000, one written quote from a vendor is required. Immediately after entering the requisition in PROMT, forward the written quote along with the requisition number and any other backup documentation to Purchasing via Inter-Office Mail or Fax.

• 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.

10.3 Purchases $10,000 up to $78,900 (or the current bid threshold) Three written quotes are required. Immediately after entering the requisition in PROMT (for the lowest price quote), you must forward all three written quotes, along with a completed Bid Recapitulation Sheet, the requisition number, and any other backup documentation to Purchasing via Inter-Office Mail. Purchasing cannot process the PO without receiving the quotes and the Bid Recap Sheet.


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11. STEP 5: PURCHASE ORDER 11.1 Purchasing’s Goal in Processing POs

The goal of the Purchasing Department is to process all POs within ten (10) business days of receipt. POs which have a valid budget and the proper backup documentation should be processed within three (3) business days of receipt, and all other POs which do not have proper backup documentation or valid budgets, should be processed within a ten (10) day time period.

11.2 Purchasing Issues a PO to the Vendor Purchasing can see Requisitions in PROMT only after proper approvals from the responsible Manager/Dean and the Business/District Manager have been obtained in PROMT. Once Purchasing can see a requisition, Purchasing verifies the following items before issuing a PO:

• Budget-checks for sufficient funds in the budget account code that you entered.

• For purchases $2,500 up to $10,000, verifies receipt of a written quote from the Requestor and/or Vendor. If a Bid Recapitulation Sheet was received to summarize more than one quote, Purchasing compares the information to the quote and verify that the information on the sheet accurately reflects the quotes.

• For purchases $10,000 up to $78,900 (or the current bid threshold), Purchasing verifies receipt of three written quotes from the Requestor and a Bid Recapitulation Sheet. Purchasing will then compare the information from the quotes and verifies that the information on the Bid Recap Sheet accurately reflects the quotes.

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.



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Routing of “Payto” Invoice Requisitions and Invoices

1. 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 Peralta’s Purchasing Policies follow the Board approved Purchasing Procedures, Public Contract Code, Education Code, and the laws of the State of California. The District’s 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 District’s (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 PCCD’s 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 Bursar’s Office), and Professional Services purchased under the District’s 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. DEFINITIONS AND ABBREVIATIONS • A/P – Accounts Payable • 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.)


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• End-User – A District employee who receives a product or service. • ICC – Independent Contractor/Consultant Service Contract. A contract used in lieu of a

formal contract for services over $600. • Invoice – An official document from a vendor requesting payment for a good or service

provided to the District. • Invoice Requisition – A requisition generated for a service that has already been rendered to

the District/College, and for which the invoice has already been forwarded to the end-user. The end-user generates an Invoice Requisition in order for an after-the-fact Purchase Order to be issued for payment of the service.

• Payto – The informal name for an Invoice Requisition. • PO – (Purchase Order) The District’s official paperwork issued to a vendor authorizing a

vendor to sell/supply a product/service, in return for payment. • PROMT – (Peralta Real-time Online Management Technologies) The District’s PeopleSoft

computer system used for generating requisitions, purchase orders and payment vouchers. • Requestor – District/College personnel authorized to initiate a purchase requisition for a good

or service.

6. PROCESSING OF INVOICE REQUISITIONS The District's purchasing activities must pass State audits and other required reviews, and therefore must be conducted in an efficient, systematic, professional, and businesslike manner at all times. The purchasing of Goods by end-users and then forwarding an invoice to Accounts Payable for payment, is strictly prohibited. This procedure only outlines the routing procedure for Invoice Requisitions (informally known as Payto’s), and it accompanying Invoice. For a detailed explanation on how to purchase Goods, review the District’s Purchasing Procedures (available on the Purchasing website), and review SOP09 — Requesting a Purchase Order for Goods. 6.1 Types of Invoice Requisitions and Processing Procedures

The District has five (5) distinct types of Invoice Requisitions (Payto’s) that it utilizes. Travel Expense Requisitions, Utility Requisitions, Service Invoice Requisitions (under $600), and Petty Cash Requisitions, should be forwarded Directly to Accounts Payable for processing. Only ICC Invoice Requisitions must be forwarded to the Purchasing Department for Processing. The District does not purchase any Goods under Invoice Requisitions (Paytos). Below is an explanation of each type of Invoice Requisition and the processing associated with each:

• Travel Expense Requisition — This type of requisition is used by end-users to request reimbursement for travel expenses, such as, mileage reimbursement, airfare, and lodging services. Travel Expense Requisitions (and accompanying backup documentation) should be forwarded directly to the Accounts Payable staff (and not the Purchasing Department) for processing.

• 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)


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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 college’s 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 College’s 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.

• (College’s Bursar’s Office) Petty Cash Requisition — This type of requisition is used only by the College Bursar’s Office to request petty cash replenishment for the Bursar Office. No one other than the Bursar’s 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.

• ICC Invoice Requisition —This type of requisition is used to purchase professional services over $600 and up to $25,000 for general funds purchases, and up to $78,900 (or adjusted annually by the Price Deflation Index), for bond fund purchases. All purchases must be set up under the District’s Independent Contractor/Consultant Service Contract (ICC). The ICC must be approved by the College President or Vice Chancellor, the Vice Chancellor of Financial Services, and the Chancellor, prior to the purchase of the service. Note: A new ICC is required for each fiscal year for services over $600. If the ICC is over $25,000, for general funds purchases, and over $78,900 (or adjusted annually by the Price Deflation Index), for bond fund purchases, then the ICC will need Board approval prior to the issuance of a Purchase Order. It is the responsibility of the budget responsible department (for the service), to obtain Board approval for all ICCs that require Board approval. The District Finance Department tracks all ICCs for proper Board approval and only logs approved ICC in the ICC log. ICC Invoice Requisitions require special processing as follows:

o 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.

o 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.

o Step 3 Forward the approved Invoice signed off by the budget responsible College Business Manager or a District Manager to Accounts Payable for payment.


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6.2 Sales Taxes on Service Invoice Requisitions In the procurement of Services, sometimes services have some incidental Goods as part of the purchase. The Goods are only incidental, but must be itemized on the Invoice Requisition, so that the District Accounts Payable Staff is able to correctly document the taxes paid in connection with this service. For example: A vendor who comes in to service a copier may invoice the District for a part associated with the service call. That part is taxable and must be itemized on the requisition, and coded as taxable it the PROMT system. The District’s Accounts Payable Department reports all Sales and Use Taxes to the State Board of Equalization, so it is imperative that the District tracks all taxes on Invoice Requisitions. When generating an Invoice Requisition, the end-user must correctly identify what items are taxable, and must correctly mark those items as taxable in the PROMT system.

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 District’s 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.


FLOW DIAGRAM--PROCUREMENT OF GOODS

END-USER REQUISITIONER

COST CENTER MANAGER/

BUSINESS OFFICER

PURCHASING STAFF

ASSISTANT BUYER

PURCHASING MANAGER/VICE

CHANELLOR VENDOR

Contacts requisitioner requesting item(s) to be purcahsed

Identifies items and general cost to determine procurement process

a) Identifies vendor(s) selling item(s)

b) If vendor is new, sends w-9 and vendor profile application to vendor to complete.

Completes w-9 and profile application and returns to requisitioner

Reviews completed forms and sends to Purchasing Staff Assistant

Inputs Vendor information into PROMT

c) Obtains quotes, pricing and eta from vendor(s). Reviews quotes.

Provides item information, pricing and eta

d) Obtains accurate funding codes for requisition and inputs all item, pricing, quotation and delivery information into PROMT as a requisition

Approves requisition upon review of item(s) for purchase and budget/fund coding

1) Requisiton is sourced to a PO # and queued. Obtains PO from queue.

PO is faxed to vendor

2) If PO is under $2,500.00, the PO is reviewed, dispatched and signed

Vendor Processes PO

e) Forwards quotes, bid recap and any pertinent information to Buyer

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

FLOW DIAGRAM --ACCOUNTS PAYABLE PROCESSES FOR PURCHASES OF GOODS

VENDOR ACCOUNTS PAYABLE

Sends Invoice to District via Mail

a) Receives invoice, finds PO, checks PO document status and verifies items have been received via receipt in PROMT

b) Compares invoice prices to PO prices

c) Creates a voucher in PROMT, budget Checks, matches items on invoice with receipt and prices

d) Voucher is then sent through PROMT processing to become approved, valid and postable. Then it posted.

Vendor receives check per invoice and processes the deposit

e) Pay-cycle process creates a payment and then a manual check is generated and mailed to the vendor. (Checks printed on Wednesday and mailed on Friday.)

FLOW DIAGRAM--RECEIVING OF GOODS

VENDOR WAREHOUSE/RECEIVINGCOLLEGE STOREROOM

KEEPER REQUISTIONER/END-USER

Vendor sends good to district warehouse

a) Signs for packages, retrieves packing slips, prints PO in PROMT and prints it out

b) Checks packages for items on PO, cross-references with packing slips

c) After verifying what has been physically receieved, a receipt is created in PROMT

d) Writes reciept # & destination on packages, prints out receipt and files them with destination clipboards (sorted by college)

e) PO is filed away

f) Contact storeroom keeper to arrange delivery time and date

Sets up appointment for delivery of goods to college

g) Matches destination receipts with packages and confirms delivery appointment Appointment confirmed

h) Packages go out for deliveryPackages received with signs confirmation of delivery

i) Matches receipt(s) to PO(s), then receipt(s) and PO(s) are filed away

Package(s) delivered to end-user(s)

End-user(s) receives package(s)

2/5/2010

Requestor Business Office Measure A Cord. V.C. Gen'l Svcs. V.C. Finance Chancellor Buyer

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Flow Diagram — Measure A Process

Generates Measure AForm

Receives form and reviews for approval. ------------------------Forwards approved form to Measure A Coordinator.

Logs form, date stamps and assigns a number to form. -------------------Reviews form for completeness, logs President's signature date.

If form is complete, forwards to VC General Servicesfor approval, logssent date. -------------------If form is incomplete emails Business Office and Requestor.

Reviews form andapproves/deniesform (w/in 24 hours). -------------------Forwards all forms to Measure A Coordinator.



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.

Receives email notification that the form has be rejected, along with instructions of who to contact to get the form approved.

Receives copy of rejection notification email.

Reviews form and approves/deniesform (w/in 24 hours). -------------------Forwards approved forms to Chancellor. -------------------Rejected forms are returned to Measure A Coordinator.

Reviews form and approves/deniesform (w/in 24 hours). -------------------All forms are returned to VC Finance.All forms are

forwarded to Measure A Coordinator.

Rejected forms -------------------Approved forms are logged, scanned and emailed to Business Office,Requestor, and copy sent to Buyer.

Receives advance copy of Measure A form. Buyer keeps copy to attach to PO.

Receives email notification that the form has been approved.

Receives copy of approval notification, then generates a Purchase Requistion.

Business Process Document

Enterprise Purchasing 8.8: Dispatching POs

PERALTA REALTIME ONLINE MANAGEMENT TECHNOLOGIES

Dispatching POs In the

PROMT System



Step Action

1. Begin by navigating to Associate Service Center Finance Purchasing Purchase Orders Add/Update POs link.

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 Action

4. 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.

Step 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. Modify the value as required on the field.

7. Click on the Receiving tab to see the Receiving column.



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. Click OK to proceed to main page.

12. Approval Step: After performing the above steps, Click on the icon available adjacent to the PO Status field to approve the PO. The status will now change from Open to Approved Note: This will approve the PO.



Step Action

13. Click on Budget Status icon to budget check the PO, which will budget check the PO.

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 Action

15. 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. Click OK to proceed to the confirmation wait page.



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. If the process is successful, then PO status will be changed to Dispatched.



PO Dispatch Batch Process: Dispatching PO can also be done via a Batch Process. The batch process is useful especially if we want to dispatch multiple POs at a time. Note that all the POs selected for the dispatch must be Approved and Valid. Steps involved in running the Batch Process:

Step Action

20. Navigate to Purchasing-> Purchase Orders -> Dispatch PO to proceed to Dispatch Purchase Orders page.



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 Action

23. 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. Click on the check box adjacent to PO Dispatch & Email. Select Type as Web and Format as PDF and click OK to navigate back to the main page.

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.



Step Action

35. Click on the middle link of the three links available on the Process Details page.



Step Action

36. Click on the View Log/Trace link available on the bottom right portion of the page.



Step Action

37. Click on the first link that says “POPO005XXXX.PDF” to open the PO in a PDF format.

Step Action

38. Once the PDF file is opened, click on Print to print PO.


Enterprise Purchasing 8.8: Adding a Vendor

Adding Vendors In the

PROMT System


Enterprise Purchasing 8.8: Adding a Vendor Procedure:

Step Action

1. Begin by navigating to the Vendor Information page. Click the Vendors Vendor Information Add/Update Vendor to navigate to the page.

2. Click on the Add a New Value tab to add a new Vendor. Note: Before we add anew Vendor, we need to check whether the Vendor already exists. This avoid duplication of the Vendor, if exists.

3. Click on the Add button available on the page.



Step Action

4. Enter the Vendor Short Name (appropriate name). This field is mandatory. Note: All the alphanumeric entries must be entered in capital letters.

5. Enter the Vendor Name1. This field is mandatory.

6. Select the Status value as Approved. Note: The value Approved appears by default.

7. Select the appropriate value for Classification. The Classification field would help us to identify the type of the Vendor.

8. The HCM class differentiates a regular Vendor from a Benefit Vendor or Garnish Pay Vendor by selecting the appropriate value from the drop down corresponding to the HCM class. To select HCM class type, we first need to select HCM in the Classification drop down. Note: Generally, the HCM Vendors are created only upon the request from Payroll.

9. If the Vendor is an Individual, then check the Withholding box.



Step 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. Select the appropriate Business Type under same tab.

14. If Women own the business, then check the Women-owned Business.

15. Click on the Address tab

Step Action

16. Enter the value Mailing Address in the Description field of the Vendor, as it is



Step Action

the first address to be entered. Enter the Address1, City, State, Postal etc. in the corresponding fields.

17. 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. To add additional Phone Number, click on the icon available at the right end of the Phone row.

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 icon 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.



Step Action

23. Click on the Contacts tab to add the Contact information of the person representing the Vendor

24. Select the appropriate type of the Vendor in the Type field.

25. Enter the Name, Title, Email address and the Phone information of the Contact Person in the corresponding fields available on the page.

26. Assign the appropriate address to the contact person. Note: In most cases, address would be the Mailing address.



Step Action

27. Click on the Location tab to add the Vendor specific information.



Step Action

28. Go to the ID Numbers tab to select the appropriate type of the Vendor (whether the vendor is Corporation, Individual, and Partnership etc) and enter the either Tax ID Number (if the Vendor is Corporation) or Social Security No (if the Vendor is an Individual).

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. Click OK to get back to the main page.

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 Non-Employee 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. Click on the Save button to save the Vendor Information.


Enterprise Purchasing 9.0: Creating a Requisition

Last changed on: 1/7/2011 3:53 PM

Page 1


Creating Requisitions in the

PROMT System

Business Process Document Enterprise Purchasing 9.0: Creating a Requisition

Page 2 Last changed on: 1/7/2011 3:53 PM

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 Action

1. Begin by navigating to the Requisition page. Click the Associate Service Center Finance Purchasing Requisitions link.

Step Action

2. Click the Add/Update Requisitions link.




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Step Action

3. Click the Add button.

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.



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. Click the Look up Origin button to view the Search Results table. Click on the Origin that you want to enter.




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Step Action



Step Action

9. 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].




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Step Action

10. Next, you want to specify the defaults applicable to the requisition. Click the Requisition Defaults link.

11. Use the Requisition Defaults page to enter defaults that apply to the entire

requisition.



Step Action

12. Click the Look up Buyer (Alt+5) button and view the Search Results table. Select a buyer for your campus. BSCOTT SCOTT,BARBARA



Step Action

13. Click the Look up Vendor (Alt+5) button to view the Vendor Search results.

14. Select a vendor.


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Step Action

15. Click the Lookup Category button.



Step Action

16. Scroll through the Search Results table to select a Category. Note: Generally, the Category is same as the Object Code Select a Category




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Step Action

17. 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 Select the value in Taxable field adjacent to the Ship To location. This Taxable column determines whether to apply the taxes on all the Requisition lines or not. The Values:

• Yes --- Taxes are applied to all the line items. • No ---- Taxes are not applied to all the line items.

Note: Yes is the default Taxable value. However, the user can always override any of these individual Requisition line items.

19. Skip down to the Distribution section available on the bottom of the page.



Step Action 20 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. Enter the desired information into the Quantity field. 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.




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Step Action 26. Enter the desired information into the Price field.

27. Ship To Location determines the location where the goods are to be delivered by the Vendor. Warehouse is the default Ship To Location. Click on the Ship To Location lookup button, if you desire to change the location value.

28. The Taxable column designates if an item is taxable or non-taxable For Taxable Items: Choose Yes from the drop down box in the Taxable column for items that you wish to make Taxable. For Non-Taxable Item: Choose the No from the drop down box in the Taxable column for items you wish to make Non-Taxable.

29. To add a new line to the requisition, follow the below instructions. If you don’t 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.)

• Click the Add Row button. (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.




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Step Action

30. Click the Save button to save your requisition.

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 non-taxable items based on the Taxable column of each line. Then the system calculated the taxes for each taxable line(s) and added this tax amount to the corresponding line items. The sum total of the line(s) amount is the Total Requisition amount; which includes any taxes that you designated per line item. Note: The tax amount and the total Requisition amount is displayed in the Amount Summary section present on the Right middle portion of the Requisition page.

32. Then Click on the Budget Check icon to do the Budget checking. Once the Budget status is changed to ‘Valid’, the requisition has been successfully created. Note: On Budget checking, Total Amount will be pre-encumbered. See the below screen shot.




End of Procedure.

Page 19

Business Process Document Enterprise Purchasing 9.0: Receipt Delivery Report


Enterprise Purchasing 9.0: Receipt Delivery


Receipt Delivery Report


Procedure

Step Action

1. Begin by navigating to the Receipts page. Click the Associate Service Center Finance Purchasing Receipts Reports link.

2. Click on the Receipt Delivery link to go to the Receipt Delivery page.


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. Click on one of the Resulted Run Control IDs.


Step Action

5. Clicking on the Run Control would navigate us to the Report Request Parameters page.


Step Action

6. Enter the Business Unit. The default Value is PCCD1.

7. Enter the Receipt No. for which you wish to run the Delivery Report.

8. Click on Run button available on the top right of the page.


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 Action

12. 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. Then click the RECV_DEL link.


Step Action

16. Click on the third link that says “XXXX-POY530- Success”


Step Action

17. Click on View Log/Trace.


Step Action

18. Click on the link that says “POY5030 – XXX.PDF”.

19. This will open the Delivery Report for that receipt.


Step Action

20. 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.

Updated January 12, 2010

P E R A L TA C O M M U N I T Y C O L L E G E

D I S T R I C T

P U R C H A S I N G P R O C E D U R E S

Dr. Sadiq B. Ikharo Vice Chancellor of General Services

Updated January 12, 2010

PURCHASING, WAREHOUSE,

DUPLICATION & MAILROOM SERVICES

PURCHASING DIRECTORY

Vice Chancellor of General Services 466-7336 Purchasing Compliance Manager 587-7895 Vendor Information 466-7225 Buyer (BCC & Merritt) 466-7255 Buyer (District, COA, & Laney) 466-7256 Buyer (Measure A, only) 466-7217 Purchasing Department 466-7225 Fax: 587-7873 WAREHOUSE / MOVABLE PROPERTY Warehouse Supervisor 466-7334 DUPLICATION & MAILING Telephone 466-7396

Mailing Address: 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 PROCEDURES FOR THE SELECTION OF PROFESSIONAL SERVICE CONSULTANTS 2.00 Use of Competitive Procedures to Retain Consultants 2.01 Architectural, Engineering and Land Surveying Services 2.02 Other Professional Services 2.03 Wavier of Competitive Procedures for Professional Services PROCEDURES FOR COMPLETING PURCHASING FORMS 3.00 Quotation Request Forms 3.01 Bid Recapitulation Form 3.02 Bid Opening Form 3.03 Request for Emergency Purchase Form 3.04 Vendor Application Form 3.05 Purchase Orders 3.06 Change Order Form/Addendums 3.07 Waiver of Competitive Procedures for Professional Service Consultants Form ATTACHMENTS – SAMPLE PURCHASING FORMS Request for Quotation Forms (2 formats) Bid Recapitulation Form Request for Emergency Purchase Form Vendor Application Form Request for Change Order Form Waiver of Competitive Procedure Form

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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 District’s 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 GOODS OR NONPROFESSIONAL SERVICES

Goods or nonprofessional services, hereinafter referred to as goods, should be purchased from the vendor who can provide the required goods at the time and also at lowest price available.

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1.01 REQUISITION PROCESS – COLLEGES

User departments must plan ahead. Initiate and submit your purchase requisition forty-five (45) to sixty (60) days in advance of the desired delivery date (DDD). Requisitions for materials, rentals or services should be carefully prepared. The originating/user department must submit a requisition to the Business Office for the issuance a purchase order. The requisition must be approved by the department head or designee. The requisition must include the name and department making the request, coding, delivery address, date of requisition, term of payment and shipping terms. List the equipment, supplies, or services to be purchased giving a complete description of all items. If contracting for service or travel, indicate as many details as reasonable (i.e. maintenance, consultant, registration fees, hotel cost, meals, ground transportation, etc.)

Purchases requiring informal bids must be summarized on a bid recapitulation (bid recap) sheet. The solicitor of bids must sign the Recap sheet and forward the bids and the Recap sheet to the Business Office. The Business Office and Colleges are encouraged to solicit bids from a diverse business community, including Small Local Business Enterprise (SLBE), Small Emerging Local Business Enterprise (SELBE), other local vendors, and minority and women business. If the successful bidder is an SLBE/SELBE vendor, enter its designation in the appropriate space on the Recap sheet.

The Business Office will prepare requisitions for issuance a purchase order and forward the bids, the Recap sheet, and the Purchase Requisition to the District Purchasing Office to issue a Purchase Order.

1.02 REQUISITION PROCESS - DISTRICT OFFICE

User departments must plan ahead. Initiate and submit your purchase requisition forty-five (45) to sixty (60) days in advance of the desired delivery date (DDD). Requisitions for materials, rentals or services should be carefully prepared. The requisition must be approved by the department head or designee. The originating/user department must submit a requisition to District Office Purchasing for the issuance a purchase order. The requisition must include the name and department making the request, coding, delivery address, date of requisition, term of payment and shipping terms. List the equipment, supplies, or services to be purchased giving a complete description of all items. If contracting for service or travel, indicate as many details as reasonable (i.e. maintenance, consultant, registration fees, hotel cost, meals, ground transportation, etc.)

Purchases requiring informal bids must be summarized on a bid recapitulation (bid Recap) sheet and attached to the purchase requisition. The solicitor of bids must sign the Recap sheet and forward the bids and the Recap sheet to the District Purchasing Office for the issuance of a Purchase Order. The District Office and Colleges are encouraged to solicit bids from a diverse business community, including local vendors

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and minority, disadvantage and women-owned businesses. If the successful bidder is an SLBE/SELBE vendor, enter its designation in the appropriate space on the Recap sheet.

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. The originating department must solicit at least three (3) written bids/price quotations for items between $10,000.01 and up to $78,500. or as adjusted annually by Price Deflation Index or as adjusted annually by Price Deflation Index. Once bids are received, an evaluation and selection process is necessary to select a vendor for contract award. All purchases less than $78,500 (or as adjusted annually by Price Deflation Index) require approval by the Chancellor.

1.03 ANNUAL, BLANKET, OPEN PURCHASE ORDERS

In order to minimize delay and encourage effective planning, prices for regularly purchased goods should be determined in advance of the purchase. In such cases, the college or the department must make an approximation of the type and the quantity of goods during the specified time (not to exceed one year). Once the low bid is determined and the necessary approvals obtained, District Purchasing issues a purchase order to a specific vendor for the total amount of the estimated purchases. This allows the end user to buy unspecified quantity of items during the fiscal year. Expenditure exceeding $78,500 (or as adjusted annually by Price Deflation Index) requires Board approval.

1.04 FOOD SERVICE PROCUREMENT

The procurement for the food service operation is done on an annual basis. A Request for Proposal (RFP) is prepared requesting price quotations for various food items and services. A review and evaluation process is done by the College administrator responsible for this operation to determine the award, a board report is prepared and after approval, the food service vendors are notified of contract award.

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 vendor’s catalog prices, or based on a comparison of vendor’s price lists; or items purchased based on historical price data, or based on prior bid solicitations.

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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.

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B. Public Works Projects “Public Works Projects” require Plant Management review, approval and project coordination. California Public Contract Code # 20651 defines “Public Projects” as construction projects, including maintenance repairs and remodeling of existing facilities. The Office of Physical Plant supervises all construction contracts. Board approval is required on all construction contracts over $15,000.00. The contract must be awarded to the lowest responsible bidder. The following procedures are required.

Expenditures of less than $10.000.00 Require one (1) price quotations obtained from the licensed contractor/vendor in conjunction with specifications prepared by the District/Department manager. If the quotation is over $2,500, the quotation must be written in ink and signed by an authorized representative of the vendor. Expenditures of $10,000.01 to $14,999.99 requires that staff inform the licensed contractors, that they are bidding on a public works job, and obtain at least three (3) written price quotations. The bidder may use the Quotation Request Form or present their quote on their letterhead stationery. In either case, the bid must be written in ink and signed by an authorized representative of the vendor.

Expenditures of $15,000 or more require formal bids obtained by District Purchasing staff using specifications prepared by District/Department of General Services Management staff. All bids shall be presented under sealed cover and shall be accompanied by one of the following forms of security:

1. A cashier’s check made payable to the Peralta Community College District 2. A certified check made payable to the Peralta Community College District 3. A bidder’s bond executed by an admitted surety insurer made payable to the

Peralta Community College District.

Securities of unsuccessful bidders will be returned in a reasonable time period but not longer than sixty (60) days from the time the contract award has been made. Splitting or separating orders or projects into smaller work orders or projects for evading competitive bidding is strictly prohibited. It may take two to four months to issue a purchase order under these circumstances. Please PLAN accordingly. Contact purchasing staff for assistance in establishing a schedule for bidding the project.

1.06 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

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supplies or services of $78,500 (or as adjusted annually by Price Deflation Index) or more require formal bids obtained by District Purchasing staff. Requesting staff or Division/Department manager will supply applicable specifications with the Purchase Requisition. Purchasing staff will use the information to prepare bid documents. It may take 2-4 months or longer to issue a purchase order under these circumstances. Please plan accordingly. Call purchasing staff for assistance in establishing a schedule for bidding the project

The description of the goods or services may be either performance-based or product-based. Performance-based specifications describe the goods needed by detailing the performance required of the goods. For example, specifications for a calculator would list all the mathematical functions that the calculator must perform. Product-based specifications describe the goods by identifying a specific product which would be acceptable, and requesting a price on that item or its equivalent. For example, calculator specifications might request prices on Texas Instruments Model TI-1795, or its equivalent. When product specifications are used, a bid on an equivalent product must include specifications demonstrating that the bid goods are substantially equivalent. The conditions of the purchase include payment terms, insurance requirements, delivery schedule, shipping terms, prevailing wage requirements, bid/bond requirements.

Purchasing will determine which conditions are required for particular purchases, and include the appropriate terms in the specifications. All specifications are distributed through the District Purchasing.

For formal bids, an advertisement announcing the goods sought, the availability of bid specifications, and the bid opening date, time and place must be published once a week for two weeks. The District is an Equal Opportunity Contractor. Every effort should be made to advertise or distribute bid announcements to diverse segments of the business community, including local, disadvantage, minority and women owned businesses. Bid announcements will be placed on the district Web site located at www.peralta.edu The purpose of the advertisement is to provide vendors who are not on PCCD's bidder's list with an opportunity to bid for PCCD contracts. Following the advertisement, the newspapers will send District Purchasing a letter verifying that the advertisement was published. The letter will then be retained in District Purchasing files. District Purchasing shall send a bid notification letter that specifications are available to all vendors registered in appropriate categories on the District Purchasing bidder's list. Vendors can register to be included on the bidder's list by completing a vendor's application form and filing it with the District Purchasing. Specifications shall be available from the District Office Monday through Friday from 9:am to 3:pm during the time between the placement of the advertisement and the bid opening. The deadline for receipt of bids will be a minimum of ten working days after

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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 EXCEPTIONS TO FORMAL BIDDING

A. Purchases for textbooks, library books, and educational films, audiovisual materials, workbooks, instructional computer software packages, or periodicals may be purchased without estimates or bids.

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. When the item available is unique, or is designated to match others or is used in or to furnish to a particular installation, facility, or location. A detailed letter of justification is required in describing the goods required, including the name of the product, model numbers and any other relevant information

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. In an emergency when any repairs, alterations, work, or improvement is necessary to any facility to permit the continuance of existing school classes, or to avoid danger to life or property, the Board may by unanimous vote, and with approval of the County Superintendent of Schools, make a contract for the

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

F. If determined by the board to be in the best interest of the District, to lease data-

processing 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. Purchasing materials, equipment or supplies through the Department of General Services.

H. Contracts for the services of individuals possessing a high degree of professional skill where the ability or fitness of the individual plays an important part are exempt from competitive bidding.

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. Maintenance or repair of equipment made by the manufacturer Also exempt are contracts for the maintenance or servicing of, or provision of repair parts for, equipment which are made with the manufacturer or authorized service agent of that equipment where the provision of parts, maintenance, or servicing can best be performed by the manufacturer or authorized service agent. In the case of a service agent, a letter must be obtained from the manufacturer, stating that the service agent is an authorized agent and describing the nature of the work that the service agent is authorized to perform for the manufacturer. A written description of the nature of the maintenance and/or repair to be performed.

1.08 DETERMINING THE LOW BID AND MAKING THE PURCHASE

The low bid may be determined either by figuring the price of individual items, or by figuring the total price for all items specified. When prices for several items have been solicited, and different vendors have provided a low bid on individual items, the purchase may be made either from the lowest bidder for each individual item, or from the vendor who made the lowest total bid for all the items specified. RFP specifications must clearly state this selection process.

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

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specifications, failing to provide signatures on bid proposals, failing to provide bid deposits on contracts, failure to respond to all items sought in the bid specifications.

1.10 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. RESPONSIBILITY FOR REPORTING LOSS OR DAMAGE

It is the responsibility of the receiving person to notify the Warehouse Supervisor of any damages. When the college staff finds damages, this should also be reported to the Warehouse Supervisor within three days of receipt of materials. The name of the vendor and the purchase order number must be given when making the report. The following documents shall be maintained: 1) Copy of carrier’s freight bill or delivery document bearing notation of

shortage or damage. 2) Packing list containing the material, and quantity shipped.

C. RESPONSIBILITY FOR FILING CLAIMS

The Warehouse Supervisor or purchasing department is responsible for preparing, filing and negotiating all claims for loss or damage incurred in the shipment of material. Claims will be substantiated with the following documents as appropriate: 1) All documents and correspondence received from the freight

company/carrier. 2) Copy of freight bills and invoices. 3) Copy of carrier’s inspection report. 4) Documentation of additional costs claimed.

D. ADDITIONAL COSTS CLAIMED

The following costs incurred as a result of loss or damage in the shipment of material will be included in the claim.

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1) Cost of replacement of short or damaged material where replacements are obtained.

2) Prorata freight cost in the weight of short merchandise or damaged material (including packing and packing material)

3) Cost of labor and material in repackaging, repairing and reconditioning damaged material.

E. 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 carrier’s representative and the receiving person.

The extent of the damage is to be noted on both the carrier’s and the consignee’s 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.

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1) SHORTAGES IN PIECES RECEIVED

The number of pieces or packages received in a shipment is to be checked by the receiving person against the number indicated on the delivery document. In the event of any variance, a notation of that effect is to be placed on both the consignees’ copies of the delivery document and signed by the receiving person. The carrier’s representative (truck driver) shall be required to note and initial the same documents. Subsequently, the packages are to be opened and checked against the packing slip or bill of lading to determine the missing material. The receiving person shall report the shortage to the Warehouse Supervisor for resolution.

A signature only, without any notation of shortage, will normally be considered evidence that the complete shipment was received in apparent good order.

2) LOSS OF CONTENTS

When a package indicates possible pilferage of loss of contents, notation of the effect is to be make on the delivery document in a similar manner to “shortage in pieces received”

3) SHORTAGE OF THE CONTENTS OF PACKAGES

Packages are to be opened as soon as possible after their delivery, and the contents checked against the packing slip or lading. Any variance is to be reported at once to the Warehouse Supervisor.

G. 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.

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PROCEDURES FOR SELECTION OF PROFESSIONAL SERVICE CONSULTANTS 2.00 USE OF COMPETITIVE PROCEDURES TO RETAIN CONSULTANTS

It is the general policy of the district to encourage the use of competitive procedures as set forth below, to select consultants. Competitive procedures should be used, except when specifically waived, or exempt as set forth in Paragraph 2.03 below, whenever the estimated cost of a person's or a firm's professional estimated cost of a person's or a firm's professional services exceeds $78,500(or as adjusted annually by Price Deflation Index) during a 12-month period.

2.01 ARCHITECTURAL, ENGINEERING AND LAND SURVEYING SERVICES

A) 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

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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 land-surveying 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 OTHER PROFESSIONAL SERVICES

In procuring professional services, other than those listed in paragraph 2.01 (i.e., Architectural, Engineering and Land Surveying), the following procedure applies.

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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 least-expensive 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 WAVIER OF COMPETITIVE PROCEDURES FOR PROFESSIONAL SERVICES The requirement for competitive selection for professional services may be waived, other than architectural, engineering, and/or land surveying, if any of the following occurs: A) The cost or delay associated with the procedure is not in the best interest of the

district. B) It is unlikely that multiple proposals would be submitted in response to a request

for proposals or a request for qualifications. C) A consultant's experience or skill in dealing with the matter under consideration

makes it appropriate to engage the consultant without recourse to competitive procedures.

D) The advantages to the district of selecting a particular consultant on a noncompetitive basis outweigh the likely benefits of selecting one by competitive procedures.

In order to waive the requirement for competitive procedures for any of the reasons stated in this section, the department must complete a waiver form detailing why competitive procedures are inappropriate. The president must approve waivers initiated

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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 QUOTATION REQUEST FORMS

Quotation Requests Forms may be used to solicit bids from vendors. Written quotations are required for purchases between $2,500.01 and up to $78,500 (or as adjusted annually by Price Deflation Index), however, a bid on the vendor's letterhead stationery is acceptable in lieu of a Quotation Request Form. The form must include a complete description of the goods or services sought the price of each item, telephone number of vendor and the total amount for all specified items.

3.01 BID RECAPITULATION FORM

Bid recapitulations (Recap Sheet) are used to summarize bids received on purchases between $10,000.01 and up to $78,500 (or as adjusted annually by Price Deflation Index). The solicitor of bids must sign the Recap Sheet and forward the bids and the Recap Sheet to the District Purchasing Office for the issuance of a Purchase Order. If one of the vendors from whom a bid was solicited is unable or unwilling to bid, that information must be noted on the form. 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. The bid recapitulation form and copies of the written bids must be attached to the purchase order.

3.02 BID OPENING FORM

During the opening of formal bids on items that cost over $78,500 (or as adjusted annually by Price Deflation Index), the District Purchasing will record all bids received on this form. The form will list the names of all vendors to whom specifications were sent. The form will also include the vendor's bid, a notation that the vendor failed to respond, or that he or she submitted a response that indicated unwillingness or an inability to bid.

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3.03 REQUEST FOR EMERGENCY PURCHASE FORM

When the delay that results from formal or informal bidding could cause damage either to life or to property, the normal procedure for bidding may be waived. To do this, an emergency-purchase form must be completed and signed by a college president, a vice chancellor, or the chancellor prior to authorization. The form must be attached to the purchase order. All documentation supporting the emergency request should be attached to the emergency purchasing form.

3.04 VENDOR APPLICATION FORM

This form is provided to all vendors who ask to be informed of PCCD's purchases in a particular category. After the form is completed and returned to the District Purchasing, the vendor will be placed on PCCD's bidder's list in the categories he or she selected.

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 CHANGE ORDER FORM/ADDENDUMS

Change Orders or Addendum's are used to indicate any changes that may occur after the issuance and approval of the original purchase order. They should include the original purchase order number, vendor's name and address, originating department, for service or delivery to address, a complete explanation of the circumstances which necessitates the change, the dollar amount of the original purchase order, the dollar amount of the new change and any previous addendum and proper budget coding. The Change Order or Addendum follows the same approval and encumbrances process as the original purchase order.

3.07 WAIVER OF COMPETITIVE PROCEDURES FOR PROFESSIONAL SERVICE

CONSULTANTS FORM

A department completes this waiver form when the competitive procedures for selecting a consultant are inappropriate. The reason for the waiver must be described on the form. Copies of all competed waivers must be sent to the District Purchasing and retained by the department.

Peralta Community College District

QUOTATION REQUEST FORM

(This is not an Order)

Peralta Community College District 333 E. 8th Street

Oakland, CA. 94606 Fax: 510-___-____

SHIP TO DATE ISSUED ADDRESS QUOTATION #

DEPARTMENT REQUESTOR

VENDOR ADDRESS

Return this quotation to requestor NOTE: no later than:

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

Company Quoting: ____________________ Official Signature: ____________________ Type/Print _____________________ Phone Number ____________________ Date: ____________________


Quotation Request Form

Date:__________________ We are requesting your firm to provide pricing quotations on the following: _____________________________________________________________________________________

_____________________________________________________________________________________

_____________________________________________________________________________________

_____________________________________________________________________________________

_____________________________________________________________________________________

_____________________________________________________________________________________

_____________________________________________________________________________________ The undersigned hereby proposes to do the above-mentioned work in accordance with attached specification for the following price $_________________________________ PLEASE FAX OR EMAIL TO ______________________________________, NO LATER THAN

_____________, 20_____, AT 510-__________________. Please provide your installation schedule. Company Name: ________________________________________________ Address: _______________________________________________________ Telephone Number: ______________________________________________ Signature of Authorized Agent: ______________________________________ Print Name: _____________________________________________________ Title: ___________________________________________________________


Bid Recapitulation Form

Requisition order #__________________College________________________ Date: __________________ Vendor Selected ____________________ 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 District’s 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


Request for Emergency Purchase

This form is to be used only when the delay that results from formal or informal bidding could cause damage either to life or to property. Requisition order #________________ College ____________________ Vendor Selected __________________ Amount ____________________ Contact _________________________ Phone _____________________ Initiated by ______________________ Department _________________ Provide a detailed description to support your request to waive the normal procedure for bidding. Attach supporting documentation to this emergency request including quote from vendor identifying service/commodity and price. Authorized by President _______________________ at __________________College

on Date:__________________

Peralta Community College District Purchasing Department 333 E. 8th Street Oakland, CA 94606 Phone (510) 466-7225 Fax (510) 587-7873

RETURN COMPLETED VENDOR APPLICATION FOR PROCESSING TO: PURCHASING DEPARTMENT

VENDOR APPLICATION New Application Change Application Date:

1. MAIN ADDRESS (Legal Name and Address of Entity)

Phone:

Fax:

Email:

Website:

2. REMIT to ADDRESS (Mailing Address for Payments COMPLETE ONLY IF DIFFERENT FROM MAIN ADDRESS) Phone: Fax:

Email:

Website:

3. CONTACT INFORMATION (All Purchase Orders Will Be Faxed and or Mailed to the Sale (Primary) Contact.) Contacts Name/Title Email Telephone Fax Sales (Primary):

Sales (Secondary):

President/VP:

Other Contact:

4. TYPE of FIRM (Check One) Goods Only (Taxable) Services Only (Non-Taxable) Good and Services

5. TYPE of ORGANIZATION (Check One) Sole Proprietorship Partnership Corporation Limited Liability Corporation Non Profit or Chur

6. TAX INFORMATION (Check One and Provide Number) Federal Tax ID ________-_____________________ Social Security Number _________-_________-__________

7. TYPE of CONTRACTOR (Please specify the type that best depicts your company. ONLY Check One TYPE.)

A &E Advertising Asphalt/Concre Automobile Construction Consultant Electrical Electronics Employee/Student General Contractor Goods Hardware Instrumentatio Mechanical Painter Plumber Printer/Copyi Roofer Scientific Security Service Software Surgical/Medic Telecom Temp Staffing Other __________________

8. BUSINESS LICENSE NUMBERS (Provide your Business License Number and any Contractors License Numbers) Business License Number_______________________ Expiration Date________________________

California Contractor Number____________________ Expiration Date_________________________

Other ________________________________________ Expiration Date_________________________ 9. CERTIFICATIONS (Does your business qualify under PCCD’s Small Local Business Enterprise Program. See attached program guidelines.)

Yes I am a SLBE (Small Local Business Enterprise) Yes, I am SELBE (Small Local Emerging Business Enterprise) 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:__________ __________ ___________ ___________ __________ __________ __________ __________ __________ __________

I HEREBY CERTIFY THAT INFORMATION SUPPLIED HEREIN IS CORRECT,

______________________________________ _______________________________________ ______________________________________Name Title Date

Revised 1/09/08Revised 1/09/08


Request for Change Order

Purchase Order No. ______________ Change Order No._______________ Requisition No. ____________________ Date of request__________________ Vendor _________________________ Vendor # _______________________ C. O. requested by________________ Department ____________________ Original dollar amount of purchase order______________________________ Dollar amount of change ___________________________________________ Accounting:

Loc

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 Unit Price

Authorized by: Business Manager __________________ at __________________College Date __________


Waiver of Competitive Procedure Form

It is the general policy of the District to encourage the use of competitive procedures as set forth in section 2.00 of the district purchasing procedures to select consultants. Section 2.03 of District procedures lists the reasons for waiving the competitive selection requirements for professional services. To retain a consultant without competitive procedures, this waiver form must be completed. The College president, the appropriate Vice Chancellor, or the Chancellor must approve it. Type of consultant/services required: Brief description of the need for a professional service consultant: Reason that competitive procedures are not appropriate for this project. Basis for selecting the recommended individual or firm: ________________________________ ___________________________________ Person initiating request/Date Approved by/Date ___________________________________ President/Vice Chancellor/Date

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Fixed Asset Policy (rev 10-27-10).doc Rev. 10/27/10


Fixed Asset Management Policy

1. Purpose The purpose of this policy is to introduce fixed asset accounting concepts and to provide users with an understanding of the policies in controlling the fixed assets of the District. This policy is designed to maintain the fixed assets of the District including additions, changes, and dispositions. Generally Accepted Accounting Principals (GAAP) defines governmental fixed assets to include such items as Land, Improvements other than buildings, Buildings, Fixtures, Equipment (including Instructional, Non-Instructional and Vehicles), and Construction in Progress. Fixed assets are to be reported at historical cost. Historical cost not only includes the purchase price or cost of construction, but also any other charges incurred to place the asset in service. Not all fixed assets are required to be reported on the District’s balance sheet. Specifically, fixed assets with extremely short useful lives and or minor value are reported as “expensed” assets in the period they are acquired. Fixed assets that are reported on the balance sheet are “capitalized”. GAAP reporting requires the District to maintain physical accountability over the assets owned by the District. Control of noncapitalized fixed assets resides at the department level and is referred to in this policy as “Small Dollar Fixed Assets”. 2. Definitions Small Dollar Fixed Assets- These assets are items with an original cost of $500 (to $5,000), and may include items that are sensitive, portable, or prone to theft items. The District Warehouse puts an inventory tag on all Fixed Assets exceeding $500 in value and on some lesser-value sensitive items that have a higher likelihood to be stolen (i.e., computer monitors and audio visual equipment). These items are not capital assets but are tracked for control purposes. - Many Fixed Assets consist of multiple components that make up the asset. This is particularly true for personal computer systems. The District has decided to control all personal computers as a system. A system has the following characteristics:

1. Consists of multiple property sub-units which function together as a single fixed asset.

2. Individual sub-unit costs are generally not significant in comparison to the total cost of the entire system.

Capital Assets- A Capital Asset is defined as a fixed asset that meets all of the following criteria:

1. It is tangible in nature. 2. It has a useful life of greater than one year. 3. Its unit cost, including freight and installation, exceeds $5,000. 4. It must be tracked for state or regulatory purposes (regardless of its cost).

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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.

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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:

• Replacements of roof coverings are not capitalized unless the replacement extends the useful life of the building.

• Replacement floor coverings and window coverings are not capitalized. • Costs to remodel a building to a different use, where the remodeling does not

extend the useful life of the structure itself, are not capitalized. 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 property’s fair market value. Donations over $50,000 must be

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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:

• PO Number (for the purchased item) • Tag Number (Warehouse Staff to provide) • Campus • Building Number/Name • Room Number • Requestor/User Name on the PO • Serial Number of the Item • Description of the Item • Manufacturer’s Name (or a Vendor Name) • Model • Cost of the Item (including all ancillary costs) • Date Received

5. Asset Classes, Capitalization Thresholds, and Economic Life The usefulness of most assets, other than land, declines over time and must be depreciated over its Economic life. The District Finance Department will depreciate an asset and keep track of its accumulated depreciation. This information will be recorded in the Fixed Asset Module of the PROMT system and will be reported in the District’s Annual Financial Statements. Depreciation will be calculated using the straight line method, which is the standard practice in public sector accounting. The cost basis used in straight line depreciation is the acquisition cost. Annual depreciation is calculated by dividing the basis by the Economic life. The total amount depreciated can never exceed the acquired cost. The Depreciation Convention used by the District is the Half Year

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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 Equipment (Instructional and Non-Instructional) $5,000 5 years

Building $1 40 years (or useful life)

Building Improvement $1 40 years (or useful life)

Construction In Progress $1 40 years (or useful life)

Machinery and Tools $5,000 5 years

Vehicle $5,000 5 years Computers, Audio Visual Equipment, and Telecommunication Equipment

$5,000 5 years

Lab/Science/ Engineering Equipment $5,000 5 years

Outdoor Equipment, Grounds and Agricultural Equipment

$5,000 5 years

Athletic Equipment $5,000 5 years

Furniture and Accessories $5,000 5 years 6. Acquisitions of Assets All fixed assets must be purchased via the District’s Requisition and Purchase Order system. Fixed assets above the District’s bid thresholds will be purchased via a formal bid, conducted by the Purchasing Department. No fixed assets are to be purchased utilizing the District’s Blanket Order or Just-In-Time purchasing system. When purchasing a fixed asset utilizing the District’s 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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D. If the asset is to be purchased with Categorical or Grant Funds, the name of the Categorical and or Grant must be provided in the text of the requisition. If the Grant stipulates any special handling of the Fixed Asset or requires a stipulation to get multiple quotes for the items being purchased, this information must be noted in the requisition. If no notes are made, the District Purchasing will purchase the items via its normal purchasing procedures.

7. Transfers of Assets Between Departments When an asset is transferred from one department to another, or to another building within the same department/college, the sending department completes an EQUIPMENT ACTION REQUEST FORM and forwards it to the District Warehouse with the following information filled in:

• Requesters Name and Date. • Location of Existing Asset. • Action Requested (i.e., remove from inventory or relocate). • New building number/name, room number, and user name. • Information about the asset or description of the asset. • Itemizes each asset with the Quantity, Item, Serial Number, PCCD Number

and estimated Dollar Value of the asset. • Obtains approval of the Business Manager/ Department Head.

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:

• Requesters Name and Date. • Location of Existing Asset. • Action Requested (i.e., Surplus). • New building number/name, room number, and user name. • Information about the asset or description of the asset. • Itemizes each asset with the Quantity, Item, Serial Number, PCCD Number

and estimated Dollar Value of the asset. • Obtains approval of the Business Manager/ Department Head.

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

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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 individual’s 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.

Peralta Community College District Board Policy 6.31

Policy 6.31 Procurement of Supplies, Equipment, Furniture, Construction Repairs and Maintenance Services

The maximum educational and monetary value shall be obtained in the purchase of supplies, equipment, furniture, construction repairs and maintenance services. The authority to encumber district funds shall be limited to action of the Board, except as Board-approved procedures shall designate otherwise. Purchasing procedures shall be in compliance with existing laws (Public Contract Codes & Education Codes) and good business practice. Competitive bidding, with legally authorized exceptions, shall be utilized, with award to the lowest responsible bidder meeting specifications. No member of the governing board nor an employee of the Peralta Community College District shall have an interest in any contract for supplies, equipment and services made by the Board of Trustees. This general policy does not preclude the employment of staff members in a consultant capacity, but no staff member shall receive any gift or reward or commission for introducing or recommending an article or a service resulting from such consulting work. Equipment which is unserviceable, worn out, or obsolete may be used as trade-in on new equipment, for purchases or lease. Purchases of Goods & Services: A. 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.

Public Works Projects: A. 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.

For purchases of $10,000.00 up to $69,000.00, or as adjusted annually by the California Community Colleges State Chancellor’s Office based on Implicit Price Deflation, such purchase shall require a written quotation with a minimum of three (3) bids. If three written bids are not obtainable, the purchase must be advertised. Purchase of materials and supplies of $69,000.00 or over, as adjusted annually by the California Community Colleges State Chancellor’s Office based on Implicit Price Deflation, must be on the basis of advertised proposals and formal bid.

Board Policy 6.31 Procurement of Supplies, Equipment, Furniture, Construction Repairs and Maintenance Services Page 2 of 2 The Chancellor, or designee, is authorized to approve purchases of goods, supplies, furniture, equipment, construction repairs and maintenance services not to exceed $69,000.00, or as adjusted annually by California Community Colleges State Chancellor’s Office based on Implicit Price Deflation. All purchases in excess of $69,000.00, or as adjusted annually by Price Deflation Index, or more, shall require Board approval in advance. Source of Law: Public Contract Code § 20651(d) Educational Code § 8100 Revised/Adopted by Board of Trustees: May 7, 1985 Revised/Adopted: January 9, 1996 Revised/Adopted: May 27, 1997 Revised: January 15, 2008

1


Overview of Purchasing Policies & Procedures

Updated

1-04-11

2

Introduction

John Banisadr, Purchasing Compliance Manager

Goal of this Presentation – To familiarize you with Peralta’s purchasing procedures to help you obtain goods and services in the most efficient manner.

3

Staff & Contact Information

Purchasing Compliance ManagerJohn Banisadr 587-7895Buyer – District, Merritt, & COAMarie Hampton 466-7256Buyer – District, Laney, & BCCDavid Bui 466-7225 Buyer – Measure A (only)Eva Chiu 466-7217Staff Assistant – Vendor Applications & General InfoKawanna Muldrow 466-7225Purchasing Department’s Fax 587-7873District Warehouse – SupervisorShawnee Martinez 466-7334

4

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.

5

Purchasing Department’s 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

6

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 ServicesAll types of materials, supplies, and non-construction services.

Public Works ProjectsConstruction and maintenance on facilities or campuses.

7

Who Is Authorized to Purchase for the District?

Only employees authorized by Board policy are authorized to make purchases or enter into contracts for PCCD.

Goods and Services - the Chancellor is authorized to approve purchases up to $78,900. Purchases over $78,900 require Board approval.

Public Works Projects - the Chancellor is authorized to approve purchases up to $15,000. Purchases over $15,000 require Board approval.

8

Purchasing Thresholds for Goods and Services

Formal bids done by Purchasing

> $78,900

3 written quotes$10,000.01 - $ 78,9001 quote*< $10,000

RequirementAmount

* If the purchase is over $2,500 then the quote must be in writing.

9

Purchasing Thresholds for Public Works Projects

All Public Works projects must be approved by the Department of General Services prior to entering a requisition.

Formal bids done by Dept. of General Services/Purchasing

> $15,0003 written bids$10,000.01- $15,0001 bid*< $10,000RequirementAmount

* If the bid is over $2,500 then the bid must be in writing.

10

The Purchasing Process

Here are the 10 steps involved for typical purchases

1. Plan Ahead: initiate the purchasing process 45 to 60 days prior to your desired delivery date.

2. Obtain 3 quotes from vendors.

3. Complete the Bid Recapitulation (Recap) Sheet, attach the 3 quotes to the Bid Recap sheet, and obtain signature from Business Manager.

11

The Purchasing Process (cont’d)

4. Enter a PeopleSoft Requisition for the lowest bidder in the system. You must enter taxable and non-taxable items as separate line items on the requisition.

PeopleSoft routes requisitions to the responsible Manager/Dean and then to the Business Service Manager for approval. Purchasing cannot view them until all approvals are complete in the system.

Note: If the lowest bidder is not already in PeopleSoft as a vendor, contact Purchasing to obtain a Vendor Application form.

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5. Send the Bid Recap Sheet with the attached quotes to Purchasing via Inter-Office Mail.

6. Purchasing receives notification of a PeopleSoft requisition, verifies receipt of the Bid Recap Sheet and attached quotes, and budget-checks for sufficient funds in your account.Note: If there are insufficient funds for the requisition, Purchasing sends a notification to the originator (and copies the Business/District Manager) that funds must be added before proceeding.

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7. Purchasing issues a Purchase Order (PO) to the vendor.

Note: A PO number in the system does NOT mean that a PO has been issued. PeopleSoft automatically generates PO numbers for tracking purposes, but Purchasing has NOT issued a PO to the vendor unless the status in PeopleSoft is displayed as “Dispatched.”

Within 10 days of generating a requisition, requestors should lookup their requisitions to check their status and to make sure they state “Dispatched”.

14


8. Items are shipped to the District Warehouse.

9. District Warehouse team members enter items as received in PeopleSoft and forward paperwork to A/P for payment.

10. District Warehouse team members deliver goods to campuses daily. For capital assets over $500, warehouse team members affix Peralta asset tag numbers prior to delivery.

15

What to Do When You Receive Goods

If you receive damaged or missing goods, report them to the District Warehouse Supervisor within 3 days of receipt.

If you receive any goods or invoices directly from vendors, notify the District Warehouse Supervisor so they can be entered as received in PeopleSoft and the Supervisor can coordinate with A/P to process them for payment.

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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.

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Common Problems that Delay Purchases

The Dean/Business Manager has not yet approved the requisition in PeopleSoft, so Purchasing is unable to view the requisition. Purchasing has received a Requisition in PeopleSoft but has NOT received BOTH a Bid Recap Sheet and 3 attached quotes.Budget Error – Insufficient funds to cover the requisition –the requisition is returned to the originator, who must transfer sufficient funds (to cover the purchase and any taxes) and resubmit the requisition.

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Common Problems that Delay Purchases (cont’d)

Missing Independent Contractor Contract (ICC) –Purchasing has not received a copy of the ICC.

Computer Glitch – The requisition was not automatically forwarded to Purchasing Department and is lost in cyberspace. (Check status of all requisitions within 10 days after generating them to alleviate this problem.)

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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.

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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

21

Blanket Purchase Orders

If you plan to use a vendor repeatedly for goods or services in a fiscal year, contact Purchasing to discuss the possibility of setting up a “blanket” PO.

A blanket PO is an open-account arrangement with a vendor up to a specified amount.

Purchasing works with you to competitively bid blanket POs with vendors to streamline your repeated purchases.

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Exceptions to Formal Bidding

Emergency Purchases

Sole Source Purchases

Textbook and Specified Classroom Purchases

Board Exceptions

Manufacturer Maintenance or Repairs on Equipment

23

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.

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Sole Source Purchases

If a particular item is available from only one source, a letterstating 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.

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Sole Source Purchases (cont’d)

Further, the letter must specify 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.

Note: Before any Sole Source purchases are made, the Purchasing Department will review the Sole Source letter (and conduct an item search) to determine if the items being purchased are a valid sole source.

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Textbook and Specified Classroom Purchases

The following may be purchased without estimates or bids:

textbooks, workbooks, or library books

educational films or audiovisual materials

instructional computer software packages

periodicals

27

Board Exceptions to Formal Bidding

The Board may approve exceptions to formal bidding in situations such as:

Piggybacking on other public agencies’ established contracts

If determined to be in the best interests of the District and the purchase is to be made from a public corporation or agency

28

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.

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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 District’s 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.

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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 asremanufactured as long as they offer equivalent safety, quality, and effectiveness.

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Environmental Sustainability ‘Must Purchase’ Items (cont’d)

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.

32

Peralta’s SLBE Program

The District has established an annual overall program goal of 25% participation for Small Local Business Enterprises (SLBE).

The District grants a bidding preference of up to 5% for SLBE firms per the SLBE Program rules.

We encourage you to help us achieve this goal by soliciting and utilizing SLBE vendors.

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SLBE Definitions

An SLBE must be located in the District’s 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

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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.

35

Tips for Obtaining Quotes

Contact multiple vendors because not all vendors will return quotesAllow vendors reasonable time to return quotesGive the same information to all vendorsLook at the total cost of ownership (including warranties, maintenance, etc.)Ask for product demonstrationsUtilize the skills of your vendors to develop your specifications

36

Purchasing Don’ts

Don’t split or separate orders or projects into smaller orders or projects to evade competitive bidding.

Don’t give PO numbers to vendors; Purchasing is responsible for “Dispatching” POs.

Don’t buy items and expect to be reimbursed

Don’t instruct vendors to ship items directly to campuses.

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For More Information

The Purchasing Department’s Policies and Procedures, which include commonly used forms, are available from the Purchasing page of the District website.

Contact Purchasing for large projects that require formal bids; Purchasing must conduct the bid process.

We can help you with purchasing planning and purchasing orientations for new personnel.

We’re here to help you - contact us for help and guidance.

1


Overview of Measure A Procurement Procedures

(Updated)

12-10-09

2

Background - Measure AOn 1-16-07, the Board of Trustees approved spreadsheets listing specific Measure A Instructional Equipment and Furniture for each campus and the District.

Only items listed on the spreadsheets may be purchased with Measure A funds.

All Measure A purchases are subject to Bond Oversight Committee audits.

Special forms are required for all Measure A purchases.

3

Measure A Required FormsThere are 3 required forms for Measure A

purchases:

Instructional Furniture & Equipment Procurement Request Form – Campuses

Furniture & Equipment Needs Procurement Request Form – District

Construction Project Request Form – All Sites

4

Where to Find Measure A Forms and SpreadsheetsMeasure A procurement forms and spreadsheets are

available on the Dept. of General Services website.

The URL is: http://www.peralta.edu/apps/docs.asp?Q=817

Or navigate to this area:Go to www.Peralta.eduClick “Service Center”Click “General Services”Click “Measure A” under Department of General ServicesClick “Request Forms” under Measure A Documents and Forms

5

Measure A Spreadsheets Available on the WebsiteThe 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.Measure A Instructional Equipment & Furniture Needs Allocation 2006/2007

Short-Term Construction Project Matrix

Short-Term Phase II Construction Project Matrix

6

Instructional Furniture & Equipment Procurement Request Form

This form is to be used by campuses only.1. To purchase any item(s) listed on a campus

Measure A spreadsheet, each campus must complete Section I and Section II of this form.

2. Instructions for completing this form are on the cover sheet for the form.

3. Follow all normal purchasing procedures in obtaining 3 quotes, providing backup documentation, completing the Bid Recap sheet, and generating a requisition.

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Instructional Furniture & Equipment Procurement Request Form (cont’d)

4. After completing Section I and Section II, route the form to the Department of General Services for approval by General Services, Finance, and the Chancellor.

5. General Services returns approved forms to the Campus Business Office.

6. Campuses forward a copy of the approved form and backup documentation to Purchasing.

7. Purchasing cannot issue a Purchase Order without BOTH the approved Instructional Furniture & Equipment Procurement Request Form AND the required backup documentation.

8

Furniture & Equipment Needs Procurement Request Form

This form is to be used by the District only.1. To purchase any item(s) listed on the District

Measure A spreadsheet, the requestor must complete Section I and Section II of this form.

2. Instructions for completing this form are on the cover sheet for the form.

3. Follow all normal purchasing procedures in obtaining 3 quotes, providing backup documentation, completing the bid recap sheet, and generating a requisition.

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Furniture & Equipment Needs Procurement Request Form (cont’d)

4. After completing Section I and Section II, route the form to the Department of General Services for approval by General Services, Finance, and the Chancellor.

5. General Services returns approved forms to the requestor.

6. The requestor forwards a copy of the approved form and backup documentation to Purchasing.

7. Purchasing cannot issue a Purchase Order without BOTH the approved Furniture & Equipment Needs Procurement Request Form AND the required backup documentation.

10

Construction Project Request Form –All Sites

Use this form to request new construction projects NOT listed on either the Short-Term Construction Projects spreadsheet or the Short-Term Construction Projects Phase II spreadsheet.

The requestor must complete Section I and Section II of this form.

Route the form to the Department of General Services for approval by General Services, Finance, and the Chancellor.

11

How to Purchase Items Not Listed on the Spreadsheets

To purchase items not listed on a spreadsheet or to substitute an item listed on the spreadsheet, contact the Department of General Services.

General Services will evaluate requests on a case-by-case basis and determine the next steps.

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Measure A Contact InformationFor General Oversight and Procedures: Dr. Sadiq Ikharo, Vice Chancellor of General Services 466-7336

For Purchasing Oversight: John Banisadr, Purchasing Compliance Manager587-7895

For Tracking of Forms: Kawanna Muldrow, Senior Secretary466-7342

For Issuance of POs: Eva Chiu, Measure A Buyer466-7217

Updated 1-4-11


Bid Recapitulation Form

Requisition order #__________________College________________________ Date: __________________ Vendor Selected ____________________ 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 District’s 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


Request for Change Order

Purchase Order No. ______________ Change Order No._______________ Requisition No. ____________________ Date of request__________________ Vendor _________________________ Vendor # _______________________ C. O. requested by________________ Department ____________________ Original dollar amount of purchase order______________________________ Dollar amount of change ___________________________________________ Accounting:

Loc

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 Unit Price

Authorized by: Business Manager __________________ at __________________College Date __________

RE: VENDOR APPLICATION Dear Interested Vendor: The Peralta Community College District wants to ensure contracting opportunities to all qualified Vendors in our community. Enclosed, please find a Vendor Application, a Commodity/Class ID Listing, and a W-9 Form. We ask that you complete the Vendor Application along with the Commodity/Class ID Listing, and the W-9 Form, and submit them to our purchasing department to be processed. This Vendor Application is a two (2) part process. Please either indicate the goods and /or services your company can supply by checking the appropriate boxes in the Commodity/Class Id Listing pages, or write the codes in box 10 of the Vendor Application. If your company resides in the following six cities: Albany, Alameda, Berkeley, Emeryville, Oakland, or Piedmont, please contact the purchasing department or visit our website to download a copy of the District’s Small Local Business Enterprise (SLBE) program. Your company may qualify for a 5% bidding preference. If your company qualifies, please submit a copy of the SLBE Affidavit with your vendor application. Before any bid preference is granted to a vendor, the District must verify your SLBE status. The SLBE program forms can be downloaded at: www.peralta.edu, click on “Service Centers” then on “Purchasing”, then on “List of Current RFPs/Bids and Other Purchasing Documents” to view the District’s SLBE/SELBE program and Affidavit form. Upon receipt of the completed Vendor Application (and or Commodity/Class ID Listing), and W-9 Form, the Purchasing Department will enter your firm’s name in our database so that we can contact you for future projects. No vendors will be setup with out a completed Vendor Application and W-9 Form. Sincerely, Peralta Community College District PURCHASING DEPARTMENT (510) 466-7225 Fax: (510) 587-7873 Enclosures

Peralta Community College District Purchasing Department

333 East 8th Street •Oakland, California 94606•(510) 466-7225

Peralta Community College District Purchasing Department 333 E. 8th Street Oakland, CA 94606 Phone (510) 466-7225 Fax (510) 587-7873

RETURN COMPLETED VENDOR APPLICATION FOR PROCESSING TO: PURCHASING DEPARTMENT

VENDOR APPLICATION New Application Change Application Date:

1. MAIN ADDRESS (Legal Name and Address of Entity)

Phone:

Fax:

Email:

Website:

2. REMIT to ADDRESS (Mailing Address for Payments COMPLETE ONLY IF DIFFERENT FROM MAIN ADDRESS) Phone: Fax:

Email:

Website:

3. CONTACT INFORMATION (All Purchase Orders Will Be Faxed and or Mailed to the Sales (Primary) Contact.) Contacts Name/Title Email Telephone Fax Sales (Primary):

Sales (Secondary):

President/VP:

Other Contact:

4. TYPE of FIRM (Check One) Goods Only (Taxable) Services Only (Non-Taxable) Good and Services

5. TYPE of ORGANIZATION (Check One) Sole Proprietorship Partnership Corporation Limited Liability Corporation Non Profit or Church

6. TAX INFORMATION (Check One and Provide Number) Federal Tax ID ________-_____________________ Social Security Number _________-_________-____________

7. TYPE of CONTRACTOR (Please specify the type that best depicts your company. ONLY Check One TYPE.)

A &E Advertising Asphalt/Concrete Automobile Construction Consultant Electrical Electronics Employee General Contractor Goods Hardware Instrumentation Mechanical Painter Plumber Printer/Copying Roofer Scientific Security Service Temp Staffing

Software Other_________

Student Surgical/Medical Telecom

8. BUSINESS LICENSE NUMBERS (Provide your Business License Number and any Contractors License Numbers) Business License Number_______________________ Expiration Date________________________ California Contractor Number____________________ Expiration Date_________________________ Other ________________________________________ Expiration Date_________________________

9. CERTIFICATIONS (Does your business qualify under PCCD’s Small Local Business Enterprise Program. See program guidelines.)

Yes I am a SLBE (Small Local Business Enterprise) Yes, I am SELBE (Small Local Emerging Business Enterprise) 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:__________ __________ ___________ ___________ __________ __________ __________ __________ __________ __________

I HEREBY CERTIFY THAT INFORMATION SUPPLIED HEREIN IS CORRECT,

______________________________________ _______________________________________ ______________________________________Signature Name/Title Date

Revised 3-15-10

9/14/2001 Page 1 of 8

Please indicate which products and/or services your company can supply by checking the appropriate box(es). Upon receipt of boththe Vendor Application and the completed Commodity/Class ID Listing, the Purchasing Division will send a detailed item list for eachCommodity Category selected.

Company Name:

Peralta Community College DistrictCommodity/Class ID Listing

Class Description

ABRASIVES005ACOUSTICAL TILE, INSULATING MATERIALS, AND SUPPLIES010ADDRESSING, COPYING, MIMEOGRAPH, AND SPIRIT DUPLICATING MACHINE SUPPLIES: CHEMICALS,INKS, PAPER, ETC.

015

AGRICULTURAL CROPS AND GRAINS INCLUDING FRUITS, MELONS, NUTS, AND VEGETABLES019AGRICULTURAL EQUIPMENT, IMPLEMENTS, AND ACCESSORIES (SEE CLASS 022 FOR PARTS)020AGRICULTURAL IMPLEMENT AND ACCESSORY PARTS022AIR COMPRESSORS AND ACCESSORIES025AIR CONDITIONING, HEATING, AND VENTILATING: EQUIPMENT, PARTS AND ACCESSORIES (SEERELATED ITEMS IN CLASS 740)

031

AIRCRAFT AND AIRPORT, EQUIPMENT, PARTS, AND SUPPLIES035AMUSEMENT, DECORATIONS, ENTERTAINMENT, TOYS, ETC.037ANIMALS, BIRDS, MARINE LIFE, AND POULTRY, INCLUDING ACCESSORY ITEMS (LIVE)040APPLIANCES AND EQUIPMENT, HOUSEHOLD TYPE045ART EQUIPMENT AND SUPPLIES050ART OBJECTS052AUTOMOTIVE ACCESSORIES FOR AUTOMOBILES, BUSES, TRUCKS, ETC.055AUTOMOTIVE MAINTENANCE ITEMS AND REPAIR/REPLACEMENT PARTS060AUTOMOTIVE BODIES, ACCESSORIES, AND PARTS065AUTOMOTIVE VEHICLES AND RELATED TRANSPORTATION EQUIPMENT070AUTOMOTIVE SHOP EQUIPMENT AND SUPPLIES075BADGES, EMBLEMS, NAME TAGS AND PLATES, JEWELRY, ETC.080BAGS, BAGGING, TIES, AND EROSION CONTROL EQUIPMENT085BAKERY EQUIPMENT, COMMERCIAL090BARBER AND BEAUTY SHOP EQUIPMENT AND SUPPLIES095BARRELS, DRUMS, KEGS, AND CONTAINERS100BEARINGS (EXCEPT WHEEL BEARINGS AND SEALS -SEE CLASS 060)105BELTS AND BELTING: AUTOMOTIVE AND INDUSTRIAL110BIOCHEMICALS, RESEARCH115BOATS, MOTORS, AND MARINE AND WILDLIFE SUPPLIES120BOOKBINDING SUPPLIES125BRICKS AND OTHER CLAY PRODUCTS, REFRACTORY MATERIALS, AND STONE PRODUCTS135BROOM, BRUSH, AND MOP MANUFACTURING MACHINERY AND SUPPLIES140BRUSHES (NOT OTHERWISE CLASSIFIED)145BUILDER'S SUPPLIES150BUILDINGS AND STRUCTURES: FABRICATED AND PREFABRICATED155BUTCHER SHOP AND MEAT PROCESSING EQUIPMENT160CAFETERIA AND KITCHEN EQUIPMENT, COMMERCIAL165CHEMICAL LABORATORY EQUIPMENT AND SUPPLIES175

9/14/2001 Page 2 of 8


Company Name:


Class Description

CHEMICAL RAW MATERIALS (IN LARGE QUANTITIES PRIMARILY FOR MANUFACTURING JANITORIALAND LAUNDRY PRODUCTS)

180

CHEMICALS AND SOLVENTS, COMMERCIAL (IN BULK)190CLEANING COMPOSITIONS, DETERGENTS, SOLVENTS, AND STRIPPERS - PREPACKAGED192CLINICAL LABORATORY REAGENTS AND TESTS (BLOOD GROUPING, DIAGNOSTIC, DRUGMONITORING, ETC.)

193

CLOCKS, TIMERS, WATCHES, AND JEWELERS' AND WATCHMAKERS' TOOLS AND EQUIPMENT195CLOTHING, ATHLETIC, CASUAL, DRESS, UNIFORM, WEATHER RELATED, WORK200CLOTHING ACCESSORIES (SEE CLASS 800 FOR SHOES AND BOOTS)201COMPUTER HARDWARE AND PERIPHERALS FOR MICROCOMPUTERS204COMPUTER HARDWARE AND PERIPHERALS FOR MINI AND MAIN FRAME COMPUTERS206COMPUTER ACCESSORIES AND SUPPLIES207COMPUTER SOFTWARE FOR MICROCOMPUTERS (PREPROGRAMMED)208COMPUTER SOFTWARE FOR MINI AND MAINFRAME COMPUTERS (PREPROGRAMMED)209CONCRETE AND METAL CULVERTS, PILINGS, SEPTIC TANKS, ACCESSORIES AND SUPPLIES210CONTROLLING, INDICATING, MEASURING, MONITORING, AND RECORDING INSTRUMENTS ANDSUPPLIES

220

COOLERS, DRINKING WATER (WATER FOUNTAINS)225CRAFTS, GENERAL232CRAFTS, SPECIALIZED233CUTLERY, DISHES, FLATWARE, GLASSWARE, TRAYS, UTENSILS, AND SUPPLIES240DAIRY EQUIPMENT AND SUPPLIES245DATA PROCESSING CARDS AND PAPER250DECALS AND STAMPS255DENTAL EQUIPMENT AND SUPPLIES260DRAPERIES, CURTAINS, AND UPHOLSTERY MATERIAL (INCLUDING AUTOMOBILE)265DRUGS AND PHARMACEUTICALS269DRUGS, PHARMACEUTICALS, AND SETS (FOR LARGE-VOLUME PARENTERAL ADMINISTRATION,INFUSION, IRRIGATION, AND TUBE FEEDING)

271

ELECTRICAL CABLES AND WIRES (NOT ELECTRONIC)280ELECTRICAL EQUIPMENT AND SUPPLIES (EXCEPT CABLE AND WIRE)285ELECTRONIC COMPONENTS, REPLACEMENT PARTS, AND ACCESSORIES: AND MISCELLANEOUSELECTRONIC EQUIPMENT (NOT FOR TESTING OR ANALYZING -SEE 730)

287

ENERGY COLLECTING EQUIPMENT AND ACCESSORIES: SOLAR AND WIND290ELEVATORS AND ESCALATORS, BUILDING TYPE295ENGINEERING EQUIPMENT, SURVEYING EQUIPMENT, DRAWING INSTRUMENTS, AND SUPPLIES305ENVELOPES, PLAIN OR PRINTED310EPOXY BASED FORMULATIONS FOR ADHESIVES, COATINGS, AND RELATED AGENTS315FARE COLLECTION EQUIPMENT AND SUPPLIES318FASTENING, PACKAGING, STRAPPING, TYING EQUIPMENT AND SUPPLIES320

9/14/2001 Page 3 of 8


Company Name:


Class Description

FEED, BEDDING, VITAMINS AND SUPPLEMENTS FOR ANIMALS (SEE CLASS 875 FOR DRUGS ANDPHARMACEUTICALS FOR ANIMALS)

325

FENCING330FERTILIZERS AND SOIL CONDITIONERS335FIRE PROTECTION EQUIPMENT AND SUPPLIES340FIRST AID AND SAFETY EQUIPMENT AND SUPPLIES (EXCEPT NUCLEAR AND WELDING)345FLAGS, FLAG POLES, BANNERS, AND ACCESSORIES350FLOOR COVERING, FLOOR COVERING INSTALLATION AND REMOVAL EQUIPMENT, AND SUPPLIES360FLOOR MAINTENANCE MACHINES, PARTS, AND ACCESSORIES365FOOD PROCESSING AND CANNING EQUIPMENT AND SUPPLIES370FOODS: BAKERY PRODUCTS (FRESH)375FOODS: DAIRY PRODUCTS (FRESH)380FOODS, FROZEN385FOODS: PERISHABLE390FOODS: STAPLE GROCERY AND GROCER'S MISCELLANEOUS ITEMS393FORMS, CONTINUOUS: COMPUTER PAPER, FORM LABELS, SNAP-OUT FORMS, AND FOLDERS FORFORMS

395

FOUNDRY CASTINGS, EQUIPMENT, AND SUPPLIES400FUEL, OIL, GREASE AND LUBRICANTS405FURNITURE: HEALTH CARE AND HOSPITAL FACILITY410FURNITURE: LABORATORY415FURNITURE: CAFETERIA, CHAPEL, DORMITORY, HOUSEHOLD, LIBRARY, LOUNGE, SCHOOL420FURNITURE: OFFICE425GASES, CONTAINERS, EQUIPMENT: LABORATORY, MEDICAL, AND WELDING430GERMICIDES, CLEANERS, AND RELATED SANITATION PRODUCTS FOR HEALTH CARE PERSONNEL435GLASS AND GLAZING SUPPLIES440HAND TOOLS (POWERED AND NON-POWERED), ACCESSORIES AND SUPPLIES445HARDWARE AND RELATED ITEMS450HOSE, ACCESSORIES, AND SUPPLIES: INDUSTRIAL, COMMERCIAL, AND GARDEN460HOSPITAL AND SURGICAL EQUIPMENT, INSTRUMENTS, AND SUPPLIES465HOSPITAL HANDICAP AND RELATED SPECIALIZED EQUIPMENT AND SUPPLIES: MOBILITY, SPEECHIMPAIRED, AND RESTRAINT ITEMS

470

HOSPITAL, SURGICAL, AND RELATED MEDICAL ACCESSORIES AND SUNDRY ITEMS475JANITORIAL SUPPLIES, GENERAL LINE485LABORATORY EQUIPMENT AND ACCESSORIES (FOR GENERAL ANALYTICAL AND RESEARCH USE):NUCLEAR, OPTICAL, AND PHYSICAL

490

LABORATORY EQUIPMENT AND ACCESSORIES: BIOCHEMISTRY, CHEMISTRY, ENVIRONMENTALSCIENCE, ETC.

493

LABORATORY AND FIELD EQUIPMENT AND SUPPLIES: BIOLOGY, BOTANY, GEOLOGY,MICROBIOLOGY, ZOOLOGY, ETC.

495

LAUNDRY AND DRY CLEANING EQUIPMENT, ACCESSORIES, PARTS AND SUPPLIES - COMMERCIAL500

9/14/2001 Page 4 of 8


Company Name:


Class Description

LAUNDRY AND DRY CLEANING COMPOUNDS AND SUPPLIES505LAUNDRY TEXTILES AND SUPPLIES510LAWN MAINTENANCE EQUIPMENT, ACCESSORIES, AND PARTS (NON-AGRICULTURAL APPLICATIONS)515LEATHER AND RELATED EQUIPMENT, PRODUCTS, ACCESSORIES, AND SUPPLIES520LIBRARY AND ARCHIVAL EQUIPMENT, MACHINES, AND SUPPLIES525LUGGAGE, BRIEF CASES, PURSES AND RELATED ITEMS530LUMBER AND RELATED PRODUCTS540MACHINERY AND HARDWARE, INDUSTRIAL545MARKERS, PLAQUES AND TRAFFIC CONTROL DEVICES550MARKING AND STENCILING DEVICES555MASS TRANSPORTATION - TRANSIT BUS556MASS TRANSPORTATION - TRANSIT BUS ACCESSORIES AND PARTS557MASS TRANSPORTATION - RAIL VEHICLES AND SYSTEMS558MASS TRANSPORTATION - RAIL VEHICLE PARTS AND ACCESSORIES559MATERIAL HANDLING AND STORAGE EQUIPMENT AND ALLIED ITEMS560MATTRESS MANUFACTURING MACHINERY AND SUPPLIES565METALS: BARS, PLATES, RODS, SHEETS, STRIPS, STRUCTURAL SHAPES, TUBING, AND FABRICATEDITEMS

570

MICROFICHE AND MICROFILM EQUIPMENT, ACCESSORIES, AND SUPPLIES575MISCELLANEOUS PRODUCTS578MUSICAL INSTRUMENTS, ACCESSORIES, AND SUPPLIES580NOTIONS AND RELATED SEWING ACCESSORIES AND SUPPLIES590NURSERY STOCK, EQUIPMENT, AND SUPPLIES595OFFICE MACHINES, EQUIPMENT, AND ACCESSORIES600OFFICE MECHANICAL AIDS, SMALL MACHINES, AND APPARATUSES605OFFICE SUPPLIES: CARBON PAPER AND RIBBONS, ALL TYPES610OFFICE SUPPLIES, GENERAL615OFFICE SUPPLIES: ERASERS, INKS, LEADS, PENS, PENCILS, ETC.620OPTICAL EQUIPMENT, ACCESSORIES, AND SUPPLIES625PAINT, PROTECTIVE COATINGS, VARNISH, WALLPAPER, AND RELATED PRODUCTS630PAINTING EQUIPMENT AND ACCESSORIES635PAPER AND PLASTIC PRODUCTS, DISPOSABLE640PAPER (FOR OFFICE AND PRINT SHOP USE)645PARK, PLAYGROUND, RECREATIONAL AREA AND SWIMMING POOL EQUIPMENT650PERSONAL HYGIENE AND GROOMING EQUIPMENT AND SUPPLIES652PHOTOGRAPHIC EQUIPMENT AND SUPPLIES (NOT INCLUDING GRAPHIC ARTS, MICROFILM, ANDX-RAY)

655

PIPE AND TUBING658PIPE AND TUBING FITTINGS659

9/14/2001 Page 5 of 8


Company Name:


Class Description

PIPES, TOBACCOS, SMOKING ACCESSORIES; ALCOHOLIC BEVERAGES660PLASTICS, RESINS, FIBERGLASS: CONSTRUCTION, FORMING, LAMINATING, AND MOLDINGEQUIPMENT, ACCESSORIES, AND SUPPLIES

665

PLUMBING EQUIPMENT, FIXTURES, AND SUPPLIES670POISONS: AGRICULTURAL AND INDUSTRIAL675POLICE EQUIPMENT AND SUPPLIES680POULTRY EQUIPMENT AND SUPPLIES685POWER GENERATION EQUIPMENT, ACCESSORIES, AND SUPPLIES690POWER TRANSMISSION EQUIPMENT - ELECTRICAL, MECHANICAL, AIR AND HYDRAULIC691PRINTING PLANT EQUIPMENT AND SUPPLIES (EXCEPT PAPERS)700PROSTHETIC DEVICES, HEARING AIDS, AUDITORY TESTING EQUIPMENT, ELECTRONIC READINGDEVICES, ETC.

710

PUBLICATIONS AND AUDIOVISUAL MATERIALS (PREPARED MATERIALS ONLY, NOT EQUIPMENT,SUPPLIES, OR PRODUCTION)(SEE CLASS 785 FOR INSTRUCTIONAL AIDS)

715

PUMPING EQUIPMENT AND ACCESSORIES720RADIO COMMUNICATION, TELEPHONE, AND TELECOMMUNICATION EQUIPMENT, ACCESSORIES, ANDSUPPLIES

725

RADIO COMMUNICATION AND TELECOMMUNICATION TESTING, MEASURING, AND ANALYZINGEQUIPMENT, ACCESSORIES AND SUPPLIES

730

RAGS, SHOP TOWELS, AND WIPING CLOTHS735REFRIGERATION EQUIPMENT AND ACCESSORIES740ROAD AND HIGHWAY BUILDING MATERIALS (ASPHALTIC)745ROAD AND HIGHWAY BUILDING MATERIALS (NOT ASPHALTIC)750ROAD AND HIGHWAY EQUIPMENT AND PARTS: ASPHALT AND CONCRETE HANDLING ANDPROCESSING

755

ROAD AND HIGHWAY EQUIPMENT: EARTH HANDLING, GRADING, MOVING, PACKING, ETC.760ROAD AND HIGHWAY EQUIPMENT (EXCEPT ASPHALT, CONCRETE, AND EARTH HANDLINGEQUIPMENT IN CLASSES 755 AND 760)

765

ROOFING770SALT (SODIUM CHLORIDE) (SEE CLASS 393 FOR TABLE SALT)775SCALES AND WEIGHING APPARATUS (SEE 175-08 FOR LABORATORY BALANCES)780SCHOOL EQUIPMENT AND SUPPLIES785SEED, SOD, SOIL, AND INOCULANTS790SEWING ROOM AND TEXTILE MACHINERY, AND ACCESSORIES795SHOES AND BOOTS800SIGNS, SIGN MATERIALS, SIGN MAKING EQUIPMENT, AND RELATED SUPPLIES801SOUND SYSTEMS, COMPONENTS, AND ACCESSORIES: GROUP INTERCOM, MUSIC, PUBLIC ADDRESS,ETC.

803

SPORTING GOODS, ATHLETIC EQUIPMENT AND ATHLETIC FACILITY EQUIPMENT805SPRAYING EQUIPMENT (EXCEPT HOUSEHOLD, NURSERY PLANT, AND PAINT)810STEAM AND HOT WATER FITTINGS, ACCESSORIES, AND SUPPLIES815STEAM AND HOT WATER BOILERS AND STEAM HEATING EQUIPMENT820

9/14/2001 Page 6 of 8


Company Name:


Class Description

STOCKMAN EQUIPMENT AND SUPPLIES825TANKS (METAL, WOOD, AND SYNTHETIC MATERIALS): MOBILE, PORTABLE, STATIONARY, ANDUNDERGROUND TYPES

830

TAPE (NOT DATA PROCESSING, MEASURING, OPTICAL, SEWING, SOUND, OR VIDEO)832TELEVISION EQUIPMENT AND ACCESSORIES840TESTING APPARATUS AND INSTRUMENTS (NOT FOR ELECTRICAL OR ELECTRONIC MEASUREMENTS)845TEXTILES, FIBERS, HOUSEHOLD LINENS, AND PIECE GOODS850THEATRICAL EQUIPMENT AND SUPPLIES855TICKETS, COUPON BOOKS, SALES BOOKS, STRIP BOOKS, ETC.860TIRES AND TUBES863TRAIN CONTROLS, ELECTRONIC864TWINE865VENETIAN BLINDS, AWNINGS, AND SHADES870VETERINARY EQUIPMENT AND SUPPLIES (SEE CLASS 325 FOR VITAMINS AND SUPPLEMENTS FORANIMALS)

875

VISUAL EDUCATION EQUIPMENT AND SUPPLIES (EXCEPT PROJECTION LAMPS -SEE CLASS 285)880VOICE RESPONSE SYSTEMS883WATER AND WASTEWATER TREATING CHEMICALS885WATER SUPPLY, GROUNDWATER, SEWAGE TREATMENT, AND RELATED EQUIPMENT (NOT FOR AIRCONDITIONING, STEAM BOILER, OR LABORATORY REAGENT WATER)

890

WELDING EQUIPMENT AND SUPPLIES895X-RAY AND OTHER RADIOLOGICAL EQUIPMENT AND SUPPLIES (MEDICAL)898AIRCRAFT AND AIRPORT OPERATIONS SERVICES905ARCHITECTURAL SERVICES, PROFESSIONAL906ARCHITECTURAL AND ENGINEERING SERVICES, NON-PROFESSIONAL907BOOKBINDING, REBINDING, AND REPAIRING908BUILDING CONSTRUCTION SERVICES, NEW909BUILDING MAINTENANCE AND REPAIR SERVICES910CONSTRUCTION SERVICES, GENERAL912CONSTRUCTION SERVICES, HEAVY913CONSTRUCTION SERVICES, TRADE (NEW CONSTRUCTION)914COMMUNICATIONS AND MEDIA RELATED SERVICES915CONSULTING SERVICES918DATA PROCESSING, COMPUTER, AND SOFTWARE SERVICES920EDUCATIONAL SERVICES924ENGINEERING SERVICES, PROFESSIONAL925ENVIRONMENTAL AND ECOLOGICAL SERVICES926EQUIPMENT MAINTENANCE, RECONDITIONING AND REPAIR SERVICES FOR AUTOMOBILES, TRUCKS,TRAILERS, TRANSIT BUSES AND OTHER VEHICLES

928

EQUIPMENT MAINTENANCE, RECONDITIONING, AND REPAIR SERVICES - AGRICULTURAL, and HEAVYINDUSTRIAL EQUIPMENT

929

9/14/2001 Page 7 of 8


Company Name:


Class Description

EQUIPMENT MAINTENANCE, RECONDITIONING, AND REPAIR SERVICES - APPLIANCE, ATHLETIC,CAFETERIA, FURNITURE, MUSICAL INSTRUMENTS, AND SEWING EQUIPMENT

931

EQUIPMENT MAINTENANCE, RECONDITIONING, AND REPAIR SERVICES - LAUNDRY, LAWN, PAINTING,PLUMBING, AND SPRAYING EQUIPMENT

934

EQUIPMENT MAINTENANCE, RECONDITIONING, AND REPAIR SERVICES - GENERAL EQUIPMENT936EQUIPMENT MAINTENANCE, RECONDITIONING, AND REPAIR SERVICES - HOSPITAL, LABORATORY,AND TESTING EQUIPMENT

938

EQUIPMENT MAINTENANCE, RECONDITIONING, AND REPAIR SERVICES - OFFICE, PHOTOGRAPHIC,AND RADIO/TELEVISION EQUIPMENT

939

EQUIPMENT MAINTENANCE, REPAIR, CONSTRUCTION, AND RELATED SERVICES - RAILROAD940EQUIPMENT MAINTENANCE, RECONDITIONING, REPAIR, AND RELATED SERVICES - POWERGENERATION

941

FISHING, HUNTING, TRAPPING, GAME PROPAGATION, AND RELATED SERVICES945FINANCIAL SERVICES946FORESTRY SERVICES947HEALTH RELATED SERVICES (FOR HUMAN SERVICES SEE CLASS 952)948HUMAN SERVICES952INSURANCE, ALL TYPES953LAUNDRY AND DRY CLEANING SERVICES954LIBRARY SERVICES (SEE CLASS 908 FOR BOOKBINDING, REBINDING, AND REPAIRING)956MANAGEMENT SERVICES958MARINE CONSTRUCTION SERVICES; MARINE EQUIPMENT MAINTENANCE AND REPAIR; RELATEDMARINE SERVICES

959

MISCELLANEOUS SERVICES, NO. 1961MISCELLANEOUS SERVICES, NO. 2962PRINTING PREPARATIONS: ETCHING, PHOTOENGRAVING, AND PREPARATION OF MATS, NEGATIVESAND PLATES

965

PRINTING AND RELATED SERVICES966PUBLIC WORKS AND RELATED SERVICES968REAL PROPERTY RENTAL OR LEASE971RENTAL OR LEASE SERVICES OF EQUIPMENT - AGRICULTURAL, AIRCRAFT, AUTOMOTIVE, HEAVYEQUIPMENT, AND MARINE EQUIPMENT

975

RENTAL OR LEASE SERVICES OF EQUIPMENT - APPLIANCES, CAFETERIA, FILM, FURNITURE,HARDWARE, MUSICAL, SEWING, AND WINDOW AND FLOOR COVERINGS

977

RENTAL OR LEASE SERVICES OF EQUIPMENT - ENGINEERING, HOSPITAL, LABORATORY, PRECISIONINSTRUMENTS, REFRIGERATION, SCALES, AND TESTING EQUIPMENT

979

RENTAL OR LEASE OF EQUIPMENT - GENERAL EQUIPMENT981RENTAL OR LEASE SERVICES OF EQUIPMENT - CLOTHING, JANITORIAL, LAUNDRY, LAWN, PAINTING,SPRAYING, AND TEXTILE EQUIPMENT

983

RENTAL OR LEASE SERVICES OF COMPUTERS, DATA PROCESSING, AND WORD PROCESSINGEQUIPMENT

984

RENTAL OR LEASE SERVICES OF EQUIPMENT - OFFICE, PHOTOGRAPHIC, PRINTING,RADIO/TELEVISION/TELEPHONE EQUIPMENT

985

ROADSIDE, GROUNDS, RECREATIONAL AND PARK AREA SERVICES988SAMPLING AND SAMPLE PREPARATION SERVICES (FOR TESTING)989

9/14/2001 Page 8 of 8


Company Name:


Class Description

SECURITY, FIRE, SAFETY, AND EMERGENCY SERVICES990TESTING AND CALIBRATION SERVICES992SALE OF SURPLUS & OBSOLETE ITEMS998

INSTRUCTIONS TO PRINTERSFORM W-9, PAGE 1 of 4MARGINS: TOP 13mm (1⁄ 2 "), CENTER SIDES. PRINTS: HEAD to HEADPAPER: WHITE WRITING, SUB. 20. INK: BLACKFLAT SIZE: 216mm (81⁄ 2 ") 3 279mm (11")PERFORATE: (NONE)

Give form to therequester. Do notsend to the IRS.

Form W-9 Request for TaxpayerIdentification Number and Certification

(Rev. October 2007) Department of the TreasuryInternal Revenue Service Name (as shown on your income tax return)

List account number(s) here (optional)

Address (number, street, and apt. or suite no.)

City, state, and ZIP code

Pri

nt o

r ty

pe

See

Sp

ecifi

c In

stru

ctio

ns o

n p

age

2.

Taxpayer Identification Number (TIN)

Enter your TIN in the appropriate box. The TIN provided must match the name given on Line 1 to avoidbackup withholding. For individuals, this is your social security number (SSN). However, for a residentalien, sole proprietor, or disregarded entity, see the Part I instructions on page 3. For other entities, it isyour employer identification number (EIN). If you do not have a number, see How to get a TIN on page 3.

Social security number

or

Requester’s name and address (optional)

Employer identification number Note. If the account is in more than one name, see the chart on page 4 for guidelines on whosenumber to enter. Certification

1. The number shown on this form is my correct taxpayer identification number (or I am waiting for a number to be issued to me), and I am not subject to backup withholding because: (a) I am exempt from backup withholding, or (b) I have not been notified by the InternalRevenue Service (IRS) that I am subject to backup withholding as a result of a failure to report all interest or dividends, or (c) the IRS hasnotified me that I am no longer subject to backup withholding, and

2.

Certification instructions. You must cross out item 2 above if you have been notified by the IRS that you are currently subject to backupwithholding because you have failed to report all interest and dividends on your tax return. For real estate transactions, item 2 does not apply.For mortgage interest paid, acquisition or abandonment of secured property, cancellation of debt, contributions to an individual retirementarrangement (IRA), and generally, payments other than interest and dividends, you are not required to sign the Certification, but you mustprovide your correct TIN. See the instructions on page 4. SignHere

Signature ofU.S. person ©

Date ©

General Instructions

Form W-9 (Rev. 10-2007)

Part I

Part II

Business name, if different from above

Cat. No. 10231X

Check appropriate box:

Under penalties of perjury, I certify that:

13 I.R.S. SPECIFICATIONS TO BE REMOVED BEFORE PRINTING

DO NOT PRINT — DO NOT PRINT — DO NOT PRINT — DO NOT PRINT

TLS, have youtransmitted all R text files for this cycle update?

Date

Action

Revised proofsrequested

Date

Signature

O.K. to print

Use Form W-9 only if you are a U.S. person (including aresident alien), to provide your correct TIN to the personrequesting it (the requester) and, when applicable, to: 1. Certify that the TIN you are giving is correct (or you arewaiting 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 aU.S. person, your allocable share of any partnership income froma U.S. trade or business is not subject to the withholding tax onforeign partners’ share of effectively connected income.

3. I am a U.S. citizen or other U.S. person (defined below).

A person who is required to file an information return with theIRS must obtain your correct taxpayer identification number (TIN)to report, for example, income paid to you, real estatetransactions, mortgage interest you paid, acquisition orabandonment of secured property, cancellation of debt, orcontributions you made to an IRA.

Individual/Sole proprietor

Corporation

Partnership

Other (see instructions) ©

Note. If a requester gives you a form other than Form W-9 torequest your TIN, you must use the requester’s form if it issubstantially similar to this Form W-9.

● An individual who is a U.S. citizen or U.S. resident alien, ● A partnership, corporation, company, or association created or

organized in the United States or under the laws of the UnitedStates, ● An estate (other than a foreign estate), or

Definition of a U.S. person. For federal tax purposes, you areconsidered a U.S. person if you are:

Special rules for partnerships. Partnerships that conduct atrade or business in the United States are generally required topay a withholding tax on any foreign partners’ share of incomefrom such business. Further, in certain cases where a Form W-9has not been received, a partnership is required to presume thata partner is a foreign person, and pay the withholding tax.Therefore, if you are a U.S. person that is a partner in apartnership conducting a trade or business in the United States,provide Form W-9 to the partnership to establish your U.S.status and avoid withholding on your share of partnershipincome. The person who gives Form W-9 to the partnership forpurposes of establishing its U.S. status and avoiding withholdingon its allocable share of net income from the partnershipconducting a trade or business in the United States is in thefollowing cases: ● The U.S. owner of a disregarded entity and not the entity,

Section references are to the Internal Revenue Code unlessotherwise noted.

● A domestic trust (as defined in Regulations section301.7701-7).

Limited liability company. Enter the tax classification (D=disregarded entity, C=corporation, P=partnership) ©

Exempt payee

Purpose of Form

INSTRUCTIONS TO PRINTERSFORM W-9, PAGE 2 of 4MARGINS: TOP 13 mm (1⁄ 2"), CENTER SIDES. PRINTS: HEAD to HEADPAPER: WHITE WRITING, SUB. 20. INK: BLACKFLAT SIZE: 216 mm (81⁄ 2") 3 279 mm (11")PERFORATE: (NONE)

Form W-9 (Rev. 10-2007) Page 2

Sole proprietor. Enter your individual name as shown on yourincome tax return on the “Name” line. You may enter yourbusiness, trade, or “doing business as (DBA)” name on the“Business name” line.

13 I.R.S. SPECIFICATIONS TO BE REMOVED BEFORE PRINTING


Other entities. Enter your business name as shown on requiredfederal tax documents on the “Name” line. This name shouldmatch the name shown on the charter or other legal documentcreating the entity. You may enter any business, trade, or DBAname on the “Business name” line.

If the account is in joint names, list first, and then circle, thename of the person or entity whose number you entered in Part Iof the form.

Specific Instructions Name

Exempt Payee

5. You do not certify to the requester that you are not subjectto backup withholding under 4 above (for reportable interest anddividend accounts opened after 1983 only). Certain payees and payments are exempt from backupwithholding. See the instructions below and the separateInstructions for the Requester of Form W-9.

Civil penalty for false information with respect towithholding. If you make a false statement with no reasonablebasis that results in no backup withholding, you are subject to a$500 penalty. Criminal penalty for falsifying information. Willfully falsifyingcertifications or affirmations may subject you to criminalpenalties including fines and/or imprisonment.

Penalties Failure to furnish TIN. If you fail to furnish your correct TIN to arequester, you are subject to a penalty of $50 for each suchfailure unless your failure is due to reasonable cause and not towillful neglect.

Misuse of TINs. If the requester discloses or uses TINs inviolation of federal law, the requester may be subject to civil andcriminal penalties.

If you are an individual, you must generally enter the nameshown on your income tax return. However, if you have changedyour last name, for instance, due to marriage without informingthe Social Security Administration of the name change, enteryour first name, the last name shown on your social securitycard, and your new last name.

If you are exempt from backup withholding, enter your name asdescribed above and check the appropriate box for your status,then check the “Exempt payee” box in the line following thebusiness name, sign and date the form.

4. The IRS tells you that you are subject to backupwithholding because you did not report all your interest anddividends on your tax return (for reportable interest anddividends only), or

3. The IRS tells the requester that you furnished an incorrectTIN,

2. You do not certify your TIN when required (see the Part IIinstructions on page 3 for details),

You will not be subject to backup withholding on paymentsyou receive if you give the requester your correct TIN, make theproper certifications, and report all your taxable interest anddividends on your tax return.

1. You do not furnish your TIN to the requester,

What is backup withholding? Persons making certain paymentsto you must under certain conditions withhold and pay to theIRS 28% of such payments. This is called “backup withholding.” Payments that may be subject to backup withholding includeinterest, tax-exempt interest, dividends, broker and barterexchange transactions, rents, royalties, nonemployee pay, andcertain payments from fishing boat operators. Real estatetransactions are not subject to backup withholding.

Payments you receive will be subject to backupwithholding if:

If you are a nonresident alien or a foreign entity not subject tobackup withholding, give the requester the appropriatecompleted Form W-8.

Example. Article 20 of the U.S.-China income tax treaty allowsan exemption from tax for scholarship income received by aChinese student temporarily present in the United States. UnderU.S. law, this student will become a resident alien for taxpurposes if his or her stay in the United States exceeds 5calendar years. However, paragraph 2 of the first Protocol to theU.S.-China treaty (dated April 30, 1984) allows the provisions ofArticle 20 to continue to apply even after the Chinese studentbecomes a resident alien of the United States. A Chinesestudent who qualifies for this exception (under paragraph 2 ofthe first protocol) and is relying on this exception to claim anexemption from tax on his or her scholarship or fellowshipincome would attach to Form W-9 a statement that includes theinformation described above to support that exemption.

Note. You are requested to check the appropriate box for yourstatus (individual/sole proprietor, corporation, etc.).

4. The type and amount of income that qualifies for theexemption from tax. 5. Sufficient facts to justify the exemption from tax under theterms of the treaty article.

Nonresident alien who becomes a resident alien. Generally,only a nonresident alien individual may use the terms of a taxtreaty to reduce or eliminate U.S. tax on certain types of income.However, most tax treaties contain a provision known as a“saving clause.” Exceptions specified in the saving clause maypermit an exemption from tax to continue for certain types ofincome even after the payee has otherwise become a U.S.resident alien for tax purposes. If you are a U.S. resident alien who is relying on an exceptioncontained in the saving clause of a tax treaty to claim anexemption from U.S. tax on certain types of income, you mustattach a statement to Form W-9 that specifies the following fiveitems: 1. The treaty country. Generally, this must be the same treatyunder which you claimed exemption from tax as a nonresidentalien. 2. The treaty article addressing the income.

3. The article number (or location) in the tax treaty thatcontains the saving clause and its exceptions.

Also see Special rules for partnerships on page 1.

Foreign person. If you are a foreign person, do not use FormW-9. Instead, use the appropriate Form W-8 (see Publication515, Withholding of Tax on Nonresident Aliens and ForeignEntities).

● The U.S. grantor or other owner of a grantor trust and not thetrust, and ● The U.S. trust (other than a grantor trust) and not thebeneficiaries of the trust.

Limited liability company (LLC). Check the “Limited liabilitycompany” box only and enter the appropriate code for the taxclassification (“D” for disregarded entity, “C” for corporation, “P” for partnership) in the space provided. For a single-member LLC (including a foreign LLC with adomestic owner) that is disregarded as an entity separate fromits owner under Regulations section 301.7701-3, enter theowner’s name on the “Name” line. Enter the LLC’s name on the“Business name” line. For an LLC classified as a partnership or a corporation, enterthe LLC’s name on the “Name” line and any business, trade, orDBA name on the “Business name” line.


I.R.S. SPECIFICATIONS TO BE REMOVED BEFORE PRINTING



13

Part I. Taxpayer IdentificationNumber (TIN) Enter your TIN in the appropriate box. If you are a residentalien and you do not have and are not eligible to get an SSN,your TIN is your IRS individual taxpayer identification number(ITIN). Enter it in the social security number box. If you do nothave an ITIN, see How to get a TIN below.

How to get a TIN. If you do not have a TIN, apply for oneimmediately. To apply for an SSN, get Form SS-5, Applicationfor a Social Security Card, from your local Social SecurityAdministration office or get this form online at www.ssa.gov. Youmay also get this form by calling 1-800-772-1213. Use FormW-7, Application for IRS Individual Taxpayer IdentificationNumber, to apply for an ITIN, or Form SS-4, Application forEmployer Identification Number, to apply for an EIN. You canapply for an EIN online by accessing the IRS website atwww.irs.gov/businesses and clicking on Employer IdentificationNumber (EIN) under Starting a Business. You can get Forms W-7and SS-4 from the IRS by visiting www.irs.gov or by calling1-800-TAX-FORM (1-800-829-3676). If you are asked to complete Form W-9 but do not have a TIN,write “Applied For” in the space for the TIN, sign and date theform, and give it to the requester. For interest and dividendpayments, and certain payments made with respect to readilytradable instruments, generally you will have 60 days to get aTIN and give it to the requester before you are subject to backupwithholding on payments. The 60-day rule does not apply toother types of payments. You will be subject to backupwithholding on all such payments until you provide your TIN tothe requester.

If you are a sole proprietor and you have an EIN, you mayenter either your SSN or EIN. However, the IRS prefers that youuse your SSN. If you are a single-member LLC that is disregarded as anentity separate from its owner (see Limited liability company(LLC) on page 2), enter the owner’s SSN (or EIN, if the ownerhas one). Do not enter the disregarded entity’s EIN. If the LLC isclassified as a corporation or partnership, enter the entity’s EIN. Note. See the chart on page 4 for further clarification of nameand TIN combinations.

Note. Entering “Applied For” means that you have alreadyapplied for a TIN or that you intend to apply for one soon. Caution: A disregarded domestic entity that has a foreign ownermust use the appropriate Form W-8.

9. A futures commission merchant registered with theCommodity Futures Trading Commission, 10. A real estate investment trust,

11. An entity registered at all times during the tax year underthe Investment Company Act of 1940, 12. A common trust fund operated by a bank under section584(a), 13. A financial institution,

14. A middleman known in the investment community as anominee or custodian, or 15. A trust exempt from tax under section 664 or described insection 4947.

THEN the payment is exemptfor . . .

IF the payment is for . . .

All exempt payees except for 9

Interest and dividend payments

Exempt payees 1 through 13.Also, a person registered underthe Investment Advisers Act of1940 who regularly acts as abroker

Broker transactions

Exempt payees 1 through 5

Barter exchange transactionsand patronage dividends

Generally, exempt payees 1 through 7

Payments over $600 requiredto be reported and directsales over $5,000 See Form 1099-MISC, Miscellaneous Income, and its instructions. However, the following payments made to a corporation (including grossproceeds paid to an attorney under section 6045(f), even if the attorney is acorporation) and reportable on Form 1099-MISC are not exempt frombackup withholding: medical and health care payments, attorneys’ fees, andpayments for services paid by a federal executive agency.

The chart below shows types of payments that may beexempt from backup withholding. The chart applies to theexempt payees listed above, 1 through 15.

1 2

7. A foreign central bank of issue, 8. A dealer in securities or commodities required to register in

the United States, the District of Columbia, or a possession ofthe United States,

2

The following payees are exempt from backup withholding: 1. An organization exempt from tax under section 501(a), any

IRA, or a custodial account under section 403(b)(7) if the accountsatisfies the requirements of section 401(f)(2), 2. The United States or any of its agencies orinstrumentalities, 3. A state, the District of Columbia, a possession of the UnitedStates, or any of their political subdivisions or instrumentalities, 4. A foreign government or any of its political subdivisions,agencies, or instrumentalities, or 5. An international organization or any of its agencies orinstrumentalities. Other payees that may be exempt from backup withholdinginclude: 6. A corporation,

Generally, individuals (including sole proprietors) are not exemptfrom backup withholding. Corporations are exempt from backupwithholding for certain payments, such as interest and dividends. Note. If you are exempt from backup withholding, you shouldstill complete this form to avoid possible erroneous backupwithholding.

1

1. Interest, dividend, and barter exchange accountsopened before 1984 and broker accounts considered activeduring 1983. You must give your correct TIN, but you do nothave to sign the certification. 2. Interest, dividend, broker, and barter exchangeaccounts opened after 1983 and broker accounts consideredinactive during 1983. You must sign the certification or backupwithholding will apply. If you are subject to backup withholdingand you are merely providing your correct TIN to the requester,you must cross out item 2 in the certification before signing theform.

Part II. Certification

For a joint account, only the person whose TIN is shown inPart I should sign (when required). Exempt payees, see ExemptPayee on page 2.

To establish to the withholding agent that you are a U.S. person,or resident alien, sign Form W-9. You may be requested to signby the withholding agent even if items 1, 4, and 5 below indicateotherwise.

Signature requirements. Complete the certification as indicatedin 1 through 5 below.



I.R.S. SPECIFICATIONS TO BE REMOVED BEFORE PRINTING


Give name and EIN of:

For this type of account:

3. Real estate transactions. You must sign the certification.You may cross out item 2 of the certification.

A valid trust, estate, or pension trust

6.

Legal entity 4

4. Other payments. You must give your correct TIN, but youdo not have to sign the certification unless you have beennotified that you have previously given an incorrect TIN. “Otherpayments” include payments made in the course of therequester’s trade or business for rents, royalties, goods (otherthan bills for merchandise), medical and health care services(including payments to corporations), payments to anonemployee for services, payments to certain fishing boat crewmembers and fishermen, and gross proceeds paid to attorneys(including payments to corporations).

The corporation

Corporate or LLC electingcorporate status on Form 8832

7.

The organization

Association, club, religious,charitable, educational, or othertax-exempt organization

8.

5. Mortgage interest paid by you, acquisition orabandonment of secured property, cancellation of debt,qualified tuition program payments (under section 529), IRA,Coverdell ESA, Archer MSA or HSA contributions ordistributions, and pension distributions. You must give yourcorrect TIN, but you do not have to sign the certification.

The partnership

Partnership or multi-member LLC

9.

The broker or nominee

A broker or registered nominee

10.

The public entity

Account with the Department ofAgriculture in the name of a publicentity (such as a state or localgovernment, school district, orprison) that receives agriculturalprogram payments

11.

Privacy Act Notice

List first and circle the name of the person whose number you furnish. If only one personon a joint account has an SSN, that person’s number must be furnished. Circle the minor’s name and furnish the minor’s 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 TINof the personal representative or trustee unless the legal entity itself is not designated inthe account title.) Also see Special rules for partnerships on page 1.

Note. If no name is circled when more than one name is listed,the number will be considered to be that of the first name listed.

Disregarded entity not owned by anindividual

The owner

12.

13

You must provide your TIN whether or not you are required to file a tax return. Payers must generally withhold 28% of taxable interest, dividend, and certain otherpayments to a payee who does not give a TIN to a payer. Certain penalties may also apply.

Section 6109 of the Internal Revenue Code requires you to provide your correct TIN to persons who must file information returns with the IRS to report interest,dividends, and certain other income paid to you, mortgage interest you paid, the acquisition or abandonment of secured property, cancellation of debt, orcontributions you made to an IRA, or Archer MSA or HSA. The IRS uses the numbers for identification purposes and to help verify the accuracy of your tax return.The IRS may also provide this information to the Department of Justice for civil and criminal litigation, and to cities, states, the District of Columbia, and U.S.possessions to carry out their tax laws. We may also disclose this information to other countries under a tax treaty, to federal and state agencies to enforce federalnontax criminal laws, or to federal law enforcement and intelligence agencies to combat terrorism.

1

2 3

4

Secure Your Tax Records from Identity Theft Identity theft occurs when someone uses your personalinformation such as your name, social security number (SSN), orother identifying information, without your permission, to commitfraud or other crimes. An identity thief may use your SSN to geta job or may file a tax return using your SSN to receive a refund.

What Name and Number To Give the Requester Give name and SSN of:

For this type of account:

The individual

1.

Individual The actual owner of the account or,

if combined funds, the firstindividual on the account

2.

Two or more individuals (jointaccount)

The minor 2

3.

Custodian account of a minor(Uniform Gift to Minors Act) The grantor-trustee

1

4.

a. The usual revocable savingstrust (grantor is also trustee) The actual owner

1

b. So-called trust account that isnot a legal or valid trust understate law The owner

3

5.

Sole proprietorship or disregardedentity owned by an individual

Call the IRS at 1-800-829-1040 if you think your identity hasbeen used inappropriately for tax purposes.

1

To reduce your risk: ● Protect your SSN, ● Ensure your employer is protecting your SSN, and ● Be careful when choosing a tax preparer.

Victims of identity theft who are experiencing economic harmor a system problem, or are seeking help in resolving taxproblems that have not been resolved through normal channels,may be eligible for Taxpayer Advocate Service (TAS) assistance.You can reach TAS by calling the TAS toll-free case intake lineat 1-877-777-4778 or TTY/TDD 1-800-829-4059. Protect yourself from suspicious emails or phishingschemes. Phishing is the creation and use of email andwebsites designed to mimic legitimate business emails andwebsites. The most common act is sending an email to a userfalsely claiming to be an established legitimate enterprise in anattempt to scam the user into surrendering private informationthat will be used for identity theft. The IRS does not initiate contacts with taxpayers via emails.Also, the IRS does not request personal detailed informationthrough email or ask taxpayers for the PIN numbers, passwords,or similar secret access information for their credit card, bank, orother financial accounts. If you receive an unsolicited email claiming to be from the IRS,forward this message to [email protected]. You may also reportmisuse of the IRS name, logo, or other IRS personal property tothe Treasury Inspector General for Tax Administration at1-800-366-4484. You can forward suspicious emails to theFederal Trade Commission at: [email protected] or contact them atwww.consumer.gov/idtheft or 1-877-IDTHEFT(438-4338).

Visit the IRS website at www.irs.gov to learn more aboutidentity theft and how to reduce your risk.

Revised January 2011

INSTRUCTIONS FOR COMPLETING AN INDEPENDENT CONTRACTOR/ CONSULTANT SERVICES CONTRACT

Please make sure that an Independent Contractor/Consultant Services Contract (“ICC”) is fully approved for new and continuing contractors/consultants PRIOR to beginning their assignments. Make sure the following procedures for an ICC are followed each FISCAL year: The originating Manager should complete the agreement and have the contractor:

print and sign their name provide business license social security number or federal tax identification number provide a street address (no P.O. Box accepted) phone number the beginning and end dates of the contract the total dollar amount of the contract (plus the hourly rate and not to exceed amount).

An ICC is required for any contract amount between $601 and $25,000. Anything over $25,000 will need Board of Trustees approval. If the contract is using bond money (e.g., fund code 63, 64 or 65), then the contract limit is $78,900 (or the current bid threshold adjusted annually by the Price Deflation Index). Once the ICC is completed:

Attach a resume and scope of services and deliverables to the contract Attach a cover memo describing the reason the contractor is needed Please make sure a vendor number is listed on the ICC.

The ICC should then be forwarded to the Business and Administrative Services Manager for budget check and signature. The Business and Administrative Services Manager should then forward to the College President or for the District, the appropriate Vice Chancellor. The ICC should then be sent to Finance and Administration at the District Office for signature approval by Vice Chancellor for Finance and Administration. The Finance office will forward the ICC to the Chancellor for final approval. Once all of the appropriate signatures have been obtained, the ICC will be logged and a copy will be distributed to the originating manager or designated employee. A copy of the completed ICC should be attached to each requisition when submitted to the Purchasing Department and Accounts Payable. Accounts Payable will not pay invoices without a fully executed ICC. Keep in mind that active employees can not be independent contractors. If you would like a copy of the District’s guidelines for hiring an independent contractor and/or a questionnaire to determine if the company or individual meets the IRS standard of being a contractor vs. an employee of the District, please call Finance at extension 7220. Please understand that ICC’s must be approved by all parties PRIOR to the beginning of the contractor’s assignment. The original ICC plus all attachments will be maintained in the Finance and Administration department.

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 Manager’s 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 BanisadrPurchasing Compliance Manager



Campus


100211 PAINT, AEROSOL, WHITE, FOR ATHLETIC FIELD LINES CASE - 100526 BLEACH, CLOROX GAL - 101115 CHALK, ATHLETIC FIELD MARKING SACK - 101246 CLEANER, MIRROR/WINDOW, CONCENTRATED GAL. - 101248 CLEANER, MUSCLE, TWISTER GAL. - 101250 CLEANER, QUART, DISINFECTANT, ALL STAR MINT GAL. - 101660 DEGREASER, HIGH FOAMING, AIRKIM361301107 CASE - 103870 LINER, PAPER BAG, SANITARY NAPKIN, 1000/CS CASE - 103880 LINER, RECPT, POLY, 12"X8"X22", 1000/CS CASE - 103882 LINER, RECPT, POLY, 37"X46", 44 GAL CASE - 103884 LINERS, HEAVY DUTY, 40' X 48", BLACK CASE - 104340 PAD, SUPER POLISH, WHITE, 20', 3M CASE - 104442 PAD, FLOOR, STRIPPING, BLACK, 20" EA - 104582 KCI41041 WYPALL X80 BLUE TOWELS CASE - 104700 PAPER, TOILET, ROLL, 2-PLY, 750 PR, 48 PC CASE - 104702 PAPER, TOILET TISSUE, JR. JUMBO ROLL CASE - 105308 RAGS, WIPING, WHITE #1 (ASSORTED) BALE - 105800 SEAT COVERS, TOILET, 250 PKG, 2500 PC, SAFE CASE - 106434 FOAM SOAP, GOJO, 2000ML, 5262-02 CASE - 106436 DISPENSER, GOJO FMX-20, 5250-06 EACH - 106530 SHAMPOO, CARPET, BONNET CLEANER, STAR FOAM GAL. - 107140 FLOOR STRIPPER, HEAVY DUTY, (ALL FLOORS) PAIL - 107146 LIQUI-ZYME, ODOR ELIMINATOR, UN455 GAL. - 107148 LIQUID SUNSHINE, CLEANER-DEGREASER GAL. - 108000 TOWELS, TERRY, CONDEMNED, WHITE, 50 LB.BX. LB - 108002 TOWELS, PAPER, MULTI-FOLD, WHITE, GEP24590 CASE - 108004 TOWELS, PAPER, SINGLE FOLD, KC CASE - 108009 TOWEL, PAPER, ROLL-TYPE, SCOTT, 800'/ROLL CASE - 108200 WAX, FLOOR GAL. - 112529 ENVELOPE, LETTERHEAD, #10, BCC BOX - 112530 ENVELOPE, LETTERHEAD, #10, ALAMEDA BOX - 112532 ENVELOPE, LETTERHEAD, #10, DISTRICT OFFICE BOX - 112534 ENVELOPE, LETTERHEAD, #10, LANEY COLLEGE BOX - 112535 ENVELOPE, LETTERHEAD, #10, MERRITT BOX - 112536 ENVELOPE, LETTERHEAD, #10 OUTLOOK, ALAMEDA BOX - 112537 ENVELOPE, LETTERHEAD, #10 OUTLOOK, DIST OFF BOX - 112544 ENVELOPE, LETTERHEAD, #10 OUTLOOK, LANEY BOX - 112545 ENVELOPE, LETTERHEAD, #10 OUTLOOK, MERRITT BOX - 112549 ENVELOPE, LETTERHEAD, #10 OUTLOOK, BCC BOX - 112554 ENVELOPE, PLAIN, WHITE, #10 BOX -


Date:



Date:

Revised 7/21/09



Campus


112956 FORM-STATEMENT OF TRAVEL EXPENSE, 8044 PKG. - 112957 FORM, TRAVEL REQUEST, 4-PART NCR PKG. - 113119 FORM-APPLICATION FOR USE OF FACILITIES PKG - 114500 PAPER, DUPLICATOR, 8-1/2 X 11, BLUE REAM - 114502 PAPER, DUPLICATOR, 8-1/2 X 11, BUFF REAM - 114504 PAPER, DUPLICATOR, 8-1/2 X 11, CANARY REAM - 114506 PAPER, DUPLICATOR, 8-1/2 X 11, GOLDENROD REAM - 114508 PAPER, DUPLICATOR, 8-1/2 X 11, GREEN REAM - 114510 PAPER, DUPLICATOR, 8-1/2 X 11, PINK REAM - 114512 PAPER, DUPLICATOR, 8-1/2 X 11, SALMON REAM - 114514 PAPER, DUPLICATOR, 8-1/2 X 11, WHITE REAM - 114610 PAPER, LETTERHEAD, 1ST COPY, COA PKG - 114612 PAPER, LETTERHEAD, 1ST COPY, DIST OFFICE PKG - 114614 PAPER, LETTERHEAD, 1ST COPY, LANEY PKG - 114615 PAPER, LETTERHEAD, 1ST COPY, MERRITT PKG - 114616 PAPER, LETTERHEAD, 1ST COPY, BCC PKG - 114672 PAPER, BOND, 8-1/2"X14", SUB 20, WHITE REAM - 129017 LAMP, FLUORESCENT, F34CW/RS/WM30PK EA - 129032 LAMP, FLUORESCENT,F32T8XLSP41WMECO,4FT EA - 129034 LAMP, FLUORESCENT,T8,FO17/741,4100K,2 FT EA - 101400 TENACITY 5012-1500 GENERAL PURPOSE CLEANER CASE - 101410 TERMINATOR 5099-1500 ONE STEP DISINFECTANT CASE - 101420 STAR SPRAY 5406-1500 GLASS CLEANER CASE - 101430 MARAUDER 5265-1500 GROUT CLEANER CASE - 101440 TRUE 7 5013-1500ph NEUTRAL CLEANER CASE - 139012 FORM-INDEPENDENT CONTRACTOR/CONSULTANT PKG - 139400 PAPER, CONT FORM, 9-1/2 X 11, 1 PLY, 2700/C CTN -


Date:

DELIVERY RECEIPT

Date:

Received By:


Revised 7/21/09



Campus


103231 GRAFITTI REMOVER, SPRAYABLE GEL AERSOL CAN 12.92$ - 103577 HOSE, WATER, 3/4" ID, COUPLED, 50', PLASTIC LENG 10.01$ - 103582 HOSE, WATER, 3/4" ID, COUPLED, 50', RUBBER LENG 17.52$ - 104199 NOZZLE, HOSE, BRASS, SPRAY EA 7.09$ - 104419 OIL, MOTOR, SAE 10-40 WEIGHT QT 1.95$ - 104420 OIL, MOTOR, SAE 30 QT 1.86$ - 104445 PAD, FLOOR, SCRUBBING, GREEN, 20" EA 3.62$ - 105050 REMOVER, GUM, AEROSOL, 7 OZ. CAN CAN 6.25$ - 105338 RECEPTACLE, SANITARY NAPKIN, MIPRO 2811 EA 16.33$ - 105614 SAWDUST, PINE, COARSE SACK 2.93$ - 107619 TEE-HANDLES, WATER FAUCET EA 2.99$ - 112004 ENVELOPE, CLASP, MANILA, #63, 6-1/2X9-1/2 BOX 7.22$ - 112430 ENVELOPE, LETTERHEAD, #6-3/4, ALAMEDA BOX 11.47$ - 112434 ENVELOPE, LETTERHEAD, #6-3/4, DISTRICT OFF BOX 3.85$ - 112436 ENVELOPE, LETTERHEAD, #6-3/4, LANEY BOX 7.36$ - 112438 ENVELOPE, LETTERHEAD, #6-3/4, MERRITT BOX 11.44$ - 112560 ENVELOPE, PLAIN, MANILA, #10 BOX 14.82$ - 112914 FOLDERS, FILE, HANGING, PENDERFLEX, LTR. BOX 13.65$ - 112915 FOLDER, FILE, HANGING, LEGAL,ASSORTED BOX 9.54$ - 112916 FOLDERS,FILE,HANGING,PENDAFLEX,ASSORTED,LEG BOX 14.97$ - 112918 FOLDERS, HANGING, LEGAL SIZE, SMEAD BOX 8.99$ - 112919 FOLDERS, FILE, HANGING, 1/5, LETTER SIZE BOX 6.79$ - 112952 FORM-REQUEST PETTY CASH REIMBURSEMENT PKG 20.86$ - 112954 FORM-REQUISITION/PURCHASE ORDER PKG 11.23$ - 112955 FORM-REQUISITION, PETTY CASH, 3-PT,100/PKG. PKG 41.38$ - 113026 FORM-CLASSIFIED EMPLOYMENT APPLICATION PKG 8.15$ - 113113 FORM-APPLIC/PURCHASE/TAX-DEFER ANNUITY CON PKG 7.87$ - 113114 FORM-REQUEST/CANCEL TAX-DEFER ANNUITY CNTRC PKG 28.09$ - 114453 PAD, SCRATCH, WHITE, 4"X6" DOZ 3.90$ - 114456 PAD, POST IT NOTE, 3"X3", YELLOW EA 0.26$ - 114476 PAPER, ADDING MACH, WHITE, 3"X 215' ROLL 0.39$ - 114520 PAPER, DUPLICATOR, 8-1/2 X 14, BLUE REAM 5.34$ - 114522 PAPER, DUPLICATOR, 8-1/2 X 14, BUFF REAM 6.06$ - 114524 PAPER, DUPLICATOR, 8-1/2 X 14, CANARY REAM 5.05$ - 114526 PAPER, DUPLICATOR, 8-1/2 X 14, GOLDENROD REAM 4.50$ - 114528 PAPER, DUPLICATOR, 8-1/2 X 14, GREEN REAM 4.32$ - 114530 PAPER, DUPLICATOR, 8-1/2 X 14, PINK REAM 3.64$ - 114532 PAPER, DUPLICATOR, 8-1/2 X 14, SALMON REAM 34.34$ - 114682 PAPER, WRAPPING, 24 IN. X 300 YDS., KRAFT ROLL 49.26$ - 114686 PAPER, WRAPPING, 36 IN X 300 YDS, KRAFT ROLL 29.83$ - 129012 LAMPS, FLUORESCENT,F20T12/CW EA 1.10$ - 129014 LAMP, FLUORESCENT, F30T12/CW/RS EA 1.51$ -


Date:






Campus


129015 LAMP, FLUORESCENT, FB 40CW/3/SS EA 5.40$ - 129016 LAMP, FLUORESCENT, F40CW EA 0.44$ - 129018 LAMP, FLUORESCENT, F40W EA 0.51$ - 129022 LAMP, FLUORESCENT, F96T12/CW/HO DBL CONTACT EA 2.45$ - 129028 LAMP, FLUORESCENT, F48T12/CW EA 2.16$ - 129030 LAMP, FLUORESCENT, SUPERSAVER, F96T12/CW EA 2.35$ - 129035 LAMP, FLOURESCENT, U-TUBE, FB031/741 EA 9.47$ - 129036 LAMP, FLOURESCENT, U-TUBE, FB032/741 EA 5.97$ - 129037 LAMP, FLOURESCENT,ECON-0-WATT,FB40CW/6/,U EA 3.15$ - 129050 LAMP, INCANDESCENT, MED, 25A I.F. EA 0.68$ - 129052 LAMP, INCANDESCENT, MED, 25T10/I.F. EA 1.55$ - 129054 LAMP, INCANDESCENT, MED, 60A I.F. EA 0.39$ - 129056 LAMP, INCANDESCENT, MED, 60W EA 1.22$ - 129057 LAMP, INCANDESCENT, MED, 75W EA 1.60$ - 129058 LAMP, INCANDESCENT, MED, 75R30/FL EA 1.38$ - 129060 LAMP, INCANDESCENT, MED, 100A I.F. EA 0.49$ - 129066 LAMP, INCANDESCENT, MED, 150A I.F. EA 0.23$ - 129074 LAMP, INCANDESCENT, MED, 200A/CL, CLEAR EA 0.79$ - 149116 HAMMER, CLAW, STEEL HANDLE, 13 OZ EA 7.99$ - 149120 HAMMER, CLAW, STEEL HANDLE, 16 OZ EA 13.27$ - 149122 KNIFE, PUTTY, 1-1/2" EA 2.27$ - 149124 PLIERS, COMBINATION, 6 IN PR 7.85$ - 149126 PLIERS, LINEMANS, 7 IN PR 12.50$ - 149128 PLIERS, MULTIPLE SLIP JOINT, 10 IN PR 6.85$ - 149130 SAW, HAND, CROSSCUT, 10 PT, 26 IN EA 10.57$ - 149134 SAW, HAND, RIP, 5 1/2 PT, 26 IN EA 17.11$ - 149136 SCREWDRIVER, PHILLIPS, NO 2, 4 IN EA 4.49$ - 149138 SCREWDRIVER, PHILLIPS, NO 3, 6 IN EA 2.19$ - 149140 SCREWDRIVER, PHILLIPS NO 4, 8 IN EA 5.66$ - 149144 SCREWDRIVER, STRAIGHT TIP, 4 IN EA 2.90$ - 149146 SCREWDRIVER, STRAIGHT TIP, 6 IN EA 4.25$ - 149148 SCREWDRIVER, STRAIGHT TIP, 8 IN EA 5.24$ - 149152 WRENCH, ADJUSTABLE, 6 IN EA 11.21$ - 149156 WRENCH, ADJUSTABLE, 10 IN EA 14.25$ - 149158 WRENCH, ADJUSTABLE, 12 IN EA 21.39$ - 149162 WRENCH, ADJUSTABLE, PIPE, 10 IN EA 7.25$ - 149166 WRENCH, ADJUSTABLE, PIPE, 14 IN EA 12.66$ - 150300 CORD, EXTENSION, 6 FT, 3-WIRE GROUND EA 6.56$ - 150310 CORD, EXTENSION, 8 FT, 3-WIRE GROUND EA 7.00$ - 150315 CORD, EXTENSION, 25 FT, 3-WIRE GOUND EA 8.00$ - 150320 CORD, EXTENSION, 50 FT, 3-WIRE GROUND EA 15.00$ - 150325 ADAPTER, "U" GROUND, 3 WIRE EA 1.17$ -


Date:





Procurement Check List Procurement No.____________________ PO/Contract No._____________________ Procurement Title______________________________________________________ The amount of documentation and size of the file will vary based on the size and type of procurement and our purchasing policies. Regardless of the size or type of procurement, the file must document completely all activities associated with the purchase. Section One—Before Award: The following documentation must be placed in the procurement file.

____ Copy of all Specifications, Plans, Drawings and Scope of Work

____ Copy of the Solicitation list (Bid List)

____ Copy of Advertisement and/or other Public Notices, as required

____ Copy of Advertisement Proof Sheets (if applicable)

____ Copy of all Responses

____ Copy of the Wage determination (if applicable)

____ Copy of Sign-in Sheet from the Pre-Bid /site walk through meeting (if applicable)

____ Copy of any and all Addendum(s)

____ Copy of any questions from vendors attending the pre-bid meetings

____ Copy of any pre-bid meeting minutes (if applicable)

____ All Documents from bid opening

____ Bid Tabulation/ Recapitulation Form

____ Justification for Sole Source or emergency purchase (if applicable)

____ All correspondence related to procurement

____ Record of bid protest, and resolution or action

____ Conflict of Interest forms, from panel members (for RFPs and RFQs)

____ Copies of Warranties (if required)

Revised 3-30-09 Page 1 of 2

Revised 3-30-09 Page 2 of 2

____ Check Contractor’s License number (if applicable) for low bidder at California’s State License Board http://www2.cslb.ca.gov/CSLB_LIBRARY/license+request.asp

____ Check the State Debarment list (for low bidder) at DIR’s 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/

Section Two—After Award: The following documentation relates to the winning/selected vendor and must be placed in the procurement file.

____ Copy of Rejection Letter to unsuccessful bidders

____ Copy of Requisition (or requisition number)

____ Measure A Procurement Request Form (if applicable)

____ Copy of the Memo to the Board of Trustees requesting approval for the Procurement and any Board meeting minutes related to this transaction.

____ Copy of Purchase Order

____ Copy of Independent Contractor/Consultant Service Contract (ICC, if applicable)

____ Copy of Contract (if applicable). Check here_____ if this is a construction contact to be maintained in the Department of General Services.

____ Copy of Notice of Award

____ Copy of Notice to Proceed

____ Bid Bond (if applicable) and or Check Number__________

____ Insurance Documents with endorsement

____ Performance and Payment Bond (if applicable)

____ SLBE/SELBE Self Certification Affidavit (if applicable)

____ Vendor Questionnaire and Certificate by Compliance

____ Bidder's Questionnaire

____ Certificate Regarding Workers’ Compensation

____ Statement of Equal Employment Opportunity

____ Non-Collusion Affidavit (if applicable)

File Prepared By:_________________________________ Date:__________________

http://www2.cslb.ca.gov/CSLB_LIBRARY/license+request.asp

http://www.dir.ca.gov/dlse/debar.html

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