Purchasing

What is the role of the Purchasing Office?

The purpose for a Purchasing Department is to assist everyone in the District to obtain high quality
goods and services at the best price possible to accomplish our educational mission. To this end, State
and Federal laws/codes and Board policy apply which must be followed. 

How do i communicate my needs to Purchasing?

If you know what you are wanting to order and you have already chosen a vendor then you are ready to
have the responsible person in your department prepare a requisition. These are done in Colleague.
Enter all appropriate information, i.e.; vendor information, the detailed description of the item being
ordered along with item or catalog numbers. The “comments” field is where you would put the
information for your department, any specific details such as fax or e-mail information for the vendor
and any special needs you want fulfilled at the purchasing level. Keep in mind the “printed comments”
field is for anything other than the actual item descriptions and WILL show on the purchase order. It is
extremely important that you remember to add the approvers’ names in order for the approval process
before a purchase order can be issued. Make sure the approvers are aware that they have something
waiting to be approved and that the next approvers name is also in place so it continues through the
process, eventually ending up with the final approval of the District Controller. If these approvals are
not done properly your requisition will be stuck in a “not approved” status and purchasing will not be
aware that it even exists.

If you have an idea of what you want, but not a vendor or source of supply you can contact the
purchasing department. Often, we can do the research and help you narrow down what works best
for your needs at the best available price.

when do i need to get a quote?

Exception to Multiple Quotes and Formal Competitive Bidding
Public Contract Code § 20652 allows the District to purchase equipment, materials, and supplies by using competitively awarded contracts from other public agencies, such as cities, counties, school districts, or other community college districts. This approach allows the District to leverage existing public contracts when it is in the District’s best interest. Please contact our team for additional guidance.

what is the timeline to obtain my goods or services?

When a formal bid is required, plan on a minimum of 30 days for the legal advertising, opening and
awarding of a bid. Lead times from suppliers vary widely. If an item is available in stock, it normally
ships within two or three days after receipt of order. If time is important, it is best to check with the
supplier to see what their policy may be. 

Is there any way I can speed up this process for an urgently needed item?

If an unforeseen circumstance arises that requires fast ordering, departments should coordinate with
their approving official(s) and call purchasing as soon as the electronic approvals have been completed.
We will either, process your request on the spot, if it is that urgent, or input it that day for printing and
transmission to the vendor the next morning. Please remember: If everything becomes a priority, then
every priority becomes routine. We need your assistance in keeping urgent requests to a minimum!

Whenever you are in doubt, or have questions concerning something you want
to order, please call Purchasing: (209)575-6522; Receiving/Delivery; (209)575-6910. We are
here to help. Your call could easily save you time, effort and money!