• Responsibilities and Objectives  
• Ethics
• Know who is authorized to commit the districts funds 
• Bypassing Purchasing Department – The Risk  .
• Procedures for purchasing of supplies using petty cash
• Procedures for purchases for Office Depot/Office Max orders  
• Procedures for purchases of supplies and equipment  
• Formal bidding and award process  
• Bid Splitting  
• Independent Contractors  
• Warrant to Accompany Orders
• Emergency Purchase Orders  
• Confirming Purchase Orders
• Yearly and Open Purchase Orders 
• Requests for items stocked by the District Stores  
• Surplus Equipment 
• Donation Process  
• Change of Locations 
• Receiving  
• Shipping 
• Requests for items stocked by the District Warehouse  
• Paper Shredding Services
• Mail Room Services

Responsibilities and Objectives The sole purpose of the San Joaquin Delta College Purchasing Department is to ensure appropriate purchasing regulations and procedures are established and to maintain the sacred trust of conducting business in a business-like manner to achieve the highest standards of fairness, honesty, and integrity. To that end, the Purchasing Department has developed specific objectives:

1. Coordinate the procurement of goods and services for all Academic and Administrative Departments of the District;
2. Develop and maintain a good working relationship with campus departments through an understanding of their purpose and objectives;
3. Give all qualified vendors an equal opportunity;
4. Develop and maintain sources of supply such as commodity mailing lists and catalog library;
5. Maintain up-to-date knowledge of manufacturing technology, vendor competence, and competitive marketing conditions as they relate to the material, equipment, supply and service requirements of the District;
6. Test and evaluate various commodities to ensure proper balance of quality and monetary expenditures;
7. Refer information regarding new or improved products and exceptional buys to departments using those products;
8. Expedite delivery of urgently needed good and/or services; and,
9. Secure competitive bids whenever possible to obtain maximum value from the expenditure of District funds.

On the other hand, the vendors doing business with San Joaquin Delta College must:

1. Conduct business with us with a deep concern for honesty, fairness, and integrity;
2. Assist us in our buying problems remembering that they are our best source of information;
3. Comply with local Board of Trustees rules, regulations and legal code provisions applying to public school purchasing; Federal, State, county and local

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Ethics It is the policy of the District to neither solicit nor accept gratuities, favors, or anything of monetary value from any current or potential supplier of goods or services per Government Code 81000-91014 and District Policy 1300.  Vendors must refrain from offering such gifts or gratuities to any college personnel. All purchases will be made on the basis of quality, price and delivery terms offered for required materials and/or services.

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Know who is authorized to commit the district’s funds In each school district the Governing Board of Trustees shall designate District Officials who shall be authorized to sign purchase orders and other purchase or contractual obligations of the District. San Joaquin Delta College Board of Trustees has designated the Vice President of Business Services to sign purchase orders. The Superintendent/President is the designated official to sign contractual obligations of the district. San Joaquin Delta College is not responsible for purchases made other than through the Purchasing Department. The departments or individual making such purchases may be held liable for payment to the vendor. As a vendor, you would be protecting yourself and your company if you made the following inquiries:

1. What signature or signatures are valid when doing business with San Joaquin Delta College?
2. Does San Joaquin Delta College issue a verbal Purchase Order number?
3. Is it necessary to verify the Purchase Order number given verbally?
4. When an individual is picking up materials on a verbal purchase order number it is a good idea to ask for identification, proof of employment with the district, etc.
5. Staff are not authorized to pick up merchandise from the vendor unless it has been authorized by Purchasing.
6. Open or Yearly Purchase Orders must specify the name of the individuals authorized to pick up the order.
7. Unsolicited phones calls or sales calls from vendors should be directed to the Purchasing Department.

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Bypassing Purchasing Department – The Risk Occasionally a sales representative will bypass the Purchasing Department and make a sale directly to a person or department. There are definite RISKS in doing business with San Joaquin Delta College in this matter – below are a few examples:

1. San Joaquin Delta College may not be liable for goods furnished without an authorized purchase order and the requestor may be made personally liable for the purchases.
2. Payment MAYNOT be made if the proper procedure has not been followed
   1. Requisition processed so department can be charged
   2. Purchase Order issued so funds can be encumbered
   3. Funds set aside so payment can be guaranteed
   4. Proof of delivery so invoice can be approved for payment
3. Vendor will be faced with these two possibilities:
   1. At best- payment will be delayed
   2. Worst yet- Vendor may not be able to get paid, since purchase was not authorized
4. Vendors should work directly with the Purchasing Department to ensure payment

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Procedures for purchasing of supplies ($100 or less) use petty cash Low cost purchases of goods from vendors are not processed through the Purchasing Department. Please use the following method to expedite acquisition of and payment for low cost purchases of goods:

• Petty Cash
Employees should request reimbursement from the campus cashier for expenditures of $100.00 or less, as purchase orders for $100.00 or less are not cost effective.

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Procedures for purchases for Office Depot/Office Max orders All of the departments on campus have direct access to place office supply orders using the electronic ordering system from Office Depot www.bsd.officedepot.com or Office Max www.officemaxsolutions.com. For ordering instructions see Office Depot Ordering Instructions, or Office Max Ordering Instructions. Please refer to the desktop ordering procedures for items that should not be ordered through this system. A purchase order will be issued to Office Depot or Office Max. After the order is received, the item(s) will be tagged with a District Fixed Asset number. Any discrepancy with either vendor must be reported using the Office Supplies Discrepancy Form. Office supplies that are capital outlay items over $465.00 ($500, including tax) must be processed through the Oracle Financial System.

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Procedures for purchases of Supplies and Equipment

All purchases for San Joaquin Delta College District including non-district funds such as trust, counsel and foundation clubs must go through the Purchasing Office for tracking and liability purposes.

Orders under $1000 will be placed without soliciting competitive quotes. The price information will be obtained or confirmed with the suggested vendor and the order will be expedited.

For orders between $1000 and the bid threshold that is established at the beginning of every calendar year by the Chancellor’s Office and as approved by the Board of Governors, the Purchasing Department will place order after obtaining three (3) written quotes, unless Purchasing Department confirms that the supplier is considered a “Sole Source.” In some circumstances, purchasing will obtain telephone quotes in order to expedite the order. In other circumstances, the end-user department will receive authorization from the Purchasing Department, to obtain the written quote directly from the vendor. This is recommended when the technical specifications are very specific and will also help to expedite the order, especially if the timeline to place and receive the order is limited.

In a situation where a department has to do extensive research for a particular purchase, it is important that the research documentation is submitted to the Purchasing Department, as part of the justification to award the order to a particular supplier. The back-up documentation will show which suppliers were contacted. The Purchasing Department will confirm and award to the low responsive, responsible, bidder.

In circumstances when the vendor does not accept a District Purchase Order or if the vendor requires a prepayment for the order, the Purchasing Department will expedite the order using the District credit card.

All computers, software and A/V related purchase requisitions except printers must be submitted through the Information Services Department. Exceptions must be approved in writing by the Information Services Department.

All image producing equipment such as printers, fax machines, copiers and scanners must be submitted through the Publication Center.

All orders for whiteboards, chalkboards and tagboards must be submitted through the Facilities Department via a work order. The request must specify the location of installation and the appropriate account number. Facilities will obtain the correct dimension, will place order and install order upon receipt.

Modular Workstations orders require a drawing/or floor plan to be submitted and signed off by the Requestor Department, Facilities and Information Services before the Purchasing Department can process the order. The Purchasing Department will assist to coordinate the initial project meeting between the vendor and requesting Department.

Capital Outlay Equipment in excess of $200, must be charged to a Capital Outlay Equipment account number. However, any equipment in the amount of $465 ($500, including tax) and more will be tagged with a District Fixed Asset number.

Vendors who have purchased "Territorial Rights" on certain items, it is your responsibility to make a notation on the RFQ to make the Purchasing Department aware.  This will eliminate awarding items to vendors who are not authorized to provide such items.  The College does not have knowledge of which items are considered "Territorial", unless the vendor provides such information.

To avoid any delays in processing payments, the following must be followed:

• All shipments must be sent to Central Receiving, San Joaquin Delta College, 5151 Pacific Avenue, Stockton, CA 95207.  Shipments should not be shipped or delivered directly to the Requester.

• Requesters are not authorized to pick up merchandise from the vendor unless it has been authorized by Purchasing.

• Any modifications to the PO must be done through a "corrected PO".  Requesteris not authorized to call the vendor and modify the order..

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Formal Bidding and Award process Formal advertised bids are awarded by the Board of Trustees.

No contract or purchase order for Procurement or Public Construction Works Projects that exceed the Public Contract Code (PCC20651) bid limits will be issued without required competitive bids and notifications unless an emergency as defined in Public Contract Code 20654.

The formal bid threshold for Public Construction Works Projects is $15,000 or more, including labor, tax and shipping. Bond and Liability Insurance are required for these types of projects. The formal bid threshold for Procurement purchase (non-construction) is adjusted by the Chancellor’s Office and approved by the Board of Governors at the beginning of every calendar year.

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Bid Splitting According to PCC Section 20657 it is unlawful to split or separate into smaller work orders or project any work, project, service, or purchase for the purpose of evading the competitive bidding process.

Allow up to 2 months to complete the Formal Bidding Procedures.

Reference: Public Contract Code, sections 20650-20662.

To obtain project information about San Joaquin Delta College current projects and specification click on ebidboard.com. For other related information see www.deltacollege.edu/dept/purchasing.

Informal (Non-Advertised Bids Awarded by Purchasing Department for Public Construction Works Projects below $14,900.

Purchasing Department will invite at least three (3) vendors to submit Request for Proposals. Purchasing will schedule a mandatory pre-bid conference and inspection tour to view the project site. The department may schedule the pre-bid conference, as long as the Purchasing Department is included in the process and at least three vendors are invited to participate.

Vendors providing any type of service or work on campus will be required to submit their Worker’s Compensation and Liability Insurance Certificate in the amount of $1,000,000 prior to award of the purchase order or project. The certificate must specify San Joaquin Delta College and its officers, agents, program managers, and employees as Additional Insured.

Public Construction Works Projects that exceed $1,000 are subject to the Prevailing Wage Regulation. Wage rates can be obtained from the Department of Labor Relations see www.dir.ca.gov.

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Independent Contractors All contracts for Independent Contractors or Professional Services such as architectural, landscape architectural, environmental, engineering, land surveying and construction project management services will have to be selected using the Request for Proposal (RFP) process. For current information on Request for Proposal see www.deltacollege.edu/dept/purchasing/RFP.html.

Reference: Government Code, Section 4529.12

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Warrant to Accompany Orders Are orders requiring prepayment for the order. Usually these types of orders are for the ordering or renewal of membership or subscription services. These are normally yearly services and cannot be ordered using the Purchasing Department credit card. Original invoices should be sent to the Accounts Payable Department and a copy to the Purchasing Department, to confirm and process the order.

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Emergency Purchase Orders Emergency Purchase Orders are requested for emergency purposes such as repairs, purchase of replacement parts and supplies needed to avoid interruption of services. They are also used to arrange air travel reservations with the travel agency for a business related trip. Travel arrangements must be done following the Travel Request Procedures. Requisitions to complete these purchase orders must be submitted immediately after the emergency purchase has been completed. Original invoices must be sent to the Accounts Payable Department and a copy to the Purchasing Department.

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Confirming Purchase Orders Confirming Purchase Orders are orders that are processed for payment after the item(s) or services have been completed. These are orders handled by the individual departments, bypassing the purchasing process or without having obtained an “emergency” district purchase order number. The problem with these orders is that the department does not have back-up documentation to show price comparisons. A number of problems can result from this such as, vendor protests and conflict of interest situations. In addition, the Auditors will question the fact that the College does not have the back-up documentation to demonstrate that the order was given to the “low responsive, responsible” bidder.

The Purchasing Department recognizes that there will be instances when “Confirming” orders will be unavoidable. However, it is important to process these orders for payment as soon as the transaction has been completed. Original invoices should be sent to the Accounts Payable Department and a copy to the Purchasing Department.

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Yearly and Open Purchase Orders Yearly and Open Purchase Orders are issued by the Purchasing Department. These types of orders are issued to a specific vendor for a designated amount of money to allow requestors to make repetitive purchases of miscellaneous low cost supplies. Yearly Purchase Orders are issued for usage throughout the fiscal year. Open Purchase Orders are issued for a SPECIFIC period of time, within the fiscal year. Requestors must submit a new purchase requisition at the beginning of each fiscal year in order to establish or renew a Yearly or/and Open Order for the following fiscal year.

Maintenance Agreements are processed as Yearly Purchase Orders. Some of these agreements require prepayment. Others are billed on a monthly, quarterly or yearly basis.

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Requests for items stocked by the District Stores Specialty office supplies are available through Stores Catalog. The orders are processed using the Oracle Financial System. The Purchasing Department will process the order for Stores to fill. Stores Catalog can be exported from the Oracle Financial System to view the complete list of items available.

Departments can also submit requests through Stores, via an e-mail to wwilliamsonjr@deltacollege.edu, to make a variety of plastic signs such as name plates, building name directory updates, department name changes and other specialized signs. These can be done in various colors to match existing signs. The e-mail request must include the account number for charge back purposes. The department will only be changed for the cost of the material.

If you have any questions regarding Stores, please contact Willie Williamson at x5073.
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Surplus Equipment Departments must fill out and sign a Surplus Equiment Form. Computer or A/V related item(s) must be surplused by Information Services. Image producing items, such as printers, fax and copy machines, must be surplused by Publication Center. A copy of signed Surplus Form must be attached to the item(s). The original signed form must be sent to the Purchasing Department for coordination of proper disposal method. The form is available through the Purchasing Office.

The approved disposal methods include: e-surplus; off-campus auction through Roger Ernst & Associates, Inc; donation to other public agencies or non-profit charitable organizations; recycle; scrap or campus wide landfill diversion. All of the above will be utilized to dispose of obsolete property to avoid trashing in the landfill. One of the approved surplus methods is Public Surplus and it can be accessed at the following link: http://www.publicsurplus.com/.

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Donation Process The Purchasing Department maintains a list of Donee Agencies that are eligible to receive donations from the college. The donations are in the form of obsolete items that the college no longer need. To qualify as a Donee, the agency must be a Public Agency or non-profit charitable organization. They must submit a letter to the Purchasing Department requesting a particular donation or can also provide the college with a “ wish list. ” The agency will be contacted when such item becomes available.

Departments are responsible for submitting the Work Order to deliver the items to the warehouse, to start the appropriate disposal method.

Reference: California Education Code 81450-81460.

If you have any questions regarding Surplus, contact Ricardo Cobian x5872.

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Change of Locations All Capital Equipment and Assets must be accounted for and inventoried.

A Change of Location Form must be submitted to the Purchasing Department whenever any tagged, Fixed Asset item(s) are relocated. Each year the Auditors request a physical inventory on selective items. Therefore, it is very important to maintain the Fixed Asset records with accurate updated information for audit purposes.

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Receiving All purchase orders will have a “Ship to” address indicated. All supplies and equipment must be delivered as directed on the Purchase Order to ensure proper handling. Problems are numerous when delivery instructions are not followed. San Joaquin Delta College has a Central Receiving, where goods are received and signed for.

All packages received daily are identified as either Purchase Order or non-Purchase Orders. The Purchase Order orders will be inspected and electronically received in the purchasing system in order to be released for payment. Both Purchase Order and non-Purchase Order orders are scanned in the Delivery Track-Pad System and delivered to the end-user. Non-Purchase Order packages are not inspected by Receiving. It is the responsibility of the end–user to notify Purchasing of any order discrepancies as soon as the order is received. Orders should be checked in immediately after receipt. Time is of the essence when reporting discrepancies to the vendor. The longer it takes to report discrepancies, the greater the chance of not being to resolve the problem successfully.

Computer and Audio Visual related purchases will be delivered to the respective Information Services/AV staging areas for further processing.
If you have any question regarding Receiving contact Michael Cardoza x5072.

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Shipping Shipping orders are processes daily using various shipping carriers including: UPS, Fed Ex, Airborne, RPS, and freight deliveries. A shipping request must be completely filled out, including the Departmental Account number for charge back purposes. Deadline for items to be shipped the same day, is 2:00 p.m.

If you have any questions regarding Shipping, please contact Willie Williamson at x5073.

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Requests for items stocked by the District Warehouse The items stored in the District Warehouse are considered excess furniture that comes from within the College. The excess furniture includes desks, file cabinets, bookcases, side chairs, etc. These items can be considered usable for many purposes, depending on the department requesting them and the intended use. Many times, departments may not have sufficient funding within their budgets to purchase new furniture.

Departments requesting to inspect the available furniture may do so, by scheduling an appointment with Ricardo Cobian at x5872. The department will be responsible for submitting the Service Request to deliver the furniture to its user’s destination.

The College is also authorized to purchase furniture items from the State Surplus Property in Sacramento. Most of the furniture is in good condition and can be purchased at a very low cost. Contact the Purchasing Department to arrange a visit to the State Surplus Warehouse.

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Paper Shredding Services Shredding services are also available through the college as follows:

1. Heavy-duty shredder is located in the District Warehouse for department use.
2. Outside shredding services may also be arranged by the Purchasing Department upon department’s request.

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Mail Room Services The Mail Room functions include, mail distribution of incoming mail and mail preparation to ensure proper U.S. Postal Regulations are followed. The main switchboard to the campus is located in this location and central fax services are also offered. The Instructor’s individual mailboxes are assigned and maintained by the mail room staff. Division Offices are encouraged to remind their instructors to pick up the mail on a daily basis. The boxes are very small and quickly fill up if mail is not picked up daily.

Contact Information
Maria Bernardino Director of Purchasing (209) 954-5065 mbernardino@deltacollege.edu Fax (209) 954-3737	Office Hours: M - F. 8 a.m. - 5 p.m. Office Location: Lower Danner B-4 5151 Pacific Avenue Stockton, CA 95207