Purchasing Services

WAREHOUSE

RECEIVING

Deliveries made to the District to any location other than the central warehouse without an authorization from the Purchasing Department (unless so indicated on the purchase order) shall be considered the responsibility of the vendor/shipper and not an obligation of the District.  Personal deliveries are prohibited, please make sure that all shipments are intended for Chaffey College or one of its auxiliaries.

CONSTRUCTION:  General Contractors engaged in construction projects on campus are responsible for receiving their own equipment and materials at the construction site.  Shippers/vendors should verify the contractor's name and exact location on campus for the delivery.  The District will not accept deliveries for contractors working on campus. 

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.

THINGS YOU NEED TO KNOW

DELIVERIES: All materials shipped to the Chaffey College main campus 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 Direction to the Warehouse

INVOICES:  Separate invoices for shipping charges may be submitted only when authorized on the purchase order.  To expedite payment, service providers must file a standard IRS form W-9  with the district.  All original invoices should be directed to Accounts Payable and shall include the purchase order or contract number.

WAREHOUSE SUPPLIES & STORES

The District has adopted a just-in-time purchasing philosophy for high usage items.  Office Depot is the selected vendor for all Chaffey College office supplies and for some standard furniture items.  Contact Purchasing with your requests for specialized furniture and equipment.

FIXED ASSETS

The District maintains a perpetual inventory of all assets, including buildings, owned by the college.  Equipment over $500 is tagged and entered into the Fixed Asset Inventory system upon arrival.  All movement of equipment on campus must be documented on a Asset Transfer Request Form.  Items no longer needed will be processed through the warehouse and taken to Surplus Property upon receipt of an approved  Asset Retirement Report.

SURPLUS PROPERTY

Please visit the Surplus Property page for information on items that are no longer needed by the District.

POSTAGE/MAILINGS

All district mailings are processed through the Warehouse/Mailroom. District mailings must have a department return address on the envelope.

1. First class mail is to be sealed by the department prior to pick up or delivery to the mailroom.
2. Pre-stamped envelopes are to be rubber banded before sending to the mailroom.
3. Third Class Bulk Mail (200 pieces or more) is used to process large volume mailings. This saves the department approximately 60 percent. For bulk mailings, departments are required to fill out a Work Order form.

Refer to the Purchasing Manual or contact the Mailroom/Warehouse staff at extension 6712 for preparation of any mail in Department/Divisions for postage processing.