Purchasing

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Purchasing Deadlines

To: All Administrators and Supervisors

From: Purchasing

Date: April 1, 2014

Subject: Annual Notice of Deadlines for receipt of Purchase and Stores Requisitions

The Purchasing department will experience significant workload increases as the end of fiscal year 2013-14 approaches, an annual rise in purchasing activity that occurs toward the end of every fiscal year. In order to ensure the best possible customer service, Purchasing sends out an annual notice regarding deadlines for the submission of purchase requisitions. The current deadlines are as follows:

I. Immediately:

The following types of purchases involve a lengthy formal bidding process that usually requires a minimum of 90 days to complete. All formal bids must be finalized by The Board of Trustees submittal deadline of June 9, 2014 for the June 26, 2014 meeting. Please contact the Purchasing Department if you have concerns regarding 2013-14 formal bids.

This deadline is applicable to the following types of requisitions:

(a) Purchase Requisitions for materials, supplies, equipment, or maintenance services, including facility maintenance services as defined in I(b) below, when the total estimated cost including sales tax and freight exceeds $84,100.00 or when the estimated cost is less than this amount but the purchase will be funded by a grant that requires formal advertised bidding.

(b) Purchase Requisitions for public project work if the cost will be $45,000.00 or more.

"Public project" means any of the following: (1) Construction, reconstruction, erection, alteration, renovation, improvement, demolition, and repair work involving any publicly owned, leased, or operated facility or (2) Painting or repainting (other than touch-up) of any publicly owned, leased, or operated facility or (3) Telecommunications cabling and networking. “Public Project” does not include work that is “maintenance.” Maintenance in this context means routine, recurring, and usual work for the preservation, protection and keeping of any publicly owned or publicly operated facility for its intended purposes in a safe and continually usable condition for which it was designed, improved, constructed, altered or repaired. "Facility" means any plant, building, structure, ground facility, utility system, or real property (Public Contract Code sections 22002 and 20656). Maintenance work is subject to the higher bid threshold cited in (a) above which is $84,100.00.

II. Friday, April 25, 2014:

(This is the date by which fiscal year 2013-14 Purchase Requisitions for supplies, materials, equipment, or maintenance services that is less than $84,100.00 (including freight & sales tax) received in Purchasing.

In order to ensure that your purchases will be encumbered against the current fiscal year 2013-14 budget, the Purchasing department must receive properly approved Purchase Requisitions and the associated back-up materials no later than April 25, 2014.

This deadline is applicable to the following types of requisitions:

(a) Purchase Requisitions for supplies, materials, equipment, or maintenance services, including facility maintenance as defined in part I paragraph (b) above, with a total estimated cost that is less than $84,100.00 including sales tax and freight. If the estimated cost exceeds $84,100.00, see the deadline in part I above.

(b) Purchase Requisitions to increase or decrease Open Order encumbrance balances for the 2013-14 fiscal year.

(c) Purchase Requisitions for public project work, as defined in I(b) above, if the total cost will be less than $45,000.00. If the estimated cost exceeds $45,000.00, see the deadline in part I above.

Other Helpful Information:

(1) Prepare Purchase Requisitions early and ensure that they are approved.

(2) Purchase Requisitions for purchases of computer hardware and software including peripherals, servers, and multimedia equipment must be reviewed and approved by IT prior to being processed by Purchasing.

(3) If you require delivery of the requested items prior to July 1, 2014, generate Purchase Requisitions as early as possible, particularly if the requested products typically have long lead times (“lead time” refers to the amount of time that the vendor needs in order to manufacture and deliver the item after receiving the Purchase Order). The deadline dates established above assume that the vendor can deliver within 30 days of receiving a Purchase Order, but for some products, such as furniture, typical delivery time may be 60 to 90 days after receipt of a Purchase Order.

(4) Purchase Requisitions should include a clear description of what is requested, i.e., a specification. If you need assistance, please contact the Purchasing Department.

Please let us know if you have questions about any of the above.

Thank you for your cooperation.

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