SDCCD Business Services Purchasing & Contract Review Summary
SDCCD Business Services Purchasing & Contract Review provides comprehensive information on procurement processes, team members, policy guidelines, and key considerations for purchasing and contract management. The team offers assistance in selecting suppliers, initiating projects, and ensuring successful outcomes. Effective July 1, 2024, Procurement Specialists will be assigned by category code. Policies include Purchase Requisitions, supplier selection criteria, and compliance with relevant laws and regulations. For detailed information and guidelines, refer to the provided resources.
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SDCCD BUSINESS SERVICES PURCHASING & CONTRACT REVIEW JUNE 24, 2024
Purchasing & Contract Services Our team is here to help! If you are unsure of a purchase/need, please engage us! Not sure what supplier to use? Call us! Not sure how to start your project? Call us! Please engage us early in your planning so we can make sure the process is successful for all!
Purchasing & Contracts Team Kelly Rosas, Manager Business Services krosas@sdccd.edu Maria Briney, Sr. Procurement Specialist mbriney@sdccd.edu Alyssa Gino, Procurement Specialist agino@sdccd.edu Kellie Silva, Procurement Specialist ksilva@sdccd.edu Rommel Ladringan, Procurement Specialist rladring@sdccd.edu Azucena (Suzy) Murillo, Administrative Technician - amurillo001@sdccd.edu Baylee McGuire, Project Assistant (Wed Fri) bmcguire@sdccd.edu
Procurement Specialist Assignments Effective July 1, 2024, the Procurement Specialists will be assigned by category code rather than assigned by campus. If a change order on a FY 24 PO is needed after the category change, the requisitioner will need to enter the category code. Please use the sheet that is emailed out with this presentation or reference the copy posted on the Purchasing webpage. Do not enter a buyer in the buyer field in PeopleSoft. The routing will be done by category code. For all freight/shipping lines, continue to use 962-86.
Purchasing & Contract Services: Rules of the Road Board policy 6330, Education Code 81656, and Public Contract Code sections 20650 and 20651 delegates the Executive Business Office and Purchasing & Contract Services, by the Chancellor, the authority to purchase supplies, materials, apparatus, equipment and services as necessary to the legal and efficient operation of the District, and enter into Contracts on behalf of the District. designees are authorized to commit funds in the name of the District. approved purchases shall comply with District, state and federal policies and regulations including public bidding requirements and conflict of interest laws. Only these All
What do the polices include? Purchase Requisitions: a formal request for goods and/or services as needed. When approved in PeopleSoft, the purchase requisition is now an authorization to charge the budget that is listed and order the items requested. The supplier listed is a suggestion. Purchasing has the ability to change suppliers if it is known another supplier can offer the same goods and/or services. Multiple quotes (at least three) are needed if the price exceeds $10,000 for any order that is not covered by a current District Bid or Cooperative agreement. Insurance coverage is part of the District s risk management strategy. Suppliers are required to carry minimum coverage for their business or their events if they are coming on any District property. The District must be listed on the COI and the District address must be included, not the campus address. Purchasing Process: Supplier > Quote & Budget > Purchase Requisition Entry > Workflow Approval > Purchase Order Created & issued to Supplier > Goods/Services Received via Distribution Center/Campus Receiving > Invoices sent to District Accounts Payable (apinvoice@sdccd.edu) > Invoice is vouchered in PeopleSoft > Voucher is processed for Payment > Payment is issued
Supplier Update Please join the Supplier Training via Zoom Thursday, June 27, 2024 @ 9:30am. Zoom Meeting ID: 899 6593 0806 All suppliers who supply services to the District must be IRS TIN matched before Purchasing & Contract Services can approve them. Please plan accordingly when requesting new supplier entry for services.
Bids when are they needed? If the good and/or service exceed $114,500, a bid process may be necessary. Contact the Purchasing Office if the order is getting close to the bid limit. Please note that a bid process may take up to eight (8) weeks to complete. Per Public Contract Code 20116, it is unlawful to split or separate into smaller work orders or projects any work, project, service or purchase for the purpose of evading the articles under PCC 20116.
Contracts &Agreements What is a contract? A contract is a legally enforceable agreement voluntarily entered into between two for more parties with agreed upon obligations. District contracts should be in writing and must be routed through the appropriate approval process and signed by an authorized District representative delegated by the Board of Trustees. Apurchase order is also a contract. Per BP 6340, contracts are not enforceable obligations until they are ratified by the Board of Trustees. Effective 7/1/2024, all contracts must have a District Project Manager and Dean/Department Chair and/or Budget Manager signature in order to process the contract/agreement.
Advanced Payments Advanced payment requisitions are not authorized under The California Constitution, Article XVI, 6, prohibits gifts of public funds. An advance payment or pre-payment is considered a gift of public funds since the organization has received no benefit and the subsequent receipt of goods/services cannot be guaranteed. Equipment and supplies are not authorized for advanced payments. Payment Requests can be used for items below that fall under $5,000.00: Subscriptions; Non-Software Licensing; Membership Fees; Sponsorships/Advertising; Honorarium (one time lectures); Fees for Student Fairs/Outreach/Local Promos.; Deposits for events that meet the above criteria.
Emergency Orders Emergency as defined by Public Contract Code, means a sudden, unexpected occurrence that poses a clear and imminent danger, requiring immediate action to prevent or mitigate the loss or impairment of life, health, property, or essential public services. These orders need to be identified with the assigned Procurement Specialist so that they can be properly processed. Please note that emergency purchases are not valid for urgencies resulting from lack of planning and organization.
Purchase Requisition Notes & Reminders Requisition Settings Page must be completed if the information is needed throughout the requisition. Vehicles o Three quotes are needed to compare pricing over $10k; all quotes must be attached to line one, separately. o It is recommended that you share the requirements below with the Dealer to assure they understand District process. o Dealer needs to supply the ORIGINAL MSO (Certificate of Origin). o No registration should be included on the quote; SDCCD registers all District vehicles. o Vehicle will need to be delivered with a spare key and full tank of gas/full electric charge. Delivery will need to be coordinated with Ernie Ueckert at 619.388.1180. o SDCCD pays N30 upon delivery; payment cannot be made in advance or day of delivery.
Year End Procedures All cal card expenses must be finalized in PeopleSoft by June 25, 2024 for a FY 24 expense. PO s requested to be rolled are due by July 28, 2024. No late requests will be accepted. The PO roll form can be downloaded at https://www.sdccd.edu/about/departments-and-offices/business-technology- services-division/business-services/purchasing-vendors/forms.aspx. Submit the rolled PO request to Kelly Rosas and Maria Briney.
Year End Procedures - Continued The PO roll will begin on Monday, July 29, 2024. If a PO cannot be rolled due to error, the PO will need to be closed and a new requisition/PO will need to be processed referencing the closed PO number. Upon completion of the roll process, a final report of successful PO rolls will be forwarded to the campus business offices, District departments, and Fiscal Services. PO roll is expected to be finalized by Friday, August 2, 2024.
Upcoming Process Improvements & Updates FY 25 requisitioning can begin on Monday, July 1. NEW Procurement Contracts Specialist joining P&C Mid July Contracts and orders exceeding bid threshold will need to be BOT approved before work begins/order can be placed; includes orders off cooperative/piggyback agreements. Cal Card process updates and revised Mid Fall Purchasing & Contracts Manual Mid Fall
Additional Notes Certificate of Insurance is needed for all suppliers who provide a service onsite to the District. A copy of a sample COI will be provided with this training. Please include Maria Briney on any correspondence with furniture orders that exceed $30K. Lowe s has been established with a Pro Account for the District. If you have a need to order from Lowe s for your department, please connect with Suzy (Azucena) Murillo. Delivery of all orders must route through a campus Stockroom or the Distribution Center. No deliveries to your home! Public Works contracts must be routed through District Facilities Management. Please follow campus/District Site Improvement process. This includes construction, alteration, demolition, installation or repair work done under contract and paid for out of public funds.
