Purchasing & Warehouse Services
Business Services Guide
Purchasing professionals perform a variety of services, which include:
- Generating purchase orders based on purchase requisitions received from departments
- Development of:
- Requests for Proposals (RFPs) for materials and equipment
- Requests for Quotes (RFQs)
- Invitations for Bids (IFBs)
- Requests for Qualifications (RFQs) for professional services
- Public works projects (formal/informal bids), which require compliance monitoring (UPCCAA)
- Negotiation of contract pricing
- Assistance in finding vendors or products to fill a particular need
- Oversight of procurement cards (P-cards) Cardholder Guide
- Oversight of AmazonBusiness district account (in pilot phase)
- Oversight of District Office cell phones and land lines
- Administering the surplus sales program
- Maintenance of capital equipment inventory (capital equipment is equipment with a unit cost of $5,000 or more)
- Vehicle registration with the Department of Motor Vehicles (DMV)
- Maintenance of online ordering of office products (Staples)
- Ordering of District Office business cards
- Setup of new vendors
Warehouse professionals perform a variety of services, which include:
- Receiving and delivery of goods, materials, furniture, and equipment
- Physical inventory of capital equipment
- Surplus activities
A special note about receiving: At fiscal year end it is particularly important when goods are delivered. If goods are delivered on or before June 30, they are recorded as expenses in that fiscal year. If goods are delivered after June 30, they are recorded as expenses in the following fiscal year.
Purchasing and Warehouse Processes
To fulfill a procurement need, the requesting department submits a purchase requisition to the purchasing department. Requisition forms must contain the following information in order for purchasing to process the purchase order:
- Suggested source (vendor)
- Description and quantity of items
- Model number or item number, if known
- Unit of measure
- Trade-ins (need serial number of equipment being replaced)
- Scope of work for services or public works
- Estimated cost (attach quote, proposal, or Contract for Services, if applicable)
- Required delivery date
- Authorized signatures
- Note that technology-related products or software require the Chief Technology Officer (CTO) approval to ensure the items conform to technology standards
- Budget account code string (FOAP)
- Before requisitions are forwarded to purchasing, departments must make sure that sufficient funds are available to cover the requested purchase. This means that ample budget exists at the fund-org-account-program (FOAP) level. If ample budget does not exist, the department must prepare a budget transfer.
Purchasing selects the method of procurement, e.g. purchase order, P-card, and notifies the vendor of the procurement.
- Goods, materials, furniture, and equipment
- The vendor delivers the goods to the warehouse or as directed by the purchasing department. The warehouse professionals verify that the goods listed on the packing slip match the purchase order. A receiving document is recorded in Banner. Accounts Payable views the receiving document and authorizes payment upon receiving the invoice. This process is called a three-way match, which provides for sound internal controls and separation of duties.
- The vendor provides the service. Upon completion of the service, the vendor sends the department the invoice. The department authorizes Accounts Payable to pay the invoice.
What If I Receive a Shipment That Did Not Go Through the Warehouse?
If a shipment is delivered directly to the department without going through the warehouse, you must "receive" the shipment. Find the packing list document included with the shipment and compare the packing list with the items included in the shipment. If they match, indicate "received" on the packing list and sign and date it. Send the packing list to the warehouse. It may be sent through interoffice mail or scanned and emailed to the warehouse.
Can I Have Something Shipped to My Home?
No, all CLPCCD purchases must be shipped to a campus or district address.
Who Is Authorized to Enter into Contracts?
In accordance with Board Policy 6330 and 6340, the Board of Trustees is the only entity that can legally enter into a contract for goods or services, unless the Board delegates its authority. Note that a purchase order is a legally binding contract. Any employee who enters into a contract with an external party and is not authorized to do so, may be held liabile for expenses incurred by the vendor.
Procurement Guideline Matrix
The Procurement Guideline matrix, which is updated annually, provides the procedures, dollar thresholds, and proper authorization levels for each type of procurement method pursuant to state and local laws. Non-Federal entity must use the Federal Procurement Guideline which reflects applicable State and local laws and regulations when procuring with Federal funds.
- Public bids
- All public bids are accessible online at the purchasing web site
Uniform Guidance Procurement Standards
On May 17, 2017 the Office of Management and Budget (OMB) issued an addendum to the Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (Uniform Guidance). This addendum allows nonfederal entities an additional year to implement the Uniform Guidance requirements related to procurement. CLPCCD chooses to utilize the extension and these requirements will take effect for CLPCCD's fiscal year beginning July 1, 2018. (This extension extends the previous extension granted by the OMB.)
Equipment Moves and Disposing of Equipment
Refer to the Fixed Assets & Surplus page for information regarding moving equipment from one location to another and disposing of equipment. It is important to keep records current because the district is required to take a physical inventory every two years per federal regulations.
Credit Applications and Credit References
When doing business with new vendors, they will often ask us to complete a credit application. If the vendor requires a signed credit application, forward it to Purchasing. Sometimes it suffices to simply provide the vendor with a credit reference listing. If this is the case, you may email them our credit fact sheet. Please contact Business Services if you need a copy of the document that includes credit references.
CLPCCD's W-9 Form
Contact District Business Services if you need a copy of CLPCCD's W-9 form.
Please contact Marie Hampton if you have questions regarding Purchasing and Warehouse Services at (925) 485-5233.