Purchasing Services

DOING BUSINESS WITH CHAFFEY COLLEGE

INTRODUCTION AND AUTHORITY

The Governing Board of the Chaffey College has adopted a centralized purchasing concept whereby the District will maintain an actively completive attitude to obtain the best combination of product quality, price and delivery through the Purchasing Department. The board has adopted policies and the campus is implementing procedures to meet these policy goals.

This general information is published incompliance with Sections 54202 and 54204 of the California Government Code.  Specific questions should be addressed to the Director of Purchasing.  The Chaffey Purchasing philosophy is to maintain professional relationships with all vendors and contractors and to be receptive to new ideas, sources, and concepts.  The Chaffey College procurement professionals use their expertise to ensure that all transactions meet legal requirements, good business practice guidelines, and District policy.

Although, under law, the governing board has the ultimate responsibility for all purchases/contracts of the District, the governing board, in accordance with Education Code Section 81656 delegates to the president who authorizes the Director of Purchasing Services to purchase supplies, materials apparatus, equipment, and services involving an expenditure by the District up to, but not to exceed, $76,700 for materials, supplies, or services, or $15,000 for construction work to be done.

In accordance with Education Code Section 81655 the board has also delegated to the president who authorizes the Vice President of Business Services to contract for supplies, materials apparatus, equipment , and services not authorized under Education Code Section 81656.  All contracts entered into by such designate shall be approved, or ratified by the governing board, as evidenced by a motion duly passed and adopted. 

VENDORS AND CONTRACTORS PURCHASING AND BID INFORMATION

To register as a vendor/contractor, please send an email listing your company's field of interest and qualifications to Tina.Altis@chaffey.edu.

PURCHASE ORDERS: The acquisition of materials and/or service in limited quantities may be made by issuing a purchase order, following competitive negotiations with vendors.

Purchases made in the name of the District without an authorized purchase order, shall be considered an obligation of the person making the purchase and not an obligation of the District.

CONTRACTS:  Construction projects under $15,000 and professional service agreements under $50,000 may be let on District approved contracts.  Professional services over $50,000 require a competitive process.  Contracts are not valid unless issued by a district representative authorized by Education Code Section 81656 and approved or ratified by the governing board.   

QUOTATIONS:  Verbal or written quotations may be secured for equipment, supplies, and services not requiring formal advertised bids or proposals.

FORMAL BIDS AND PROPOSALS:  Formal advertised bids or Requests for Proposals are required for equipment, supplies, and services exceeding $76,700 (including applicable sales tax) or for construction exceeding $15,000. 

BID ADVERTISEMENTS:  The Inland Valley Daily Bulletin is the newspaper of record for all advertised bids.  Bid announcements are published once a week for two consecutive weeks, usually in the legal section.  Some construction projects will be listed in appropriate trade publications.  All bids and RFPs are posted on the Chaffey College Purchasing web page.

BOND AND SURETY REQUIREMENTS:  All bidders may be required to provide a Bid Bond with certain types of advertised bids.  Successful contractors and bidders may, in addition, be required to furnish any or all of the following:

• 100% Performance Bond

• 100% Payment Bond (mandatory for all construction over $25,000)

• proof of public liability insurance with endorsements

• Workers' Compensation

• verification of current contractor license

Specific requirements will be outlined in each advertised bid or contract.

NON-COLLUSION AFFIDAVIT:  In addition to other bid documents, bidders on public works projects are required by Public Contract Code section 7106 to submit a certification form that they have not colluded with another bidder.

RECEIPT OF BIDS:  All formal advertised bids will be received ONLY in the location designated in the bid documents.  The bid shall be submitted in a sealed envelope identified with the bid name/number prior to the date and time specified in the bid instructions. The electric date stamp determines whether or not a bid is received on time.  Binds received after the scheduled time will be returned un opened to the bidder.

BID OPENING: Presence at bid openings is not required although vendors and contractors are welcome to attend.  Raw bid results will be posted on the Purchasing web page within 24 hours of opening.

AWARD:  The purchase of goods and/or services shall be let to the lowest responsible and responsive bidder(s). The evaluation of responses for award may be based upon price, terms, specifications, past performance of supplier or contractor, compatibility of bid items with existing equipment or materials, and where appropriate, delivery or completion time.  Per Education Code Section 81645, contracts for electronic data processing systems and equipment, electronic telecommunication equipment, supporting software and related materials, goods and services may be let to the party who has submitted on of the three lowest responsible competitive proposals or competitive bids. 

After bids have been reviewed and analyzed, a recommendation shall be made to the governing board at the next possible regularly scheduled board meeting.  Bids will be available for review in the Purchasing office within three days of opening.

RELIEF OF BIDDERS:  A vendor or contractor may be relieved of a bid in which a mistake was made in  filling out the bid form and which was not due to an error in judgment or  to carelessness in inspecting the site of the work, or in reading the specifications or plans.  The vendor must give a detailed written notice of the mistake to the District within five (5) days of the opening of the bids.  A bidder who is relieved of a bid will be prohibited from participating in further bidding on the project/purchase.

MSDS:  Vendors are required to provide Material Safety Data Sheets (M.S.D.S.) from the manufacturer for all products that are hazardous, as defined by Title 8, California Code of Regulations.

HAZARDOUS WASTE: Contractors transporting hazardous materials on or off campus must supply an approved manifest to the Director of Public Safety

EQUAL OPPORTUNITY:  The Chaffey Community College District conducts its business activities without regard to race, color, national origin, ancestry, religious creed, handicap or sex.  The District may require certain contractors to supply data on use of Disable Veteran Businesses (DVBE) or to comply with the District's DVBE participation program.

THINGS YOU NEED TO KNOW

DELIVERIES: All materials shipped to the Chaffey College shall be delivered to the main warehouse/receiving area, unless otherwise specified on the purchase order.  The purchase order number must appear on all packages and packing slips.  Receiving hours are 8:00 AM to 4:00 PM Monday through Friday. Click for Campus Map and Directions to the Warehouse.

INVOICES:  To expedite payment, a standard IRS form W-9 must be on file with the district.  All original invoices should be directed to Accounts Payable and shall include the purchase order or contract number.

VENDOR CALLS:  Purchasing in located in the Maintenance Yard on the south side of the campus.  Parking is available in the yard, on a first come basis.  Vendor hours are 9:00 AM to 3:00 PM Monday through Friday.  Appointments are required. Click here for a list of Purchasing staff and contact information.