Supplies, Equipment and Materials
OVERVIEW
Purchasing is responsible for the procurement of all goods and services in a competitive environment, at pricing and quality levels that maximize the district's financial resources while creating customer satisfaction and adhering to district policy, external regulations and sound business practices.
SBCC has four methods for obtaining goods and services to support all campus activity:
- SBCC Campus Store
- Purchase Orders
- Independent Contractor Agreements (Contracts)
- District Credit Cards
The SBCC Campus Store provides common office supplies that can be selected and purchased at the Campus Store or ordered online and delivered. Contact the Campus Store at x4355 for assistance or go to www.sbccbooks.com to place an order.
Purchase Orders are the most appropriate method for obtaining goods and services. Purchase orders ensure requests are properly authorized, funds are encumbered and is the best method for complying with district policy and external regulations. Purchase orders also streamline invoicing/payment processes. See Request a Purchase Order below for instructions on requesting goods and services using a purchase order.
SBCC Independent Contractor Agreements (contracts) are used to process requests for services that are not coverd by a purchase order. All requests for services over $10,000 must be approved by the Board of Trustees prior to the start of the service. For more information, go to the Purchasing Menu above and click on CONTRACTS - PERSONAL SERVICES.
District credit cards are only to be used for business travel, urgent, unforseen and emergency purchases under $2500.
FORMS
- Department Requisition (Department Requisition)
- W9 – Request for Taxpayer Identification Number and Certification (W9)
- Template Request for Quote (Template RFQ)
INSTRUCTIONS FOR PROCESSING DEPARTMENT REQUISITIONS
- Determine the number of quotes or potential vendors you will require based on the
total estimated cost of your request:
- </= $2500 = One quote
- $2500.01 to $5000.00 = Three quotes
- $5000.01 to $95,199.99 = *Three vendors
- >/= $95,200.00 = *Three vendors
- Request quote(s) from vendor. You may use the template Request for Quote (RFQ) above in forms.
- Complete a Department Requisition.
- Obtain signature approvals.
- Forward Department Requisiiton and quotes to Purchasing.
- Purchasing will analyze the request and quotes to determine if further competition is required.
- Your Department Requisition will be converted to Purchase Order, emailed to the vendor and copied to the requester.
- When the order arrives, it will be checked in, documented in the Banner system and delivered to the requester.
WHO DOES WHAT?
SBCC requesters are responsible for initiating the appropriate documents for requesting goods and services with ample time for Board of Trustee and/or legal counsel approval (if applicable), providing internal processing information, securing departmental authorization(s) on request forms, obtaining vendor required documents and authorizing payment(s) to vendor.
Business Services is responsible for authorizing use of all contracts, obtaining approval by legal counsel for vendor contracts and Board of Trustee approval of vendor contracts.
Purchasing is responsible for screening and processing requests, assigning tracking numbers to requests, obtaining Board of Trustee approval of SBCC contracts (if over $10K), creating purchase orders to encumber funds, securing VP Business Services signature on SBCC contracts over $10K or all vendor contracts and distributing final documents to vendors and requester(s).
Vendors are responsible for providing SBCC with their tax payer identification number, quotes and invoices.
TERMINOLOGY & DEFINITIONS
- PERSONAL SERVICES – Services provided by professional expert, independent contractor
or consultant.
- PROFESSIONAL EXPERT – Specially trained & qualified to provide services required.
- INDEPENDENT CONTRACTOR – Contractor controls work performed & is not assisted by the District.
- CONSULTANT – Provides advisory services provided in verbal or written format.
- INDEPENDENT CONTRACTOR/CONSULTANT REQUEST FORM (Request Form)
- Gathers information required to process the request.
- Provides authorizations to begin processing the request.
- Initiated by the requester.
- INDEPENDENT CONTRACTOR AGREEMENT (SBCC Contract)
- Contract template approved for use by SBCC legal counsel.
- Used for requests over $10K.
- Changes to the contract must be pre-approved by SBCC legal counsel.
- Must be signed by the Vendor prior to approval.
- Authorized (signed) by VP Business Services.
- CONTRACT – A binding agreement between two parties for the supply of goods or services
where price and terms are identified. There are 3 types of contracts used by SBCC
for personal services.
- Independent Contractor Agreement (SBCC Contract) – SBCC supplied contract pre-approved by SBCC legal counsel used for personal services over $10K.
- Vendor Contract – Contract supplied by vendor. Requires approval by SBCC legal counsel prior to use.
-
Purchase Order – SBCC standard contract with standard terms and conditions used for personal services $10K and under.
- CONTRACT PACKAGE – Forms required to process a contract for personal services consists
of:
- Independent Contractor/Consultant Request Form (Request Form)
- Independent Contractor Agreement (SBCC Contract) if over $10K, vendor contract if vendor refuses to use SBCC contract or NO CONTRACT if $10K and under
- Quote/Proposal/Scope of Work (Quote or Template Quote)
- W9
- VENDOR – Person or company who provides or performs services.
- Vendors cannot be current SBCC employees.
- Must provide their taxpayer identification number by submitting a W9.
- Will be assigned a vendor number (K number) which will be used for invoicing and tax reporting if applicable.
- Must provide a quote/proposal/scope of work indicating service and cost of service.
- Must provide invoice for payment(s) noting purchase order number on invoice.
- CONTRACT NUMBER – Unique sequential number assigned to each request by Purchasing.
- Format = CONTRACT + school year + sequential number = CONTRACT 2020-001.
- Primary identifier for communicating. Use as subject of all emails to/from Purchasing and Business Services.
- CONTRACT LOG – Records all requests by contract number.
- Provides status via shared folder.
- Will be updated when contract is logged, ready for Board approval submission (if over $10K), approved by Board of Trustees (if over $10K), assigned purchase order and emailed to vendor and requester(s).
FREQUENTLY ASKED QUESTIONS
- When are vendors authorized to begin services?
- Vendors are authorized to begin services only after the contract is approved or a purchase order is issued.
- Can current SBCC employees be a vendor?
- No. Only non-SBCC employees can provide services and be paid as a vendor.
- Do all contracts need Board of Trustee approval?
- Only contracts over $10K need Board of Trustee approval.
- How long does it take before a contract is issued and the vendor can begin providing
the requested service?
- Requests for personal services $10K and under are converted to purchase order and issued to the vendor 1-5 days after receipt of the approved request form and applicable documents by Purchasing.
- Requests for personal services over $10K are issued to the vendor 1-3 days after Board of Trustee approval.
- What do I do with the vendor's invoice?
- Once the service has been completed to your satisfaction:
- Ensure the purchase order number is noted on the invoice
- Sign and date the invoice indicating your approval to pay the vendor
- Forward the invoice to Accounting.
- Once the service has been completed to your satisfaction:
- Does the information contained on this page apply to all services provided to SBCC?
- No. The information on this page applies to personal services that are not construction related. Information regarding other types or contracts will be available soon.
- Who do I contact if I have questions about contracts?
- Contact Purchasing at extension 4391 for answers to your questions, guidance and/or training. We are happy to assist you at any time.