SOP Purchasing Manual 2011 PDF

PERALTA CCD Document #: TOC
PURCHASING DEPARTMENT Revised Date: 01/04/11

STANDARD OPERATING PROCEDURE Supersedes Revised Date: 04/05/10
Table of Contents
Standard Operating Procedures:

SOP # SOP Name Revised Date
SOP01 Processing a Purchase Order.....................................................01/04/11

SOP02 Ordering Supplies from the Warehouse....................................07/23/09
SOP03 Just-In-Time Office Supplies Program .....................................01/04/11
SOP04 Vendor Application and Database Management ......................03/02/10
SOP05 Gas Receipts and Vehicle Repair Log ......................................02/12/09
SOP06 Procurement Checklist ..............................................................TBD1
SOP07 Measure A—Procurement Requirements .................................01/04/11
SOP08 Surplus Property........................................................................TBD2
SOP09 Requesting a Purchase Order for Goods...................................01/04/11
SOP10 Routing of “Payto” Requisitions and Invoices .........................01/04/11
References:
Flow Diagram—Procurement of Goods
Flow Diagram—Accounts Payable Processes for Purchases of Goods
Flow Diagram—Receiving of Goods
Flow Diagram—Measure A Process
Business Process Document—Dispatching POs in the Promt System
Business Process Document—Adding Vendors in the Promt System
Business Process Document—Creating Requisitions in the Promt System
Business Process Document—Creating Receipts in the Promt System
Peralta Community College District—Purchasing Procedures
Peralta Community College District—Fixed Asset Management (Draft)
Board Policy Section 6.31—Procurement of Supplies, Equipment, Furniture,

Construction Repairs, and Maintenance Services
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PERALTA CCD Document #: TOC
PowerPoint Presentation—Overview of Purchasing Policies & Procedures
PowerPoint Presentation—Overview of Measure A Procurement Procedures
State of California Public Contract Code–Sections 20650-20660
State of California Education Code–Part 49 Commencing with Section 81000
Forms:
Bid Recapitulation Sheet
Request for Change Order Form
Vendor Application and W-9 Form
ICC-Independent Contract/Consultant Services Contract Form
Small Local Business Enterprise And Small Emerging Local Business Enterprise
Program And Affidavit
Warehouse Order Form
Procurement Checklist
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PERALTA CCD Document #: SOP01
Processing a Purchase Order
1. PURPOSE
To provide procedures for processing a Purchase Order to be used in conjunction with the
District’s Board approved Purchasing Procedures.
2. SCOPE
This procedure applies to the personnel in the District Purchasing and Warehouse Departments.
This procedure also sets the authorized signature thresholds for Purchase Orders.
3. OVERVIEW
Peralta’s Purchasing Procedures follow the Board approved Purchasing Procedures, including the
Public Contract Code, the Education Code, and the laws of the State of California. All bids must
be awarded to the lowest responsive, responsible bidder. The District's purchasing activities must
pass State audits and other required reviews, and therefore must be conducted in an efficient,
systematic, and professional businesslike manner at all times.
4. REFERENCES
4.1 Peralta Community College District—Purchasing Procedures
4.2 Board Policy Section 6.31—Procurement of Supplies, Equipment, Furniture,
4.3 PowerPoint Presentation—Overview of Purchasing Policies & Procedures
4.4 State of California Public Contract Code–Sections 20650-20660
4.5 State of California Education Code–Part 49 Commencing with Section 81000
4.6 Business Process Document—Dispatching POs in the PROMT System
4.7 Business Process Document—Adding Vendors in the PROMT System
4.8 Procurement Checklist (for formal bids)
5. DEFINITIONS AND ABBREVIATIONS

• A/P – Accounts Payable
• Buyer – District personnel working in the Purchasing Department whose formal job title is
“Buyer” or “Assistant Buyer” (Personnel working at the campuses are not Buyers)
• Bid Recap – A Bid Recapitulation is a sheet used to summarize the quotes received by a
Requestor.
• ICC – Independent Contractor/Consultant Service Contract. A contract used in lieu of a
formal contract for services over $600.
• PO – Purchase Order
• PROMT – Peralta Real-time Online Management Technologies (PeopleSoft computer
system).
• Requestor – District/College personnel authorized to initiate a purchase requisition.
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6. AUTHORIZED SIGNATURES FOR POs AND REQUIRED DOCUMENTATION

Only the following personnel (Buyers and Purchasing Management) have the authority to sign on
Purchase Orders (POs), providing all the required backup documentation is attached to the back
of the PO. No Buyer is to sign off on any PO without the required backup documentation.
Purchase Orders Authorized Signature Required Backup Documentation
Under $2,500 Buyer • Verbal or Written Quote (as required

by Purchasing Procedure)
• Copy of ICC (if applicable)
• Copy of the Change Order (if
applicable)
• Copy of the Measure A Procurement
Request Form (only for Measure A
items)
• Copy of Sole Source Letter (if
applicable)
• Board Approval (if applicable)
Between $2,500 Buyer • One Written Quote (as required by

and under $10,000 Purchasing Procedure)
• If you choose to obtain more than one
written quote, you must select the
vendor with the lowest price quote
and complete a Bid Recapitulation
Sheet which summarizes the quotes.
All other requirements are the same as

above.
Over $10,000 and Purchasing Compliance • Three Written Quotes (as required
up to $78,900 (or Manager by Purchasing Procedure)
the current bid [For Construction POs and • Bid Recapitulation Sheet (signed by
threshold) Change Orders (that were College/Department and Buyer)
generated by the Department of • For purchases over $25,000 must
General Services), forward
check both the Federal Debarment
them to Vice Chancellor of
General Services for signature.] Exclude Parties List System at:
https://www.epls.gov/,and the
State Debarment list at:
http://www.dir.ca.gov/dlse/debar.h
tml
All other requirements are the same as

above.
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Purchase Orders Authorized Signature Required Backup Documentation
Over $78,900 (or Vice Chancellor of General • Requires Board Approval

the current bid Services • Must use the Procurement Checklist
threshold) (For POs over $78,900 that to ensure the procurement file
were not generated by the properly and completely documents
Department of General all activities associated with the
Services, forward them to the purchase.
Purchasing Compliance
Manager, along with the
required backup documentation All other requirements are the same as
for him to initial and forward to above.
Vice Chancellor for signature.)
7. BUYER’S ROLE AND PURCHASING’S GOAL

7.1 Buyer’s Role
To provide excellent customer service by assisting the Requestor throughout the
purchasing process, from requisition to delivery of product. The Buyer is to ensure goods
and services are obtained at competitive prices, guaranteed fairness in the selection of
vendors, and to minimize opportunities for corruption. There are two categories of
purchases that the Buyers will issue POs for. They are Goods and Services, and Public
Work Projects. Different rules and dollar thresholds apply to each; however the
processing of the PO is the same. Please review the Peralta Community College
District—Purchasing Procedures for the dollar thresholds and specific bid requirements
for each category of purchase.
7.2 Purchasing’s Goal in Processing POs
The Goal of the Purchasing Department is to process all POs within ten (10) business
days of receipt of the PO. POs which have a valid budget and the proper backup
documentation should be processed within three (3) business days of receipt of the PO,
and all other POs which do not have proper backup documentation or valid budgets,
should be processed within a ten (10) day time period.
8. PROCEDURE (PROCESSING A PO)

8.1 Overview of the procedures for the issuance of a Purchase Order.
8.1.1 Prior to the issuance of a PO, the Requestor may contact the Purchasing
Department for assistance in finding qualified vendors. The Buyer is to review
the District’s Database and the Internet, and provide the Requestor with qualified
vendors who can provide the item/service to be purchased. If the Requestor is
unable to obtain the required quotes, the Buyer is to solicit the required quotes
per the District’s Purchasing Procedure.
8.1.2 Once the Requestor has obtained the required quotes and generated a Purchase
Requisition in PROMT, the PROMT system will forward the requisition for
approval, and then on to Purchasing for the issuance of a PO.
8.1.3 Upon receipt of a PO in PROMT, the Buyer is to review the PO to determine
what required backup documentation is required, and contact the Requestor to
request the backup documentation (if the Requestor has not already forwarded it
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to the Buyer). If the order is under $2,500 and does not require backup
documentation, the Buyer is to go ahead and process the order within three days
of receipt of the PO.
8.2 Buyer’s Processing of the PO

Before the Buyer processes any PO, the Buyer will need to verify that the proper backup
documentation has been forwarded to the Purchasing Department so that it can be
attached to the back of the PO. The required backup documentation necessary for each
PO is listed in the table in the above AUTHORIZED SIGNATURES FOR POs AND
REQUIRED DOCUMENTATION section.
For step-by-step procedures on how to Dispatch a PO in the PROMT system, refer to the
Business Process Document—Dispatching POs in the PROMT System, listed in the
REFERENCES section.
8.2.1 The Buyer is to process all POs within 10 days of receiving an approved PO in
the PROMT system as follows:
8.2.2 Review the quote to make sure the quote received is still valid. (If the quote is
over $2,500, make sure the quote is a written quote). If the quote has expired, the
Buyer must contact the vendor to obtain an updated quote. For all quotes over 30
days old, the Buyer should contact the vendor to confirm the quote.
8.2.3 For orders that require backup documentation (or have a budget error), the Buyer
is to contact the Requestor (or vendor) to obtain the backup documentation, and
must make a note in the PROMT system, in the PO Comment field, as to what
documentation was required, and on what date the information was requested,
and from whom. The Buyer is to initial all comments placed in the Comment
field. The Buyer then must send an email to the Requestor with a copy to the
College Business Manager (or the District Manager) notifying them that the PO
cannot be processed as submitted, and request the proper backup documentation,
or that they fix the budget error. It is imperative that the Buyer follow-up with
the Requestor within 3 days of receipt of the PO, so that the PO can be processed
with 10 days of receipt in PROMT.
8.2.4 Verify the quote includes the proper Alameda County Sale and Use Taxes, when
applicable.
8.2.5 Verify the quote matches the PO figures and quantity.
8.2.6 Verify any Shipping charges and verify the items are going to be shipped to the
District Warehouse. All items should be shipped to the District Warehouse
unless special circumstances exist and arrangements have been made with the
vendor and the District Warehouse Supervisor. Only hazardous materials (which
the District cannot legally transport), live specimens, and extremely heavy items
(requiring a large forklift to move) are allowed to be shipped directly to the
colleges, with prior coordination with the Warehouse Supervisor. If the item is
going to be shipped directly to the campus, the Buyer must notify the Warehouse
Supervisor and inform the Requestor that once the items have been received by
the campus, the Requestor is to notify the Warehouse Supervisor so that the
Warehouse can mark the items as received in the PROMT system.
8.2.7 If there are specific shipping deadlines, the Buyer is to confirm shipping dates.
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8.2.8 Verify the vendor’s fax number is correct. This is the number where the PO will
be faxed to.
8.2.9 For POs over $10,000 and under the formal bid threshold, verify the Bid
Recapitulation sheet is attached, three valid quotes are attached, and that the
Business Manager at the College or District Manager has signed the Bid Recap
sheet. The Buyer is to sign the Bid Recap sheet, to indicate they have reviewed
the required quotes and that the quotes are valid.
8.2.10 For purchases over $25,000 must check both the Federal Debarment
Exclude Parties List System at: https://www.epls.gov/, and the State
Debarment list at: http://www.dir.ca.gov/dlse/debar.html. Attach a copy
of the debarment verification to the back of the purchase order. If during
the debarment checks, the vendor is on the Debarment list, the District will
not be able to issue a PO to the vendor, and you must find an alternative
source for the product or service.
8.2.11 For POs for an ICC, verify the ICC is approved by the College President/Vice
Chancellor, the Vice Chancellor of Financial Services, and the Chancellor, and
verify it is for the current fiscal year. A new ICC is required for each fiscal year
for services over $600. If the ICC is over $25,000, for general funds purchase,
and over $78,900 (or adjusted annually by the Price Deflation Index), for bond
fund purchases, then the ICC will need Board approval. Buyer must verify the
Board has approved the ICC before processing the PO. The Buyer must contact
the Chancellor’s office to get a copy of the Board approval minutes for the ICC
and attach it as part of the backup documentation for the PO.
8.2.12 For Measure A POs, forward the PO in the PROMT system to the Measure A
Buyer to process and contact, via email, the Requestor to let them know you have
forwarded the PO to the Measure A Buyer. All Measure A equipment purchases
will require a Measure A form approved by the Vice Chancellors and the
Chancellor before the PO can be processed. The Measure A Buyer will need to
verify that the proper documentation exists before the PO can be processed. In
addition to the normal documentation needed for a PO, the Measure A Buyer
must verify that at least one of the following Measure A approval forms is
attached to the PO:
• Instruction Furniture & Equipment Procurement Request Form (to be used

by the Colleges)
• Equipment & Furniture Needs Procurement Request Form (to be used by the
District)
• Construction Project Request Form (for construction projects that were not
part of the Short Term project that the Board approved on January 16, 2007)
8.2.13 For Open Account (Blanket) POs, will require the same documentation as a
normal PO. No Open Account PO will be processed for over $10,000 without
the required three quotes. If a Requestor is requesting an Open Account PO for
more than $10,000, the Buyer works with the Requestor to get competitive
quotes to substantiate the issuance of an Open Account PO. Some item such as
text books and library books are exempt from requiring competitive quotes, and
can have Open Account POs issued for greater than $10,000. See the Peralta
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Community College District—Purchasing Procedures listed in the

REFERENCES section, for detail as to which items are exempt from formal
competitive quotes.
8.2.14 For POs over $78,900 (or the current bid threshold) for Goods and Services,
the Buyer will need to verify that a formal bid was conducted for these
purchases, and that Board has approved the purchase, prior to processing the PO.
The buyer must use the Procurement Checklist to ensure the procurement file
properly and completely documents all activities associated with the
purchase. The Buyer must contact the Chancellor’s office to get a copy of the
Board approval minutes for the purchase, and attach it to the backup
documentation for the PO.
8.2.15 For Construction POs over $15,000, the Buyer will need to verify that a formal
bid was conducted for construction services, and that Board has approved this
transaction, prior to processing the PO. The Buyer must contact the Chancellor’s
office (or the Department of General Services) to get a copy of the Board
approval minutes for the purchase, and attach it to the backup documentation for
the PO.
8.2.16 For Sole Source POs, the Buyer will need to verify if the purchase is a valid sole
source prior to processing the PO. If a particular item is available from only one
source, a letter stating that the vendor is the sole source of such goods or services
must be obtained and attached to the purchase order. The letter must be specific
in describing the goods required, including the name of the product, model
numbers, and any other relevant information justifying the sole source purchase.
Further, the letter must specify all of the reasons justifying the circumstances and
details regarding the basis and nature of why and how the product is sole source
and why such product, or a similar product cannot be purchased elsewhere.
The Buyer is to review the letter and verify that the items are truly a sole source.
This will require searching for the items on the internet and talking to the vendor
to confirm it truly cannot be purchased from another vendor. Once the Buyer has
reviewed the documentation, and done their initial search, the Buyer is to forward
all documentation to the Purchasing Manager, who will make the final
determination if the items are truly a sole source. If the items are truly a sole
source, the Purchasing Manager will approve the sole source letter by signing
“approved” on the letter. The Buyer can then process the PO.
8.2.17 For Change Order POs, the Buyer must obtain a Request for Change Order
Form from the requestor (or the department) and attach it as backup
documentation before processing the PO. No verbal change orders are allowed.
The Change Order Form should clearly state the nature of the change requested
and which line items are affected. Once the Buyer receives the Request for
Change Order, the Buyer must immediately contact the vendor to notify them of
the change and make every effort to minimize and change or cancellation
charges.
8.2.18 The Buyer is to sign and date all POs within their signing authority and forward
the PO and all the required backup documentation to the Purchasing Staff
Assistant. For POs above the Buyers signing authority, the Buyer is to forward it
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to the appropriate purchasing management listed in the AUTHORIZED

SIGNATURE FOR POs AND REQUIRED DOCUMENTATION section.
8.3 Purchasing Staff Assistant’s Role
8.3.1 If the vendor is not already in the PROMT system, the Staff Assistant is to
email/fax a vendor application and W-9 form to the vendor, and setup the vendor
in the system. See Business Process Document—Adding Vendors in the PROMT
System for step-by-step procedure on how to enter a vendor in the PROMT
system.
8.3.2 Upon receipt of the PO and the backup documentation for the Buyer, the
Purchasing Staff Assistant will review the Bid Recap sheet (if attached) for the
fax number to fax the PO to, and attach a cover sheet (if the Buyer has not
already done so) and fax out the PO. If no fax number was provided, the Staff
Assistant is to check the PROMT system for the fax number on file, and verify
with the vendor the fax number is still valid, and fax out the PO with a
coversheet.
8.3.3 File the PO and all backup documents in the central file in the Purchasing
Department.
8.3.4 Forward any invoices received to Accounts Payable.
8.4 Warehouse’s Role
8.4.1 Verify receipt of the products against the PO.
8.4.2 Notify the vendor, enduser and the Buyer of damage/short shipment.
8.4.3 Process the receiving transaction in PROMT.
8.4.4 Deliver the items to the Campuses and the District.
9. ATTACHMENTS
None.
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STANDARD OPERATING PROCEDURE Supersedes Revised Date: N/A
Ordering Supplies from the Warehouse
1. PURPOSE
To provide procedures for ordering supplies from the District Warehouse.
2. SCOPE
This procedure applies to all personnel who need to order supplies from the District Warehouse, and
to the people who approve and process those orders i.e., the District Managers, College’s Business
Managers, Finance Staff, and to the District Warehouse Staff.
3. OVERVIEW
The District Warehouse maintains a limited inventory of items that the Colleges and the District are
able to order from the Warehouse. The Warehouse purchases in bulk in order to achieve the lowest
possible price, and maintains this inventory for use by the Colleges and the District. This inventory
primarily relates to items used at all four Colleges and the District, and consists of paper products,
letter head, common forms (used by all sites), cleaning supplies, and some chemicals. This inventory
does not include any unique items that the Colleges use. Those unique items must be purchased
separately by the College and the District, via the District Purchase Order (PO) system. For
purchasing Goods via a PO, see SOP09, Requesting a Purchase Order for Goods.
4. REFERENCES
SOP09 — Requesting a Purchase Order for Goods

• Budget Account Code – The 23 digit budget code used to purchase Goods and Services.
• Bulk Order Form – A form used to order Bulk inventory items from the Warehouse.
• Financial Services Report – A report sent by the Warehouse Supervisor to the Finance Staff to
charge the budget account code for the items ordered.
• Sell-Down Order Form – A form used to order Sell-Down inventory items from the Warehouse.
Sell-Down items are limited to the amount of inventory the Warehouse has in stock, and once
their supplies have been depleted, the Warehouse will no longer maintain an inventory of these
items.
6. HOW TO ORDER SUPPLIES FROM THE WAREHOUSE

The District has two types of order forms, the Bulk Order Form and the Sell-Down Order Form:
• Bulk Order Form lists inventory items that the District will actively maintain, and will
continue to replenish once their supplies are depleted.
• Sell-Down Order Form lists inventory items that the District currently has in stock, but
will not replenish once the items have been distributed. (The District is tying to "sell down"
these items, and once they are depleted you will have to purchase these items via the
Purchase Order system.)
6.1 To order items from the Warehouse, locate the desired items on one of the two order forms.
(The Warehouse Order Forms are available on the District’s Purchasing website. Specific
instructions on how to fill in the order forms are also listed in the first tab of the order form.)
Page 1 of 2
6.2 Fill in the quantity for the desired items you want, and provide the appropriate Budget
Account Code for your purchase. If you would like to know the specific price for the items
you are ordering, please call the District Warehouse Staff at 466-7214, and they will provide
you with the latest price for the items you are ordering. If you are not concerned with the
latest price, just fill in the desired quantity and once the Warehouse Staff receives the
approved form, they will provide the latest price (on the form) when they deliver the items.
6.3 Obtain approval for your purchase from your budget responsible manager. (For the Colleges,
that would be the Business Manager.)
6.4 Forward the approved form to the District Warehouse. You may fax the form to the District
Warehouse at 587-7866.
6.5 The District Warehouse Staff will pull your order, note the prices for the items on the form,
note any shortages in the “Comments” field, and will deliver the items on the next out bound
truck to your college. For the Colleges, all deliveries will be made to the College’s
Storekeeper.
6.6 Upon delivery of the items, the Warehouse Staff will ask the Storekeeper (or for the District,
the District personnel) to sign for receipt of delivery, and will leave a copy of the Order Form
with the Storekeeper and or District Personnel. The Storekeeper or District Personnel should
forward that copy to the Business Manager (or budget responsible District Manager), so that
the Manager is made aware of the items being delivered, and has an accurate account for the
price for the items ordered.
6.7 Once a week, the Warehouse Supervisor will inform the Finance Department of the total cost
of your order, so that the Budget Account Code that was listed on the form is debited for the
cost of the items.
7. WAREHOUSE’S ROLE
The Warehouse Staff is responsible for:
• Receiving the Order Forms and filling the orders.
• Listing the latest prices for the bulk items ordered on the Bulk Order Form. (For the Sell-Down
items, the price is already listed on the form but the Warehouse Staff will review the on hand
inventory to make sure the Warehouse still has available stock to deliver.)
• Noting any shortages of inventory in the Comments field of the form.
• Delivering the items to the College’s Storekeeper, or to the District Office.
• Informing the Finance Staff of the total cost of the order – (On a weekly basis the Warehouse
Supervisor will inform the Finance Staff of total cost of the order, via a Financial Services
Report.)
8. FINANCE’S ROLE
Upon receipt of the Financial Services Report from the District Warehouse Supervisor, the Finance
Staff is to expense the budget account code listed in the Financial Services Report for the total cost of
the items that were ordered via the Bulk Order Form and or the Sell-Down Order Form.
9. ATTACHMENTS
• Instructions for the Warehouse Order Form
• Bulk Order Form
• Sell-Down Order Form
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How to Use the Bulk Order Form and the Sell-Down Order Form:
The District has two types of order forms. The Bulk Order Form lists inventory items that the District will actively
maintain, and will replenish once its supplies are depleted, and the Sell-Down Order Form lists inventory items
that the District currently has in stock, but will not replenish once the items have been distributed. The District is
tying to "sell down" these items, and once they are depleted you will have to purchase these items via the
Purchase Order system.
Each form has its own Tab in this spreadsheet. Below are the instructions for using these forms:
1) Locate the item(s) you wish to order and fill in the desired quantity in the “QTY” column.
2) Provide the appropriate Budget Account Code to be charged for the items in the “Budget Account Codes”
columns. Note: If you require pricing for your order (prior to placing the order), please call the District Warehouse
at 466-7214, to obtain the pricing. Pricing for the Sell-Down items is listed on the form.
3) Obtain the appropriate Business Manager or District Manager’s signature on the bottom of the form, and fax
the order to the District Warehouse at 587-7866.
4) The District Warehouse will fill in the average price for the item(s) in the “Average Price” column, calculate the
total price in the “Total” column, note any shortages in the “Comments” column, and deliver the items.
5) Upon delivery of items, the Warehouse Worker will require a signature for proof of delivery in the “Delivery
Receipt” field.
6) A copy of the Order Form will be provided at the time of delivery. This form should be forwarded to the
Business Manager or District Manager who approved the purchase.
7) Weekly, the Warehouse will inform the Finance Department of the total cost of your order so that your budget
will be charged for the items. If have questions regarding when your budget will be charged, please contact the
Finance Department.
If you have any questions, please call the Warehouse at 466-7214, or the Warehouse Supervisor, Mr. Shawnee
Martinez at 466-7334.
Thank you,
John Banisadr
Purchasing Compliance Manager
ORDER FORM FOR BULK ITEMS - PCCD WAREHOUSE (Fax the Approved Form to the District Warehouse at 587-7866)
Requestor: Date:
Location: ____District ____Laney ____COA ____Merritt ____BCC PH #:
Page 1
Campus BUDGET ACCOUNT CODES Warehouse Use Only
Activity/
QTY ITEM # DESCRIPTION UoM Loc Fund Cost Ctr Obj Prgm Suffix Project Acct Line Average Price Total Comments
100211 PAINT, AEROSOL, WHITE, FOR ATHLETIC FIELD LINES CASE -
100526 BLEACH, CLOROX GAL -
101115 CHALK, ATHLETIC FIELD MARKING SACK -
101246 CLEANER, MIRROR/WINDOW, CONCENTRATED GAL. -
101248 CLEANER, MUSCLE, TWISTER GAL. -
101250 CLEANER, QUART, DISINFECTANT, ALL STAR MINT GAL. -
101660 DEGREASER, HIGH FOAMING, AIRKIM361301107 CASE -
103870 LINER, PAPER BAG, SANITARY NAPKIN, 1000/CS CASE -
103880 LINER, RECPT, POLY, 12"X8"X22", 1000/CS CASE -
103882 LINER, RECPT, POLY, 37"X46", 44 GAL CASE -
103884 LINERS, HEAVY DUTY, 40' X 48", BLACK CASE -
104340 PAD, SUPER POLISH, WHITE, 20', 3M CASE -
104442 PAD, FLOOR, STRIPPING, BLACK, 20" EA -
104582 KCI41041 WYPALL X80 BLUE TOWELS CASE -
104700 PAPER, TOILET, ROLL, 2-PLY, 750 PR, 48 PC CASE -
104702 PAPER, TOILET TISSUE, JR. JUMBO ROLL CASE -
105308 RAGS, WIPING, WHITE #1 (ASSORTED) BALE -
105800 SEAT COVERS, TOILET, 250 PKG, 2500 PC, SAFE CASE -
106434 FOAM SOAP, GOJO, 2000ML, 5262-02 CASE -
106436 DISPENSER, GOJO FMX-20, 5250-06 EACH -
106530 SHAMPOO, CARPET, BONNET CLEANER, STAR FOAM GAL. -
107140 FLOOR STRIPPER, HEAVY DUTY, (ALL FLOORS) PAIL -
107146 LIQUI-ZYME, ODOR ELIMINATOR, UN455 GAL. -
107148 LIQUID SUNSHINE, CLEANER-DEGREASER GAL. -
108000 TOWELS, TERRY, CONDEMNED, WHITE, 50 LB.BX. LB -
108002 TOWELS, PAPER, MULTI-FOLD, WHITE, GEP24590 CASE -
108004 TOWELS, PAPER, SINGLE FOLD, KC CASE -
108009 TOWEL, PAPER, ROLL-TYPE, SCOTT, 800'/ROLL CASE -
108200 WAX, FLOOR GAL. -
112529 ENVELOPE, LETTERHEAD, #10, BCC BOX -
112530 ENVELOPE, LETTERHEAD, #10, ALAMEDA BOX -
112532 ENVELOPE, LETTERHEAD, #10, DISTRICT OFFICE BOX -
112534 ENVELOPE, LETTERHEAD, #10, LANEY COLLEGE BOX -
112535 ENVELOPE, LETTERHEAD, #10, MERRITT BOX -
112536 ENVELOPE, LETTERHEAD, #10 OUTLOOK, ALAMEDA BOX -
112537 ENVELOPE, LETTERHEAD, #10 OUTLOOK, DIST OFF BOX -
112544 ENVELOPE, LETTERHEAD, #10 OUTLOOK, LANEY BOX -
112545 ENVELOPE, LETTERHEAD, #10 OUTLOOK, MERRITT BOX -
112549 ENVELOPE, LETTERHEAD, #10 OUTLOOK, BCC BOX -
112554 ENVELOPE, PLAIN, WHITE, #10 BOX -
Approved By Business/ DELIVERY RECEIPT TOTAL: -
District Manager: Received By:
Date: Date:
Revised 7/21/09
Requestor: Date:
Page 2
Activity/
112956 FORM-STATEMENT OF TRAVEL EXPENSE, 8044 PKG. -
112957 FORM, TRAVEL REQUEST, 4-PART NCR PKG. -
113119 FORM-APPLICATION FOR USE OF FACILITIES PKG -
114500 PAPER, DUPLICATOR, 8-1/2 X 11, BLUE REAM -
114502 PAPER, DUPLICATOR, 8-1/2 X 11, BUFF REAM -
114504 PAPER, DUPLICATOR, 8-1/2 X 11, CANARY REAM -
114506 PAPER, DUPLICATOR, 8-1/2 X 11, GOLDENROD REAM -
114508 PAPER, DUPLICATOR, 8-1/2 X 11, GREEN REAM -
114510 PAPER, DUPLICATOR, 8-1/2 X 11, PINK REAM -
114512 PAPER, DUPLICATOR, 8-1/2 X 11, SALMON REAM -
114514 PAPER, DUPLICATOR, 8-1/2 X 11, WHITE REAM -
114610 PAPER, LETTERHEAD, 1ST COPY, COA PKG -
114612 PAPER, LETTERHEAD, 1ST COPY, DIST OFFICE PKG -
114614 PAPER, LETTERHEAD, 1ST COPY, LANEY PKG -
114615 PAPER, LETTERHEAD, 1ST COPY, MERRITT PKG -
114616 PAPER, LETTERHEAD, 1ST COPY, BCC PKG -
114672 PAPER, BOND, 8-1/2"X14", SUB 20, WHITE REAM -
129017 LAMP, FLUORESCENT, F34CW/RS/WM30PK EA -
129032 LAMP, FLUORESCENT,F32T8XLSP41WMECO,4FT EA -
129034 LAMP, FLUORESCENT,T8,FO17/741,4100K,2 FT EA -
101400 TENACITY 5012-1500 GENERAL PURPOSE CLEANER CASE -
101410 TERMINATOR 5099-1500 ONE STEP DISINFECTANT CASE -
101420 STAR SPRAY 5406-1500 GLASS CLEANER CASE -
101430 MARAUDER 5265-1500 GROUT CLEANER CASE -
101440 TRUE 7 5013-1500ph NEUTRAL CLEANER CASE -
139012 FORM-INDEPENDENT CONTRACTOR/CONSULTANT PKG -
139400 PAPER, CONT FORM, 9-1/2 X 11, 1 PLY, 2700/C CTN -
Date: Date:
Revised 7/21/09
ORDER FORM FOR SELL-DOWN ITEMS - (Fax the Approved Form to the District Warehouse at 587-7866)
Requestor: Date:
Page 1
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103231 GRAFITTI REMOVER, SPRAYABLE GEL AERSOL CAN $ 12.92 -
103577 HOSE, WATER, 3/4" ID, COUPLED, 50', PLASTIC LENG $ 10.01 -
103582 HOSE, WATER, 3/4" ID, COUPLED, 50', RUBBER LENG $ 17.52 -
104199 NOZZLE, HOSE, BRASS, SPRAY EA $ 7.09 -
104419 OIL, MOTOR, SAE 10-40 WEIGHT QT $ 1.95 -
104420 OIL, MOTOR, SAE 30 QT $ 1.86 -
104445 PAD, FLOOR, SCRUBBING, GREEN, 20" EA $ 3.62 -
105050 REMOVER, GUM, AEROSOL, 7 OZ. CAN CAN $ 6.25 -
105338 RECEPTACLE, SANITARY NAPKIN, MIPRO 2811 EA $ 16.33 -
105614 SAWDUST, PINE, COARSE SACK $ 2.93 -
107619 TEE-HANDLES, WATER FAUCET EA $ 2.99 -
112004 ENVELOPE, CLASP, MANILA, #63, 6-1/2X9-1/2 BOX $ 7.22 -
112430 ENVELOPE, LETTERHEAD, #6-3/4, ALAMEDA BOX $ 11.47 -
112434 ENVELOPE, LETTERHEAD, #6-3/4, DISTRICT OFF BOX $ 3.85 -
112436 ENVELOPE, LETTERHEAD, #6-3/4, LANEY BOX $ 7.36 -
112438 ENVELOPE, LETTERHEAD, #6-3/4, MERRITT BOX $ 11.44 -
112560 ENVELOPE, PLAIN, MANILA, #10 BOX $ 14.82 -
112914 FOLDERS, FILE, HANGING, PENDERFLEX, LTR. BOX $ 13.65 -
112915 FOLDER, FILE, HANGING, LEGAL,ASSORTED BOX $ 9.54 -
112916 FOLDERS,FILE,HANGING,PENDAFLEX,ASSORTED,LEG BOX $ 14.97 -
112918 FOLDERS, HANGING, LEGAL SIZE, SMEAD BOX $ 8.99 -
112919 FOLDERS, FILE, HANGING, 1/5, LETTER SIZE BOX $ 6.79 -
112952 FORM-REQUEST PETTY CASH REIMBURSEMENT PKG $ 20.86 -
112954 FORM-REQUISITION/PURCHASE ORDER PKG $ 11.23 -
112955 FORM-REQUISITION, PETTY CASH, 3-PT,100/PKG. PKG $ 41.38 -
113026 FORM-CLASSIFIED EMPLOYMENT APPLICATION PKG $ 8.15 -
113113 FORM-APPLIC/PURCHASE/TAX-DEFER ANNUITY CON PKG $ 7.87 -
113114 FORM-REQUEST/CANCEL TAX-DEFER ANNUITY CNTRC PKG $ 28.09 -
114453 PAD, SCRATCH, WHITE, 4"X6" DOZ $ 3.90 -
114456 PAD, POST IT NOTE, 3"X3", YELLOW EA $ 0.26 -
114476 PAPER, ADDING MACH, WHITE, 3"X 215' ROLL $ 0.39 -
114520 PAPER, DUPLICATOR, 8-1/2 X 14, BLUE REAM $ 5.34 -
114522 PAPER, DUPLICATOR, 8-1/2 X 14, BUFF REAM $ 6.06 -
114524 PAPER, DUPLICATOR, 8-1/2 X 14, CANARY REAM $ 5.05 -
114526 PAPER, DUPLICATOR, 8-1/2 X 14, GOLDENROD REAM $ 4.50 -
114528 PAPER, DUPLICATOR, 8-1/2 X 14, GREEN REAM $ 4.32 -
114530 PAPER, DUPLICATOR, 8-1/2 X 14, PINK REAM $ 3.64 -
114532 PAPER, DUPLICATOR, 8-1/2 X 14, SALMON REAM $ 34.34 -
114682 PAPER, WRAPPING, 24 IN. X 300 YDS., KRAFT ROLL $ 49.26 -
114686 PAPER, WRAPPING, 36 IN X 300 YDS, KRAFT ROLL $ 29.83 -
129012 LAMPS, FLUORESCENT,F20T12/CW EA $ 1.10 -
129014 LAMP, FLUORESCENT, F30T12/CW/RS EA $ 1.51 -
Date: Date:
Revised 7/21/09
Requestor: Date:
Page 2
Activity/
129015 LAMP, FLUORESCENT, FB 40CW/3/SS EA $ 5.40 -
129016 LAMP, FLUORESCENT, F40CW EA $ 0.44 -
129018 LAMP, FLUORESCENT, F40W EA $ 0.51 -
129022 LAMP, FLUORESCENT, F96T12/CW/HO DBL CONTACT EA $ 2.45 -
129028 LAMP, FLUORESCENT, F48T12/CW EA $ 2.16 -
129030 LAMP, FLUORESCENT, SUPERSAVER, F96T12/CW EA $ 2.35 -
129035 LAMP, FLOURESCENT, U-TUBE, FB031/741 EA $ 9.47 -
129037 LAMP, FLOURESCENT,ECON-0-WATT,FB40CW/6/,U EA $ 3.15 -
129050 LAMP, INCANDESCENT, MED, 25A I.F. EA $ 0.68 -
129052 LAMP, INCANDESCENT, MED, 25T10/I.F. EA $ 1.55 -
129056 LAMP, INCANDESCENT, MED, 60W EA $ 1.22 -
129058 LAMP, INCANDESCENT, MED, 75R30/FL EA $ 1.38 -
129074 LAMP, INCANDESCENT, MED, 200A/CL, CLEAR EA $ 0.79 -
149116 HAMMER, CLAW, STEEL HANDLE, 13 OZ EA $ 7.99 -
149122 KNIFE, PUTTY, 1-1/2" EA $ 2.27 -
149124 PLIERS, COMBINATION, 6 IN PR $ 7.85 -
149126 PLIERS, LINEMANS, 7 IN PR $ 12.50 -
149128 PLIERS, MULTIPLE SLIP JOINT, 10 IN PR $ 6.85 -
149130 SAW, HAND, CROSSCUT, 10 PT, 26 IN EA $ 10.57 -
149134 SAW, HAND, RIP, 5 1/2 PT, 26 IN EA $ 17.11 -
149136 SCREWDRIVER, PHILLIPS, NO 2, 4 IN EA $ 4.49 -
149140 SCREWDRIVER, PHILLIPS NO 4, 8 IN EA $ 5.66 -
149144 SCREWDRIVER, STRAIGHT TIP, 4 IN EA $ 2.90 -
149152 WRENCH, ADJUSTABLE, 6 IN EA $ 11.21 -
149162 WRENCH, ADJUSTABLE, PIPE, 10 IN EA $ 7.25 -
150300 CORD, EXTENSION, 6 FT, 3-WIRE GROUND EA $ 6.56 -
150315 CORD, EXTENSION, 25 FT, 3-WIRE GOUND EA $ 8.00 -
150325 ADAPTER, "U" GROUND, 3 WIRE EA $ 1.17 -
Date: Date:
Revised 7/21/09
Just-In-Time Office Supply Program
1. PURPOSE
To provide an overview of the Just-In-Time office supply program for the Colleges and the
District Administrative Center (DAC).
2. SCOPE
This procedure only applies to a limited number of personnel at the Colleges, and DAC (who
have been trained in using Staples’ e-way website); and to the staff at the Purchasing and
Accounts Payable Departments. The District Purchasing Department has done a formal Request
for Proposal for Office Supplies and has selected Staples as the vendor to supply its office
supplies. The Just-In-Time program is only for the purchase of last minute (unplanned)
purchases of office supplies. The majority of office supplies purchased by the District should be
purchased under the District’s normal purchasing procedures of issuing a requisition and having
Purchasing issue a Purchase Order (PO) to the vendor. (See the Peralta Community College
District—Purchasing Procedures for the normal PO process.) For last minute (unplanned)
purchases, the District has developed this Just-In-Time program. This program is only for
ordering supplies; absolutely no equipment or fixed assets can be purchased under this program.
3. OVERVIEW
A select number of personnel (Requestors) will be authorized to place orders directly on Staples
e-way website. Prior to placing any order, the Requestor will work with Purchasing to setup an
“Open Account” PO for each of the affected departments. Only after the Open Account POs has
been established, and the Requestor has been trained on Staple e-way website, can the Requestor
begin ordering supplies from Staples. Orders placed by 3:00 PM on a given business day will be
delivered the following business day to the desktop of the Requestor. The Requestor will sign for
receipt of the supplies, and once a month, Staples will invoice Accounts Payable for the items
purchased, and will attach to the back of the invoice all the signed proof of deliveries. Accounts
Payable will process the payment without any additional receiving transaction by the District
Warehouse Staff or Storekeeper at the college. The only receiving transaction for these purchases
will be the signed proof of delivery form signed by the Requestor.
4. REFERENCES
4.2 Staples Advantage—e-way website: www.eway.com

• A/P - Accounts Payable
• Equipment and Fixed Assets - Equipment and fixed assets are any tangible, freestanding
property (for example: furniture, laptops, computer monitors, printers) valued at greater than
or equal to $500.00 (this includes tax and shipping).
• JIT - Just-In-Time
• PO - Purchase Order
Page 1 of 5
• Requestor - College and DAC personnel authorized to initiate and place orders under Open
Account POs for this Just-In-Time program.
6. DEPARTMENTS INVOLVED
Only Requestors that have been trained in Staples’ e-way website are authorized to order supplies
under the JIT program for the Colleges and DAC. Requestor will need to attend an annual
training course at the beginning of each new fiscal year, and once trained, their names will be
forwarded to Staples, as authorized users of the JIT program. Staples will then setup the
Requestor with a login to their website.
Mr. David Bui, Buyer in the Purchasing Department, is the main program coordinator for the JIT
program. If you are interested in ordering supplies under the JIT program, please contact David to
arrange to be included in the next training session. Below is the contact information of the parties
involved in the Staples JIT Program.
Staples Contact Personnel:

Name Department Phone Cell Fax Email
Martha Account (510) (510) (925) martha.mollenauer@staples.com
Mollenauer Manager 608.6609 504-3107 828.9178
Staples
Purchasing Department Personnel:

Name Department Phone Fax Email
John Purchasing Compliance 587.7895 587.7873 jbanisadr@peralta.edu
Banisadr Manager
David Bui Main Program 466.7255 587.7873 dbui@peralta.edu
Coordinator, Buyer for
ALL JIT Requisitions/POs
Accounts Payable Department Personnel:

Name Department Phone Fax Email
Dettie Del Accounts Payable 466.7260 587.7852 ddelrosario@peralta.edu
Rosario Manager
Dianna York Accounting Services 466.7253 835.4078 dyork@peralta.edu
Technician
Earvin Accounting Services 466.7226 835.4078 erobinson@peralta.edu
Robinson Technician
Nicholas Accounting Services 466.7241 835.4078 nshere@peralta.edu
Shere Technician
Nicanor Accounting Services 587-7860 835.4078 ncustodio@peralta.edu
Custodio Technician
Tina Du Accounting Services 587.7872 835.4078 tdu@peralta.edu
Technician
Page 2 of 5
7. PROCEDURE (JUST-IN-TIME)
7.1 College’s and DAC’s Role
Only Requestors trained in Staples’ e-way website can initiate an “Open Account” PO and place
orders for supplies. This JIT program is only for ordering supplies; absolutely no equipment or
fixed assets can be purchased under this program. Any Requestor caught ordering equipment will
be restricted from participating in this JIT program and may be formally disciplined. The
Business Office will be the project coordinator for Colleges.
7.1.1 At the beginning of the program, the Requestor must initiate an “Open Account”
PO for the anticipated purchases during the fiscal year. Each Requestor is to
establish a separate Open Account PO for each of their Departments. The
Requestor must indicate in the Description field of the requisition that this “Open
Account PO is for Just-In-Time purchases made by (Requestor Name, Phone
Number, Email Address, Bldg # and Room #) and only (Requestor Name) and the
designated backup person (Name, Phone Number, Email Address, Bldg # and
Room #) are authorized to receive the order.” Once the funds are encumbered
and the requisition is budget checked, the Promt system will forward the
requisition for approval, and then on to Purchasing for the issuance of a PO.
7.1.2 Once the PO has been issued to Staples Advantage and Staples has setup the e-
way account, the Requestor can begin ordering supplies through Staples’ e-way
online ordering system. All JIT orders will be processed only through Staples’ e-
way online system. (Note: Supply orders under $50.00 will incur a $1.99
shipping charge from Staples. Please consolidate your orders so that the total
exceeds $50.00.)
7.1.3 Staples’ e-way will keep track of available funds on the Open Account. If the
Requestor has exceeded the available funds, e-way will not allow the Requestor
to place the order. The Requestor will need to generate a new Open Account PO
to add additional funds (see above procedure).
7.1.4 Any orders placed through e-way by 3:00 PM of a given business day will be
delivered the following business day to the Requestor.
7.1.5 When receiving the supplies, the Requestor will be asked to sign for the order on
the handheld Staples scanner. The Requestor should verify the order, sign for the
order, and provide the spelling of their name to the Staples delivery person, so
that they can type it into the scanner. Any short orders or problems should be
noted to the Staples delivery person, and followed up with the Staples Account
Manager. All short orders or problems must be reported to Staples Account
Manager (or on e-way) within five (5) days of receiving the order, so that Staples
can research the problem and provide the missing items. Any items that need to
be returned to Staples must be returned to Staples within thirty (30) days of
receipt. Staples will not accept items after 30 days.
7.1.6 Only the Requestor and a designated backup person are authorized to sign for the
order. If those two personnel are not available, the Staples delivery person will
re-deliver the items the following day. After three delivery attempts, the items
will be sent back to the Staples warehouse and the order will need to be re-
generated.
7.1.7 At the end of the fiscal year (or when you want to close the Open Account PO)
the Requestor must notify A/P to close the account. This way any available
Page 3 of 5
funds remaining on the open account will revert back to the department’s
available budget. Do not inform A/P to close the account until all invoices have
been paid. When closing the Open Account, the Requestor must also notify the
CE Account Manager so that they can close the e-way account too.
7.2 Purchasing’s Role
7.2.1 The Buyer will verify the Open Account PO to make sure it states “Open
Account PO is for Just-In-Time purchases made by (Requestor Name, Phone
Number, Email Address, Bldg # and Room #) and only (Requestor Name) and the
designated backup person (Name, Phone Number, Email Address, Bldg # and
Room #) are authorized to receive the order,” and will process all Open Account
POs.
7.2.2 The Open Account PO will be sent to Staples (by the Staff Assistant) and a copy
to the Requestor for their files, if requested.
7.2.3 Upon notification from A/P regarding unauthorized purchases of equipment or
fixed assets, the Buyer will coordinate with the Business Manager to either
cancel or restrict the Requestor’s ability to order under the JIT program, and will
notify the Warehouse Supervisor so that the unauthorized fixed assets can be
properly tagged.
7.3 Account Payable’s Role
7.3.1 Upon receipt of the invoice and all backup documentation from Staples, A/P will
verify the proof of delivery signatures and pay the invoice. There will be no
receiving transaction by the District Warehouse or Storekeepers.
7.3.2 Verify the invoices are for supplies only and if any equipment or fixed assets
were purchased, notify the College Program Coordinator and Purchasing
personnel.
7.3.3 Upon notification by the Requestor, A/P will close the open account.
7.3.4 Any payment discrepancy will be handled by A/P, the Requestor, and the CE
Account Manager.
7.4 Staples’ Role
7.4.1 Train College Personnel in the use of the e-way on-line ordering system.
7.4.2 Setup e-way accounts for each Open Account PO issued by the Purchasing
department.
7.4.3 Deliver orders within 24 hours of receipt of an e-way order, to the building and
room number indicated above in the Department Involved section.
7.4.4 Make a minimum of three (3) delivery attempts to reach the Requestor before
sending the order back to the Staples Warehouse. Leave a note at each delivery
attempt.
7.4.5 Notify the Requestor (via e-way) when insufficient funds exist. Do not process
any order without sufficient funds.
7.4.6 Staples Account Manager is to resolve all short shipment and order problems.
Staples to have a No-Fault Clause with the District to ship any missing items and
resolve the problem after the fact.
7.4.7 Once a month, invoice the District A/P department. Only one invoice shall be
provided and each delivery receipt (with the authorized Requestor’s signature)
Page 4 of 5
should be attached to the invoice. The invoice should be subtotaled by each

affected PO number so that A/P can properly allocate payment to the correct PO
number. Failure to properly identify each PO number on the invoice or not
providing proof of delivery receipt, will delay the payment. The District will
only pay for supplies that have authorized signatures.
7.4.8 Close the e-way account upon notification by the Requestor or Purchasing
personnel.
8. ATTACHMENTS
None.
Page 5 of 5
Vendor Application and Database Management
1. PURPOSE
To provide procedures for processing a Vendor Application and W-9 Form, and Vendor Database
Management, including creating, updating, and inactivating vendors.
2. SCOPE
This procedure applies to the personnel in the District Purchasing Office who are authorized to
setup vendors in the PROMT System Vendor Database.
3. OVERVIEW
Peralta’s Purchasing Department is responsible for setup and maintenance of vendor files for all
non-student vendors. The District’s vendor database consists of the following three main types of
vendors:
Goods and Services Vendors—Vendors who sell a product or provide a service to the
District. (Note: A Goods Vendor provides only goods to the District, and a Service
Vendor provides only Services to the District. A Goods and Services Vendor provides
both goods and services to the District.)
Employee Vendors—Employees are setup as “vendors” for the purpose of reimbursing
their claims for expenses. An Employee Vendor cannot also be a Goods and Services
Vendor while working as an Employee of the District.
Student Vendors —Students are setup as “vendors” for the purpose of receiving
Financial Aid checks or for reimbursement of overpaid tuition fees. Student Vendors are
setup through the Student Financial system at the colleges and their Vendor ID is
preceded with the letters “SF”. This procedure does not cover the setup and
maintenance of Student Vendors.
This procedure documents the process for setting up Goods, Services, Goods and Services, and
Employee Vendors only, and provides an overview of the vendor application requirements and
database maintenance to achieve the following objectives:
o Accurate and complete creation/updates of vendor records and information
o Making sure no duplicate vendors are setup
o Periodic inactivation of inactive vendors
4. REFERENCES
4.1 Business Process Document—Adding Vendors in the PROMT System
4.2 Vendor Application and W-9 Form
Page 1 of 6

“Buyer” or “Assistant Buyer.” (Personnel working at the campuses are not Buyers.)
• PROMT – Peralta Real-time Online Management Technologies (PeopleSoft/Oracle computer
system).
• Requestor – District/College personnel authorized to initiate a purchase requisition.
6. REQUIRED DOCUMENTATION FOR VENDOR SETUP

Before any vendor is setup or re-activated in the PROMT System, the District Purchasing
Department needs a current Vendor Application and W-9 Form on file from the vendor. (Note:
A W-9 From is not required for Employee Vendors, as the District Human Resource’s
Department has the Employee’s social security number on file.) These forms are available on the
website for PCCD’s Purchasing Department, and should be forwarded to the new vendor to be
filled out. The completed forms should be forward to the District Purchasing Department to setup
the vendor. The completed forms will be kept in the central files in the Purchasing Department.
Vendor Application—The District Vendor application is a two part form. The first part
consists of one page (with 11 sections) which the vendor must fill out indicating their
mailing address, remit to address, contact information, type of firm, type of organization,
tax information, type of contractor, business license numbers, certifications, NIGP codes,
and signature section.
The second part is a Commodity/Class ID Listing; which the vendor can either check the
boxes for the types of products or services they can provide to the District, or they can get
the designated codes from the listing and just write them in on section 10 (“NIGP
CODES” section) of the vendor application. The District will use the NIGP codes
provided by the vendor to classify the types of products or services the vendor is going to
provide to the District.
W-9 Form—This is an Internal Revenue Service (IRS) form that is required for all
Goods and Services Vendors. This form provides the District with the vendor’s Taxpayer
Identification Number (TIN). The TIN provided on this form must match the tax
information provided on the Vendor Application. If there are any discrepancies, the
District will use the information provided on the W-9 Form to setup the vendor. For any
vendor who is not designated as a “Corporation” on the W-9 Form, the District will issue
a 1099 Tax form (at the beginning of each calendar year) for the total value of the
services provided to the District for the previous calendar year.
7. VENDOR CREATION AND UPDATES

The Staff Assistant in the Purchasing Department is responsible for the vendor database
management. In the absence of the Staff Assistant, the Buyers are authorized to setup vendors in
Page 2 of 6
the vendor database. This procedure explains the vendor database management and does not
provide detailed instruction on how to add a vendor in the PROMT system. For detailed step-by-
step procedures to add a vendor in the PROMT system, see Business Process Document—Adding
Vendors in the PROMT System.
7.1 Adding a New Vendor or Re-activating an Existing Vendor
Once the Purchasing Department has received both a completed Vendor Application and
W-9 Form from the vendor, the vendor can be setup or re-activated in the PROMT
system. Before any vendor is inputted into the PROMT system, a thorough search of the
vendor name must be done to ensure no duplicate vendors are setup. Search the database
for variations of the vendor name, i.e., for vendor name “Home Depot” you should search
for the following variations:
Home Depot
The Home Depot Store
Depot, Home
Home
For vendor name “John Doe” you should search for the following variations:
John Doe
Mr. John Doe
Dr. John Doe
Doe, John
Jon Doe
Once you have ascertained that the vendor is not already in our vendor database, you can
now create the new vendor record. See Business Process Document—Adding Vendors in
the PROMT System.
If the vendor is already in our system, you must pull up the existing vendor record and
verify that it is in fact the same vendor you are trying to setup, and now re-activate the
vendor and update any information that has changes. The PROMT system allows for
vendor information to be updated by placing a new effective date on the information that
is being updated. See Business Process Document—Adding Vendors in the PROMT
System.
7.2 Pick the Correct Status for a Vendor in the PROMT System
In order for a Requestor to be able to see the vendor in the PROMT system, the vendor
needs to be setup as “Approved” status in the vendor database. A vendor will be placed
in “Approved” status only when the District Purchasing Department has a valid Vendor
Application and W-9 Form, and when the vendor information has been properly entered
in the vendor database. No vendor is to be placed in “Approved” status without the
proper backup documentation. The following are the four statuses allowed in the
PROMT system and an explanation of when each status applies:
Approved—This is for all active vendors in our database who have a valid
Vendor Application and W-9 Form. The District can purchase goods and
services from all “Approved” vendors.
Page 3 of 6
Inactive—This status is used to inactivate a vendor who has missing

documentation such as a Vendor Application or a W-9 Form, or is a vendor that
the District has not used in three years. Before the vendor can be reinstated to
“Approved” status, a valid Vendor Application and W-9 must be on file in the
central vendor files in the Purchasing Department. No vendor’s status can be
changed from “Inactive” to “Approved” without the proper backup
documentation. The District cannot purchase goods or services from “Inactive”
vendors.
Unapproved—This status indicates that the vendor’s paperwork is pending and
is not yet setup for “Approved” status. Once the District receives the proper
Vendor Application and W-9 Form from the vendor, the vendor will be setup in
the database as “Approved”. The District cannot purchase goods or services
from “Unapproved” vendors.
To Archive—This status is not used by the District because once a vendor status
is changed “To Archive”, the PROMT system will move the vendor to an
archived database and retrieval of the vendor history is more cumbersome.
Instead of the “To Archive” status, the District uses the “Inactive” status to
deactivate a vendor.
7.3 Setting up a Vendor for Sales/Use Tax
The District reports all sales and use tax collected to the State Board of Equalization. In
order to properly classify the correct taxes paid, the vendor needs to be setup correctly in
the PROMT system. Sales tax is paid primarily for all Goods Vendors; however,
occasionally a Service Vendor also sells the District some incidental goods as part of the
service they provide. As such, all Goods and Services Vendors should be coded for
Sale/Use Tax. (This requirement does not apply to Employee Vendors.)
In the PROMT system, all Goods and Services Vendors must be coded for “Sales” tax
under the Sales/Use Tax Applicability field. The District A/P staff will pay the County of
Alameda Tax rate for all taxable goods, and if the vendor is located outside of Alameda
County and has a lower tax rate, then the District will pay the vendor’s applicable sales
tax and will pay the difference between the vendor’s sale tax rate and the Alameda
County sale tax rate to the State Board of Equalization as a “Use” tax.
7.4 Setting up a Vendor for 1099 Miscellaneous Income Reporting

When a vendor submits a W-9 Form to the District, the vendor indicates on the W-9
Form which of the following types of Businesses applies to their organization:
Individual/Sole Proprietor
Corporation
Partnership
Other
This information indicates whether the District needs to issue a 1099 Miscellaneous
Income tax form to the vendor. The District will issue a 1099 Miscellaneous Income tax
form to all non-Corporation Service Vendors who were paid in excess of $600 in a
calendar year. Since some Goods Vendors provide services to the District, and some
Service Vendors provide goods to the District, the District will code all Goods and
Page 4 of 6
Service Vendors who are not designated as a “Corporation” on their W-9 Form, as
requiring a 1099 tax form.
Throughout the year, as the District A/P staff receives invoices from the vendors, the
A/P Staff will code (in their Voucher system) the portion of the invoice that is associated
with Goods, and portion that is associated with Services. This will allow the District to
properly issue a 1099 tax form for the value of the services to the vendor. At the
beginning of each calendar year (by January 31st), the District will issue a 1099
Miscellaneous Income tax form to the all non-Corporation Service Vendors who
provided services in excess of $600 to the District for the previous calendar year.
In order to properly setup the vendor for 1099 reporting in the PROMT system, the
following two steps must be followed: (See Business Process Document—Adding
Vendors in the PROMT System for step-by step procedures.)
7.4.1 For all vendors whose W-9 Form indicates they are a Individual/Sole Proprietor,
Partnership, and Other, you must check the “Withholding” box in the
“Identifying Information” Tab in the Vendor Database. (Note: the Withholding
box does not mean the District is withholding taxes. It only means we need to
consider issuing this vendor a 1099 tax statement.)
7.4.2 After the “Withholding” box has been checked, navigate to the “Location” tab in
the Vendor Database and select the “1099” field to enter the proper tax ID
number for the vendor and designate the vendor for 1099 Reporting Only status.
8. PAYMENT FOR SERVICES—NOT TO EXCEED $600

In the past, the District had used the “Payment for Services—Not to Exceed $600” form in lieu of
a Vendor Application and W-9 Form. However, because many vendors provide services to our
various Colleges, and may potentially exceed the $600 IRS threshold for 1099 tax forms, the
District Purchasing Department no longer accepts this form in lieu of a Vendor Application and
W-9 Form. All Goods and Services Vendors must fill out a Vendor Application and W-9 Form,
regardless of the amount of services they will provide to the District.
9. VENDOR DATABASE MAINTENANCE AND INACTIVATING A VENDOR

Annual vendor database maintenance is required to mark vendors that have not done business
with the District for the past three years as inactive. Annually, the Purchasing Staff Assistant will
notify the Information Technology Department (IT) that it’s time to mark inactive vendors as
such, and IT will then write the code to find all inactive vendors and change their status from
“Approved” to “Inactive”. To re-activate a vendor see the “VENDOR CREATION AND
UPDATES” section earlier in this procedure.
10. PURCHASING STAFF ASSISTANT ROLE

The Staff Assistant in the Purchasing Department has the primary responsibility to maintain the
hardcopies of the vendor files, and to input the data into the PROMT system database.
10.1 At the beginning of each Fiscal Year, the Purchasing Staff Assistant will email the IT
Department to inform them that it’s time to “Inactivate” all Goods and Service vendors
who have a “Create Date” in the vendor database of three (3) years or older, and who
have not had any POs issued to them. These vendors need to be coded as “Inactive” in
Page 5 of 6
our system. Only Goods and Service Vendors should be inactivated and not Employee or
Student Vendors.
10.2 Follow-up with IT to make sure vendors are “Inactivated”.
10.3 Maintain the current vendors in the PROMT system, and inactivate any duplicate
vendors.
10.4 Maintain hardcopies of Vendor Applications and W-9 Forms in the Purchasing
Department’s central files. Hardcopies of the Vendor Applications and their respected
W-9 forms are to be filed by the exact name that the vendor was setup in the PROMT
system. For example, if the vendor is “The Home Depot” and the vendor was inputted in
the PROMT system with the word “The”, then the hardcopy of the vendor application
must also be filed in the central file under “The Home Depot” and not “Home Depot”.
11. ATTACHMENTS
None.
Page 6 of 6
Gas Receipts and Vehicle Repair Log
1. PURPOSE
To provide procedures for tracking gas receipts and vehicle repairs for the District Warehouse
vehicles.
2. SCOPE
This procedure applies to the personnel in the District Warehouse Department and the Staff
Assistant in the Purchasing Department.
3. OVERVIEW
In order to have proper documentation for gas receipts and vehicle repairs, and to comply with
the Bureau of Automotive Repair (for repairs), the warehouse staff must track all repairs to the
Warehouse vehicles, and forward all gas receipts to the Purchasing Staff Assistant, for tracking
and payment. The below procedure outlines two separate procedures for 1) Warehouse Gas
Receipt Form and Log, and 2) Vehicle Repair Log.
4. REFERENCES
None.

• BAR – Bureau of Automotive Repair
6. WAREHOUSE GAS RECEIPT FORM AND LOG—PROCEDURE

6.1 For all purchases of gasoline, the below form must be filled out at the time of the
purchase, and then forwarded to the Warehouse Supervisor, who will forward it to the
Purchasing Staff Assistant.
Date:
Name:
Vehicle License Plate #:
Odometer Reading:
WAREHOUSE
No. of Gallons
GAS RECEIPT
Purchased:
Total Cost:
Signature:
After each gas purchase, the completed Gas Receipt must be turned into the Purchasing
Department.
Page 1 of 2
6.2 The Purchasing Staff Assistant will then log the purchase in the Warehouse Gas Receipt
log (called Warehouse Gas Receipt Log.xls), located in the “W” drive, and will keep a
copy of the receipt in the Purchasing Department.
6.3 Upon receipt of the monthly gas bill, the Purchasing Staff Assistant will then verify the
Amount, and Date of charges against the log, initial all valid charges, and circle any
charges on the bill that are not already recoded in the gas log.
6.4 If there are any circled charges, the bill will be forwarded to the Warehouse Supervisor to
review the charges. If the charges are valid, the Warehouse Supervisor will initial the
charges, investigate why the receipt was not turned into the Purchasing Department, and
return the bill to the Purchasing Staff Assistant to log the missing charges.
6.5 If all charges are valid, the bill will be forwarded to the Purchasing Compliance Manager
for approval. A copy of the approved bill will be kept by the Purchasing Staff Assistant.
7. VEHICLE REPAIR LOG—PROCEDURE

Each Warehouse vehicle must have a Vehicle Repair Log in it at all times.
7.1 The Warehouse Supervisor is to develop this log and make sure the Warehouse staff
properly maintains the log. The log must contain the following information:
• Date of Service/Repair
• Odometer Reading on Service Date
• Company (Vendor) Who Serviced the Vehicle
• Description of the Service/Repair
The log can be just a steno pad with the above information captured on it. Below is an
example of a log:
Vehicle Repair Log—License Plate_________________

Odometer
Date Reading Vendor Description
1/1/08 20,523 n/a 2008 start miles
1/18/08 20,7800 ABC Company Smog Check
2/15/08 21,400 XYX Company Front breaks resurfaced and oil
change
2/22/08 22,005 DEF Company Rotate tires
7.2 This log will be made available to the Bureau of Automotive Repair upon their request.
7.3 In addition to keeping track of vehicle repairs, the Warehouse Supervisor is to record the
beginning starting miles (odometer reading) of each vehicle as of January 1st, of each
year. This beginning starting miles will be used to calculate the number of miles the
vehicle is used each year, and for reporting to BAR.
7.4 On January 1st (or the next business day), the Warehouse Supervisor is to report the
starting miles of each Warehouse vehicle to the Purchasing Compliance Manager.
8. ATTACHMENTS
• Warehouse Gas Receipts.
Page 2 of 2
Warehouse Gas Receipts
Date:
Name:
Odometer Reading:
WAREHOUSE
No. of Gallons
GAS RECEIPT
Purchased:
Total Cost:
Signature:
After each gas purchase, the completed Gas Receipt must be turned into the Purchasing Department.
Date:
Name:
Odometer Reading:
WAREHOUSE
No. of Gallons
GAS RECEIPT
Purchased:
Total Cost:
Signature:
Date:
Name:
Odometer Reading:
WAREHOUSE
No. of Gallons
GAS RECEIPT
Purchased:
Total Cost:
Signature:
Measure A—Procurement Requirements

1. PURPOSE
To provide procedures for Measure A purchases.
2. SCOPE
This procedure applies to all personnel at the Peralta Community College District (PCCD) who
purchase goods and services with Measure A funds.
3. OVERVIEW
On June 6, 2006, the Alameda County voters passed a $390 million Measure A bond allowing the
District to renovate classrooms, build new science and technology labs, and modernize its
facilities. A complete listing of all bond projects is listed on the website for PCCD’s Department
of General Services. On January 16, 2007, the Board of Trustees approved five spreadsheets
listing specific Measure A Instructional (and non-Instructional) Equipment and Furniture Needs
for each campus and the District, that can be purchased utilizing Measure A funds. (These
spreadsheets are available on the website for PCCD’s Department of General Services.) Only
items approved on January 16, 2007, and items subsequently approved by the Board of Trustees,
are allowed to be purchased utilizing Measure A funds. All Measure A purchases are subject to
Bond Oversight Committee audits and require special forms to be approved by the College
President, Vice Chancellors, and the Chancellor, before any items can be purchased. All Measure
A purchases must follow the District’s Purchasing Procedures and must have the proper Measure
A procurement forms. This procedure explains these requirements.
4. REFERENCES
4.2 Board Resolution 05/06-45—(available on the website for PCCD’s Department of
General Services) outlines the Measure A bond requirements
4.3 PowerPoint Presentation—Overview of Measure A Procurement Procedures
4.4 Flow Diagram–Measure A Process
4.5 Form—Instructional Furniture & Equipment Procurement Request Form (for Campuses)
4.6 Form—Furniture & Equipment Needs Procurement Request Form (for District)
4.7 Form—Construction Project Request Form (for All Sites)
4.8 SOP09 — Requesting a Purchase Order for Goods

“Buyer” or “Assistant Buyer” (personnel working at the campuses are not Buyers).
Requestor.
• PROMT – Peralta Real-time Online Management Technologies (PeopleSoft/Oracle computer
system).
Page 1 of 4
• Requestor or Requisitioner – District/College personnel authorized to initiate a purchase

requisition.
6. PURCHASING GOODS AND SERVICES WITH MEASURE A FUNDS

All Measure A purchases must follow the District’s Purchasing Procedures and are subject to
Bond Oversight Committee audits. All Measure A purchases require special forms to be
approved by the College President, Vice Chancellors, and the Chancellor, before any items can be
purchased. Only items approved on January 16, 2007, (and items subsequently approved) by the
Board of Trustees are allowed to be purchased utilizing Measure A funds.
Before any item can be purchased, the item must be listed on one of the five spreadsheets
approved by the Board of Trustees (available on the website for PCCD’s Department of General
Services), and must have one of the below approved Measure A Forms accompanying the
purchase:
Instructional Furniture & Equipment Procurement Request Form – for Campuses

Furniture & Equipment Needs Procurement Request Form – for District
Construction Project Request Form – for All Sites
This procedure explains the Measure A forms and their use. After the forms have been approved,
the requestor can proceed to generate a purchase requisition (in the PROMT system) following
the normal purchasing procedures. For detailed step-by-step purchasing procedures see SOP09 —
Requesting a Purchase Order for Goods.
7. INSTRUCTIONAL FURNITURE & EQUIPMENT PROCUREMENT REQUEST FORM

This form is to be used by the Campuses only to request approval to purchase items listed on the
campus Measure A spreadsheets. Only items listed on the Measure A spreadsheets will be
approved to be purchased. All Measure A purchases must have an approved Measure A–
Instructional Furniture & Equipment Procurement Request Form before the Buyer can issue the
PO. Once the form has been approved by the Chancellor, the Requestor generates a purchase
requisition (in the PROMT system) so that the Buyer can issue a PO. Below are steps involved:
7.1 To purchase any item(s) listed on a campus Measure A spreadsheet, each campus must
complete Section I and Section II of this form. Instructions for completing this form are
on the cover sheet of the form.
7.2 Follow all normal purchasing procedures in obtaining quotes, providing backup
documentation, and completing the Bid Recap sheet. For purchases greater than $2,500
and under $10,000, only one written quote is required; for purchases between $10,000 up
to $78,900 (or the current bid threshold adjusted annually by the Price Deflation Index),
three written quotes are required. For purchases above $78,900, you must contact the
Purchasing Department to conduct a formal bid with specifications you provide, and to
obtain Board approval.
7.3 After completing Section I and Section II, route the form to the Department of General
Services for approval by the Vice Chancellor of General Services, the Vice Chancellor of
Finance, and the Chancellor. (See Flow Diagram–Measure A Process, for the detailed
Page 2 of 4
approval process for Measure A forms.) General Services will return all approved forms
to the Campus Business Office.
7.4 After the Measure A form has been approved, the Requestor must generate a purchase
requisition (in the PROMT system) for the issuance of a Purchase Order. Forward a copy
of all quotes received and a copy of the Bid Recap sheet to the Measure A Buyer in the
District Purchasing Department. Purchasing cannot issue a PO without BOTH the
approved Instructional Furniture & Equipment Procurement Request Form AND the
required backup quotes and Recap sheet.
8. FURNITURE & EQUIPMENT NEEDS PROCUREMENT REQUEST FORM

This form is to be used by the District Offices only to request approval to purchase items listed on
the District Measure A spreadsheet. Only items listed on the Measure A spreadsheets will be
approved to be purchased. All Measure A purchases must have an approved Measure A–
Furniture & Equipment Needs Procurement Request Form. Once the form has been approved by
the Chancellor, the Requestor generates a purchase requisition (in the PROMT system) so that the
Buyer can issue a PO. Below are steps involved:
8.1 To purchase any item(s) listed on the District Measure A spreadsheet, each District
Office must complete Section I and Section II of this form. Instructions for completing
this form are on the cover sheet of the form.
8.2 Follow all normal purchasing procedures in obtaining quotes, providing backup
documentation, and completing the Bid Recap sheet. For purchases greater than $2,500
and under $10,000, only one written quote is required; for purchases between $10,000 up
to $78,900 (or the current bid threshold adjusted annually by the Price Deflation Index),
three written quotes are required. For purchase above $78,900, you must contact the
Purchasing Department to conduct a formal bid with specifications you provide, and to
obtain Board approval.
8.3 After completing Section I and Section II, route the form to the Department of General
Services for approval by the Vice Chancellor of General Services, the Vice Chancellor of
Finance, and the Chancellor. (See Flow Diagram–Measure A Process, for the detailed
approval process for Measure A forms.) General Services will return all approved forms
to the appropriate District Office.
8.4 After the Measure A form has been approved, the Requestor must generate a purchase
requisition (in the PROMT system) for the issuance of a Purchase Order. Forward a copy
of all quotes received and a copy of the Bid Recap sheet to the Measure A Buyer in the
District Purchasing Department. Purchasing cannot issue a PO without BOTH the
approved Furniture & Equipment Needs Procurement Request Form AND the required
backup quotes and Recap sheet.
Page 3 of 4
9. CONSTRUCTION PROJECT REQUEST FORM

This form is to be used to request new construction projects NOT listed on either the Short-Term
Construction Projects spreadsheet or the Short-Term Construction Projects Phase II spreadsheet
(available on the website for PCCD’s Department of General Services). All construction projects
must be approved by the Department of General Services before any work can be done.
Construction projects are considered “Public Works” projects under Public Contract Code, and
must be coordinated with the Department of General Services, and the District Purchasing
Department. Payment of prevailing wages is required for all projects exceeding $1,000, and the
District’s Project Labor Agreement applies.
9.1 The requestor must complete Section I and Section II of this form and forward the form
to the Department of General Services for approval. Instructions for completing this
form are on the cover sheet of the form.
9.2 Do not undertake any construction projects without the Department of General Services’
approval. If the form is approved, the Department of General Services will assign a
Project Manager to handle the coordination of the project.
10. TO PURCHASE ITEMS NOT LISTED ON THE MEASURE A SPREADSHEETS

If the College or District Office does not wish to purchase the items listed on the spreadsheets or
wishes to substitute items, the College and or District Administrators must contact the Vice
Chancellor of General Services to request a substitution. The Vice Chancellor of General
Services will evaluate each request on a case-by-case basis and determine the next steps. For
major substitutions, the Board of Trustees will have to approve the substitution.
11. ATTACHMENT
Flow Diagram–Measure A Process
.
Page 4 of 4
2/5/2010
Flow Diagram — Measure A Process
Requestor Business Office Measure A Cord. V.C. Gen'l Svcs. V.C. Finance Chancellor Buyer
Generates Receives form and Logs form, date

Measure A reviews for approval. stamps and
Form ------------------------ assigns a
Forwards approved number to form.
form to Measure A -------------------
Coordinator. Reviews form
for
completeness,
logs President's
signature date.
A p p r o v a l
If form is
complete,
forwards to VC
General Services
for approval, logs
sent date.
------------------- Reviews form and
If form is approves/denies
Receives form (w/in 24
Receives email notice incomplete
P r o c e s s
email notice hours).

that Measure A form is emails Business
that Measure -------------------
incomplete. Office and
A form is Forwards all
Requestor.
incomplete. forms to Measure
A Coordinator.
Approved forms
are logged and Reviews form and
forwarded to VC approves/denies
M e a s u r e
of Finance. form (w/in 24

------------------ hours).
For rejected -------------------
Receives email forms an email is Forwards
notification that the form sent to Business approved forms
Receives has be rejected, along Office and to Chancellor.
Reviews form and
copy of with instructions of who Requestor -------------------
approves/denies
rejection to contact to get the indicating reason Rejected forms
form (w/in 24
A
notification form approved. for rejection and are returned to

hours).
email. notifying how to Measure A
-------------------
correct problem. Coordinator.
All forms are
returned to VC
Rejected forms All forms are
Finance.
------------------- forwarded to
Approved forms Measure A
are logged, Coordinator.
Receives copy Receives email scanned and Receives advance
of approval notification that the emailed to copy of Measure A
notification, form has been Business Office, form. Buyer keeps
then generates approved. Requestor, and copy to attach to PO.
a Purchase copy sent to
Requistion. Buyer.
Requesting a Purchase Order for Goods

1. PURPOSE
To provide procedures for requesting a Purchase Order for Goods under the formal bid limit of
$78,900 (or as adjusted annually by the Price Deflation Index). For all other purchases including
Services, Public Works Construction Projects, and Goods above the formal bid limit, refer to the
District’s Purchasing Procedures and contact the Purchasing Department for assistance. All
purchases above the formal bid limit must be conducted by the District Purchasing Department
via a formal bid.
2. SCOPE
This procedure applies to the personnel at all Peralta Colleges and the District Administrative
Center.
3. OVERVIEW
Peralta’s Purchasing Procedures authorize College and District personnel to identify goods and
select vendors for items to be purchased and then to submit requisitions electronically in the
PROMT system for processing by Purchasing. For goods under $10,000, only one quote from a
vendor is required; however, if the amount is $2,500 or more, the quote must be in writing from
the vendor. For purchases of goods over $10,000 and up to $78,900 (or the current bid threshold
adjusted annually by the Price Deflation Index) three written quotes are required and a Bid
Recapitulation Sheet is required.
4. REFERENCES
4.2 Board Policy Section 6.31—Procurement of Supplies, Equipment, Furniture,
4.3 PowerPoint Presentation—Overview of Purchasing Policies & Procedures
4.4 State of California Public Contract Code–Sections 20650-20660
4.5 State of California Education Code–Part 49 Commencing with Section 81000
4.6 Business Process Document—Creating Requisitions in the PROMT System

“Buyer” or “Assistant Buyer” (Personnel working at the campuses are not Buyers)
Requestor.
• PROMT – Peralta Real-time Online Management Technologies (PeopleSoft computer
system).
• Requestor or Requisitioner – District/College personnel authorized to initiate a purchase
requisition.
Page 1 of 7
6. STEPS REQUIRED FOR REQUESTING PURCHASE ORDERS
Step 1: Request
End users request item(s) for purchase.
Step 2: Research
• Identify vendors.
• For new vendors, have the vendor complete a
Vendor Application and W-9, then forward
them to the Purchasing Assistant.
• Obtain pricing and delivery date from vendor:
For purchases greater than $2,500 and under
$10,000, only one written quote is required;
for purchases between $10,000 up to
$78,900, three written quotes are required.
• Obtain the budget code for the purchase.
Step 3: Entry In PROMT
Enter a Requisition in PROMT.
Step 4: Submit Paperwork
Forward quote(s), Bid Recap form, and all backup

documentation to the Buyer.
Step 5: Purchase Order
Purchasing issues a PO to the vendor

(and notifies requisitioner if there is a problem).
Step 6: Confirmation
Within 10 days of entering a requisition, look it up

in PROMT to confirm that it shows as
“Dispatched,” which means that a PO has been
issued.
Page 2 of 7
7. STEP 1: REQUEST
Work with the responsible budget Manager and the designated Requisitioner (for your
department) to make sure you have the budget and approval for the purchase. If a designated
Requisitioner enters the requisitions for your department, make sure you do the following:
7.1 Specify Items
When requesting item(s) for purchase, always provide specific information about each of
the items so that you receive exactly what you want. When POs are issued, both
Purchasing and the vendor see only the description entered in PROMT, so be sure to
know and provide the exact specifications of what you want, such as the manufacturer
make and model number, size, quantity, and any additional equipment or accessories that
you require.
7.2 Plan Ahead
When requesting purchases, be sure to allow adequate time for delivery, typically 45 to
60 days. Purchases prior to the fiscal year end must be made further in advance to ensure
delivery in the proper fiscal year, or they must be resubmitted and reprocessed the
following fiscal year.
8. STEP 2: RESEARCH
8.1 Identify Vendors
Find vendors that sell the item(s) that you want and select the lowest price vendor who
can provide the quality and delivery schedule for the item you want to purchase. When
working with vendors:
• Utilize local vendors to the greatest extent possible.
• Use the vendor’s website to get the most up-to date pricing and information.
• Work with the vendor representative to negotiate a better price. Get the
quote in writing.
• Let them know that we are an educational organization; they often offer
discounts.
• Remember to add taxes and shipping to the price. Shipping charges (if any)
must be entered as a separate line item. Confirm with the vendor to see if
shipping charges are also taxable. Depending on mode of transportation
some shipping charges are not taxable.
• Ask whether they will waive shipping fees, especially if the District exceeds
a dollar amount with them.
• Do not make a commitment to a vendor. Actual ordering is only done when

Purchasing has issued a PO and faxed the order to the vendor.
8.2 New Vendors
To determine whether a vendor is new to the District, look them up in PROMT. Be sure
to use all possible variations of the vendor name when searching PROMT to avoid
selecting the wrong vendor or adding a duplicate vendor.
Page 3 of 7
If you see multiple vendor numbers for the same company or if any vendor or contact
information has changed, contact Purchasing.
If the vendor is not already in PROMT, it is a new vendor. For new vendors, do the
following:
• Have the vendor complete a Vendor Application and W-9 (available from
Purchasing).
• Forward the completed Vendor Application and W-9 to Purchasing.

Purchasing must enter the new vendor into PROMT before you can initiate a
requisition.
8.3 Obtain Pricing and a Delivery Date from the Vendor
Work with the vendor to obtain pricing and a delivery date. Always make sure the quote
includes taxes (if applicable), shipping (if applicable), and all other fees or auxiliary
charges. The below table summarizes the documentation requirements for various
purchases:
For Purchases: Required Documentation

Under $2,500 Only a verbal quote is required (written quote is
preferred).
Between $2,500 and under $10,000 • You must obtain a written quote from the
vendor.
• If you choose to obtain more than one written

quote, you must select the vendor with the
lowest price quote and complete a Bid
Recapitulation Sheet (available from
Purchasing), which summarizes the quotes.
Between $10,000 up to $78,900 (or • You must obtain three written quotes from
the current bid threshold) vendors.
• You must select the vendor with the lowest

price quote and complete a Bid Recapitulation
Sheet (available from Purchasing), which
summarizes the quotes.
Over $78,900 You must contact the Purchasing Department to

(or the current bid threshold) conduct a formal bid with specifications you
provide.
8.4 Obtain the Budget Code for the Purchase

Check with your budget manager to:
• Identify the proper budget account code to which your purchase will be
charged.
• Verify that the budget account has adequate funding to cover the total
expense of the purchase (including taxes, shipping, etc.).
Page 4 of 7
9. STEP 3: ENTRY IN PROMT

For step-by-step procedures on how to generate a requisition in the PROMT system, refer to the
Business Process Document—Creating Requisitions in the PROMT System, listed in the
REFERENCES section (available from Purchasing).
Create a requisition in PROMT by entering the following information:

• Vendor—Select the correct vendor in PROMT by confirming that the company location
listed the quote matches the company information in PROMT.
• Select Buyer—Select the correct Buyer for your purchase. The current Buyer listing is
available on the Purchasing’s Website, under “Contact Information”, or you can contact
the Purchasing Department (or your Business Office), to ask who the current Buyer is for
your College and/or the District Administrative Center.
NOTE: If the purchase is for Measure A items, make sure you select the current Measure
A Buyer for that purchase.
• Item(s)—Be specific and enter each item as a separate line item in PROMT. When POs
are issued, both Purchasing and the vendor see only the description entered in PROMT,
so be sure to provide the exact specifications of what you want, such as the manufacturer
make and model number, size, quantity, and any additional equipment or accessories that
you require. Also include the end-user's name in the description field for the product you
are requesting to buy. This will allow your college's Storekeeper to know where to
deliver the product. For example "End-user: Ms. Jane Smith".
• Pricing including all taxes, shipping, etc.
Taxes—Make sure you code each line item (of your requisition), as either taxable or non-
taxable. You can not enter taxable and non-taxable items on the same line item in
PROMT.
Shipping—If the vendor charges for shipping, then ask the vendor if the shipping charge
is taxable and enter shipping as a separate line item in the PROMT. Make sure to code
shipping as either taxable or non-taxable (per the vendor’s instruction).
Note: If shipping is free, indicate this in the description field for the product you are
requesting to buy, by indicating "free shipping". Do not generate a separate line item for
free shipping as this causes problems in PROMT.
• Delivery—Ship To Location
All items should be shipped to the District Warehouse unless special circumstances exist
and arrangements have been made with the vendor and the District Buyer. Only
hazardous materials (which the District cannot legally transport), live specimens, and
extremely heavy items (requiring a large forklift to move) are allowed to be shipped
directly to the colleges, with prior coordination with the Buyer and Warehouse
Supervisor. If the item is going to be shipped directly to the campus, the Buyer must be
notified and once the items have been received by the campus, the Requestor is to notify
Page 5 of 7
the Warehouse Supervisor, so that the Warehouse can mark the items as received in the
PROMT system.
• Budget Account Code –Enter the correct budget account code for each line item in
PROMT.
NOTES:
• PROMT routes requisitions to the responsible Manager/Dean and then to the Business/
District Manager for approval. Purchasing cannot view requisitions until all approvals
are complete in the system.
• After the second level manager approves a requisition in PROMT, PROMT automatically
generates a PO number for tracking purposes and emails it to the Requisitioner.
However, a PO number in the system does NOT mean that a PO has been issued to the
vendor. District Purchasing will issue the PO to the vendor, and once issued, the “PO
Status” in PROMT will be displayed as “Dispatched.”
10. STEP 4: SUBMIT PAPERWORK

10.1 Purchases under $2,500
No written quote is required for purchases under $2,500. However, if you have written
vendor quotes or any other backup documentation, you can forward it to Purchasing via
Inter-Office Mail.
10.2 Purchases $2,500 and under $10,000
Purchasing cannot process purchases $2,500 or above without a written quote. Only one
quote is required, but you can obtain more at your option. Paperwork requirements for
purchases $2,500 or above depend on how many quotes you obtained and are as follows:
• One quote: For purchases $2,500 and under $10,000, one written quote from a
vendor is required. Immediately after entering the requisition in PROMT,
forward the written quote along with the requisition number and any other
backup documentation to Purchasing via Inter-Office Mail or Fax.
• More than one quote: If you have more than one written quote, you must select
the vendor with the lowest price quote and complete a Bid Recapitulation Sheet
(available from Purchasing), which summarizes the quotes. Immediately after
entering the requisition in PROMT, forward the written quotes along with a Bid
Recap Sheet, the requisition number, and any other backup documentation to
Purchasing via Inter-Office Mail or Fax.
10.3 Purchases $10,000 up to $78,900 (or the current bid threshold)
Three written quotes are required. Immediately after entering the requisition in PROMT
(for the lowest price quote), you must forward all three written quotes, along with a
completed Bid Recapitulation Sheet, the requisition number, and any other backup
documentation to Purchasing via Inter-Office Mail. Purchasing cannot process the PO
without receiving the quotes and the Bid Recap Sheet.
Page 6 of 7
11. STEP 5: PURCHASE ORDER

11.1 Purchasing’s Goal in Processing POs
The goal of the Purchasing Department is to process all POs within ten (10) business
days of receipt. POs which have a valid budget and the proper backup documentation
should be processed within three (3) business days of receipt, and all other POs which do
not have proper backup documentation or valid budgets, should be processed within a ten
(10) day time period.
11.2 Purchasing Issues a PO to the Vendor

Purchasing can see Requisitions in PROMT only after proper approvals from the
responsible Manager/Dean and the Business/District Manager have been obtained in
PROMT. Once Purchasing can see a requisition, Purchasing verifies the following items
before issuing a PO:
• Budget-checks for sufficient funds in the budget account code that you
entered.
• For purchases $2,500 up to $10,000, verifies receipt of a written quote from

the Requestor and/or Vendor. If a Bid Recapitulation Sheet was received to
summarize more than one quote, Purchasing compares the information to the
quote and verify that the information on the sheet accurately reflects the
quotes.
• For purchases $10,000 up to $78,900 (or the current bid threshold),

Purchasing verifies receipt of three written quotes from the Requestor and a
Bid Recapitulation Sheet. Purchasing will then compare the information
from the quotes and verifies that the information on the Bid Recap Sheet
accurately reflects the quotes.
When Purchasing issues a PO, its status shows as “Dispatched” in PROMT, and
Purchasing faxes the PO directly to the vendor.
If there are any problems with the PO, Purchasing sends a notification (usually via email)
to the Requisitioner and the Business Manager and does NOT issue a PO until the
problem is resolved.
12. STEP 6: CONFIRMATION

Within ten days of entering a requisition, look it up in PROMT to confirm that a PO number has
been issued, and that the “Status” shows as “Dispatched”. If the status shows Dispatched, this
means Purchasing has processed the PO and has faxed it to the Vendor. If it shows “Pending”
and you open the requisition and it states “No Documents”, this means the Requisition has not yet
been approved by the second level manager. Contact your second level manager (i.e., Business
Manager for your college or District Vice Chancellor) and request that they approve your
Requisition. After the second level manager has approved the Requisition, wait for 2-4 hours and
recheck the status. If it fails to show as “Approved”, then contact the IT Department to report the
problem.
13. ATTACHMENTS
None.
Page 7 of 7
Routing of “Payto” Invoice Requisitions and Invoices
1. PURPOSE
To provide procedures for routing of “Payto” Invoice Requisitions and their accompanying
Invoices.
2. SCOPE
This procedure applies to all District personnel who generate Invoice Requisitions for the
payment of an invoice.
3. OVERVIEW
Peralta’s Purchasing Policies follow the Board approved Purchasing Procedures, Public Contract
Code, Education Code, and the laws of the State of California. The District’s Purchasing Policy
requires that a Purchase Order be issued for all Goods and Services. No purchases shall be made
except as provided by California laws, Board polices, and Peralta Community College District’s
(PCCD) procedures for purchasing.
Only officers or employees expressly authorized by Board policy and procedures shall make any
purchase, or enter into any contract for the purchase of goods, supplies and services on behalf of
the District. Any purchase or contract made in violation of Board policy or PCCD’s procedures
is void and not binding on the District. Any person who is not authorized to make purchases for
the District and who engages in malfeasance may be personally liable for such action.
Standard Purchase Orders are required before purchasing of all goods. Invoice Requisitions are
after-the-fact type of purchase requisitions, to pay for specific types of services. Only the
purchases of Travel Expenses, Utility Bills, Service Invoices (under $600), Petty Cash
Reimbursement (for the Bursar’s Office), and Professional Services purchased under the
District’s Independent Contractor/Consultant Service Contract, are allowed to be purchased under
Invoice Requisitions. All other purchases, including the purchase of goods, must be purchased
via the District Standard Purchase Order process.
4. REFERENCES
4.1 Peralta Community College District — Purchasing Procedures
4.2 Board Policy Section 6.31 — Procurement of Supplies, Equipment, Furniture,
4.3 SOP09 — Requesting a Purchase Order for Goods
4.4 PowerPoint Presentation — Overview of Purchasing Policies & Procedures
4.5 State of California Public Contract Code — Sections 20650-20660
4.6 State of California Education Code — Part 49 Commencing with Section 81000

“Buyer” or “Assistant Buyer”. (Personnel working at the campuses are not Buyers.)
Page 1 of 4
• End-User – A District employee who receives a product or service.

• ICC – Independent Contractor/Consultant Service Contract. A contract used in lieu of a
formal contract for services over $600.
• Invoice – An official document from a vendor requesting payment for a good or service
provided to the District.
• Invoice Requisition – A requisition generated for a service that has already been rendered to
the District/College, and for which the invoice has already been forwarded to the end-user.
The end-user generates an Invoice Requisition in order for an after-the-fact Purchase Order to
be issued for payment of the service.
• Payto – The informal name for an Invoice Requisition.
• PO – (Purchase Order) The District’s official paperwork issued to a vendor authorizing a
vendor to sell/supply a product/service, in return for payment.
• PROMT – (Peralta Real-time Online Management Technologies) The District’s PeopleSoft
computer system used for generating requisitions, purchase orders and payment vouchers.
• Requestor – District/College personnel authorized to initiate a purchase requisition for a good
or service.
6. PROCESSING OF INVOICE REQUISITIONS

The District's purchasing activities must pass State audits and other required reviews, and
therefore must be conducted in an efficient, systematic, professional, and businesslike manner at
all times. The purchasing of Goods by end-users and then forwarding an invoice to Accounts
Payable for payment, is strictly prohibited.
This procedure only outlines the routing procedure for Invoice Requisitions (informally known as
Payto’s), and it accompanying Invoice. For a detailed explanation on how to purchase Goods,
review the District’s Purchasing Procedures (available on the Purchasing website), and review
SOP09 — Requesting a Purchase Order for Goods.
6.1 Types of Invoice Requisitions and Processing Procedures

The District has five (5) distinct types of Invoice Requisitions (Payto’s) that it utilizes.
Travel Expense Requisitions, Utility Requisitions, Service Invoice Requisitions (under
$600), and Petty Cash Requisitions, should be forwarded Directly to Accounts Payable
for processing. Only ICC Invoice Requisitions must be forwarded to the Purchasing
Department for Processing. The District does not purchase any Goods under Invoice
Requisitions (Paytos). Below is an explanation of each type of Invoice Requisition and
the processing associated with each:
• Travel Expense Requisition — This type of requisition is used by end-users to request
reimbursement for travel expenses, such as, mileage reimbursement, airfare, and lodging
services. Travel Expense Requisitions (and accompanying backup documentation)
should be forwarded directly to the Accounts Payable staff (and not the Purchasing
Department) for processing.
• Utility Requisition — This type of requisition is used only for processing utility bills,
such as, water, sewer, gas, electricity, and telephone bills. Utility Requisitions (and
accompanying approved and signed off Invoices by the budget responsible manager)
Page 2 of 4
should be forwarded directly to the Accounts Payable staff (and not the Purchasing
Department) for processing.
• Service Invoice Requisition (under $600) —This type of requisition is used to purchase
one-time professional services under $600. (An example of this type of service is
payment for professional models for the college’s Art Department.) This requisition
requires an accompanying “Payment For Services – Not To Exceed $600” form approved
by the first and second level Manager. The invoice for this service must be approved by
College’s Business Manager or the budget responsible District Manager, and forwarded
to Accounts Payable. Service Invoice Requisitions under $600 (and accompanying
backup documentation) should be forwarded directly to the Accounts Payable staff (and
not the Purchasing Department) for processing.
• (College’s Bursar’s Office) Petty Cash Requisition — This type of requisition is used
only by the College Bursar’s Office to request petty cash replenishment for the Bursar
Office. No one other than the Bursar’s Office should be generating Petty Cash
Requisitions. It is not for end-users to buy items and then ask to be reimbursed. Petty
Cash Requisitions (and accompanying backup documentation) should be forwarded
directly to the Accounts Payable staff (and not the Purchasing Department) for
processing.
• ICC Invoice Requisition —This type of requisition is used to purchase professional
services over $600 and up to $25,000 for general funds purchases, and up to $78,900 (or
adjusted annually by the Price Deflation Index), for bond fund purchases. All purchases
must be set up under the District’s Independent Contractor/Consultant Service Contract
(ICC). The ICC must be approved by the College President or Vice Chancellor, the Vice
Chancellor of Financial Services, and the Chancellor, prior to the purchase of the service.
Note: A new ICC is required for each fiscal year for services over $600. If the ICC is
over $25,000, for general funds purchases, and over $78,900 (or adjusted annually by the
Price Deflation Index), for bond fund purchases, then the ICC will need Board approval
prior to the issuance of a Purchase Order. It is the responsibility of the budget
responsible department (for the service), to obtain Board approval for all ICCs that
require Board approval. The District Finance Department tracks all ICCs for proper
Board approval and only logs approved ICC in the ICC log.
ICC Invoice Requisitions require special processing as follows:

o Step 1 - Obtain the appropriate signatures on the ICC and forward the original to
the District Finance Department. Once approved Finance will list the approved
ICC in the ICC log.
o Step 2 - Generate the Invoice Requisition in PROMT for the approved ICC and
forward to the District Purchasing Department for Processing. Purchasing will
receive a copy of the ICC (from Finance) and review the ICC log and process all
approved ICC requisitions/purchase orders.
o Step 3 Forward the approved Invoice signed off by the budget responsible
College Business Manager or a District Manager to Accounts Payable for
payment.
Page 3 of 4
6.2 Sales Taxes on Service Invoice Requisitions

In the procurement of Services, sometimes services have some incidental Goods as part
of the purchase. The Goods are only incidental, but must be itemized on the Invoice
Requisition, so that the District Accounts Payable Staff is able to correctly document the
taxes paid in connection with this service. For example: A vendor who comes in to
service a copier may invoice the District for a part associated with the service call. That
part is taxable and must be itemized on the requisition, and coded as taxable it the
PROMT system.
The District’s Accounts Payable Department reports all Sales and Use Taxes to the State
Board of Equalization, so it is imperative that the District tracks all taxes on Invoice
Requisitions. When generating an Invoice Requisition, the end-user must correctly
identify what items are taxable, and must correctly mark those items as taxable in the
PROMT system.
7. PURCHASING OF GOOD
Goods Purchases Are Not Allowed Under (Payto) Invoices Requisitions, (with the exception
of some incidental goods purchased under Service Invoice Requisitions). All goods must be
purchased through the District Purchasing Department with an approved Purchase Order. Any
employee/end-user who purchases Goods and submits an invoice expecting to be reimbursed is
violating the District’s Purchasing Policies and may be liable for the purchase. To purchase
Goods, submit an approved requisition for the items, and the District Purchasing Department will
issue a Purchase Order to the Vendor (see SOP09 — Requesting a Purchase Order for Goods).
The District understands that in some instances there is a need for last minute purchases, and can
set up Open Accounts with selected vendors for these last minute emergency purchases. These
Open Accounts must be set up prior to the purchase, and are on case-by-case basis, and require
coordination with the budget responsible department. Please contact the Purchasing Department
if you are interested in setting up a specific Open Account Purchase Order.
8. ATTACHMENTS
None.
Page 4 of 4
FLOW DIAGRAM--PROCUREMENT OF GOODS
COST CENTER PURCHASING PURCHASING

MANAGER/ STAFF MANAGER/VICE
END-USER REQUISITIONER BUSINESS OFFICER ASSISTANT BUYER CHANELLOR VENDOR
Identifies items and

Contacts general cost to
requisitioner determine
requesting item(s) to procurement
be purcahsed process
a) Identifies
vendor(s) selling
item(s)
Completes
b) If vendor is new, w-9 and
sends w-9 and profile
vendor profile application
application to and returns
vendor to to
complete. requisitioner
Reviews
completed forms
and sends to Inputs Vendor
Purchasing Staff information into
Assistant PROMT
Provides
c) Obtains quotes, item
pricing and eta information,
from vendor(s). pricing and
Reviews quotes. eta
d) Obtains
accurate funding
codes for
requisition and
inputs all item,
pricing, quotation 1) Requisiton is
and delivery Approves requisition sourced to a PO
information into upon review of item(s) # and queued.
PROMT as a for purchase and Obtains PO from
requisition budget/fund coding queue.
2) If PO is under
$2,500.00, the
PO is reviewed, Vendor
PO is faxed to dispatched and Processes
vendor signed PO
3) PO Between
$2,500.00 and
$9,999.99
e) Forwards requires a review
quotes, bid recap of the quote(s),
and any pertinent PO and quote then is Vendor
information to are faxed to dispatched and Processes
Buyer the vendor signed PO
4) PO between
$10,000.00 and
$76,699.99
requires a review
of the quotes
and bid recap
form. Then it is
dispatched. After
it is signed by
the Purchasing
Manager, it is
reviewed again
before being
PO and quote given to the Purchasing Vendor
are faxed to Purchasing Manager reviews Processes
the vendor Assistant and signs PO PO
5) PO is
$76,700.00 or
over requires
formal bid and
board approval.
After bid is
complete, PO is
PO is faxed or dispatched. PO
mailed to Reviewed after Vendor
Vendor with Vice chancellor PO signed by Processes
contract signs it. Vice Chancellor PO
FLOW DIAGRAM --ACCOUNTS PAYABLE PROCESSES FOR PURCHASES OF GOODS
VENDOR ACCOUNTS PAYABLE
a) Receives invoice, finds PO, checks PO

document status and verifies items have
Sends Invoice to District via Mail been received via receipt in PROMT
b) Compares invoice prices to PO prices
c) Creates a voucher in PROMT, budget

Checks, matches items on invoice with
receipt and prices
d) Voucher is then sent through PROMT

processing to become approved, valid and
postable. Then it posted.
e) Pay-cycle process creates a payment and

then a manual check is generated and
Vendor receives check per invoice and mailed to the vendor. (Checks printed on
processes the deposit Wednesday and mailed on Friday.)
FLOW DIAGRAM--RECEIVING OF GOODS
COLLEGE STOREROOM
VENDOR WAREHOUSE/RECEIVING KEEPER REQUISTIONER/END-USER
a) Signs for packages, retrieves

Vendor sends good packing slips, prints PO in PROMT
to district warehouse and prints it out
b) Checks packages for items on

PO, cross-references with packing
slips
c) After verifying what has been

physically receieved, a receipt is
created in PROMT
d) Writes reciept # & destination on

packages, prints out receipt and files
them with destination clipboards
(sorted by college)
e) PO is filed away
f) Contact storeroom keeper to Sets up appointment for

arrange delivery time and date delivery of goods to college
g) Matches destination receipts with

packages and confirms delivery
appointment Appointment confirmed
Packages received with signs

h) Packages go out for delivery confirmation of delivery
i) Matches receipt(s) to PO(s), then Package(s) delivered to end- End-user(s) receives

receipt(s) and PO(s) are filed away user(s) package(s)
2/5/2010
Flow Diagram — Measure A Process
Requestor Business Office Measure A Cord. V.C. Gen'l Svcs. V.C. Finance Chancellor Buyer
Generates Receives form and Logs form, date

Measure A reviews for approval. stamps and
Form ------------------------ assigns a
Forwards approved number to form.
form to Measure A -------------------
Coordinator. Reviews form
for
completeness,
logs President's
signature date.
A p p r o v a l
If form is
complete,
forwards to VC
General Services
for approval, logs
sent date.
------------------- Reviews form and
If form is approves/denies
Receives form (w/in 24
Receives email notice incomplete
P r o c e s s
email notice hours).

that Measure A form is emails Business
that Measure -------------------
incomplete. Office and
A form is Forwards all
Requestor.
incomplete. forms to Measure
A Coordinator.
Approved forms
are logged and Reviews form and
forwarded to VC approves/denies
M e a s u r e
of Finance. form (w/in 24

------------------ hours).
For rejected -------------------
Receives email forms an email is Forwards
notification that the form sent to Business approved forms
Receives has be rejected, along Office and to Chancellor.
Reviews form and
copy of with instructions of who Requestor -------------------
approves/denies
rejection to contact to get the indicating reason Rejected forms
form (w/in 24
A
notification form approved. for rejection and are returned to

hours).
email. notifying how to Measure A
-------------------
correct problem. Coordinator.
All forms are
returned to VC
Rejected forms All forms are
Finance.
------------------- forwarded to
Approved forms Measure A
are logged, Coordinator.
Receives copy Receives email scanned and Receives advance
of approval notification that the emailed to copy of Measure A
notification, form has been Business Office, form. Buyer keeps
then generates approved. Requestor, and copy to attach to PO.
a Purchase copy sent to
Requistion. Buyer.
Business Process Document
Enterprise Purchasing 8.8: Dispatching POs
PERALTA REALTIME ONLINE MANAGEMENT TECHNOLOGIES
Dispatching POs
In the
PROMT System
Step Action
1. Begin by navigating to Associate Service Center Æ Finance Æ Purchasing Æ
Purchase Orders Æ Add/Update POs link.
2. Click on the Find an Existing Value and search for the PO ID you will be working
on.
3. The Purchase Order page will show all the details of the PO such as the Vendor
Information, Buyer Information, PO Status etc.
Step Action
4. Click on the Ship To/Due Date tab to get to the ShipTo Location and Tax details
available on the Line Section, just next to the Details tab.
Step Action
5. The value in the field Ship To will determine the ShipTo location and also whether
the corresponding line is taxable or not.
6. Modify the value as required on the field.
7. Click on the Receiving tab to see the Receiving column.

Step Action
8. Uncheck the box under Receiving Required field for all those lines where the
Receiving is not required.
Note: Generally the items that are not goods do not require receiving. Items such as
Invoices, travel reimbursements etc do not require receiving.
9. Click on Add Comments (or Edit Comments if any comments already exist) link to
input any comments on the PO and view them.
Step Action
10. There are three checkboxes below the Comments area, namely Send to Vendor,
Shown at Receipt and Shown at Voucher. Click on one or more of the boxes if you
want your comments to be shown to Vendor, Receipt and/or Voucher respectively.
11. Click OK to proceed to main page.
12. Approval Step: After performing the above steps, Click on the icon available
adjacent to the PO Status field to approve the PO. The status will now change from
Open to Approved
Note: This will approve the PO.
Step Action
13. Click on Budget Status icon to budget check the PO, which will budget check the
PO.
14. The above step will liquidate the Pre-encumbrance held by the corresponding
requisition and create an encumbrance on the PO.
• On Success, the Budget Status will change to Valid
• On Failure, the Budget Status will change to Error
Note: You can proceed ahead with the PO only if the Budget Status is Valid.
Step Action
15. PO Dispatch Process (One PO at a time): Click on Dispatch button available on the
right middle portion of the page to start the PO Dispatch process.
Step Action
16. Select the Server Name on the Dispatch Options page. Select PSNT as the server
name.
17. Click OK to proceed to the confirmation wait page.
Step Action
18. Click Yes, if you want to wait for the Dispatch Process to complete.
Click No, if you want to proceed to the main page before the dispatch process is
completed.
19. If the process is successful, then PO status will be changed to Dispatched.
PO Dispatch Batch Process:
Dispatching PO can also be done via a Batch Process. The batch process is useful especially if
we want to dispatch multiple POs at a time. Note that all the POs selected for the dispatch must
be Approved and Valid.
Steps involved in running the Batch Process:

Step Action
20. Navigate to Purchasing-> Purchase Orders -> Dispatch PO to proceed to Dispatch
Purchase Orders page.
Step Action
21. If the user navigates the first time to this page, he needs to click on Add a New Value
tab and enter a proper Run control Id.
Click on Add to proceed to the next step.
22. If the user has already created Run Control Ids, then he may click on Search so that
the system would show all the Run Control Ids that he has created.
Step Action
23. Click on any of the resultant links to proceed further.
Step Action
24. The above page contains a set of Parameters, such as POID, Various PO Statuses,
Buyer ID, From and Thru Dates etc.
25. You can enter some or all of the Parameters based on your criteria of processing the
POs.
26. You must check atleast one of the Statuses to be able to proceed further.
27. After entering the desired parameters, click On Run button to navigate to Process
Scheduler Request page.
Step Action
28. Click on the check box adjacent to PO Dispatch & Email.
Select Type as Web and Format as PDF and click OK to navigate back to the main
page.
29. Click on Process Monitor link available on the top middle portion of the page to
check the status of the dispatch process you just ran.
Step Action
30. You will be navigated to the Process List page wherein it shows the process you just
ran.
31. The two columns Run Status and Distribution Status determine the status of the
process. The Run Status should be “Success” and the Distribution Status should be
“Posted” in order for the process to be successful.
32. In the below screenshot, the Run status is shown as “Processing”. It means the Process
is still running.
Step Action
33. Click on Refresh button till the Run Status changes to Success and Distribution Status
to Posted.
34. Once this step is successful, click on the PODISP link below the Process Name
column.
Step Action
35. Click on the middle link of the three links available on the Process Details page.
Step Action
36. Click on the View Log/Trace link available on the bottom right portion of the page.
Step Action
37. Click on the first link that says “POPO005XXXX.PDF” to open the PO in a PDF
format.
Step Action
38. Once the PDF file is opened, click on Print to print PO.
Enterprise Purchasing 8.8: Adding a Vendor
Adding Vendors
In the
PROMT System
Procedure:
Step Action
1. Begin by navigating to the Vendor Information page.
Click the Vendors Æ Vendor Information Æ Add/Update Æ Vendor to
navigate to the page.
2. Click on the Add a New Value tab to add a new Vendor.
Note: Before we add anew Vendor, we need to check whether the Vendor
already exists. This avoid duplication of the Vendor, if exists.
3. Click on the Add button available on the page.
Step Action
4. Enter the Vendor Short Name (appropriate name). This field is mandatory.
Note: All the alphanumeric entries must be entered in capital letters.

5. Enter the Vendor Name1. This field is mandatory.
6. Select the Status value as Approved.
Note: The value Approved appears by default.

7. Select the appropriate value for Classification. The Classification field would
help us to identify the type of the Vendor.
8. The HCM class differentiates a regular Vendor from a Benefit Vendor or
Garnish Pay Vendor by selecting the appropriate value from the drop down
corresponding to the HCM class. To select HCM class type, we first need to
select HCM in the Classification drop down.
Note: Generally, the HCM Vendors are created only upon the request from
Payroll.
9. If the Vendor is an Individual, then check the Withholding box.
Step Action
10. Always check the Open for Ordering box so that the Vendor can be used for
ordering the goods.
11. If the Vendor has any NIGP codes assigned for him, expand NIGP Codes
section and enter the NIGP codes in the corresponding fields. NIGP codes are
divided into NIGP class and NIGP class item codes. NIGP class is the Parent
code whereas the class item code describes more specific nature of the good
Vendor has.
12. Click the Additional Reporting Element tab and select the appropriate value
for Type of Contractor.
13. Select the appropriate Business Type under same tab.
14. If Women own the business, then check the Women-owned Business.
15. Click on the Address tab
Step Action
16. Enter the value Mailing Address in the Description field of the Vendor, as it is
Step Action
the first address to be entered.
Enter the Address1, City, State, Postal etc. in the corresponding fields.
17. Enter the Phone/Fax Information in the tab Phone Information. Select the
Phone type in the Type column and enter the area code in the Prefix column
and the remaining number in the Telephone column.
Note: This is valid only if the Country is selected as USA/CANADA.
18. To add additional Phone Number, click on the icon available at the right
end of the Phone row.
19. Follow the step 17 to add another phone number. For entering fax number,
select Fax as the Type and enter the No in the same way as we entered the
Phone No.
20. To add another address (for example, Remit Address), just click the icon
available on the right side of the Vendor Address tab.
21. Follow the steps 16 and 17 to add the Address and Phone Information
22. Sometimes Vendors want different name on the Paychecks from that of their
Names. In those cases, click on Payment/Withholding Alt Names and enter
the alternate names in the field Name1 that would appear on the Paychecks.
Step Action
23. Click on the Contacts tab to add the Contact information of the person
representing the Vendor
24. Select the appropriate type of the Vendor in the Type field.
25. Enter the Name, Title, Email address and the Phone information of the Contact
Person in the corresponding fields available on the page.
26. Assign the appropriate address to the contact person.
Note: In most cases, address would be the Mailing address.

Step Action
27. Click on the Location tab to add the Vendor specific information.
Step Action
28. Go to the ID Numbers tab to select the appropriate type of the Vendor
(whether the vendor is Corporation, Individual, and Partnership etc) and enter
the either Tax ID Number (if the Vendor is Corporation) or Social Security
No (if the Vendor is an Individual).
29. Click on the Sales/Use Tax link to add tax related information to the vendor
Step Action
30. Select the appropriate information for Sales/Use Tax Applicability and Ship
To Location fields, applicable to the Vendor.
31. Click OK to get back to the main page.
32. If the Vendor is Individual and is of type Services, then we may need to fill his
1099 information. For this, click on the 1099 link and fill the necessary
information.
Step Action
33. Select and enter values for Entity (defaulted to IRS), Type (defaulted to 1099
Withholding), Jurisdiction(defaulted to FED), Default Class(select Non-
Employee Compensation) and 1099 Status (select Reporting Only) in 1099
Options tab.
34. Enter the required information in 1099 Reporting Information and click OK.
Enter the values for Entity (Defaulted to IRS), Address (Mailing Address),
TIN Type (S or F) and the appropriate Number
35. Click Payables link available on the page and under Remitting tab, select
REMIT TO ADDRESS.
36. Click on the Save button to save the Vendor Information.
Enterprise Purchasing 9.0: Creating a Requisition
Creating Requisitions
in the
PROMT System
Last changed on: 1/7/2011 3:53 PM Page 1

Procedure
This procedure is for creating purchase requisitions in the PROMT system. Not all fields in
PROMT are utilized by PCCD. This procedure only provides information on the fields that are
used by PCCD. Whenever possible screen shots have been provided to help you navigate through
the PROMT system.
Step Action
1. Begin by navigating to the Requisition page.
Click the Associate Service Center Æ Finance Æ Purchasing Æ Requisitions link.
Step Action
2. Click the Add/Update Requisitions link.
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Step Action
3. Click the Add button.
4. Use the Requisition page to create requisitions online. This page enables you to
determine the defaults to use for creating requisitions. Using this page, you can also
enter item information, modify item lines as needed, establish schedules and
distributions, and define internal delivery and accounting information.

Step Action
5. The Requester field displays the name of the requester for the requisition.
Press [Tab].
6. The Requisition Date field displays the date when the requisition is created.
Press [Tab].
7. The Origin field provides information about the origin of the requisition.
Origins : __PO(Purchase Order), __IN(Invoice), __PC (Petty Cash), __TV(Travel)

Each college has a different prefix for each origin.
Values for each college and the District are: Alameda – A, Laney – L, Merritt – M,
BCC (formally Vista) – V, Dist – D
Ex. APO, AIN, APC, ATV, DAP
Note: If you select DAP as the Origin, PROMT will automatically route the
requisitions directly to Accounts Payable for processing. DAP is to be used only for
invoice requisitions for Travel expenses, Petty Cash reimbursement, and Utility bill
payments. All other Requisition should be routed though to the Purchasing
Department for the issuance of a PO.
8. Click the Look up Origin button to view the Search Results table.
Click on the Origin that you want to enter.

Step Action

Step Action
9. The value in the Currency Code field is populated from the Requester Setup page
(REQUESTOR_TBL) by default if the business unit allows multi currency
requisitions. If the business unit does not allow multi currency requisitions, the
currency field value is populated from the business unit. At Peralta, this value cannot
be overridden on this page.
Press [Tab].

Step Action
10. Next, you want to specify the defaults applicable to the requisition.
Click the Requisition Defaults link.
11. Use the Requisition Defaults page to enter defaults that apply to the entire
requisition.

Step Action
12. Click the Look up Buyer (Alt+5) button and view the Search Results table.
Select a buyer for your campus.

BSCOTT SCOTT,BARBARA

Step Action
13. Click the Look up Vendor (Alt+5) button to view the Vendor Search results.
14. Select a vendor.


Step Action
15. Click the Lookup Category button.

Step Action
16. Scroll through the Search Results table to select a Category.
Note: Generally, the Category is same as the Object Code
Select a Category

Step Action
17. Click the Ship To Location lookup button to select the SHIPTO address of the goods
to be delivered. The Ship To address determines only the place where the Vendor
would send the goods.
Note: WAREHOUSE is the default Ship To address for all the goods except in
special cases. Check with Purchasing department for more details.
18 Select the value in Taxable field adjacent to the Ship To location.

This Taxable column determines whether to apply the taxes on all the Requisition
lines or not. The Values:
• Yes --- Taxes are applied to all the line items.
• No ---- Taxes are not applied to all the line items.
Note: Yes is the default Taxable value. However, the user can always override
any of these individual Requisition line items.
19. Skip down to the Distribution section available on the bottom of the page.

Step Action
20 Enter your Budget Codes in the Distribution details section. Fill the fields such as
Location, Fund Code, Cost Center, Program Code, Activity Suffix, Project and
Accounting Line. Leave other fields empty or with current defaulted info.
(Note: Leave the Percent field empty unless you enter the multiple distribution lines.
Then Click
Step Action
21. Next, you need to specify the items for which the requisition is being created.
We do not use Item field. Only use description. Enter the text in Description
field.
22. Press [Tab].
22. Enter the desired information into the Quantity field.
23. Press [Tab].
24. The UOM field specifies the standard unit of measure for this item.
Enter the desired information into the UOM field.
25 Enter the Category field. This is same as the Category field in the Requisition
Defaults page.

Step Action
26. Enter the desired information into the Price field.
27. Ship To Location determines the location where the goods are to be
delivered by the Vendor. Warehouse is the default Ship To Location.
Click on the Ship To Location lookup button, if you desire to change the
location value.
28. The Taxable column designates if an item is taxable or non-taxable
For Taxable Items:

Choose Yes from the drop down box in the Taxable column for items that
you wish to make Taxable.
For Non-Taxable Item:

Choose the No from the drop down box in the Taxable column for items
you wish to make Non-Taxable.
29. To add a new line to the requisition, follow the below instructions. If you don’t
need to add any lines skip to 30 to continue processing your requisition.
Click the on scroll bar to scroll, to find the Add a new line button on the right
end of the row. (You may not need not use the scroll bar depending on your
computer screen size.)
• Click the Add Row button.
(Note: It is always recommended to keep all the requisitions to a
maximum of 15 lines each.)
Sometimes, due to the Pop-up blocker settings of the browser, Clicking
the add row button may give a warning message on the top of the
browser as shown in the below screen shot. Just click on the message
and click on “Temporarily allow Scripted Windows” option to allow
the Pop-up windows to be displayed.
• Then click the Add Row button to proceed further.
• Enter the desired number of lines you wish to add into the field. For
example if you want to add two line type in “2”.
• Click the OK button.
• Now you can enter your information in the new line(s) of the requisition.
Below are three screen shots associated with adding a new line(s) to a requisition.



Step Action
30. Click the Save button to save your requisition.
31. Notice that an “ID” has been generated for this requisition. This ID is referred to as
Requisition ID. When you saved this page, the system determined the taxable and
non-taxable items based on the Taxable column of each line.
Then the system calculated the taxes for each taxable line(s) and added this tax
amount to the corresponding line items. The sum total of the line(s) amount is
the Total Requisition amount; which includes any taxes that you designated per
line item.
Note: The tax amount and the total Requisition amount is displayed in the
Amount Summary section present on the Right middle portion of the
Requisition page.
32. Then Click on the Budget Check icon to do the Budget checking. Once the Budget
status is changed to ‘Valid’, the requisition has been successfully created.
Note: On Budget checking, Total Amount will be pre-encumbered. See the below
screen shot.

End of Procedure.

Enterprise Purchasing 9.0: Receipt Delivery Report

Enterprise Purchasing 9.0: Receipt Delivery
Receipt Delivery Report

Procedure
Step Action
1. Begin by navigating to the Receipts page.
Click the Associate Service Center Æ Finance Æ Purchasing Æ Receipts Æ

Reports link.
2. Click on the Receipt Delivery link to go to the Receipt Delivery page.
Step Action
3. Click the Search button available on the page to search for the Run Control Ids
required to run the Report.
Note: For the first time users, Click on the Add a New Value tab and enter a Valid
Run Control ID, without any white spaces and Click Add.
4. Click on one of the Resulted Run Control IDs.
Step Action
5. Clicking on the Run Control would navigate us to the Report Request Parameters
page.
Step Action
6. Enter the Business Unit. The default Value is PCCD1.
7. Enter the Receipt No. for which you wish to run the Delivery Report.
8. Click on Run button available on the top right of the page.

Step Action
9. Select the check box besides to the row that says Receipt Delivery.
10. Select the Type as Web and Format as PDF on the Receipt Delivery row.
11. Click OK
Step Action
12. Click on the Process Monitor available on the top right of the page.
Step Action
13. The row that indicates Process name as RECV_DEL is the row we need to monitor.
14. Click Refresh button until the Run Status indicates Success and Distribution Status
indicates Posted on the RECV_DEL row.
15. Then click the RECV_DEL link.
Step Action
16. Click on the third link that says “XXXX-POY530- Success”
Step Action
17. Click on View Log/Trace.
Step Action
18. Click on the link that says “POY5030 – XXX.PDF”.
19. This will open the Delivery Report for that receipt.
Step Action
20. At Peralta, we need to print out two copies of this Delivery Receipts. One Copy is
Signed by the Campus Store keeper and is held by the Warehouse personnel and the
other copy belongs to the Storekeeper for their records.
P E R A L TA C O M M U N I T Y C O L L E G E
DISTRICT
PURCHASING PROCEDURES
Dr. Sadiq B. Ikharo

Vice Chancellor of General Services
Updated January 12, 2010

PURCHASING, WAREHOUSE,
DUPLICATION & MAILROOM SERVICES
PURCHASING DIRECTORY
Vice Chancellor of General Services 466-7336

Purchasing Compliance Manager 587-7895
Vendor Information 466-7225
Buyer (BCC & Merritt) 466-7255
Buyer (District, COA, & Laney) 466-7256
Buyer (Measure A, only) 466-7217
Purchasing Department 466-7225
Fax: 587-7873
WAREHOUSE / MOVABLE PROPERTY
Warehouse Supervisor 466-7334
DUPLICATION & MAILING

Telephone 466-7396
Mailing Address: Purchasing Department

Peralta Community College District
333 East 8th Street
Oakland, California 94606
Updated January 12, 2010

TABLE OF CONTENTS
1.00 Goods or Nonprofessional Services
1.01 Requisition Process - Colleges
1.02 Requisition Process - District Office
1.03 Annual, Blanket, Open Purchase Orders
1.04 Food Service Procurement
1.05 Obtaining Prices
A. Goods and Services
B. Public Works Projects
1.06 Bid Specifications
1.07 Exceptions to Formal Bidding
1.08 Determining the Low Bid and Making the Purchase
1.09 Non-Responsive Bids
1.10 Receiving Procedures
PROCEDURES FOR THE SELECTION OF PROFESSIONAL SERVICE CONSULTANTS

2.00 Use of Competitive Procedures to Retain Consultants
2.01 Architectural, Engineering and Land Surveying Services
2.02 Other Professional Services
2.03 Wavier of Competitive Procedures for Professional Services
PROCEDURES FOR COMPLETING PURCHASING FORMS

3.00 Quotation Request Forms
3.01 Bid Recapitulation Form
3.02 Bid Opening Form
3.03 Request for Emergency Purchase Form
3.04 Vendor Application Form
3.05 Purchase Orders
3.06 Change Order Form/Addendums
3.07 Waiver of Competitive Procedures for Professional Service Consultants Form
ATTACHMENTS – SAMPLE PURCHASING FORMS

Request for Quotation Forms (2 formats)
Bid Recapitulation Form
Request for Emergency Purchase Form
Vendor Application Form
Request for Change Order Form
Waiver of Competitive Procedure Form
The purpose of these policies and procedures is to ensure that goods and services necessary for
the operation of the colleges are obtained at competitive prices, to guarantee fairness in the
selection of vendors, and to minimize opportunities for corruption. Through the use of these
policies, purchasing at the Peralta Community College District will be an open competitive, and
a fair process.
These policies and procedures are consistent with the State of California Public Contract Code
Sections 20651-20660 and the State of California Education Code Part 49, (commencing with
Section 81000) and Board Policy Section 6.31 which represent the basic intentions and goals of
the board of the Peralta Community College District will be an open competitive and a fair
process.
NO PURCHASES SHALL BE MADE EXCEPT AS PROVIDED BY CALIFORINA LAWS,

BOARD POLICES AND THESE PROCEDURES FOR PURCHASING. ONLY OFFICERS
OR EMPLOYEES EXPRESSLY AUTHORIZED BY BOARD POLICY AND THESE
PROCEDURES SHALL MAKE ANY PURCHASE OR ENTER INTO ANY CONTRACT
FOR THE PURCHASE OF GOODS, SUPPLIES AND SERVICES ON BEHALF OF THE
PERALTA COMMUNITY COLLEGE DISTRICT. ANY PURCHASE OR CONTRACT
MADE IN VIOLATION OF BOARD POLICY OR THESE PROCEDURES IS VOID AND
NOT BINDING ON THE DISTRICT.
The Chancellor is authorized to approve purchase of goods, supplies, equipment and

services not to exceed $78,500 (or as adjusted annually by Price Deflation Index). All
purchases in excess of $78,500 or more (or as adjusted annually by Price Deflation Index)
shall require board approval.
District employees who are in the solicitation and /or recommendation for selection of
vendor/contractor shall comply with the District’s Conflict of Interest Code. No employee who
is involved in the solicitation and/or recommendation for selection of vendor/contractor shall
have pecuniary interest in the vendor/contractor nor shall the employee accept gifts from
vendors/contractors in excess of $290.00 in a calendar year from any single source, without
disclosure of receipt of such gifts, as required by the Conflict of Interest Code.
Any person who is not authorized to make purchases for the district and who engages in
malfeasance may be personally liable for such action.
1.00 GOODS OR NONPROFESSIONAL SERVICES
Goods or nonprofessional services, hereinafter referred to as goods, should be purchased

from the vendor who can provide the required goods at the time and also at lowest price
available.
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1.01 REQUISITION PROCESS – COLLEGES
User departments must plan ahead. Initiate and submit your purchase requisition forty-
five (45) to sixty (60) days in advance of the desired delivery date (DDD).
Requisitions for materials, rentals or services should be carefully prepared. The

originating/user department must submit a requisition to the Business Office for the
issuance a purchase order. The requisition must be approved by the department head or
designee. The requisition must include the name and department making the request,
coding, delivery address, date of requisition, term of payment and shipping terms. List
the equipment, supplies, or services to be purchased giving a complete description of all
items. If contracting for service or travel, indicate as many details as reasonable (i.e.
maintenance, consultant, registration fees, hotel cost, meals, ground transportation, etc.)
Purchases requiring informal bids must be summarized on a bid recapitulation (bid

recap) sheet. The solicitor of bids must sign the Recap sheet and forward the bids and
the Recap sheet to the Business Office. The Business Office and Colleges are
encouraged to solicit bids from a diverse business community, including Small Local
Business Enterprise (SLBE), Small Emerging Local Business Enterprise (SELBE), other
local vendors, and minority and women business. If the successful bidder is an
SLBE/SELBE vendor, enter its designation in the appropriate space on the Recap sheet.
The Business Office will prepare requisitions for issuance a purchase order and forward
the bids, the Recap sheet, and the Purchase Requisition to the District Purchasing Office
to issue a Purchase Order.
1.02 REQUISITION PROCESS - DISTRICT OFFICE
User departments must plan ahead. Initiate and submit your purchase requisition forty-
five (45) to sixty (60) days in advance of the desired delivery date (DDD).
Requisitions for materials, rentals or services should be carefully prepared. The

requisition must be approved by the department head or designee. The originating/user
department must submit a requisition to District Office Purchasing for the issuance a
purchase order. The requisition must include the name and department making the
request, coding, delivery address, date of requisition, term of payment and shipping
terms. List the equipment, supplies, or services to be purchased giving a complete
description of all items. If contracting for service or travel, indicate as many details as
reasonable (i.e. maintenance, consultant, registration fees, hotel cost, meals, ground
transportation, etc.)
Purchases requiring informal bids must be summarized on a bid recapitulation (bid

Recap) sheet and attached to the purchase requisition. The solicitor of bids must sign
the Recap sheet and forward the bids and the Recap sheet to the District Purchasing
Office for the issuance of a Purchase Order. The District Office and Colleges are
encouraged to solicit bids from a diverse business community, including local vendors
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and minority, disadvantage and women-owned businesses. If the successful bidder is an
SLBE/SELBE vendor, enter its designation in the appropriate space on the Recap sheet.
Only one (1) quotation is required for purchases under $10,000.00; however, if the
purchase is over $2,500.00 the quote must be in writing. The originating department
must solicit at least three (3) written bids/price quotations for items between $10,000.01
and up to $78,500. or as adjusted annually by Price Deflation Index or as adjusted
annually by Price Deflation Index. Once bids are received, an evaluation and selection
process is necessary to select a vendor for contract award. All purchases less than
$78,500 (or as adjusted annually by Price Deflation Index) require approval by the
Chancellor.
1.03 ANNUAL, BLANKET, OPEN PURCHASE ORDERS
In order to minimize delay and encourage effective planning, prices for regularly
purchased goods should be determined in advance of the purchase. In such cases, the
college or the department must make an approximation of the type and the quantity of
goods during the specified time (not to exceed one year). Once the low bid is determined
and the necessary approvals obtained, District Purchasing issues a purchase order to a
specific vendor for the total amount of the estimated purchases. This allows the end user
to buy unspecified quantity of items during the fiscal year. Expenditure exceeding
$78,500 (or as adjusted annually by Price Deflation Index) requires Board approval.
1.04 FOOD SERVICE PROCUREMENT
The procurement for the food service operation is done on an annual basis. A Request
for Proposal (RFP) is prepared requesting price quotations for various food items and
services. A review and evaluation process is done by the College administrator
responsible for this operation to determine the award, a board report is prepared and
after approval, the food service vendors are notified of contract award.
1.05 OBTAINING PRICES
Generally, multiple prices must be obtained each time a purchase is made. Methods
should be used that maximize the possibility of the district's obtaining the desired goods
at the lowest possible price. Splitting purchases to reduce the procedural
requirements for obtaining prices is strictly prohibited.
A. Goods and Services
Purchases of less than $10,000-- Only one (1) quotation is required for purchases under
$10,000.00; however, if the purchase is over $2,500.00 the quote must be in writing.
Such items may be purchased from any vendor offering the required goods or services at
a reasonable price. Examples of reasonable price are: items purchased based on
vendor’s catalog prices, or based on a comparison of vendor’s price lists; or items
purchased based on historical price data, or based on prior bid solicitations.
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The solicitor of the quotation (or the Business Office) must forward the quotation along
with an approved Purchase Requisition to the District Purchasing Office for issuance of
a Purchase Order.
Purchases between $10,000.01 and $78,500 (or as adjusted annually by Price

Deflation Index) - Informal competitive bidding is required. Informal competitive
bidding requires that the department obtain three (3) written bids/price quotations
specifically describing the goods and their prices. The bids/price quotations may be
obtained either on a Quotation Request Form or on the vendor's letterhead stationery. In
either case, the bid must be written in ink and signed by an authorized representative of
the vendor.
The bids/price quotations must be summarized on a bid recapitulation (Recap) sheet.

The solicitor of bids must sign the Recap sheet, generate a requisition, and forward the
bids and the Recap sheet for approval by the Department Head/Business Office.
Subsequently the Department Head/Business Office should forward the quotes, Recap
sheet, and Requisition to the District Purchasing Office for the issuance of a Purchase
Order. If the department receives fewer than three bids within ten working days of the
solicitation, a department staffer may proceed with the purchasing process and
determine if the prices submitted are reasonable. If three prices are not obtained, an
explanation must be provided on the bid-recapitulation sheet.
Purchases over $78,500 (or as adjusted annually by Price Deflation Index) - Formal
bidding is required. Formal bidding requires that the department write specifications
describing the needed goods or services. The requestor will supply District Purchasing
with detailed specifications and approved requisition. The specifications are reviewed by
Purchasing to ensure that the specifications are complete and in the proper form.
Specifications should be prepared as objectively as possible, so that the advantage
provided to any particular vendor is based on the appropriateness of that vendor's
product. The contract must be awarded to the lowest responsible bidder, or the District
must reject all bids. (Public Contract Code Section 20651)
All purchases exceeding $78,500 (or as adjusted annually by Price Deflation Index)
during a fiscal year, which is made from a single vendor, must be approved by the
board. The board report must include the reason for the purchase, a brief description of
the procedure used to select the vendor, a description of the goods being purchased, the
purchase price and the names of the vendors who submitted the three lowest bids.
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B. Public Works Projects
“Public Works Projects” require Plant Management review, approval and project
coordination. California Public Contract Code # 20651 defines “Public Projects” as
construction projects, including maintenance repairs and remodeling of existing
facilities. The Office of Physical Plant supervises all construction contracts. Board
approval is required on all construction contracts over $15,000.00. The contract must be
awarded to the lowest responsible bidder.
The following procedures are required.
Expenditures of less than $10.000.00 Require one (1) price quotations obtained from
the licensed contractor/vendor in conjunction with specifications prepared by the
District/Department manager. If the quotation is over $2,500, the quotation must be
written in ink and signed by an authorized representative of the vendor.
Expenditures of $10,000.01 to $14,999.99 requires that staff inform the licensed

contractors, that they are bidding on a public works job, and obtain at least three (3)
written price quotations. The bidder may use the Quotation Request Form or present
their quote on their letterhead stationery. In either case, the bid must be written in ink
and signed by an authorized representative of the vendor.
Expenditures of $15,000 or more require formal bids obtained by District Purchasing

staff using specifications prepared by District/Department of General Services
Management staff. All bids shall be presented under sealed cover and shall be
accompanied by one of the following forms of security:
1. A cashier’s check made payable to the Peralta Community College District

2. A certified check made payable to the Peralta Community College District
3. A bidder’s bond executed by an admitted surety insurer made payable to the
Peralta Community College District.
Securities of unsuccessful bidders will be returned in a reasonable time period but not
longer than sixty (60) days from the time the contract award has been made.
Splitting or separating orders or projects into smaller work orders or projects for
evading competitive bidding is strictly prohibited.
It may take two to four months to issue a purchase order under these circumstances.
Please PLAN accordingly. Contact purchasing staff for assistance in establishing a
schedule for bidding the project.
1.06 BID SPECIFICATIONS
All departments requiring the issuance of a bid must submit to District Purchasing the
specifications describing the goods or services required. Expenditures for goods
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supplies or services of $78,500 (or as adjusted annually by Price Deflation Index) or
more require formal bids obtained by District Purchasing staff. Requesting staff or
Division/Department manager will supply applicable specifications with the Purchase
Requisition. Purchasing staff will use the information to prepare bid documents. It may
take 2-4 months or longer to issue a purchase order under these circumstances. Please
plan accordingly. Call purchasing staff for assistance in establishing a schedule for
bidding the project
The description of the goods or services may be either performance-based or product-

based. Performance-based specifications describe the goods needed by detailing the
performance required of the goods. For example, specifications for a calculator would
list all the mathematical functions that the calculator must perform. Product-based
specifications describe the goods by identifying a specific product which would be
acceptable, and requesting a price on that item or its equivalent. For example, calculator
specifications might request prices on Texas Instruments Model TI-1795, or its
equivalent.
When product specifications are used, a bid on an equivalent product must include
specifications demonstrating that the bid goods are substantially equivalent. The
conditions of the purchase include payment terms, insurance requirements, delivery
schedule, shipping terms, prevailing wage requirements, bid/bond requirements.
Purchasing will determine which conditions are required for particular purchases, and
include the appropriate terms in the specifications. All specifications are distributed
through the District Purchasing.
For formal bids, an advertisement announcing the goods sought, the availability of bid
specifications, and the bid opening date, time and place must be published once a week
for two weeks. The District is an Equal Opportunity Contractor. Every effort should be
made to advertise or distribute bid announcements to diverse segments of the business
community, including local, disadvantage, minority and women owned businesses.
Bid announcements will be placed on the district Web site located at www.peralta.edu
The purpose of the advertisement is to provide vendors who are not on PCCD's bidder's
list with an opportunity to bid for PCCD contracts. Following the advertisement, the
newspapers will send District Purchasing a letter verifying that the advertisement was
published. The letter will then be retained in District Purchasing files.
District Purchasing shall send a bid notification letter that specifications are available to
all vendors registered in appropriate categories on the District Purchasing bidder's list.
Vendors can register to be included on the bidder's list by completing a vendor's
application form and filing it with the District Purchasing.
Specifications shall be available from the District Office Monday through Friday from
9:am to 3:pm during the time between the placement of the advertisement and the bid
opening. The deadline for receipt of bids will be a minimum of ten working days after
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the advertisement appears. Bids are opened at the District Business Office Conference
Room.
If the district determines that a change in the bid specifications is required after the bid
specifications are distributed but before the bids are due, then all bidders must be sent an
addendum stating the change. All bids must be sealed by the bidder and must be opened
by the District Purchasing office. All bids are opened in public and the contents of the
bid read aloud at the time and date specified in the bid announcement. Any bid arriving
after this time is returned unopened to the vendor. For the period of time stated in the
bid specifications, prices obtained through formal bidding may be used for the purposes
of awarding a contract.
A bid deposit of 10% of the bid is required on all purchases of goods and services
exceeding $78,500 or (as adjusted annually by Price Deflation Index). The bid deposit
may be a certified check or a cashier's check in the required amount, a letter of credit, or
a bid bond. The bid deposit requirement may be waived by the Vice Chancellor for
Administrative Services, if it is in the best interest of the district to do so. Bid deposits
by unsuccessful bidders are returned approximately 20 days after the bid.
1.07 EXCEPTIONS TO FORMAL BIDDING
A. Purchases for textbooks, library books, and educational films, audiovisual

materials, workbooks, instructional computer software packages, or periodicals
may be purchased without estimates or bids.
B. When brand or trade name, article, thing, or product or proprietary service is the
only item, which will properly meet the needs of the District.
C. When the item available is unique, or is designated to match others or is used in

or to furnish to a particular installation, facility, or location. A detailed letter of
justification is required in describing the goods required, including the name of
the product, model numbers and any other relevant information
D. If a particular item is available from only one source, a letter stating that the
vendor is the sole source of such goods or services must be obtained and attached
to the purchase order. The letter must be specific in describing the goods
required, including the name of the product, model numbers and any other
relevant information justifying the sole source purchase. Further, the letter must
specify, in particularity, all of the reasons justifying the circumstances and
details regarding the basis and nature of why and how the product is sole source
and why such product, or a similar product cannot be purchased elsewhere.
E. In an emergency when any repairs, alterations, work, or improvement is

necessary to any facility to permit the continuance of existing school classes, or
to avoid danger to life or property, the Board may by unanimous vote, and with
approval of the County Superintendent of Schools, make a contract for the
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performance of labor and furnishing of materials or supplies without advertising
or inviting bids.
F. If determined by the board to be in the best interest of the District, to lease data-
processing equipment, purchase materials, supplies, automotive vehicles,
tractors, and other personal property for the District from any public corporation
or agency, including any county, city, town, or district.
G. Purchasing materials, equipment or supplies through the Department of General

Services.
H. Contracts for the services of individuals possessing a high degree of professional

skill where the ability or fitness of the individual plays an important part are
exempt from competitive bidding.
I. Contract Overruns
Existing contracts for materials and work, which have been awarded, to the
lowest responsible bidder after due advertisement and competitive bidding, but
due to unforeseen revisions, not the fault of the contractor, need be revised if the
additional expenditures do not exceed 10% of the original contract price.
J. Maintenance or repair of equipment made by the manufacturer

Also exempt are contracts for the maintenance or servicing of, or provision of
repair parts for, equipment which are made with the manufacturer or authorized
service agent of that equipment where the provision of parts, maintenance, or
servicing can best be performed by the manufacturer or authorized service agent.
In the case of a service agent, a letter must be obtained from the manufacturer,
stating that the service agent is an authorized agent and describing the nature of
the work that the service agent is authorized to perform for the manufacturer. A
written description of the nature of the maintenance and/or repair to be
performed.
1.08 DETERMINING THE LOW BID AND MAKING THE PURCHASE
The low bid may be determined either by figuring the price of individual items, or by
figuring the total price for all items specified. When prices for several items have been
solicited, and different vendors have provided a low bid on individual items, the
purchase may be made either from the lowest bidder for each individual item, or from
the vendor who made the lowest total bid for all the items specified. RFP specifications
must clearly state this selection process.
1.09 NON-RESPONSIVE BIDS
A bidder is considered non-responsive for failing to complete all contract documents,

failing to provide security deposits with the proposal, failure to comply with bid
10
specifications, failing to provide signatures on bid proposals, failing to provide bid
deposits on contracts, failure to respond to all items sought in the bid specifications.
1.10 RECEIVING PROCEDURES
A. RECEIVING SLIP
The receiving person is responsible for completing the receiving slip, for all
material received on a regular purchase order. When the shipment is the entire
order or the final partial shipment, the pink copy of the purchase order will be
complete also. Back orders should be indicated on the receiving slip.
Goods accepted report should be completed indicating the receipt of the material.
The white copy is sent to the accounts payable department.
B. RESPONSIBILITY FOR REPORTING LOSS OR DAMAGE
It is the responsibility of the receiving person to notify the Warehouse Supervisor

of any damages. When the college staff finds damages, this should also be
reported to the Warehouse Supervisor within three days of receipt of materials.
The name of the vendor and the purchase order number must be given when
making the report.
The following documents shall be maintained:

1) Copy of carrier’s freight bill or delivery document bearing notation of
shortage or damage.
2) Packing list containing the material, and quantity shipped.
C. RESPONSIBILITY FOR FILING CLAIMS
The Warehouse Supervisor or purchasing department is responsible for

preparing, filing and negotiating all claims for loss or damage incurred in the
shipment of material.
Claims will be substantiated with the following documents as appropriate:

1) All documents and correspondence received from the freight
company/carrier.
2) Copy of freight bills and invoices.
3) Copy of carrier’s inspection report.
4) Documentation of additional costs claimed.
D. ADDITIONAL COSTS CLAIMED
The following costs incurred as a result of loss or damage in the shipment of

material will be included in the claim.
11
1) Cost of replacement of short or damaged material where replacements are
obtained.
2) Prorata freight cost in the weight of short merchandise or damaged material
(including packing and packing material)
3) Cost of labor and material in repackaging, repairing and reconditioning
damaged material.
E. DAMAGED SHIPMENTS
Carriers recognize their liability for two types of damage-apparent and

concealed. Prompt examination of the shipment by the receiving person is
essential to verify the apparent good order of each shipment.
1) APPARENT DAMAGE
Where there is evidence of damage, the package or packages should be

opened immediately, permitting a joint examination of the contents by the
carrier’s representative and the receiving person.
The extent of the damage is to be noted on both the carrier’s and the
consignee’s copy of the delivery documents and signed by the receiving
person. The receiving person shall report the damage to the Warehouse
Supervisor.
In the case of partial damage to a shipment, which does not render the
material worthless, shipment should be accepted and a claim will be filed for
the damage. If the material is damaged to such an extent as to make it
worthless, delivery should be reused and a claim will be filed for the full
value of the shipment.
A signature only, without any notation of damage, will normally be

considered evidence that the complete shipment was received in apparent
good order.
2) CONCEALED DAMAGE
Damage discovered after the delivery of the shipment shall be reported to the
Warehouse Supervisor immediately. The container and packing material
with merchandise shall be held for inspection by the carrier and issuance of
an inspection report.
F. SHORTAGES
There are several types of shortages, which could occur in the shipment of
material to the district. These include shortages in the number of pieces or
packages received, loss of contents, and shortages in the contents of the
packages.
12
1) SHORTAGES IN PIECES RECEIVED
The number of pieces or packages received in a shipment is to be checked by

the receiving person against the number indicated on the delivery document.
In the event of any variance, a notation of that effect is to be placed on both

the consignees’ copies of the delivery document and signed by the receiving
person. The carrier’s representative (truck driver) shall be required to note
and initial the same documents.
Subsequently, the packages are to be opened and checked against the packing
slip or bill of lading to determine the missing material. The receiving person
shall report the shortage to the Warehouse Supervisor for resolution.
A signature only, without any notation of shortage, will normally be

considered evidence that the complete shipment was received in apparent
good order.
2) LOSS OF CONTENTS
When a package indicates possible pilferage of loss of contents, notation of
the effect is to be make on the delivery document in a similar manner to
“shortage in pieces received”
3) SHORTAGE OF THE CONTENTS OF PACKAGES

Packages are to be opened as soon as possible after their delivery, and the
contents checked against the packing slip or lading. Any variance is to be
reported at once to the Warehouse Supervisor.
G. RETURN OF MATERIAL
Return of material to the vendor requires prior arrangement with the Warehouse
Supervisor, or assistant supervisor. If material is defective, not as ordered or
ordered in error, request to return material to vendor, and forward it to the district
warehouse with the purchase order number and any information that will help
make the correction possible.
H. OVERSHIPMENTS
When the vendor overships the quantity listed on the purchase order, the
receiving person shall notify the Warehouse Supervisor, or the assistant
supervisor. The requester may be contacted to determine if the overshipment is
to be returned or retained with a change issued to increase the quantity to that
received. If the overshipment is to be returned, the Warehouse Supervisor will
make the arrangement.
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PROCEDURES FOR SELECTION OF PROFESSIONAL SERVICE CONSULTANTS
2.00 USE OF COMPETITIVE PROCEDURES TO RETAIN CONSULTANTS
It is the general policy of the district to encourage the use of competitive procedures as
set forth below, to select consultants. Competitive procedures should be used, except
when specifically waived, or exempt as set forth in Paragraph 2.03 below, whenever the
estimated cost of a person's or a firm's professional estimated cost of a person's or a
firm's professional services exceeds $78,500(or as adjusted annually by Price Deflation
Index) during a 12-month period.
2.01 ARCHITECTURAL, ENGINEERING AND LAND SURVEYING SERVICES
A) Public Notice
In the procurement of architectural, engineering or land surveying services, the

district, which utilizes architectural, engineering or land surveying services, shall
permit firms or land surveying services shall permit firms engaged in the lawful
practice of their professions to annually file a statement of qualifications and
performance data with the district. Whenever a project requiring architectural,
engineering or land surveying services is proposed for the district, the district
shall, unless it has a satisfactory relationship for services with one or more firms:
1) Mail a notice requesting a Statement of Interest in the specific project to all

firms who have a current statement of qualifications and performance data on
file with the district; or
2) Place an advertisement in a secular English language daily newspaper of
general circulation throughout the district, requesting a statement of interest
in the specific project and further requesting statements of qualifications and
performance data from those firms which do not have such a statement on
file with the district. Such advertisement shall state the day, hour and place
the statement of interest and the statements of qualifications and performance
data shall be due.
B) Selection Procedure
The district shall, unless it has a satisfactory relationship for services with one or
more firms, evaluate the firms submitting letters of interest, taking into account
qualifications, ability of professional personnel, past record and experience,
performance data on file, willingness to meet time and budget requirements,
location, workload of the firm and such other factors as the district may
determine in writing are applicable. The district may conduct discussions with
and require public presentations by firms deemed to be the most qualified
14
regarding their qualifications, approach to the project and ability to furnish the
required services.
On the basis of evaluations, discussions and presentations, the district shall,

unless it has a satisfactory relationship for services with one or more firms, select
no less than 3 firms which it determines to be the most qualified to provide
services for the project and rank them in order of qualifications to provide
services regarding the specific project. The district shall then contact the firm
ranked most preferred and attempt to negotiate a contract at a fair and reasonable
compensation, taking into account the estimated value, scope, complexity, and
professional nature of the services to be rendered. If fewer than 3 firms submit
letters of interest and the district determines that one or both of those firms are so
qualified, the district may proceed to negotiate a contract pursuant to Section
2.03 C Contract Negotiation.
C) Contract Negotiation
The district shall prepare a written description of the scope of the proposed
services to be used as a basis for negotiations and shall negotiate a contract with
the highest qualified firm at compensation that the district determines in writing
to be fair and reasonable. In making this decision the district shall take into
account the estimated value, scope, complexity and professional nature of the
services to be rendered.
If the district is unable to negotiate a satisfactory contract with the firm that is
most preferred, negotiations with that firm which is most preferred, negotiations
with that firm shall be terminated. The district shall then begin negotiations with
the firm that is next preferred. If the political subdivision is unable to negotiate a
satisfactory contract with that firm, negotiations with that firm shall be
terminated. The district shall then begin negotiations with the firm that is next
preferred.
If the district is unable to negotiate a satisfactory contract with any of the

selected firms, the district shall re-evaluate the architectural, engineering or land-
surveying services requested, including the estimated value, scope, complexity
and fee requirements. The district shall then compile a second list of not less
than three qualified firms and proceed in accordance with the provisions
mentioned above.
2.02 OTHER PROFESSIONAL SERVICES
In procuring professional services, other than those listed in paragraph 2.01 (i.e.,
Architectural, Engineering and Land Surveying), the following procedure applies.
15
A request for proposals (RFP) or a request for qualifications (RFQ) is prepared by the
user department and distributed to qualified persons or firms by the Department. A
request for proposals provides potential consultants with a detailed statement of the
professional services required, a time schedule, instructions for submitting proposals,
and the method and criteria for proposal evaluation, request for general information
about the vendor, invoicing procedure, preparation of proposal, minority and women
participation, procedure for contract award, summary section and a signature page. The
request for qualifications is used when the services are not limited to a single project, but
are ongoing.
The RFP/RFQ is distributed to all known providers of the services. The user department
shall request a vendor list from the District Office Purchasing Department. The issuance
of a RFP and/or RFQ need not be advertised.
The use of competitive procedures does not obligate the district to choose the least-
expensive proposal, or to otherwise select a proposal on the basis of any single factor.
The district shall retain full discretion to determine which consultant can best serve the
needs and goals of the district. Consultants submitting proposals waive any right to
bring legal proceedings challenging the board's decision in these matters.
A record of the selection process, including a copy of the request for proposals or
request for qualifications, the distribution list, the names of consultants submitting
proposals, a description of the evaluation process, and the reasons for the selection, must
be retained by the District Purchasing.
2.03 WAVIER OF COMPETITIVE PROCEDURES FOR PROFESSIONAL SERVICES
The requirement for competitive selection for professional services may be waived,
other than architectural, engineering, and/or land surveying, if any of the following
occurs:
A) The cost or delay associated with the procedure is not in the best interest of the
district.
B) It is unlikely that multiple proposals would be submitted in response to a request
for proposals or a request for qualifications.
C) A consultant's experience or skill in dealing with the matter under consideration
makes it appropriate to engage the consultant without recourse to competitive
procedures.
D) The advantages to the district of selecting a particular consultant on a
noncompetitive basis outweigh the likely benefits of selecting one by
competitive procedures.
In order to waive the requirement for competitive procedures for any of the reasons
stated in this section, the department must complete a waiver form detailing why
competitive procedures are inappropriate. The president must approve waivers initiated
16
at a college if the estimated total cost is less than $15,000. Waivers initiated at District
Office must be approved by the appropriate vice chancellor if the estimated cost is less
than $15,000 or by the chancellor if the estimated total cost exceeds $15,000. A Board
Report must be prepared for all contracts of $78,500 (or as adjusted annually by Price
Deflation Index) or more.
PROCEDURES FOR COMPLETING PURCHASING FORMS
All forms are available from the District Purchasing at District Office.
3.00 QUOTATION REQUEST FORMS
Quotation Requests Forms may be used to solicit bids from vendors. Written quotations
are required for purchases between $2,500.01 and up to $78,500 (or as adjusted annually
by Price Deflation Index), however, a bid on the vendor's letterhead stationery is
acceptable in lieu of a Quotation Request Form. The form must include a complete
description of the goods or services sought the price of each item, telephone number of
vendor and the total amount for all specified items.
3.01 BID RECAPITULATION FORM
Bid recapitulations (Recap Sheet) are used to summarize bids received on purchases
between $10,000.01 and up to $78,500 (or as adjusted annually by Price Deflation
Index). The solicitor of bids must sign the Recap Sheet and forward the bids and the
Recap Sheet to the District Purchasing Office for the issuance of a Purchase Order.
If one of the vendors from whom a bid was solicited is unable or unwilling to bid, that
information must be noted on the form. If the department receives fewer than three bids
within ten working days of the solicitation, a department staffer may proceed with the
purchasing process and determine if the prices submitted are reasonable. If three prices
are not obtained, an explanation must be provided on the bid-recapitulation sheet. The
bid recapitulation form and copies of the written bids must be attached to the purchase
order.
3.02 BID OPENING FORM
During the opening of formal bids on items that cost over $78,500 (or as adjusted
annually by Price Deflation Index), the District Purchasing will record all bids received
on this form. The form will list the names of all vendors to whom specifications were
sent. The form will also include the vendor's bid, a notation that the vendor failed to
respond, or that he or she submitted a response that indicated unwillingness or an
inability to bid.
17
3.03 REQUEST FOR EMERGENCY PURCHASE FORM
When the delay that results from formal or informal bidding could cause damage either
to life or to property, the normal procedure for bidding may be waived. To do this, an
emergency-purchase form must be completed and signed by a college president, a vice
chancellor, or the chancellor prior to authorization. The form must be attached to the
purchase order. All documentation supporting the emergency request should be attached
to the emergency purchasing form.
3.04 VENDOR APPLICATION FORM
This form is provided to all vendors who ask to be informed of PCCD's purchases in a
particular category. After the form is completed and returned to the District Purchasing,
the vendor will be placed on PCCD's bidder's list in the categories he or she selected.
3.05 PURCHASE ORDERS
A purchase order is the official notification to the vendor of the district's intention to
make a purchase. A purchase order may not be issued until all the required selection
procedures are completed. Any informal bid recapitulation sheet must be attached to all
requisitions between $10,000.01 and up to $78,500 (or as adjusted annually by Price
Deflation Index). A copy of the board's authorization must be attached to all purchase
orders of $78,500 (or as adjusted annually by Price Deflation Index) or more. The
purchase order must include a description of the goods or services to be purchased. Any
addendum to a purchase order must include all payments made to date on that purchase
order. Once all necessary purchases are listed on a purchase order, the finance office
should be notified so that the order can be closed out.
3.06 CHANGE ORDER FORM/ADDENDUMS
Change Orders or Addendum's are used to indicate any changes that may occur after the
issuance and approval of the original purchase order. They should include the original
purchase order number, vendor's name and address, originating department, for service
or delivery to address, a complete explanation of the circumstances which necessitates
the change, the dollar amount of the original purchase order, the dollar amount of the
new change and any previous addendum and proper budget coding. The Change Order
or Addendum follows the same approval and encumbrances process as the original
purchase order.
3.07 WAIVER OF COMPETITIVE PROCEDURES FOR PROFESSIONAL SERVICE

CONSULTANTS FORM
A department completes this waiver form when the competitive procedures for selecting
a consultant are inappropriate. The reason for the waiver must be described on the form.
Copies of all competed waivers must be sent to the District Purchasing and retained by
the department.
18
QUOTATION REQUEST FORM
(This is not an Order)

333 E. 8th Street
Oakland, CA. 94606
Fax: 510-___-____
SHIP TO DATE ISSUED

ADDRESS QUOTATION #
DEPARTMENT
REQUESTOR
VENDOR
ADDRESS
Return this quotation to requestor NOTE:

no later PLEASE FILL OUT BOTTOM PORTION OF THIS FORM
than:
This information is required to issue award a purchase
order
Item Quantity Unit Class-Item / Description Unit Price Extended Price
Company Quoting: ____________________

Official Signature: ____________________
Type/Print _____________________
Phone Number ____________________
Date: ____________________
Quotation Request Form
Date:__________________
We are requesting your firm to provide pricing quotations on the following:
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
The undersigned hereby proposes to do the above-mentioned work in accordance with attached
specification for the following price
$_________________________________
PLEASE FAX OR EMAIL TO ______________________________________, NO LATER THAN
_____________, 20_____, AT 510-__________________.
Please provide your installation schedule.
Company Name: ________________________________________________
Address: _______________________________________________________
Telephone Number: ______________________________________________
Signature of Authorized Agent: ______________________________________
Print Name: _____________________________________________________
Title: ___________________________________________________________
Requisition order #__________________College________________________
Date: __________________ Vendor Selected ____________________
Vendor Fax Number that Purchase Order should be fax to: _____________________
Purchases from $10,000.01 to $78,500 require at least three written quotations and must be
summarized on this form. List all bids obtained from all vendors including the vendor selected and any
vendors who declined to bid. Attach all written bids to this form.
Bidder Amount
1. ____________________________ ____________
2. ____________________________ ____________
3. ____________________________ ____________
Comments:__________________________________________________________________________
___________________________________________________________________________________
___________________________________________________________________________________
___________________________________________________________________________________
___________________________________________________________________________________
___________________________________________________________________________________
___________________________________________________________________________________
___________________________________________________________________________________
Does the successful vendor meet the Districts definition of a SLBE or SELBE? If so please check the
below and forward a copy of the SLBE/SELBE Self Certification Affidavit to the Vendor. Bids from firms
that meet the District’s definition of SLBE or SELBE bid can be 5% higher than the lowest responsible
bidder and still be awarded a contract.
Is the vendor a: SLBE _________ SELBE ___________ None __________.
You must attach a sole source letter from any vendor to the requisition for the purchases for goods or
services available from only one (1) vendor.
All purchases over $78,500, and construction projects over $15,000 require formal bidding.
__________________________________________________
Signature of person receiving bids Date
___________________________________________________
Campus Business Manager Date
____________________________________________________
Purchasing Officer Date
Request for Emergency Purchase
This form is to be used only when the delay that results from formal or informal bidding could
cause damage either to life or to property.
Requisition order #________________ College ____________________
Vendor Selected __________________ Amount ____________________
Contact _________________________ Phone _____________________
Initiated by ______________________ Department _________________
Provide a detailed description to support your request to waive the normal procedure
for bidding. Attach supporting documentation to this emergency request including
quote from vendor identifying service/commodity and price.
Authorized by President _______________________ at __________________College
on Date:__________________
Purchasing Department
th
333 E. 8 Street
Oakland, CA 94606 Phone (510) 466-7225 Fax (510) 587-7873
RETURN COMPLETED VENDOR APPLICATION FOR PROCESSING TO: PURCHASING DEPARTMENT
VENDOR APPLICATION
New Application Change Application Date:
1. MAIN ADDRESS (Legal Name and Address of Entity) 2. REMIT to ADDRESS (Mailing Address for Payments
COMPLETE ONLY IF DIFFERENT FROM MAIN ADDRESS)
Phone:
Phone:
Fax: Fax:
Email: Email:
Website: Website:
3. CONTACT INFORMATION (All Purchase Orders Will Be Faxed and or Mailed to the Sale (Primary) Contact.)
Contacts Name/Title Email Telephone Fax
Sales (Primary):
Sales (Secondary):
President/VP:
Other Contact:
4. TYPE of FIRM (Check One)
Goods Only (Taxable) Services Only (Non-Taxable) Good and Services
5. TYPE of ORGANIZATION (Check One)
Sole Proprietorship Partnership Corporation Limited Liability Corporation Non Profit or Chur
6. TAX INFORMATION (Check One and Provide Number)
Federal Tax ID ________-_____________________ Social Security Number _________-_________-__________
7. TYPE of CONTRACTOR (Please specify the type that best depicts your company. ONLY Check One TYPE.)
A &E Advertising Asphalt/Concre Automobile Construction

Consultant Electrical Electronics Employee/Student General Contractor
Goods Hardware Instrumentatio Mechanical Painter
Plumber Printer/Copyi Roofer Scientific Security
Service Software Surgical/Medic Telecom Temp Staffing
Other __________________
8. BUSINESS LICENSE NUMBERS (Provide your Business License Number and any Contractors License Numbers)
Business License Number_______________________ Expiration Date________________________
California Contractor Number____________________ Expiration Date_________________________
Other ________________________________________ Expiration Date_________________________
9. CERTIFICATIONS (Does your business qualify under PCCD’s Small Local Business Enterprise Program. See attached program guidelines.)
Yes I am a SLBE (Small Local Business Enterprise) Yes, I am SELBE (Small Local Emerging Business Enterprise) None
10. NIGP CODES (Please review the attached Commodity Class ID listings and write in below the Code(s) that best suit your company.)
Codes:__________ __________ ___________ ___________ __________ __________ __________ __________ __________ __________
I HEREBY CERTIFY THAT INFORMATION SUPPLIED HEREIN IS CORRECT,

______________________________________ _______________________________________ ______________________________________
Name Title Date
Revised 1/09/08
Revised 1/09/08
Request for Change Order

Purchase Order No. ______________ Change Order No._______________
Requisition No. ____________________ Date of request__________________
Vendor _________________________ Vendor # _______________________
C. O. requested by________________ Department ____________________
Original dollar amount of purchase order______________________________
Dollar amount of change ___________________________________________
Accounting:
Category
Cost Acct.
Loc Fund Program Project Acct. Line Object
Center Suffix
Code
Provide a complete explanation of the circumstances that necessitates this change. Identify
what is being changed, i.e., item no., price, quantity, description, etc. Attach any required
supporting documentation including quote from vendor identifying the changes. Please indicate
which line item of the original requisition needs to be changed.
Line # Item # Description Quantity Unit Price
Authorized by:
Business Manager __________________ at __________________College Date __________
Waiver of Competitive Procedure Form

It is the general policy of the District to encourage the use of competitive procedures as set forth in
section 2.00 of the district purchasing procedures to select consultants. Section 2.03 of District
procedures lists the reasons for waiving the competitive selection requirements for professional services.
To retain a consultant without competitive procedures, this waiver form must be completed. The College
president, the appropriate Vice Chancellor, or the Chancellor must approve it.
Type of consultant/services required:
Brief description of the need for a professional service consultant:
Reason that competitive procedures are not appropriate for this project.
Basis for selecting the recommended individual or firm:
________________________________ ___________________________________
Person initiating request/Date Approved by/Date
___________________________________
President/Vice Chancellor/Date
Fixed Asset Management Policy
1. Purpose
The purpose of this policy is to introduce fixed asset accounting concepts and to provide
users with an understanding of the policies in controlling the fixed assets of the District.
This policy is designed to maintain the fixed assets of the District including additions,
changes, and dispositions. Generally Accepted Accounting Principals (GAAP) defines
governmental fixed assets to include such items as Land, Improvements other than
buildings, Buildings, Fixtures, Equipment (including Instructional, Non-Instructional and
Vehicles), and Construction in Progress. Fixed assets are to be reported at historical cost.
Historical cost not only includes the purchase price or cost of construction, but also any
other charges incurred to place the asset in service. Not all fixed assets are required to be
reported on the District’s balance sheet. Specifically, fixed assets with extremely short
useful lives and or minor value are reported as “expensed” assets in the period they are
acquired. Fixed assets that are reported on the balance sheet are “capitalized”. GAAP
reporting requires the District to maintain physical accountability over the assets owned
by the District. Control of noncapitalized fixed assets resides at the department level and
is referred to in this policy as “Small Dollar Fixed Assets”.
2. Definitions
Small Dollar Fixed Assets- These assets are items with an original cost of $500 (to
$5,000), and may include items that are sensitive, portable, or prone to theft items. The
District Warehouse puts an inventory tag on all Fixed Assets exceeding $500 in value and
on some lesser-value sensitive items that have a higher likelihood to be stolen (i.e.,
computer monitors and audio visual equipment). These items are not capital assets but
are tracked for control purposes. Many Fixed Assets consist of multiple components that
-
make up the asset. This is particularly true for personal computer systems. The District
has decided to control all personal computers as a system. A system has the following
characteristics:
1. Consists of multiple property sub-units which function together as a single
fixed asset.
2. Individual sub-unit costs are generally not significant in comparison to the
total cost of the entire system.
Capital Assets- A Capital Asset is defined as a fixed asset that meets all of the following
criteria:
1. It is tangible in nature.
2. It has a useful life of greater than one year.
3. Its unit cost, including freight and installation, exceeds $5,000.
4. It must be tracked for state or regulatory purposes (regardless of its cost).
Page 1 of 7
Fixed Asset Policy (rev 10-27-10).doc Rev.

10/27/10
Capital Assets acquired by the District are recorded at cost. Cost is equal to either the
fair market value of the asset if it is being donated or the amount paid for the asset. In
addition, ancillary costs associated with preparing the property for its intended use should
be capitalized. All Capital Assets over $500 are tagged with a PCCD Inventory Tag.
Land Assets- Land assets include the following ancillary costs: land original contract
cost, brokers commission, legal fees for examining and recording ownership, cost of
ownership guarantee insurance policies, cost of real estate surveys, cost of razing old
buildings, structures, or other improvements acquired with the property, cost incurred to
put property in condition for its intended use, including draining, clearing, landscaping,
land filling, and grading costs. Excluded are fees for ownership searches, expenditures in
connection with disposal of refuse, costs of utility easements, and repairs to other
improvements.
Building Assets- Building assets include the following ancillary costs: building original
purchase price , cost of construction, expenses incurred in remodeling, reconditioning, or
altering a purchased building to make it suitable for the purpose for which it was
acquired, cost of excavation, grading or filling of land as part of the construction of a
specific building, expenses incurred for the preparation of plans, specifications,
blueprints, etc., cost of building permits, architects’ and engineers’ fees for design and
supervision, other costs such as temporary buildings used during the construction period
that are not moveable or reusable and are razed at the end of construction. Excluded are
extraordinary costs that are merely incidental to the erection of the building (e.g., those
due to strike, flood, fire, or other casualty), and the cost of abandoned construction.
Machinery, Equipment, and Vehicles- Machinery, Equipment, and Vehicles include the
following ancillary costs: original machinery, equipment, and vehicle invoice cost,
freight and storage charges, installation costs, and costs for testing and preparation for
use. All costs incurred after acquisition but prior to placing in service to make a fixed
asset ready for use should be capitalized as part of the cost of the asset. All Machinery,
Equipment, and Vehicles Assets over $500 are tagged with a PCCD Inventory Tag.
Adding auxiliary equipment to a vehicle such as installation and testing of radios,

antennas and other communications devices, installation and testing of electronic
equipment, or painting and application of logos on a vehicle are also be capitalized as
part of the vehicle cost of the asset.
Capital Lease Assets- A Capital Lease Asset is a lease that transfers substantially all the
benefits and risks of ownership to the District. A lease must meet one or more of the
following four criteria to qualify as a capital lease:
1. Ownership of the leased property is transferred to the District at the end of the
lease term.
2. The lease contains a bargain purchase option.
3. The lease term is equal or greater than 75% of the estimated useful life of the
property.
Page 2 of 7

10/27/10
4. The present value of the future minimum lease payments is 90% or more of
the fair market value of the leased property.
Capital Lease Assets must be capitalized and depreciated over the useful life of the asset.
Account for capital leases with a net present value of the future minimum lease payments
or fair value, whichever is less. All Capital Lease Assets over $500 are tagged with a
PCCD Inventory Tag.
Construction In Progress- A Capital Projects Fund is used to account for the

construction of a Capital Asset. As construction progresses, the cumulative expenditures
are capitalized as Construction In Progress (CIP). Upon completion of the capital asset,
the balance in the CIP account is transferred to the appropriate account such as Building
or Equipment. Projects that have reached 100% completion are transferred. Projects that
have not reached 100% completion will continue to be tracked as Construction in
Progress. Interest cost incurred during the construction period is subject to capitalization
as part of the cost of construction when conditions identified by FAS-34 (Capitalization
of Interest Cost) exist.
Improvements, Betterments and Extraordinary Repairs- Improvements, Betterments

and Extraordinary Repairs to an asset that increase future benefits from an existing
capital asset beyond its previously assessed standard of performance must be capitalized.
Capitalizable leasehold improvements are classified within the commodity class major
group “Building or Land Improvements”. Increased future benefits typically include:
1. An extension in the estimated useful life of the asset.
2. An increase in the capacity of an existing capital asset.
3. A substantial improvement in the quality of output or a reduction in
previously assessed operating costs.
The following Improvements, Betterment and Extraordinary Repairs that do not extend
the useful life of the asset are not capitalized and are instead expensed:
• Replacements of roof coverings are not capitalized unless the replacement
extends the useful life of the building.
• Replacement floor coverings and window coverings are not capitalized.
• Costs to remodel a building to a different use, where the remodeling does not
extend the useful life of the structure itself, are not capitalized.
Self Constructed Assets- When the District utilizes internal staff, resources, equipment,
and/or materials to construct a building or piece of machinery, fixture, furniture or
equipment for its own use which meets the capitalization thresholds, an acquisition cost
will be established and the asset must be capitalized. All direct costs, including materials
and labor costs, are included in the total cost of the asset. Overhead (indirect) costs are
not included unless they were incrementally increased by the construction of the asset.
Donated Assets- Donated Assets of tangible personal property valued greater than $500
must be recorded at the property’s fair market value. Donations over $50,000 must be
Page 3 of 7

10/27/10
approved by the Board of Trustees before they can be placed into service. All Donated
Assets over $500 are tagged with a PCCD Inventory Tag.
3. Value Determination
Purchased fixed assets are recorded at historical cost including all applicable taxes and all
appropriate ancillary costs less any trade discounts or rebates. In some instances, the cost
of the property may not be available and the cost of the asset may be estimated and used
as the basis for capitalization.
4. Tagging and Logging Fixed Assets

All assets exceeding $500 in value and purchased via a Purchase Order and delivered to
the District Warehouse will be tagged with a PCCD Inventory Tag. Users receiving
items that were delivered directly to the College (that did not come through the District
Warehouse) must notify the Warehouse staff of receipt of the item, so that the Warehouse
Staff can log a PCCD Inventory Tag for the item. Inventory tags will be sent to the user
to affix to the asset.
When notifying the Warehouse of receipt of an item, or when the Warehouse logs the
receipt of the item, the following information must be provided/captured:
• PO Number (for the purchased item)
• Tag Number (Warehouse Staff to provide)
• Campus
• Building Number/Name
• Room Number
• Requestor/User Name on the PO
• Serial Number of the Item
• Description of the Item
• Manufacturer’s Name (or a Vendor Name)
• Model
• Cost of the Item (including all ancillary costs)
• Date Received
5. Asset Classes, Capitalization Thresholds, and Economic Life

The usefulness of most assets, other than land, declines over time and must be
depreciated over its Economic life. The District Finance Department will depreciate an
asset and keep track of its accumulated depreciation. This information will be recorded
in the Fixed Asset Module of the PROMT system and will be reported in the District’s
Annual Financial Statements. Depreciation will be calculated using the straight line
method, which is the standard practice in public sector accounting. The cost basis used in
straight line depreciation is the acquisition cost. Annual depreciation is calculated by
dividing the basis by the Economic life. The total amount depreciated can never exceed
the acquired cost. The Depreciation Convention used by the District is the Half Year
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10/27/10
Convention. This means one half of the annual depreciation is taken in the year the asset
is acquired, and one half of the annual depreciation is taken at the end of the economic
useful life.
The below table describes the asset class, capitalization threshold and economic life:
Asset Class Capitalization Threshold Economic Life

Land $1 Forever
Land Improvements $1 40 years
Equipment (Instructional
$5,000 5 years
and Non-Instructional)
Building $1 40 years (or useful life)
Building Improvement $1 40 years (or useful life)
Construction In Progress $1 40 years (or useful life)
Machinery and Tools $5,000 5 years
Vehicle $5,000 5 years
Computers, Audio Visual
Equipment, and
$5,000 5 years
Telecommunication
Equipment
Lab/Science/ Engineering
$5,000 5 years
Equipment
Outdoor Equipment,
Grounds and Agricultural $5,000 5 years
Equipment
Athletic Equipment $5,000 5 years
Furniture and Accessories $5,000 5 years
6. Acquisitions of Assets
All fixed assets must be purchased via the District’s Requisition and Purchase Order
system. Fixed assets above the District’s bid thresholds will be purchased via a formal
bid, conducted by the Purchasing Department. No fixed assets are to be purchased
utilizing the District’s Blanket Order or Just-In-Time purchasing system. When
purchasing a fixed asset utilizing the District’s Requisition and Purchase Order system,
the ordering department must provide the following information within the requisition:
A. Description of the fixed asset.
B. Proper Fund Code (Object Code and Account Code) for the asset.
C. Final location of the asset including the Campus, Building, and Room Number
where the asset will be located.
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10/27/10
D. If the asset is to be purchased with Categorical or Grant Funds, the name of
the Categorical and or Grant must be provided in the text of the requisition. If
the Grant stipulates any special handling of the Fixed Asset or requires a
stipulation to get multiple quotes for the items being purchased, this
information must be noted in the requisition. If no notes are made, the District
Purchasing will purchase the items via its normal purchasing procedures.
7. Transfers of Assets Between Departments

When an asset is transferred from one department to another, or to another building
within the same department/college, the sending department completes an EQUIPMENT
ACTION REQUEST FORM and forwards it to the District Warehouse with the
following information filled in:
• Requesters Name and Date.
• Location of Existing Asset.
• Action Requested (i.e., remove from inventory or relocate).
• New building number/name, room number, and user name.
• Information about the asset or description of the asset.
• Itemizes each asset with the Quantity, Item, Serial Number, PCCD Number
and estimated Dollar Value of the asset.
• Obtains approval of the Business Manager/ Department Head.
The District Warehouse Supervisor will note the new location of the fixed asset in the
PROMT system.
8. Retirement/Disposal of Fixed Assets from Inventory

Upon determination by a department that a Fixed Asset is either no longer needed or not
serviceable, an EQUIPMENT ACTION REQUEST FORM is filled out by the
department and forwarded to the District Warehouse. The following information must be
provided:
• Requesters Name and Date.
• Location of Existing Asset.
• Action Requested (i.e., Surplus).
• New building number/name, room number, and user name.
• Information about the asset or description of the asset.
• Itemizes each asset with the Quantity, Item, Serial Number, PCCD Number
and estimated Dollar Value of the asset.
• Obtains approval of the Business Manager/ Department Head.
Once the District Warehouse receives the approved EQUIPMENT ACTION REQUEST
FORM , the Warehouse will pick up the asset and move the asset to a storage area to
await disposition. The EQUIPMENT ACTION REQUEST FORM will then be
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10/27/10
forwarded to the Purchasing Department for retirement of the asset in the PROMT
system. The Purchasing Department will consolidate the surplus items, and a couple of
times a year will obtain Board of Trustees approval for either the sale or disposal of the
surplus items. All surplus disposals are conducted in accordance with Education Code
Section 81450-81460.
9. Lost or Stolen Fixed Assets

When suspected or a known loss of a fixed asset occurs, the affected department should
conduct a search for the missing property. The search should include transfers to other
departments and possible declaration of surplus. If the missing property is not found, the
Department Head must be notified and a Police Report must be filed with the PCCD
Police Department.
The individual deemed to be primarily responsible for the asset, as well as that
individual’s supervisor, must complete and sign a statement detailing the events
surrounding the disappearance of the asset, and must forward that statement along with
the EQUIPMENT ACTION REQUEST FORM to the District Warehouse. The
Warehouse staff will forward the EQUIPMENT ACTION REQUEST FORM and
statement to the Purchasing Department for review, and the Purchasing Department will
forward it to the Finance Department for removal of the asset from the PROMT system.
10. Physical Inventory

A physical inventory of all fixed assets will be conducted every two (2) years. In
addition, random periodic spot checks may be made by the Purchasing/Warehouse
Departments to confirm the location of selected fixed assets.
A list of qualifying assets in each building shall be printed out and carried into the
building to determine if the assets remain in place. The aide of a qualified and
experienced person working in the building shall be required to determine the status of
the assets. Note: Any asset moved, lost or retired or upgraded must be noted. It should
also be checked at this time if there is any asset in the building which is not listed but
seems obviously of a value that would require it to be inventoried. All adjustments
discovered shall be made to the inventory. The loss, destruction or retirement of any
inventoried items must be reported to the Board of Trustees.
End of Policy.
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10/27/10
Peralta Community College District Board Policy 6.31
Policy 6.31 Procurement of Supplies, Equipment, Furniture, Construction Repairs and

Maintenance Services
The maximum educational and monetary value shall be obtained in the purchase of supplies,
equipment, furniture, construction repairs and maintenance services.
The authority to encumber district funds shall be limited to action of the Board, except as Board-
approved procedures shall designate otherwise.
Purchasing procedures shall be in compliance with existing laws (Public Contract Codes &
Education Codes) and good business practice. Competitive bidding, with legally authorized
exceptions, shall be utilized, with award to the lowest responsible bidder meeting specifications.
No member of the governing board nor an employee of the Peralta Community College District
shall have an interest in any contract for supplies, equipment and services made by the Board of
Trustees. This general policy does not preclude the employment of staff members in a consultant
capacity, but no staff member shall receive any gift or reward or commission for introducing or
recommending an article or a service resulting from such consulting work.
Equipment which is unserviceable, worn out, or obsolete may be used as trade-in on new
equipment, for purchases or lease.
Purchases of Goods & Services:
A. Purchases of less than $10,000.00 – Three (3) price quotations are required for goods
and services exceeding $10,000.00. Only one (1) quotation is required for purchases
under $10,000; however, if the purchase is over $2,500.00 the quote must be in writing.
Such items may be purchased from any vendor offering the required goods or services at
a reasonable completive price.
Public Works Projects:
A. Expenditures of less than $10,000.00 – Require one (1) price quotation obtained from
the licensed contractor/vendor in conjunction with specifications prepared by the
District/Department manager. If the quotation is over $2,500.00 one (1) quotation must
be written in ink and signed by an authorized representative of the vendor.
For purchases of $10,000.00 up to $69,000.00, or as adjusted annually by the California

Community Colleges State Chancellor’s Office based on Implicit Price Deflation, such purchase
shall require a written quotation with a minimum of three (3) bids. If three written bids are not
obtainable, the purchase must be advertised.
Purchase of materials and supplies of $69,000.00 or over, as adjusted annually by the California
Community Colleges State Chancellor’s Office based on Implicit Price Deflation, must be on the
basis of advertised proposals and formal bid.
Board Policy 6.31 Procurement of Supplies, Equipment, Furniture, Construction Repairs and
Maintenance Services
Page 2 of 2
The Chancellor, or designee, is authorized to approve purchases of goods, supplies, furniture,

equipment, construction repairs and maintenance services not to exceed $69,000.00, or as
adjusted annually by California Community Colleges State Chancellor’s Office based on Implicit
Price Deflation. All purchases in excess of $69,000.00, or as adjusted annually by Price
Deflation Index, or more, shall require Board approval in advance.
Source of Law:
Public Contract Code § 20651(d)

Educational Code § 8100
Revised/Adopted by Board of Trustees: May 7, 1985
Revised/Adopted: January 9, 1996
Revised/Adopted: May 27, 1997
Revised: January 15, 2008
Peralta Community College
District
Overview of Purchasing Policies & Procedures
Updated
1-04-11
1
Introduction
John Banisadr, Purchasing Compliance Manager

Goal of this Presentation – To familiarize you with Peralta’s
purchasing procedures to help you obtain goods and services
in the most efficient manner.
2
Staff & Contact Information

John Banisadr 587-7895
Buyer – District, Merritt, & COA
Marie Hampton 466-7256
Buyer – District, Laney, & BCC
David Bui 466-7225
Buyer – Measure A (only)
Eva Chiu 466-7217
Staff Assistant – Vendor Applications & General Info
Kawanna Muldrow 466-7225
Purchasing Department’s Fax 587-7873
District Warehouse – Supervisor
Shawnee Martinez 466-7334
3
Governing Codes
The District follows purchasing polices, including the Public

Contract Code, the Education Code, the District Board
policies, as well as the laws of the State of California.
All bids must be awarded to the lowest responsive,
responsible bidder.
The District's purchasing activities must pass State audits
and other required reviews and therefore must be conducted
in an efficient and professional businesslike manner at all
times.
4
Purchasing Department’s
Purpose
To provide excellent customer service by assisting you

throughout the purchasing process – from requisition to
delivery of product
Ensure goods and services are
-Obtained at competitive prices
-Guaranteed fairness in the selection of vendors
-To minimize opportunities for corruptions
5
Types of Purchases
We need to classify all of our purchases into one of two

categories because different rules and dollar thresholds
apply to each.
Goods and Services
All types of materials, supplies, and non-construction
services.
Public Works Projects
Construction and maintenance on facilities or campuses.
6
Who Is Authorized to Purchase
for the District?
Only employees authorized by Board policy are authorized
to make purchases or enter into contracts for PCCD.
Goods and Services - the Chancellor is authorized to
approve purchases up to $78,900. Purchases over $78,900
require Board approval.
Public Works Projects - the Chancellor is authorized to
approve purchases up to $15,000. Purchases over $15,000
require Board approval.
7
Purchasing Thresholds for
Goods and Services
Amount Requirement
< $10,000 1 quote*
$10,000.01 - $ 78,900 3 written quotes
> $78,900 Formal bids done by

Purchasing
* If the purchase is over $2,500 then the quote must be in

writing.
8
Purchasing Thresholds for
Public Works Projects
All Public Works projects must be approved by the Department
of General Services prior to entering a requisition.
Amount Requirement
< $10,000 1 bid*
$10,000.01- $15,000 3 written bids
> $15,000 Formal bids done by Dept.
of General
Services/Purchasing
* If the bid is over $2,500 then the bid must be in
writing.
9
The Purchasing Process
Here are the 10 steps involved for typical purchases

1. Plan Ahead: initiate the purchasing process 45 to 60 days
prior to your desired delivery date.
2. Obtain 3 quotes from vendors.
3. Complete the Bid Recapitulation (Recap) Sheet, attach the
3 quotes to the Bid Recap sheet, and obtain signature from
Business Manager.
10
(cont’d)
4. Enter a PeopleSoft Requisition for the lowest bidder in the
system. You must enter taxable and non-taxable items as
separate line items on the requisition.
PeopleSoft routes requisitions to the responsible

Manager/Dean and then to the Business Service Manager
for approval. Purchasing cannot view them until all
approvals are complete in the system.
Note: If the lowest bidder is not already in PeopleSoft as a

vendor, contact Purchasing to obtain a Vendor
Application form.
11
(cont’d)
5. Send the Bid Recap Sheet with the attached quotes to
Purchasing via Inter-Office Mail.
6. Purchasing receives notification of a PeopleSoft
requisition, verifies receipt of the Bid Recap Sheet and
attached quotes, and budget-checks for sufficient funds in
your account.
Note: If there are insufficient funds for the requisition,
Purchasing sends a notification to the originator (and
copies the Business/District Manager) that funds must be
added before proceeding.
12
(cont’d)
7. Purchasing issues a Purchase Order (PO) to the vendor.
Note: A PO number in the system does NOT mean that a

PO has been issued. PeopleSoft automatically generates
PO numbers for tracking purposes, but Purchasing has
NOT issued a PO to the vendor unless the status in
PeopleSoft is displayed as “Dispatched.”
Within 10 days of generating a requisition, requestors

should lookup their requisitions to check their status and
to make sure they state “Dispatched”.
13
(cont’d)
8. Items are shipped to the District Warehouse.

9. District Warehouse team members enter items as received
in PeopleSoft and forward paperwork to A/P for payment.
10. District Warehouse team members deliver goods to
campuses daily. For capital assets over $500, warehouse
team members affix Peralta asset tag numbers prior to
delivery.
14
What to Do When You Receive
Goods
If you receive damaged or missing goods, report them to the

District Warehouse Supervisor within 3 days of receipt.
If you receive any goods or invoices directly from vendors,
notify the District Warehouse Supervisor so they can be
entered as received in PeopleSoft and the Supervisor can
coordinate with A/P to process them for payment.
15
Independent Contractor
Contract Requirements
All services over $600 require an Independent

Contractor Contract (ICC) signed by both the Vice
Chancellor of Finance and the Chancellor prior to
PO issuance, regardless of whether the vendor is a
small sole proprietor or large corporation.
ICC over $25,000 require Board approval.
A new ICC contracts are required each fiscal year.
16
Common Problems that Delay
Purchases
The Dean/Business Manager has not yet approved the

requisition in PeopleSoft, so Purchasing is unable to view
the requisition.
Purchasing has received a Requisition in PeopleSoft but has
NOT received BOTH a Bid Recap Sheet and 3 attached
quotes.
Budget Error – Insufficient funds to cover the requisition –
the requisition is returned to the originator, who must
transfer sufficient funds (to cover the purchase and any
taxes) and resubmit the requisition.
17
Common Problems that Delay
Purchases (cont’d)
Missing Independent Contractor Contract (ICC) –

Purchasing has not received a copy of the ICC.
Computer Glitch – The requisition was not automatically
forwarded to Purchasing Department and is lost in
cyberspace. (Check status of all requisitions within 10 days
after generating them to alleviate this problem.)
18
Change Orders
If any changes are required at any point in the purchasing

process, notify Purchasing immediately.
All changes require a Request for Change Order Form
listing the original requisition and PO #, and providing
details of the change(s).
Purchasing will make every effort to contact vendors to
minimize cancellation charges.
19
Formal Bids
Plan ahead – formal bids typically take 2 to 4 months because

Purchasing must:
Develop formal bid documents based on specifications that
you provide
Formally advertise bids and solicit vendors
Schedule public bid openings
Coordinate with the requestor to obtain Board approval
20
Blanket Purchase Orders
If you plan to use a vendor repeatedly for goods or services

in a fiscal year, contact Purchasing to discuss the possibility
of setting up a “blanket” PO.
A blanket PO is an open-account arrangement with a vendor
up to a specified amount.
Purchasing works with you to competitively bid blanket POs
with vendors to streamline your repeated purchases.
21
Exceptions to Formal Bidding
Emergency Purchases
Sole Source Purchases
Textbook and Specified Classroom Purchases
Board Exceptions
Manufacturer Maintenance or Repairs on Equipment
22
Emergency Purchases
The normal procedure for bidding may be waived in

emergency situations.
A purchase is considered to be an emergency purchase when
the delay that results from formal or informal bidding could
cause damage either to life or to property.
All emergency purchases require a Request for Emergency
Purchase Form signed by the College President, Board
approval, and approval by County Superintendent of
Schools.
23
Sole Source Purchases
If a particular item is available from only one source, a letter

stating that the vendor is the sole source of such goods or
services must be obtained and attached to the purchase
order.
The letter must be specific in describing the goods required,
including the name of the product, model numbers, and any
other relevant information justifying the sole source
purchase.
24
Sole Source Purchases (cont’d)
Further, the letter must specify all of the reasons justifying

the circumstances and details regarding the basis and nature
of why and how the product is sole source and why such
product, or a similar product cannot be purchased elsewhere.
Note: Before any Sole Source purchases are made, the

Purchasing Department will review the Sole Source letter
(and conduct an item search) to determine if the items being
purchased are a valid sole source.
25
Textbook and Specified
Classroom Purchases
The following may be purchased without estimates or bids:

textbooks, workbooks, or library books
educational films or audiovisual materials
instructional computer software packages
periodicals
26
Board Exceptions to Formal
Bidding
The Board may approve exceptions to formal bidding in

situations such as:
Piggybacking on other public agencies’ established contracts
If determined to be in the best interests of the District and
the purchase is to be made from a public corporation or
agency
27
Manufacturer Maintenance or
Repairs on Equipment
Maintenance or repairs on equipment made by the

manufacturer, or authorized service agent of that equipment,
where the provisions of parts, maintenance, or servicing can
best be performed by the manufacture, or authorized service
agent, is exempt for formal bidding.
28
Environmental Sustainability
Requirements
Board Policy 2.40, Environmental Sustainability, requires the District to
purchase environmentally sustainable products. The long-term goal of
this policy is to purchase products with zero waste, high recycled
content, produced and delivered in an environmentally sustainable
manner.
The Board Policy lists certain types of environmentally sustainable items
(such as recycled copy paper) that everyone MUST purchase to help
meet the District’s long-term goal.
Even if an item is not specifically required by the Board Policy, you are
encouraged to consider environmental sustainability in EVERY
purchase.
29
‘Must Purchase’ Items
Copy Paper – All white paper for printing and photocopying must be
100% post-consumer waste (recycled).
Paper – All paper for use in the Peralta publications, promotional
materials, and classroom materials shall be at least 30% recycled.
Printing – Petroleum-based inks are disallowed in all contracted printing.
Remanufactured Products – Items such as toner cartridges, tires,
furniture, equipment, and automotive parts shall be purchased as
remanufactured as long as they offer equivalent safety, quality, and
effectiveness.
30
‘Must Purchase’ Items (cont’d)
Food Service Supplies – Food vendors, departments, and programs must
use compostable utensils and supplies. Polystyrene (styrofoam) is
prohibited.
Food - The District is committed to making available locally sourced,
organic food. The District discourages the use of bottled water served in
non-compostable containers and instead strives to provide alternative
methods to provide fresh drinking water.
Operations – The District must purchase items such as low-toxicity
cleaning supplies and Green Seal approved chemicals, recycled paper
towels, etc.
Construction– Both new building and renovation projects must meet
common industry certification requirements known as LEED
(Leadership in Energy and Environmental Design) or LEED silver for
new building.
31
Peralta’s SLBE Program
The District has established an annual overall program goal

of 25% participation for Small Local Business Enterprises
(SLBE).
The District grants a bidding preference of up to 5% for
SLBE firms per the SLBE Program rules.
We encourage you to help us achieve this goal by soliciting
and utilizing SLBE vendors.
32
SLBE Definitions
An SLBE must be located in the District’s market area of

Albany, Alameda, Berkeley, Emeryville, Oakland, or
Piedmont and have gross annual revenue of less than:
$8.5 million for construction firms
$6 million for goods and non-professional services firms
$3 million for professional services firms
33
SLBE Certification
Purchasing provides SLBE Certification Affidavits to

vendors who meet our definition.
Purchasing verifies SLBE forms received and codes vendors
with SLBE status in the vendor database.
Contact Purchasing for the SLBE Program guidelines or for
more information.
34
Tips for Obtaining Quotes
Contact multiple vendors because not all vendors will return

quotes
Allow vendors reasonable time to return quotes
Give the same information to all vendors
Look at the total cost of ownership (including warranties,
maintenance, etc.)
Ask for product demonstrations
Utilize the skills of your vendors to develop your
specifications
35
Purchasing Don’ts
Don’t split or separate orders or projects into smaller orders

or projects to evade competitive bidding.
Don’t give PO numbers to vendors; Purchasing is
responsible for “Dispatching” POs.
Don’t buy items and expect to be reimbursed
Don’t instruct vendors to ship items directly to campuses.
36
For More Information
The Purchasing Department’s Policies and Procedures,

which include commonly used forms, are available from the
Purchasing page of the District website.
Contact Purchasing for large projects that require formal
bids; Purchasing must conduct the bid process.
We can help you with purchasing planning and purchasing
orientations for new personnel.
We’re here to help you - contact us for help and guidance.
37
Peralta Community College
District
Overview of Measure A
Procurement Procedures
(Updated)
12-10-09
1
Background - Measure A
On 1-16-07, the Board of Trustees approved
spreadsheets listing specific Measure A Instructional
Equipment and Furniture for each campus and the
District.
Only items listed on the spreadsheets may be
purchased with Measure A funds.
All Measure A purchases are subject to Bond
Oversight Committee audits.
Special forms are required for all Measure A
purchases.
2
Measure A Required Forms
There are 3 required forms for Measure A
purchases:
Instructional Furniture & Equipment
Procurement Request Form – Campuses
Furniture & Equipment Needs Procurement
Request Form – District
Construction Project Request Form – All Sites
3
Where to Find Measure A
Forms and Spreadsheets
Measure A procurement forms and spreadsheets are
available on the Dept. of General Services website.
The URL is:

http://www.peralta.edu/apps/docs.asp?Q=817
Or navigate to this area:

Go to www.Peralta.edu
Click “Service Center”
Click “General Services”
Click “Measure A” under Department of General Services
Click “Request Forms” under Measure A Documents and Forms
4
Measure A Spreadsheets
Available on the Website
The following Measure A spreadsheets are
posted on the website. They list the
specific items already approved by the
Board for each campus and the District.
Measure A Instructional Equipment & Furniture
Needs Allocation 2006/2007
Short-Term Construction Project Matrix
Short-Term Phase II Construction Project Matrix
5
Procurement Request Form
This form is to be used by campuses only.
1. To purchase any item(s) listed on a campus
Measure A spreadsheet, each campus must
complete Section I and Section II of this form.
2. Instructions for completing this form are on the
cover sheet for the form.
3. Follow all normal purchasing procedures in
obtaining 3 quotes, providing backup
documentation, completing the Bid Recap sheet,
and generating a requisition.
6
Procurement Request Form (cont’d)
4. After completing Section I and Section II, route the
form to the Department of General Services for
approval by General Services, Finance, and the
Chancellor.
5. General Services returns approved forms to the
Campus Business Office.
6. Campuses forward a copy of the approved form and
backup documentation to Purchasing.
7. Purchasing cannot issue a Purchase Order without
BOTH the approved Instructional Furniture &
Equipment Procurement Request Form AND the
required backup documentation.
7
Furniture & Equipment Needs
Procurement Request Form
This form is to be used by the District only.
1. To purchase any item(s) listed on the District
Measure A spreadsheet, the requestor must
complete Section I and Section II of this form.
2. Instructions for completing this form are on the
cover sheet for the form.
3. Follow all normal purchasing procedures in
obtaining 3 quotes, providing backup
documentation, completing the bid recap sheet,
and generating a requisition.
8
Furniture & Equipment Needs
Procurement Request Form (cont’d)
4. After completing Section I and Section II, route
the form to the Department of General Services for
approval by General Services, Finance, and the
Chancellor.
5. General Services returns approved forms to the
requestor.
6. The requestor forwards a copy of the approved
form and backup documentation to Purchasing.
7. Purchasing cannot issue a Purchase Order without
BOTH the approved Furniture & Equipment Needs
Procurement Request Form AND the required
backup documentation.
9
Construction Project Request Form –
All Sites
Use this form to request new construction projects NOT
listed on either the Short-Term Construction
Projects spreadsheet or the Short-Term
Construction Projects Phase II spreadsheet.
The requestor must complete Section I and Section
II of this form.
Route the form to the Department of General
Services for approval by General Services, Finance,
and the Chancellor.
10
How to Purchase Items Not
Listed on the Spreadsheets
To purchase items not listed on a
spreadsheet or to substitute an item listed
on the spreadsheet, contact the
Department of General Services.
General Services will evaluate requests on a
case-by-case basis and determine the next
steps.
11
Measure A Contact Information
For General Oversight and Procedures:
Dr. Sadiq Ikharo, Vice Chancellor of General Services
466-7336
For Purchasing Oversight:
John Banisadr, Purchasing Compliance Manager
587-7895
For Tracking of Forms:
Kawanna Muldrow, Senior Secretary
466-7342
For Issuance of POs:
Eva Chiu, Measure A Buyer
466-7217
12
Requisition order #__________________College________________________
Date: __________________ Vendor Selected ____________________
Vendor Fax Number that Purchase Order should be fax to: _____________________
Purchases from $10,000 to $78,900 require at least three written quotations and must be
summarized on this form. List all bids obtained from all vendors including the vendor selected
and any vendors who declined to bid. Attach all written bids to this form.
Bidder Amount
1. ____________________________ ____________
2. ____________________________ ____________
3. ____________________________ ____________
Comments:____________________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
________________________________________________
Does the successful vendor meet the Districts definition of a SLBE or SELBE? If so please check
the below and forward a copy of the SLBE/SELBE Self Certification Affidavit to the Vendor. Bids
from firms that meet the District’s definition of SLBE or SELBE bid can be 5% higher than the
lowest responsible bidder and still be awarded a contract.
Is the vendor a: SLBE _________ SELBE ___________ None __________.
You must attach a sole source letter from any vendor to the requisition for the purchases for
goods or services available from only one (1) vendor.
All purchases over $78,900, and construction projects over $15,000 require formal bidding.
____________________________________________________
Signature of person receiving bids Date
____________________________________________________
Campus Business Manager Date
____________________________________________________
Purchasing Officer Date
Updated 1-4-11
Request for Change Order

Purchase Order No. ______________ Change Order No._______________
Requisition No. ____________________ Date of request__________________
Vendor _________________________ Vendor # _______________________
C. O. requested by________________ Department ____________________
Original dollar amount of purchase order______________________________
Dollar amount of change ___________________________________________
Accounting:
Category
Cost Acct.
Loc Fund Program Project Acct. Line Object
Center Suffix
Code
Provide a complete explanation of the circumstances that necessitates this change.

Identify what is being changed, i.e., item no., price, quantity, description, etc. Attach
any required supporting documentation including quote from vendor identifying the
changes. Please indicate which line item of the original requisition needs to be
changed.
Line # Item # Description Quantity Unit Price
Authorized by:
Business Manager __________________ at __________________College Date __________
333 East 8th Street •Oakland, California 94606•(510) 466-7225
RE: VENDOR APPLICATION
Dear Interested Vendor:
The Peralta Community College District wants to ensure contracting opportunities to all
qualified Vendors in our community. Enclosed, please find a Vendor Application, a
Commodity/Class ID Listing, and a W-9 Form. We ask that you complete the Vendor
Application along with the Commodity/Class ID Listing, and the W-9 Form, and submit them
to our purchasing department to be processed.
This Vendor Application is a two (2) part process. Please either indicate the goods and /or
services your company can supply by checking the appropriate boxes in the Commodity/Class
Id Listing pages, or write the codes in box 10 of the Vendor Application.
If your company resides in the following six cities: Albany, Alameda, Berkeley, Emeryville,
Oakland, or Piedmont, please contact the purchasing department or visit our website to
download a copy of the District’s Small Local Business Enterprise (SLBE) program. Your
company may qualify for a 5% bidding preference. If your company qualifies, please submit a
copy of the SLBE Affidavit with your vendor application. Before any bid preference is
granted to a vendor, the District must verify your SLBE status. The SLBE program forms can
be downloaded at: www.peralta.edu, click on “Service Centers” then on “Purchasing”, then
on “List of Current RFPs/Bids and Other Purchasing Documents” to view the District’s
SLBE/SELBE program and Affidavit form.
Upon receipt of the completed Vendor Application (and or Commodity/Class ID Listing), and
W-9 Form, the Purchasing Department will enter your firm’s name in our database so that we
can contact you for future projects. No vendors will be setup with out a completed Vendor
Application and W-9 Form.
Sincerely,

PURCHASING DEPARTMENT
(510) 466-7225
Fax: (510) 587-7873
Enclosures
th
333 E. 8 Street
Oakland, CA 94606
Phone (510) 466-7225 Fax (510) 587-7873
RETURN COMPLETED VENDOR APPLICATION FOR PROCESSING TO: PURCHASING DEPARTMENT
VENDOR APPLICATION
New Application Change Application Date:
1. MAIN ADDRESS (Legal Name and Address of Entity) 2. REMIT to ADDRESS (Mailing Address for Payments
COMPLETE ONLY IF DIFFERENT FROM MAIN ADDRESS)
Phone:
Phone:
Fax: Fax:
Email: Email:
Website: Website:
3. CONTACT INFORMATION (All Purchase Orders Will Be Faxed and or Mailed to the Sales (Primary) Contact.)
Contacts Name/Title Email Telephone Fax
Sales (Primary):
Sales (Secondary):
President/VP:
Other Contact:
4. TYPE of FIRM (Check One)
Goods Only (Taxable) Services Only (Non-Taxable) Good and Services
5. TYPE of ORGANIZATION (Check One)
Sole Proprietorship Partnership Corporation Limited Liability Corporation Non Profit or Church
6. TAX INFORMATION (Check One and Provide Number)
Federal Tax ID ________-_____________________ Social Security Number _________-_________-____________
7. TYPE of CONTRACTOR (Please specify the type that best depicts your company. ONLY Check One TYPE.)
A &E Advertising Asphalt/Concrete Automobile Construction

Consultant Electrical Electronics Employee General Contractor
Goods Hardware Instrumentation Mechanical Painter
Plumber Printer/Copying Roofer Scientific Security
Service Software Student Surgical/Medical Telecom
Temp Staffing Other_________
8. BUSINESS LICENSE NUMBERS (Provide your Business License Number and any Contractors License Numbers)
Business License Number_______________________ Expiration Date________________________
California Contractor Number____________________ Expiration Date_________________________
Other ________________________________________ Expiration Date_________________________
9. CERTIFICATIONS (Does your business qualify under PCCD’s Small Local Business Enterprise Program. See program guidelines.)
Yes I am a SLBE (Small Local Business Enterprise) Yes, I am SELBE (Small Local Emerging Business Enterprise) None
10. NIGP CODES (Please review the attached Commodity Class ID listings and write in below the Code(s) that best suit your company.)
Codes:__________ __________ ___________ ___________ __________ __________ __________ __________ __________ __________
I HEREBY CERTIFY THAT INFORMATION SUPPLIED HEREIN IS CORRECT,

______________________________________ _______________________________________ ______________________________________
Signature Name/Title Date
Revised 3-15-10
9/14/2001 Peralta Community College District Page 1 of 8
Commodity/Class ID Listing
Please indicate which products and/or services your company can supply by checking the appropriate box(es). Upon receipt of both
the Vendor Application and the completed Commodity/Class ID Listing, the Purchasing Division will send a detailed item list for each
Commodity Category selected.
Company Name:
Class Description
005 ABRASIVES
010 ACOUSTICAL TILE, INSULATING MATERIALS, AND SUPPLIES
015 ADDRESSING, COPYING, MIMEOGRAPH, AND SPIRIT DUPLICATING MACHINE SUPPLIES: CHEMICALS,
INKS, PAPER, ETC.
019 AGRICULTURAL CROPS AND GRAINS INCLUDING FRUITS, MELONS, NUTS, AND VEGETABLES
020 AGRICULTURAL EQUIPMENT, IMPLEMENTS, AND ACCESSORIES (SEE CLASS 022 FOR PARTS)
022 AGRICULTURAL IMPLEMENT AND ACCESSORY PARTS
025 AIR COMPRESSORS AND ACCESSORIES
031 AIR CONDITIONING, HEATING, AND VENTILATING: EQUIPMENT, PARTS AND ACCESSORIES (SEE
RELATED ITEMS IN CLASS 740)
035 AIRCRAFT AND AIRPORT, EQUIPMENT, PARTS, AND SUPPLIES
037 AMUSEMENT, DECORATIONS, ENTERTAINMENT, TOYS, ETC.
040 ANIMALS, BIRDS, MARINE LIFE, AND POULTRY, INCLUDING ACCESSORY ITEMS (LIVE)
045 APPLIANCES AND EQUIPMENT, HOUSEHOLD TYPE
050 ART EQUIPMENT AND SUPPLIES
052 ART OBJECTS
055 AUTOMOTIVE ACCESSORIES FOR AUTOMOBILES, BUSES, TRUCKS, ETC.
060 AUTOMOTIVE MAINTENANCE ITEMS AND REPAIR/REPLACEMENT PARTS
065 AUTOMOTIVE BODIES, ACCESSORIES, AND PARTS
070 AUTOMOTIVE VEHICLES AND RELATED TRANSPORTATION EQUIPMENT
075 AUTOMOTIVE SHOP EQUIPMENT AND SUPPLIES
080 BADGES, EMBLEMS, NAME TAGS AND PLATES, JEWELRY, ETC.
085 BAGS, BAGGING, TIES, AND EROSION CONTROL EQUIPMENT
090 BAKERY EQUIPMENT, COMMERCIAL
095 BARBER AND BEAUTY SHOP EQUIPMENT AND SUPPLIES
100 BARRELS, DRUMS, KEGS, AND CONTAINERS
105 BEARINGS (EXCEPT WHEEL BEARINGS AND SEALS -SEE CLASS 060)
110 BELTS AND BELTING: AUTOMOTIVE AND INDUSTRIAL
115 BIOCHEMICALS, RESEARCH
120 BOATS, MOTORS, AND MARINE AND WILDLIFE SUPPLIES
125 BOOKBINDING SUPPLIES
135 BRICKS AND OTHER CLAY PRODUCTS, REFRACTORY MATERIALS, AND STONE PRODUCTS
140 BROOM, BRUSH, AND MOP MANUFACTURING MACHINERY AND SUPPLIES
145 BRUSHES (NOT OTHERWISE CLASSIFIED)
150 BUILDER'S SUPPLIES
155 BUILDINGS AND STRUCTURES: FABRICATED AND PREFABRICATED
160 BUTCHER SHOP AND MEAT PROCESSING EQUIPMENT
165 CAFETERIA AND KITCHEN EQUIPMENT, COMMERCIAL
175 CHEMICAL LABORATORY EQUIPMENT AND SUPPLIES
Company Name:
Class Description
180 CHEMICAL RAW MATERIALS (IN LARGE QUANTITIES PRIMARILY FOR MANUFACTURING JANITORIAL
AND LAUNDRY PRODUCTS)
190 CHEMICALS AND SOLVENTS, COMMERCIAL (IN BULK)
192 CLEANING COMPOSITIONS, DETERGENTS, SOLVENTS, AND STRIPPERS - PREPACKAGED
193 CLINICAL LABORATORY REAGENTS AND TESTS (BLOOD GROUPING, DIAGNOSTIC, DRUG
MONITORING, ETC.)
195 CLOCKS, TIMERS, WATCHES, AND JEWELERS' AND WATCHMAKERS' TOOLS AND EQUIPMENT
200 CLOTHING, ATHLETIC, CASUAL, DRESS, UNIFORM, WEATHER RELATED, WORK
201 CLOTHING ACCESSORIES (SEE CLASS 800 FOR SHOES AND BOOTS)
204 COMPUTER HARDWARE AND PERIPHERALS FOR MICROCOMPUTERS
206 COMPUTER HARDWARE AND PERIPHERALS FOR MINI AND MAIN FRAME COMPUTERS
207 COMPUTER ACCESSORIES AND SUPPLIES
208 COMPUTER SOFTWARE FOR MICROCOMPUTERS (PREPROGRAMMED)
209 COMPUTER SOFTWARE FOR MINI AND MAINFRAME COMPUTERS (PREPROGRAMMED)
210 CONCRETE AND METAL CULVERTS, PILINGS, SEPTIC TANKS, ACCESSORIES AND SUPPLIES
220 CONTROLLING, INDICATING, MEASURING, MONITORING, AND RECORDING INSTRUMENTS AND
SUPPLIES
225 COOLERS, DRINKING WATER (WATER FOUNTAINS)
232 CRAFTS, GENERAL
233 CRAFTS, SPECIALIZED
240 CUTLERY, DISHES, FLATWARE, GLASSWARE, TRAYS, UTENSILS, AND SUPPLIES
245 DAIRY EQUIPMENT AND SUPPLIES
250 DATA PROCESSING CARDS AND PAPER
255 DECALS AND STAMPS
260 DENTAL EQUIPMENT AND SUPPLIES
265 DRAPERIES, CURTAINS, AND UPHOLSTERY MATERIAL (INCLUDING AUTOMOBILE)
269 DRUGS AND PHARMACEUTICALS
271 DRUGS, PHARMACEUTICALS, AND SETS (FOR LARGE-VOLUME PARENTERAL ADMINISTRATION,
INFUSION, IRRIGATION, AND TUBE FEEDING)
280 ELECTRICAL CABLES AND WIRES (NOT ELECTRONIC)
285 ELECTRICAL EQUIPMENT AND SUPPLIES (EXCEPT CABLE AND WIRE)
287 ELECTRONIC COMPONENTS, REPLACEMENT PARTS, AND ACCESSORIES: AND MISCELLANEOUS
ELECTRONIC EQUIPMENT (NOT FOR TESTING OR ANALYZING -SEE 730)
290 ENERGY COLLECTING EQUIPMENT AND ACCESSORIES: SOLAR AND WIND
295 ELEVATORS AND ESCALATORS, BUILDING TYPE
305 ENGINEERING EQUIPMENT, SURVEYING EQUIPMENT, DRAWING INSTRUMENTS, AND SUPPLIES
310 ENVELOPES, PLAIN OR PRINTED
315 EPOXY BASED FORMULATIONS FOR ADHESIVES, COATINGS, AND RELATED AGENTS
318 FARE COLLECTION EQUIPMENT AND SUPPLIES
320 FASTENING, PACKAGING, STRAPPING, TYING EQUIPMENT AND SUPPLIES
Company Name:
Class Description
325 FEED, BEDDING, VITAMINS AND SUPPLEMENTS FOR ANIMALS (SEE CLASS 875 FOR DRUGS AND
PHARMACEUTICALS FOR ANIMALS)
330 FENCING
335 FERTILIZERS AND SOIL CONDITIONERS
340 FIRE PROTECTION EQUIPMENT AND SUPPLIES
345 FIRST AID AND SAFETY EQUIPMENT AND SUPPLIES (EXCEPT NUCLEAR AND WELDING)
350 FLAGS, FLAG POLES, BANNERS, AND ACCESSORIES
360 FLOOR COVERING, FLOOR COVERING INSTALLATION AND REMOVAL EQUIPMENT, AND SUPPLIES
365 FLOOR MAINTENANCE MACHINES, PARTS, AND ACCESSORIES
370 FOOD PROCESSING AND CANNING EQUIPMENT AND SUPPLIES
375 FOODS: BAKERY PRODUCTS (FRESH)
380 FOODS: DAIRY PRODUCTS (FRESH)
385 FOODS, FROZEN
390 FOODS: PERISHABLE
393 FOODS: STAPLE GROCERY AND GROCER'S MISCELLANEOUS ITEMS
395 FORMS, CONTINUOUS: COMPUTER PAPER, FORM LABELS, SNAP-OUT FORMS, AND FOLDERS FOR
FORMS
400 FOUNDRY CASTINGS, EQUIPMENT, AND SUPPLIES
405 FUEL, OIL, GREASE AND LUBRICANTS
410 FURNITURE: HEALTH CARE AND HOSPITAL FACILITY
415 FURNITURE: LABORATORY
420 FURNITURE: CAFETERIA, CHAPEL, DORMITORY, HOUSEHOLD, LIBRARY, LOUNGE, SCHOOL
425 FURNITURE: OFFICE
430 GASES, CONTAINERS, EQUIPMENT: LABORATORY, MEDICAL, AND WELDING
435 GERMICIDES, CLEANERS, AND RELATED SANITATION PRODUCTS FOR HEALTH CARE PERSONNEL
440 GLASS AND GLAZING SUPPLIES
445 HAND TOOLS (POWERED AND NON-POWERED), ACCESSORIES AND SUPPLIES
450 HARDWARE AND RELATED ITEMS
460 HOSE, ACCESSORIES, AND SUPPLIES: INDUSTRIAL, COMMERCIAL, AND GARDEN
465 HOSPITAL AND SURGICAL EQUIPMENT, INSTRUMENTS, AND SUPPLIES
470 HOSPITAL HANDICAP AND RELATED SPECIALIZED EQUIPMENT AND SUPPLIES: MOBILITY, SPEECH
IMPAIRED, AND RESTRAINT ITEMS
475 HOSPITAL, SURGICAL, AND RELATED MEDICAL ACCESSORIES AND SUNDRY ITEMS
485 JANITORIAL SUPPLIES, GENERAL LINE
490 LABORATORY EQUIPMENT AND ACCESSORIES (FOR GENERAL ANALYTICAL AND RESEARCH USE):
NUCLEAR, OPTICAL, AND PHYSICAL
493 LABORATORY EQUIPMENT AND ACCESSORIES: BIOCHEMISTRY, CHEMISTRY, ENVIRONMENTAL
SCIENCE, ETC.
495 LABORATORY AND FIELD EQUIPMENT AND SUPPLIES: BIOLOGY, BOTANY, GEOLOGY,
MICROBIOLOGY, ZOOLOGY, ETC.
500 LAUNDRY AND DRY CLEANING EQUIPMENT, ACCESSORIES, PARTS AND SUPPLIES - COMMERCIAL
Company Name:
Class Description
505 LAUNDRY AND DRY CLEANING COMPOUNDS AND SUPPLIES
510 LAUNDRY TEXTILES AND SUPPLIES
515 LAWN MAINTENANCE EQUIPMENT, ACCESSORIES, AND PARTS (NON-AGRICULTURAL APPLICATIONS)
520 LEATHER AND RELATED EQUIPMENT, PRODUCTS, ACCESSORIES, AND SUPPLIES
525 LIBRARY AND ARCHIVAL EQUIPMENT, MACHINES, AND SUPPLIES
530 LUGGAGE, BRIEF CASES, PURSES AND RELATED ITEMS
540 LUMBER AND RELATED PRODUCTS
545 MACHINERY AND HARDWARE, INDUSTRIAL
550 MARKERS, PLAQUES AND TRAFFIC CONTROL DEVICES
555 MARKING AND STENCILING DEVICES
556 MASS TRANSPORTATION - TRANSIT BUS
557 MASS TRANSPORTATION - TRANSIT BUS ACCESSORIES AND PARTS
558 MASS TRANSPORTATION - RAIL VEHICLES AND SYSTEMS
559 MASS TRANSPORTATION - RAIL VEHICLE PARTS AND ACCESSORIES
560 MATERIAL HANDLING AND STORAGE EQUIPMENT AND ALLIED ITEMS
565 MATTRESS MANUFACTURING MACHINERY AND SUPPLIES
570 METALS: BARS, PLATES, RODS, SHEETS, STRIPS, STRUCTURAL SHAPES, TUBING, AND FABRICATED
ITEMS
575 MICROFICHE AND MICROFILM EQUIPMENT, ACCESSORIES, AND SUPPLIES
578 MISCELLANEOUS PRODUCTS
580 MUSICAL INSTRUMENTS, ACCESSORIES, AND SUPPLIES
590 NOTIONS AND RELATED SEWING ACCESSORIES AND SUPPLIES
595 NURSERY STOCK, EQUIPMENT, AND SUPPLIES
600 OFFICE MACHINES, EQUIPMENT, AND ACCESSORIES
605 OFFICE MECHANICAL AIDS, SMALL MACHINES, AND APPARATUSES
610 OFFICE SUPPLIES: CARBON PAPER AND RIBBONS, ALL TYPES
615 OFFICE SUPPLIES, GENERAL
620 OFFICE SUPPLIES: ERASERS, INKS, LEADS, PENS, PENCILS, ETC.
625 OPTICAL EQUIPMENT, ACCESSORIES, AND SUPPLIES
630 PAINT, PROTECTIVE COATINGS, VARNISH, WALLPAPER, AND RELATED PRODUCTS
635 PAINTING EQUIPMENT AND ACCESSORIES
640 PAPER AND PLASTIC PRODUCTS, DISPOSABLE
645 PAPER (FOR OFFICE AND PRINT SHOP USE)
650 PARK, PLAYGROUND, RECREATIONAL AREA AND SWIMMING POOL EQUIPMENT
652 PERSONAL HYGIENE AND GROOMING EQUIPMENT AND SUPPLIES
655 PHOTOGRAPHIC EQUIPMENT AND SUPPLIES (NOT INCLUDING GRAPHIC ARTS, MICROFILM, AND
X-RAY)
658 PIPE AND TUBING
659 PIPE AND TUBING FITTINGS
Company Name:
Class Description
660 PIPES, TOBACCOS, SMOKING ACCESSORIES; ALCOHOLIC BEVERAGES
665 PLASTICS, RESINS, FIBERGLASS: CONSTRUCTION, FORMING, LAMINATING, AND MOLDING
EQUIPMENT, ACCESSORIES, AND SUPPLIES
670 PLUMBING EQUIPMENT, FIXTURES, AND SUPPLIES
675 POISONS: AGRICULTURAL AND INDUSTRIAL
680 POLICE EQUIPMENT AND SUPPLIES
685 POULTRY EQUIPMENT AND SUPPLIES
690 POWER GENERATION EQUIPMENT, ACCESSORIES, AND SUPPLIES
691 POWER TRANSMISSION EQUIPMENT - ELECTRICAL, MECHANICAL, AIR AND HYDRAULIC
700 PRINTING PLANT EQUIPMENT AND SUPPLIES (EXCEPT PAPERS)
710 PROSTHETIC DEVICES, HEARING AIDS, AUDITORY TESTING EQUIPMENT, ELECTRONIC READING
DEVICES, ETC.
715 PUBLICATIONS AND AUDIOVISUAL MATERIALS (PREPARED MATERIALS ONLY, NOT EQUIPMENT,
SUPPLIES, OR PRODUCTION)(SEE CLASS 785 FOR INSTRUCTIONAL AIDS)
720 PUMPING EQUIPMENT AND ACCESSORIES
725 RADIO COMMUNICATION, TELEPHONE, AND TELECOMMUNICATION EQUIPMENT, ACCESSORIES, AND
SUPPLIES
730 RADIO COMMUNICATION AND TELECOMMUNICATION TESTING, MEASURING, AND ANALYZING
EQUIPMENT, ACCESSORIES AND SUPPLIES
735 RAGS, SHOP TOWELS, AND WIPING CLOTHS
740 REFRIGERATION EQUIPMENT AND ACCESSORIES
745 ROAD AND HIGHWAY BUILDING MATERIALS (ASPHALTIC)
750 ROAD AND HIGHWAY BUILDING MATERIALS (NOT ASPHALTIC)
755 ROAD AND HIGHWAY EQUIPMENT AND PARTS: ASPHALT AND CONCRETE HANDLING AND
PROCESSING
760 ROAD AND HIGHWAY EQUIPMENT: EARTH HANDLING, GRADING, MOVING, PACKING, ETC.
765 ROAD AND HIGHWAY EQUIPMENT (EXCEPT ASPHALT, CONCRETE, AND EARTH HANDLING
EQUIPMENT IN CLASSES 755 AND 760)
770 ROOFING
775 SALT (SODIUM CHLORIDE) (SEE CLASS 393 FOR TABLE SALT)
780 SCALES AND WEIGHING APPARATUS (SEE 175-08 FOR LABORATORY BALANCES)
785 SCHOOL EQUIPMENT AND SUPPLIES
790 SEED, SOD, SOIL, AND INOCULANTS
795 SEWING ROOM AND TEXTILE MACHINERY, AND ACCESSORIES
800 SHOES AND BOOTS
801 SIGNS, SIGN MATERIALS, SIGN MAKING EQUIPMENT, AND RELATED SUPPLIES
803 SOUND SYSTEMS, COMPONENTS, AND ACCESSORIES: GROUP INTERCOM, MUSIC, PUBLIC ADDRESS,
ETC.
805 SPORTING GOODS, ATHLETIC EQUIPMENT AND ATHLETIC FACILITY EQUIPMENT
810 SPRAYING EQUIPMENT (EXCEPT HOUSEHOLD, NURSERY PLANT, AND PAINT)
815 STEAM AND HOT WATER FITTINGS, ACCESSORIES, AND SUPPLIES
820 STEAM AND HOT WATER BOILERS AND STEAM HEATING EQUIPMENT
Company Name:
Class Description
825 STOCKMAN EQUIPMENT AND SUPPLIES
830 TANKS (METAL, WOOD, AND SYNTHETIC MATERIALS): MOBILE, PORTABLE, STATIONARY, AND
UNDERGROUND TYPES
832 TAPE (NOT DATA PROCESSING, MEASURING, OPTICAL, SEWING, SOUND, OR VIDEO)
840 TELEVISION EQUIPMENT AND ACCESSORIES
845 TESTING APPARATUS AND INSTRUMENTS (NOT FOR ELECTRICAL OR ELECTRONIC MEASUREMENTS)
850 TEXTILES, FIBERS, HOUSEHOLD LINENS, AND PIECE GOODS
855 THEATRICAL EQUIPMENT AND SUPPLIES
860 TICKETS, COUPON BOOKS, SALES BOOKS, STRIP BOOKS, ETC.
863 TIRES AND TUBES
864 TRAIN CONTROLS, ELECTRONIC
865 TWINE
870 VENETIAN BLINDS, AWNINGS, AND SHADES
875 VETERINARY EQUIPMENT AND SUPPLIES (SEE CLASS 325 FOR VITAMINS AND SUPPLEMENTS FOR
ANIMALS)
880 VISUAL EDUCATION EQUIPMENT AND SUPPLIES (EXCEPT PROJECTION LAMPS -SEE CLASS 285)
883 VOICE RESPONSE SYSTEMS
885 WATER AND WASTEWATER TREATING CHEMICALS
890 WATER SUPPLY, GROUNDWATER, SEWAGE TREATMENT, AND RELATED EQUIPMENT (NOT FOR AIR
CONDITIONING, STEAM BOILER, OR LABORATORY REAGENT WATER)
895 WELDING EQUIPMENT AND SUPPLIES
898 X-RAY AND OTHER RADIOLOGICAL EQUIPMENT AND SUPPLIES (MEDICAL)
905 AIRCRAFT AND AIRPORT OPERATIONS SERVICES
906 ARCHITECTURAL SERVICES, PROFESSIONAL
907 ARCHITECTURAL AND ENGINEERING SERVICES, NON-PROFESSIONAL
908 BOOKBINDING, REBINDING, AND REPAIRING
909 BUILDING CONSTRUCTION SERVICES, NEW
910 BUILDING MAINTENANCE AND REPAIR SERVICES
912 CONSTRUCTION SERVICES, GENERAL
913 CONSTRUCTION SERVICES, HEAVY
914 CONSTRUCTION SERVICES, TRADE (NEW CONSTRUCTION)
915 COMMUNICATIONS AND MEDIA RELATED SERVICES
918 CONSULTING SERVICES
920 DATA PROCESSING, COMPUTER, AND SOFTWARE SERVICES
924 EDUCATIONAL SERVICES
925 ENGINEERING SERVICES, PROFESSIONAL
926 ENVIRONMENTAL AND ECOLOGICAL SERVICES
928 EQUIPMENT MAINTENANCE, RECONDITIONING AND REPAIR SERVICES FOR AUTOMOBILES, TRUCKS,
TRAILERS, TRANSIT BUSES AND OTHER VEHICLES
929 EQUIPMENT MAINTENANCE, RECONDITIONING, AND REPAIR SERVICES - AGRICULTURAL, and HEAVY
INDUSTRIAL EQUIPMENT
Company Name:
Class Description
931 EQUIPMENT MAINTENANCE, RECONDITIONING, AND REPAIR SERVICES - APPLIANCE, ATHLETIC,
CAFETERIA, FURNITURE, MUSICAL INSTRUMENTS, AND SEWING EQUIPMENT
934 EQUIPMENT MAINTENANCE, RECONDITIONING, AND REPAIR SERVICES - LAUNDRY, LAWN, PAINTING,
PLUMBING, AND SPRAYING EQUIPMENT
936 EQUIPMENT MAINTENANCE, RECONDITIONING, AND REPAIR SERVICES - GENERAL EQUIPMENT
938 EQUIPMENT MAINTENANCE, RECONDITIONING, AND REPAIR SERVICES - HOSPITAL, LABORATORY,
AND TESTING EQUIPMENT
939 EQUIPMENT MAINTENANCE, RECONDITIONING, AND REPAIR SERVICES - OFFICE, PHOTOGRAPHIC,
AND RADIO/TELEVISION EQUIPMENT
940 EQUIPMENT MAINTENANCE, REPAIR, CONSTRUCTION, AND RELATED SERVICES - RAILROAD
941 EQUIPMENT MAINTENANCE, RECONDITIONING, REPAIR, AND RELATED SERVICES - POWER
GENERATION
945 FISHING, HUNTING, TRAPPING, GAME PROPAGATION, AND RELATED SERVICES
946 FINANCIAL SERVICES
947 FORESTRY SERVICES
948 HEALTH RELATED SERVICES (FOR HUMAN SERVICES SEE CLASS 952)
952 HUMAN SERVICES
953 INSURANCE, ALL TYPES
954 LAUNDRY AND DRY CLEANING SERVICES
956 LIBRARY SERVICES (SEE CLASS 908 FOR BOOKBINDING, REBINDING, AND REPAIRING)
958 MANAGEMENT SERVICES
959 MARINE CONSTRUCTION SERVICES; MARINE EQUIPMENT MAINTENANCE AND REPAIR; RELATED
MARINE SERVICES
961 MISCELLANEOUS SERVICES, NO. 1
962 MISCELLANEOUS SERVICES, NO. 2
965 PRINTING PREPARATIONS: ETCHING, PHOTOENGRAVING, AND PREPARATION OF MATS, NEGATIVES
AND PLATES
966 PRINTING AND RELATED SERVICES
968 PUBLIC WORKS AND RELATED SERVICES
971 REAL PROPERTY RENTAL OR LEASE
975 RENTAL OR LEASE SERVICES OF EQUIPMENT - AGRICULTURAL, AIRCRAFT, AUTOMOTIVE, HEAVY
EQUIPMENT, AND MARINE EQUIPMENT
977 RENTAL OR LEASE SERVICES OF EQUIPMENT - APPLIANCES, CAFETERIA, FILM, FURNITURE,
HARDWARE, MUSICAL, SEWING, AND WINDOW AND FLOOR COVERINGS
979 RENTAL OR LEASE SERVICES OF EQUIPMENT - ENGINEERING, HOSPITAL, LABORATORY, PRECISION
INSTRUMENTS, REFRIGERATION, SCALES, AND TESTING EQUIPMENT
981 RENTAL OR LEASE OF EQUIPMENT - GENERAL EQUIPMENT
983 RENTAL OR LEASE SERVICES OF EQUIPMENT - CLOTHING, JANITORIAL, LAUNDRY, LAWN, PAINTING,
SPRAYING, AND TEXTILE EQUIPMENT
984 RENTAL OR LEASE SERVICES OF COMPUTERS, DATA PROCESSING, AND WORD PROCESSING
EQUIPMENT
985 RENTAL OR LEASE SERVICES OF EQUIPMENT - OFFICE, PHOTOGRAPHIC, PRINTING,
RADIO/TELEVISION/TELEPHONE EQUIPMENT
988 ROADSIDE, GROUNDS, RECREATIONAL AND PARK AREA SERVICES
989 SAMPLING AND SAMPLE PREPARATION SERVICES (FOR TESTING)
Company Name:
Class Description
990 SECURITY, FIRE, SAFETY, AND EMERGENCY SERVICES
992 TESTING AND CALIBRATION SERVICES
998 SALE OF SURPLUS & OBSOLETE ITEMS
Form
(Rev. October 2007)
W-9 Request for Taxpayer Give form to the
requester. Do not
Department of the Treasury
Identification Number and Certification send to the IRS.
Internal Revenue Service
Name (as shown on your income tax return)
See Specific Instructions on page 2.
Business name, if different from above

Print or type
Check appropriate box: Individual/Sole proprietor Corporation Partnership

Exempt
Limited liability company. Enter the tax classification (D=disregarded entity, C=corporation, P=partnership) ©
payee
Other (see instructions) ©
Address (number, street, and apt. or suite no.) Requester’s name and address (optional)
City, state, and ZIP code
List account number(s) here (optional)
Part I Taxpayer Identification Number (TIN)
Enter your TIN in the appropriate box. The TIN provided must match the name given on Line 1 to avoid Social security number
backup withholding. For individuals, this is your social security number (SSN). However, for a resident
alien, sole proprietor, or disregarded entity, see the Part I instructions on page 3. For other entities, it is
your employer identification number (EIN). If you do not have a number, see How to get a TIN on page 3. or
Note. If the account is in more than one name, see the chart on page 4 for guidelines on whose Employer identification number
number to enter.
Part II Certification
Under penalties of perjury, I certify that:
1. The number shown on this form is my correct taxpayer identification number (or I am waiting for a number to be issued to me), and
2. I am not subject to backup withholding because: (a) I am exempt from backup withholding, or (b) I have not been notified by the Internal
Revenue Service (IRS) that I am subject to backup withholding as a result of a failure to report all interest or dividends, or (c) the IRS has
notified me that I am no longer subject to backup withholding, and
3. I am a U.S. citizen or other U.S. person (defined below).
Certification instructions. You must cross out item 2 above if you have been notified by the IRS that you are currently subject to backup
withholding because you have failed to report all interest and dividends on your tax return. For real estate transactions, item 2 does not apply.
For mortgage interest paid, acquisition or abandonment of secured property, cancellation of debt, contributions to an individual retirement
arrangement (IRA), and generally, payments other than interest and dividends, you are not required to sign the Certification, but you must
provide your correct TIN. See the instructions on page 4.
Sign Signature of
Here U.S. person © Date ©
General Instructions Definition of a U.S. person. For federal tax purposes, you are
considered a U.S. person if you are:
Section references are to the Internal Revenue Code unless
otherwise noted. ● An individual who is a U.S. citizen or U.S. resident alien,
● A partnership, corporation, company, or association created or
Purpose of Form organized in the United States or under the laws of the United
A person who is required to file an information return with the States,
IRS must obtain your correct taxpayer identification number (TIN) ● An estate (other than a foreign estate), or
to report, for example, income paid to you, real estate ● A domestic trust (as defined in Regulations section
transactions, mortgage interest you paid, acquisition or 301.7701-7).
abandonment of secured property, cancellation of debt, or
Special rules for partnerships. Partnerships that conduct a
contributions you made to an IRA.
trade or business in the United States are generally required to
Use Form W-9 only if you are a U.S. person (including a pay a withholding tax on any foreign partners’ share of income
resident alien), to provide your correct TIN to the person from such business. Further, in certain cases where a Form W-9
requesting it (the requester) and, when applicable, to: has not been received, a partnership is required to presume that
1. Certify that the TIN you are giving is correct (or you are a partner is a foreign person, and pay the withholding tax.
waiting for a number to be issued), Therefore, if you are a U.S. person that is a partner in a
partnership conducting a trade or business in the United States,
2. Certify that you are not subject to backup withholding, or provide Form W-9 to the partnership to establish your U.S.
3. Claim exemption from backup withholding if you are a U.S. status and avoid withholding on your share of partnership
exempt payee. If applicable, you are also certifying that as a income.
U.S. person, your allocable share of any partnership income from The person who gives Form W-9 to the partnership for
a U.S. trade or business is not subject to the withholding tax on purposes of establishing its U.S. status and avoiding withholding
foreign partners’ share of effectively connected income. on its allocable share of net income from the partnership
Note. If a requester gives you a form other than Form W-9 to conducting a trade or business in the United States is in the
request your TIN, you must use the requester’s form if it is following cases:
substantially similar to this Form W-9.
● The U.S. owner of a disregarded entity and not the entity,
Cat. No. 10231X Form W-9 (Rev. 10-2007)
Form W-9 (Rev. 10-2007) Page 2
● The U.S. grantor or other owner of a grantor trust and not the 4. The IRS tells you that you are subject to backup
trust, and withholding because you did not report all your interest and
● The U.S. trust (other than a grantor trust) and not the dividends on your tax return (for reportable interest and
beneficiaries of the trust. dividends only), or
Foreign person. If you are a foreign person, do not use Form 5. You do not certify to the requester that you are not subject
W-9. Instead, use the appropriate Form W-8 (see Publication to backup withholding under 4 above (for reportable interest and
515, Withholding of Tax on Nonresident Aliens and Foreign dividend accounts opened after 1983 only).
Entities). Certain payees and payments are exempt from backup
withholding. See the instructions below and the separate
Nonresident alien who becomes a resident alien. Generally, Instructions for the Requester of Form W-9.
only a nonresident alien individual may use the terms of a tax
treaty to reduce or eliminate U.S. tax on certain types of income. Also see Special rules for partnerships on page 1.
However, most tax treaties contain a provision known as a
“saving clause.” Exceptions specified in the saving clause may
Penalties
permit an exemption from tax to continue for certain types of Failure to furnish TIN. If you fail to furnish your correct TIN to a
income even after the payee has otherwise become a U.S. requester, you are subject to a penalty of $50 for each such
resident alien for tax purposes. failure unless your failure is due to reasonable cause and not to
If you are a U.S. resident alien who is relying on an exception willful neglect.
contained in the saving clause of a tax treaty to claim an Civil penalty for false information with respect to
exemption from U.S. tax on certain types of income, you must withholding. If you make a false statement with no reasonable
attach a statement to Form W-9 that specifies the following five basis that results in no backup withholding, you are subject to a
items: $500 penalty.
1. The treaty country. Generally, this must be the same treaty Criminal penalty for falsifying information. Willfully falsifying
under which you claimed exemption from tax as a nonresident certifications or affirmations may subject you to criminal
alien. penalties including fines and/or imprisonment.
2. The treaty article addressing the income. Misuse of TINs. If the requester discloses or uses TINs in
3. The article number (or location) in the tax treaty that violation of federal law, the requester may be subject to civil and
contains the saving clause and its exceptions. criminal penalties.
4. The type and amount of income that qualifies for the
exemption from tax. Specific Instructions
5. Sufficient facts to justify the exemption from tax under the Name
terms of the treaty article.
If you are an individual, you must generally enter the name
Example. Article 20 of the U.S.-China income tax treaty allows
shown on your income tax return. However, if you have changed
an exemption from tax for scholarship income received by a
your last name, for instance, due to marriage without informing
Chinese student temporarily present in the United States. Under
the Social Security Administration of the name change, enter
U.S. law, this student will become a resident alien for tax
your first name, the last name shown on your social security
purposes if his or her stay in the United States exceeds 5
card, and your new last name.
calendar years. However, paragraph 2 of the first Protocol to the
U.S.-China treaty (dated April 30, 1984) allows the provisions of If the account is in joint names, list first, and then circle, the
Article 20 to continue to apply even after the Chinese student name of the person or entity whose number you entered in Part I
becomes a resident alien of the United States. A Chinese of the form.
student who qualifies for this exception (under paragraph 2 of Sole proprietor. Enter your individual name as shown on your
the first protocol) and is relying on this exception to claim an income tax return on the “Name” line. You may enter your
exemption from tax on his or her scholarship or fellowship business, trade, or “doing business as (DBA)” name on the
income would attach to Form W-9 a statement that includes the “Business name” line.
information described above to support that exemption.
Limited liability company (LLC). Check the “Limited liability
If you are a nonresident alien or a foreign entity not subject to company” box only and enter the appropriate code for the tax
backup withholding, give the requester the appropriate classification (“D” for disregarded entity, “C” for corporation, “P”
completed Form W-8. for partnership) in the space provided.
What is backup withholding? Persons making certain payments For a single-member LLC (including a foreign LLC with a
to you must under certain conditions withhold and pay to the domestic owner) that is disregarded as an entity separate from
IRS 28% of such payments. This is called “backup withholding.” its owner under Regulations section 301.7701-3, enter the
Payments that may be subject to backup withholding include owner’s name on the “Name” line. Enter the LLC’s name on the
interest, tax-exempt interest, dividends, broker and barter “Business name” line.
exchange transactions, rents, royalties, nonemployee pay, and
certain payments from fishing boat operators. Real estate For an LLC classified as a partnership or a corporation, enter
transactions are not subject to backup withholding. the LLC’s name on the “Name” line and any business, trade, or
DBA name on the “Business name” line.
You will not be subject to backup withholding on payments
you receive if you give the requester your correct TIN, make the Other entities. Enter your business name as shown on required
proper certifications, and report all your taxable interest and federal tax documents on the “Name” line. This name should
dividends on your tax return. match the name shown on the charter or other legal document
creating the entity. You may enter any business, trade, or DBA
Payments you receive will be subject to backup name on the “Business name” line.
withholding if: Note. You are requested to check the appropriate box for your
1. You do not furnish your TIN to the requester, status (individual/sole proprietor, corporation, etc.).
2. You do not certify your TIN when required (see the Part II Exempt Payee
instructions on page 3 for details),
3. The IRS tells the requester that you furnished an incorrect If you are exempt from backup withholding, enter your name as
TIN, described above and check the appropriate box for your status,
then check the “Exempt payee” box in the line following the
business name, sign and date the form.
Generally, individuals (including sole proprietors) are not exempt Part I. Taxpayer Identification
from backup withholding. Corporations are exempt from backup
withholding for certain payments, such as interest and dividends. Number (TIN)
Note. If you are exempt from backup withholding, you should Enter your TIN in the appropriate box. If you are a resident
still complete this form to avoid possible erroneous backup alien and you do not have and are not eligible to get an SSN,
withholding. your TIN is your IRS individual taxpayer identification number
The following payees are exempt from backup withholding: (ITIN). Enter it in the social security number box. If you do not
have an ITIN, see How to get a TIN below.
1. An organization exempt from tax under section 501(a), any
IRA, or a custodial account under section 403(b)(7) if the account If you are a sole proprietor and you have an EIN, you may
satisfies the requirements of section 401(f)(2), enter either your SSN or EIN. However, the IRS prefers that you
use your SSN.
2. The United States or any of its agencies or If you are a single-member LLC that is disregarded as an
instrumentalities, entity separate from its owner (see Limited liability company
3. A state, the District of Columbia, a possession of the United (LLC) on page 2), enter the owner’s SSN (or EIN, if the owner
States, or any of their political subdivisions or instrumentalities, has one). Do not enter the disregarded entity’s EIN. If the LLC is
4. A foreign government or any of its political subdivisions, classified as a corporation or partnership, enter the entity’s EIN.
agencies, or instrumentalities, or Note. See the chart on page 4 for further clarification of name
5. An international organization or any of its agencies or and TIN combinations.
instrumentalities. How to get a TIN. If you do not have a TIN, apply for one
immediately. To apply for an SSN, get Form SS-5, Application
Other payees that may be exempt from backup withholding for a Social Security Card, from your local Social Security
include: Administration office or get this form online at www.ssa.gov. You
6. A corporation, may also get this form by calling 1-800-772-1213. Use Form
7. A foreign central bank of issue, W-7, Application for IRS Individual Taxpayer Identification
8. A dealer in securities or commodities required to register in Number, to apply for an ITIN, or Form SS-4, Application for
the United States, the District of Columbia, or a possession of Employer Identification Number, to apply for an EIN. You can
the United States, apply for an EIN online by accessing the IRS website at
www.irs.gov/businesses and clicking on Employer Identification
9. A futures commission merchant registered with the Number (EIN) under Starting a Business. You can get Forms W-7
Commodity Futures Trading Commission, and SS-4 from the IRS by visiting www.irs.gov or by calling
10. A real estate investment trust, 1-800-TAX-FORM (1-800-829-3676).
11. An entity registered at all times during the tax year under If you are asked to complete Form W-9 but do not have a TIN,
the Investment Company Act of 1940, write “Applied For” in the space for the TIN, sign and date the
form, and give it to the requester. For interest and dividend
12. A common trust fund operated by a bank under section payments, and certain payments made with respect to readily
584(a), tradable instruments, generally you will have 60 days to get a
13. A financial institution, TIN and give it to the requester before you are subject to backup
14. A middleman known in the investment community as a withholding on payments. The 60-day rule does not apply to
nominee or custodian, or other types of payments. You will be subject to backup
withholding on all such payments until you provide your TIN to
15. A trust exempt from tax under section 664 or described in the requester.
section 4947.
Note. Entering “Applied For” means that you have already
The chart below shows types of payments that may be applied for a TIN or that you intend to apply for one soon.
exempt from backup withholding. The chart applies to the Caution: A disregarded domestic entity that has a foreign owner
exempt payees listed above, 1 through 15. must use the appropriate Form W-8.
IF the payment is for . . . THEN the payment is exempt Part II. Certification
for . . .
To establish to the withholding agent that you are a U.S. person,
Interest and dividend payments All exempt payees except or resident alien, sign Form W-9. You may be requested to sign
for 9 by the withholding agent even if items 1, 4, and 5 below indicate
Broker transactions Exempt payees 1 through 13. otherwise.
Also, a person registered under For a joint account, only the person whose TIN is shown in
the Investment Advisers Act of Part I should sign (when required). Exempt payees, see Exempt
1940 who regularly acts as a Payee on page 2.
broker Signature requirements. Complete the certification as indicated
Barter exchange transactions Exempt payees 1 through 5 in 1 through 5 below.
and patronage dividends 1. Interest, dividend, and barter exchange accounts
opened before 1984 and broker accounts considered active
Payments over $600 required Generally, exempt
2
payees during 1983. You must give your correct TIN, but you do not
to be reported and direct 1 through 7 have to sign the certification.
1
sales over $5,000
2. Interest, dividend, broker, and barter exchange
1 accounts opened after 1983 and broker accounts considered
See Form 1099-MISC, Miscellaneous Income, and its instructions.
2 inactive during 1983. You must sign the certification or backup
However, the following payments made to a corporation (including gross
proceeds paid to an attorney under section 6045(f), even if the attorney is a
withholding will apply. If you are subject to backup withholding
corporation) and reportable on Form 1099-MISC are not exempt from and you are merely providing your correct TIN to the requester,
backup withholding: medical and health care payments, attorneys’ fees, and you must cross out item 2 in the certification before signing the
payments for services paid by a federal executive agency. form.
3. Real estate transactions. You must sign the certification. Secure Your Tax Records from Identity Theft
You may cross out item 2 of the certification.
Identity theft occurs when someone uses your personal
4. Other payments. You must give your correct TIN, but you information such as your name, social security number (SSN), or
do not have to sign the certification unless you have been other identifying information, without your permission, to commit
notified that you have previously given an incorrect TIN. “Other fraud or other crimes. An identity thief may use your SSN to get
payments” include payments made in the course of the a job or may file a tax return using your SSN to receive a refund.
requester’s trade or business for rents, royalties, goods (other
than bills for merchandise), medical and health care services To reduce your risk:
(including payments to corporations), payments to a ● Protect your SSN,
nonemployee for services, payments to certain fishing boat crew ● Ensure your employer is protecting your SSN, and
members and fishermen, and gross proceeds paid to attorneys ● Be careful when choosing a tax preparer.
(including payments to corporations).
Call the IRS at 1-800-829-1040 if you think your identity has
5. Mortgage interest paid by you, acquisition or been used inappropriately for tax purposes.
abandonment of secured property, cancellation of debt,
qualified tuition program payments (under section 529), IRA, Victims of identity theft who are experiencing economic harm
Coverdell ESA, Archer MSA or HSA contributions or or a system problem, or are seeking help in resolving tax
distributions, and pension distributions. You must give your problems that have not been resolved through normal channels,
correct TIN, but you do not have to sign the certification. may be eligible for Taxpayer Advocate Service (TAS) assistance.
You can reach TAS by calling the TAS toll-free case intake line
at 1-877-777-4778 or TTY/TDD 1-800-829-4059.
What Name and Number To Give the Requester
Protect yourself from suspicious emails or phishing
For this type of account: Give name and SSN of: schemes. Phishing is the creation and use of email and
websites designed to mimic legitimate business emails and
1. Individual The individual
websites. The most common act is sending an email to a user
2. Two or more individuals (joint The actual owner of the account or,
account) if combined funds, the first
falsely claiming to be an established legitimate enterprise in an
individual on the account
1
attempt to scam the user into surrendering private information
3. Custodian account of a minor The minor
2 that will be used for identity theft.
(Uniform Gift to Minors Act)
1
The IRS does not initiate contacts with taxpayers via emails.
4. a. The usual revocable savings The grantor-trustee Also, the IRS does not request personal detailed information
trust (grantor is also trustee) through email or ask taxpayers for the PIN numbers, passwords,
1
b. So-called trust account that is The actual owner or similar secret access information for their credit card, bank, or
not a legal or valid trust under other financial accounts.
state law
5. Sole proprietorship or disregarded The owner
3
If you receive an unsolicited email claiming to be from the IRS,
entity owned by an individual forward this message to phishing@irs.gov. You may also report
Give name and EIN of:
misuse of the IRS name, logo, or other IRS personal property to
For this type of account:
the Treasury Inspector General for Tax Administration at
6. Disregarded entity not owned by an The owner 1-800-366-4484. You can forward suspicious emails to the
individual Federal Trade Commission at: spam@uce.gov or contact them at
4
7. A valid trust, estate, or pension trust Legal entity www.consumer.gov/idtheft or 1-877-IDTHEFT(438-4338).
8. Corporate or LLC electing The corporation
corporate status on Form 8832 Visit the IRS website at www.irs.gov to learn more about
9. Association, club, religious, The organization identity theft and how to reduce your risk.
charitable, educational, or other
tax-exempt organization
10. Partnership or multi-member LLC The partnership
11. A broker or registered nominee The broker or nominee
12. Account with the Department of The public entity
Agriculture in the name of a public
entity (such as a state or local
government, school district, or
prison) that receives agricultural
program payments
1
List first and circle the name of the person whose number you furnish. If only one person
on a joint account has an SSN, that person’s number must be furnished.
2
Circle the minor’s name and furnish the minor’s SSN.
3
You must show your individual name and you may also enter your business or “DBA”
name on the second name line. You may use either your SSN or EIN (if you have one),
but the IRS encourages you to use your SSN.
4
List first and circle the name of the trust, estate, or pension trust. (Do not furnish the TIN
of the personal representative or trustee unless the legal entity itself is not designated in
the account title.) Also see Special rules for partnerships on page 1.
Note. If no name is circled when more than one name is listed,

the number will be considered to be that of the first name listed.
Privacy Act Notice

Section 6109 of the Internal Revenue Code requires you to provide your correct TIN to persons who must file information returns with the IRS to report interest,
dividends, and certain other income paid to you, mortgage interest you paid, the acquisition or abandonment of secured property, cancellation of debt, or
contributions you made to an IRA, or Archer MSA or HSA. The IRS uses the numbers for identification purposes and to help verify the accuracy of your tax return.
The IRS may also provide this information to the Department of Justice for civil and criminal litigation, and to cities, states, the District of Columbia, and U.S.
possessions to carry out their tax laws. We may also disclose this information to other countries under a tax treaty, to federal and state agencies to enforce federal
nontax criminal laws, or to federal law enforcement and intelligence agencies to combat terrorism.
You must provide your TIN whether or not you are required to file a tax return. Payers must generally withhold 28% of taxable interest, dividend, and certain other
payments to a payee who does not give a TIN to a payer. Certain penalties may also apply.
INSTRUCTIONS FOR COMPLETING AN INDEPENDENT CONTRACTOR/
CONSULTANT SERVICES CONTRACT
Please make sure that an Independent Contractor/Consultant Services Contract (“ICC”) is fully
approved for new and continuing contractors/consultants PRIOR to beginning their
assignments.
Make sure the following procedures for an ICC are followed each FISCAL year:
The originating Manager should complete the agreement and have the contractor:
print and sign their name
provide business license
social security number or federal tax identification number
provide a street address (no P.O. Box accepted)
phone number
the beginning and end dates of the contract
the total dollar amount of the contract (plus the hourly rate and not to exceed amount).
An ICC is required for any contract amount between $601 and $25,000. Anything over $25,000
will need Board of Trustees approval.
If the contract is using bond money (e.g., fund code 63, 64 or 65), then the contract limit is
$78,900 (or the current bid threshold adjusted annually by the Price Deflation Index).
Once the ICC is completed:

Attach a resume and scope of services and deliverables to the contract
Attach a cover memo describing the reason the contractor is needed
Please make sure a vendor number is listed on the ICC.
The ICC should then be forwarded to the Business and Administrative Services Manager for
budget check and signature. The Business and Administrative Services Manager should then
forward to the College President or for the District, the appropriate Vice Chancellor.
The ICC should then be sent to Finance and Administration at the District Office for signature
approval by Vice Chancellor for Finance and Administration. The Finance office will forward
the ICC to the Chancellor for final approval.
Once all of the appropriate signatures have been obtained, the ICC will be logged and a copy
will be distributed to the originating manager or designated employee. A copy of the completed
ICC should be attached to each requisition when submitted to the Purchasing Department and
Accounts Payable. Accounts Payable will not pay invoices without a fully executed ICC.
Keep in mind that active employees can not be independent contractors. If you would like a
copy of the District’s guidelines for hiring an independent contractor and/or a questionnaire to
determine if the company or individual meets the IRS standard of being a contractor vs. an
employee of the District, please call Finance at extension 7220.
Please understand that ICC’s must be approved by all parties PRIOR to the beginning of the
contractor’s assignment. The original ICC plus all attachments will be maintained in the
Finance and Administration department.
Revised January 2011
How to Use the Bulk Order Form and the Sell-Down Order Form:
The District has two types of order forms. The Bulk Order Form lists inventory items that the District will actively
maintain, and will replenish once its supplies are depleted, and the Sell-Down Order Form lists inventory items
that the District currently has in stock, but will not replenish once the items have been distributed. The District is
tying to "sell down" these items, and once they are depleted you will have to purchase these items via the
Purchase Order system.
Each form has its own Tab in this spreadsheet. Below are the instructions for using these forms:
1) Locate the item(s) you wish to order and fill in the desired quantity in the “QTY” column.
2) Provide the appropriate Budget Account Code to be charged for the items in the “Budget Account Codes”
columns. Note: If you require pricing for your order (prior to placing the order), please call the District Warehouse
at 466-7214, to obtain the pricing. Pricing for the Sell-Down items is listed on the form.
3) Obtain the appropriate Business Manager or District Manager’s signature on the bottom of the form, and fax
the order to the District Warehouse at 587-7866.
4) The District Warehouse will fill in the average price for the item(s) in the “Average Price” column, calculate the
total price in the “Total” column, note any shortages in the “Comments” column, and deliver the items.
5) Upon delivery of items, the Warehouse Worker will require a signature for proof of delivery in the “Delivery
Receipt” field.
6) A copy of the Order Form will be provided at the time of delivery. This form should be forwarded to the
Business Manager or District Manager who approved the purchase.
7) Weekly, the Warehouse will inform the Finance Department of the total cost of your order so that your budget
will be charged for the items. If have questions regarding when your budget will be charged, please contact the
Finance Department.
If you have any questions, please call the Warehouse at 466-7214, or the Warehouse Supervisor, Mr. Shawnee
Martinez at 466-7334.
Thank you,
John Banisadr
Requestor: Date:
Page 1
Activity/
100211 PAINT, AEROSOL, WHITE, FOR ATHLETIC FIELD LINES CASE -
100526 BLEACH, CLOROX GAL -
101115 CHALK, ATHLETIC FIELD MARKING SACK -
101246 CLEANER, MIRROR/WINDOW, CONCENTRATED GAL. -
101248 CLEANER, MUSCLE, TWISTER GAL. -
101250 CLEANER, QUART, DISINFECTANT, ALL STAR MINT GAL. -
101660 DEGREASER, HIGH FOAMING, AIRKIM361301107 CASE -
103870 LINER, PAPER BAG, SANITARY NAPKIN, 1000/CS CASE -
103880 LINER, RECPT, POLY, 12"X8"X22", 1000/CS CASE -
103882 LINER, RECPT, POLY, 37"X46", 44 GAL CASE -
103884 LINERS, HEAVY DUTY, 40' X 48", BLACK CASE -
104340 PAD, SUPER POLISH, WHITE, 20', 3M CASE -
104442 PAD, FLOOR, STRIPPING, BLACK, 20" EA -
104582 KCI41041 WYPALL X80 BLUE TOWELS CASE -
104700 PAPER, TOILET, ROLL, 2-PLY, 750 PR, 48 PC CASE -
104702 PAPER, TOILET TISSUE, JR. JUMBO ROLL CASE -
105308 RAGS, WIPING, WHITE #1 (ASSORTED) BALE -
105800 SEAT COVERS, TOILET, 250 PKG, 2500 PC, SAFE CASE -
106434 FOAM SOAP, GOJO, 2000ML, 5262-02 CASE -
106436 DISPENSER, GOJO FMX-20, 5250-06 EACH -
106530 SHAMPOO, CARPET, BONNET CLEANER, STAR FOAM GAL. -
107140 FLOOR STRIPPER, HEAVY DUTY, (ALL FLOORS) PAIL -
107146 LIQUI-ZYME, ODOR ELIMINATOR, UN455 GAL. -
107148 LIQUID SUNSHINE, CLEANER-DEGREASER GAL. -
108000 TOWELS, TERRY, CONDEMNED, WHITE, 50 LB.BX. LB -
108002 TOWELS, PAPER, MULTI-FOLD, WHITE, GEP24590 CASE -
108004 TOWELS, PAPER, SINGLE FOLD, KC CASE -
108009 TOWEL, PAPER, ROLL-TYPE, SCOTT, 800'/ROLL CASE -
108200 WAX, FLOOR GAL. -
112529 ENVELOPE, LETTERHEAD, #10, BCC BOX -
112530 ENVELOPE, LETTERHEAD, #10, ALAMEDA BOX -
112532 ENVELOPE, LETTERHEAD, #10, DISTRICT OFFICE BOX -
112534 ENVELOPE, LETTERHEAD, #10, LANEY COLLEGE BOX -
112535 ENVELOPE, LETTERHEAD, #10, MERRITT BOX -
112536 ENVELOPE, LETTERHEAD, #10 OUTLOOK, ALAMEDA BOX -
112537 ENVELOPE, LETTERHEAD, #10 OUTLOOK, DIST OFF BOX -
112544 ENVELOPE, LETTERHEAD, #10 OUTLOOK, LANEY BOX -
112545 ENVELOPE, LETTERHEAD, #10 OUTLOOK, MERRITT BOX -
112549 ENVELOPE, LETTERHEAD, #10 OUTLOOK, BCC BOX -
112554 ENVELOPE, PLAIN, WHITE, #10 BOX -
Date: Date:
Revised 7/21/09
Requestor: Date:
Page 2
Activity/
112956 FORM-STATEMENT OF TRAVEL EXPENSE, 8044 PKG. -
112957 FORM, TRAVEL REQUEST, 4-PART NCR PKG. -
113119 FORM-APPLICATION FOR USE OF FACILITIES PKG -
114500 PAPER, DUPLICATOR, 8-1/2 X 11, BLUE REAM -
114502 PAPER, DUPLICATOR, 8-1/2 X 11, BUFF REAM -
114504 PAPER, DUPLICATOR, 8-1/2 X 11, CANARY REAM -
114506 PAPER, DUPLICATOR, 8-1/2 X 11, GOLDENROD REAM -
114508 PAPER, DUPLICATOR, 8-1/2 X 11, GREEN REAM -
114510 PAPER, DUPLICATOR, 8-1/2 X 11, PINK REAM -
114512 PAPER, DUPLICATOR, 8-1/2 X 11, SALMON REAM -
114514 PAPER, DUPLICATOR, 8-1/2 X 11, WHITE REAM -
114610 PAPER, LETTERHEAD, 1ST COPY, COA PKG -
114612 PAPER, LETTERHEAD, 1ST COPY, DIST OFFICE PKG -
114614 PAPER, LETTERHEAD, 1ST COPY, LANEY PKG -
114615 PAPER, LETTERHEAD, 1ST COPY, MERRITT PKG -
114616 PAPER, LETTERHEAD, 1ST COPY, BCC PKG -
114672 PAPER, BOND, 8-1/2"X14", SUB 20, WHITE REAM -
129017 LAMP, FLUORESCENT, F34CW/RS/WM30PK EA -
129032 LAMP, FLUORESCENT,F32T8XLSP41WMECO,4FT EA -
129034 LAMP, FLUORESCENT,T8,FO17/741,4100K,2 FT EA -
101400 TENACITY 5012-1500 GENERAL PURPOSE CLEANER CASE -
101410 TERMINATOR 5099-1500 ONE STEP DISINFECTANT CASE -
101420 STAR SPRAY 5406-1500 GLASS CLEANER CASE -
101430 MARAUDER 5265-1500 GROUT CLEANER CASE -
101440 TRUE 7 5013-1500ph NEUTRAL CLEANER CASE -
139012 FORM-INDEPENDENT CONTRACTOR/CONSULTANT PKG -
139400 PAPER, CONT FORM, 9-1/2 X 11, 1 PLY, 2700/C CTN -
Date: Date:
Revised 7/21/09
Requestor: Date:
Page 1
Activity/
103231 GRAFITTI REMOVER, SPRAYABLE GEL AERSOL CAN $ 12.92 -
103577 HOSE, WATER, 3/4" ID, COUPLED, 50', PLASTIC LENG $ 10.01 -
103582 HOSE, WATER, 3/4" ID, COUPLED, 50', RUBBER LENG $ 17.52 -
104199 NOZZLE, HOSE, BRASS, SPRAY EA $ 7.09 -
104419 OIL, MOTOR, SAE 10-40 WEIGHT QT $ 1.95 -
104420 OIL, MOTOR, SAE 30 QT $ 1.86 -
104445 PAD, FLOOR, SCRUBBING, GREEN, 20" EA $ 3.62 -
105050 REMOVER, GUM, AEROSOL, 7 OZ. CAN CAN $ 6.25 -
105338 RECEPTACLE, SANITARY NAPKIN, MIPRO 2811 EA $ 16.33 -
105614 SAWDUST, PINE, COARSE SACK $ 2.93 -
107619 TEE-HANDLES, WATER FAUCET EA $ 2.99 -
112004 ENVELOPE, CLASP, MANILA, #63, 6-1/2X9-1/2 BOX $ 7.22 -
112430 ENVELOPE, LETTERHEAD, #6-3/4, ALAMEDA BOX $ 11.47 -
112434 ENVELOPE, LETTERHEAD, #6-3/4, DISTRICT OFF BOX $ 3.85 -
112436 ENVELOPE, LETTERHEAD, #6-3/4, LANEY BOX $ 7.36 -
112438 ENVELOPE, LETTERHEAD, #6-3/4, MERRITT BOX $ 11.44 -
112560 ENVELOPE, PLAIN, MANILA, #10 BOX $ 14.82 -
112914 FOLDERS, FILE, HANGING, PENDERFLEX, LTR. BOX $ 13.65 -
112915 FOLDER, FILE, HANGING, LEGAL,ASSORTED BOX $ 9.54 -
112916 FOLDERS,FILE,HANGING,PENDAFLEX,ASSORTED,LEG BOX $ 14.97 -
112918 FOLDERS, HANGING, LEGAL SIZE, SMEAD BOX $ 8.99 -
112919 FOLDERS, FILE, HANGING, 1/5, LETTER SIZE BOX $ 6.79 -
112952 FORM-REQUEST PETTY CASH REIMBURSEMENT PKG $ 20.86 -
112954 FORM-REQUISITION/PURCHASE ORDER PKG $ 11.23 -
112955 FORM-REQUISITION, PETTY CASH, 3-PT,100/PKG. PKG $ 41.38 -
113026 FORM-CLASSIFIED EMPLOYMENT APPLICATION PKG $ 8.15 -
113113 FORM-APPLIC/PURCHASE/TAX-DEFER ANNUITY CON PKG $ 7.87 -
113114 FORM-REQUEST/CANCEL TAX-DEFER ANNUITY CNTRC PKG $ 28.09 -
114453 PAD, SCRATCH, WHITE, 4"X6" DOZ $ 3.90 -
114456 PAD, POST IT NOTE, 3"X3", YELLOW EA $ 0.26 -
114476 PAPER, ADDING MACH, WHITE, 3"X 215' ROLL $ 0.39 -
114520 PAPER, DUPLICATOR, 8-1/2 X 14, BLUE REAM $ 5.34 -
114522 PAPER, DUPLICATOR, 8-1/2 X 14, BUFF REAM $ 6.06 -
114524 PAPER, DUPLICATOR, 8-1/2 X 14, CANARY REAM $ 5.05 -
114526 PAPER, DUPLICATOR, 8-1/2 X 14, GOLDENROD REAM $ 4.50 -
114528 PAPER, DUPLICATOR, 8-1/2 X 14, GREEN REAM $ 4.32 -
114530 PAPER, DUPLICATOR, 8-1/2 X 14, PINK REAM $ 3.64 -
114532 PAPER, DUPLICATOR, 8-1/2 X 14, SALMON REAM $ 34.34 -
114682 PAPER, WRAPPING, 24 IN. X 300 YDS., KRAFT ROLL $ 49.26 -
114686 PAPER, WRAPPING, 36 IN X 300 YDS, KRAFT ROLL $ 29.83 -
129012 LAMPS, FLUORESCENT,F20T12/CW EA $ 1.10 -
129014 LAMP, FLUORESCENT, F30T12/CW/RS EA $ 1.51 -
Date: Date:
Revised 7/21/09
Requestor: Date:
Page 2
Activity/
129015 LAMP, FLUORESCENT, FB 40CW/3/SS EA $ 5.40 -
129016 LAMP, FLUORESCENT, F40CW EA $ 0.44 -
129018 LAMP, FLUORESCENT, F40W EA $ 0.51 -
129022 LAMP, FLUORESCENT, F96T12/CW/HO DBL CONTACT EA $ 2.45 -
129028 LAMP, FLUORESCENT, F48T12/CW EA $ 2.16 -
129030 LAMP, FLUORESCENT, SUPERSAVER, F96T12/CW EA $ 2.35 -
129037 LAMP, FLOURESCENT,ECON-0-WATT,FB40CW/6/,U EA $ 3.15 -
129052 LAMP, INCANDESCENT, MED, 25T10/I.F. EA $ 1.55 -
129058 LAMP, INCANDESCENT, MED, 75R30/FL EA $ 1.38 -
129074 LAMP, INCANDESCENT, MED, 200A/CL, CLEAR EA $ 0.79 -
149122 KNIFE, PUTTY, 1-1/2" EA $ 2.27 -
149124 PLIERS, COMBINATION, 6 IN PR $ 7.85 -
149126 PLIERS, LINEMANS, 7 IN PR $ 12.50 -
149128 PLIERS, MULTIPLE SLIP JOINT, 10 IN PR $ 6.85 -
149130 SAW, HAND, CROSSCUT, 10 PT, 26 IN EA $ 10.57 -
149134 SAW, HAND, RIP, 5 1/2 PT, 26 IN EA $ 17.11 -
149140 SCREWDRIVER, PHILLIPS NO 4, 8 IN EA $ 5.66 -
150315 CORD, EXTENSION, 25 FT, 3-WIRE GOUND EA $ 8.00 -
150325 ADAPTER, "U" GROUND, 3 WIRE EA $ 1.17 -
Date: Date:
Revised 7/21/09
Procurement Check List
Procurement No.____________________ PO/Contract No._____________________
Procurement Title______________________________________________________
The amount of documentation and size of the file will vary based on the size and type of
procurement and our purchasing policies. Regardless of the size or type of procurement, the
file must document completely all activities associated with the purchase.
Section One—Before Award: The following documentation must be placed in the

procurement file.
____ Copy of all Specifications, Plans, Drawings and Scope of Work
____ Copy of the Solicitation list (Bid List)
____ Copy of Advertisement and/or other Public Notices, as required
____ Copy of Advertisement Proof Sheets (if applicable)
____ Copy of all Responses
____ Copy of the Wage determination (if applicable)
____ Copy of Sign-in Sheet from the Pre-Bid /site walk through meeting (if applicable)
____ Copy of any and all Addendum(s)
____ Copy of any questions from vendors attending the pre-bid meetings
____ Copy of any pre-bid meeting minutes (if applicable)
____ All Documents from bid opening
____ Bid Tabulation/ Recapitulation Form
____ Justification for Sole Source or emergency purchase (if applicable)
____ All correspondence related to procurement
____ Record of bid protest, and resolution or action
____ Conflict of Interest forms, from panel members (for RFPs and RFQs)
____ Copies of Warranties (if required)
Revised 3-30-09 Page 1 of 2

____ Check Contractor’s License number (if applicable) for low bidder at California’s
State License Board http://www2.cslb.ca.gov/CSLB_LIBRARY/license+request.asp
____ Check the State Debarment list (for low bidder) at DIR’s site:
http://www.dir.ca.gov/dlse/debar.html
____ Check the Federal Debarment list (for low bidder) at Exclude Parties List System:
https://www.epls.gov/
Section Two—After Award: The following documentation relates to the winning/selected

vendor and must be placed in the procurement file.
____ Copy of Rejection Letter to unsuccessful bidders
____ Copy of Requisition (or requisition number)
____ Measure A Procurement Request Form (if applicable)
____ Copy of the Memo to the Board of Trustees requesting approval for the Procurement
and any Board meeting minutes related to this transaction.
____ Copy of Purchase Order
____ Copy of Independent Contractor/Consultant Service Contract (ICC, if applicable)
____ Copy of Contract (if applicable). Check here_____ if this is a construction contact to
be maintained in the Department of General Services.
____ Copy of Notice of Award
____ Copy of Notice to Proceed
____ Bid Bond (if applicable) and or Check Number__________
____ Insurance Documents with endorsement
____ Performance and Payment Bond (if applicable)
____ SLBE/SELBE Self Certification Affidavit (if applicable)
____ Vendor Questionnaire and Certificate by Compliance
____ Bidder's Questionnaire
____ Certificate Regarding Workers’ Compensation
____ Statement of Equal Employment Opportunity
____ Non-Collusion Affidavit (if applicable)
File Prepared By:_________________________________ Date:__________________
Revised 3-30-09 Page 2 of 2

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PERALTA CCD Document #: TOC

PURCHASING DEPARTMENT Revised Date: 01/04/11

Standard Operating Procedures:

SOP01 Processing a Purchase Order.....................................................01/04/11

 Flow Diagram—Accounts Payable Processes for Purchases of Goods

 Flow Diagram—Receiving of Goods

 Flow Diagram—Measure A Process

 Business Process Document—Dispatching POs in the Promt System

 Business Process Document—Adding Vendors in the Promt System

 Business Process Document—Creating Requisitions in the Promt System

 Business Process Document—Creating Receipts in the Promt System

 Peralta Community College District—Purchasing Procedures

 Peralta Community College District—Fixed Asset Management (Draft)

 Board Policy Section 6.31—Procurement of Supplies, Equipment, Furniture,

 PowerPoint Presentation—Overview of Purchasing Policies & Procedures

 PowerPoint Presentation—Overview of Measure A Procurement Procedures

 State of California Public Contract Code–Sections 20650-20660

 State of California Education Code–Part 49 Commencing with Section 81000

 Request for Change Order Form

 Vendor Application and W-9 Form

 ICC-Independent Contract/Consultant Services Contract Form

Processing a Purchase Order

5. DEFINITIONS AND ABBREVIATIONS

6. AUTHORIZED SIGNATURES FOR POs AND REQUIRED DOCUMENTATION

Purchase Orders Authorized Signature Required Backup Documentation

Under $2,500 Buyer • Verbal or Written Quote (as required

Between $2,500 Buyer • One Written Quote (as required by

All other requirements are the same as

All other requirements are the same as

Purchase Orders Authorized Signature Required Backup Documentation

Over $78,900 (or Vice Chancellor of General • Requires Board Approval

7. BUYER’S ROLE AND PURCHASING’S GOAL

8. PROCEDURE (PROCESSING A PO)

8.2 Buyer’s Processing of the PO

• Instruction Furniture & Equipment Procurement Request Form (to be used

Community College District—Purchasing Procedures listed in the

to the appropriate purchasing management listed in the AUTHORIZED

Ordering Supplies from the Warehouse

5. DEFINITIONS AND ABBREVIATIONS

6. HOW TO ORDER SUPPLIES FROM THE WAREHOUSE

Just-In-Time Office Supply Program

5. DEFINITIONS AND ABBREVIATIONS

Staples Contact Personnel:

Purchasing Department Personnel:

Accounts Payable Department Personnel:

should be attached to the invoice. The invoice should be subtotaled by each

Vendor Application and Database Management

5. DEFINITIONS AND ABBREVIATIONS

6. REQUIRED DOCUMENTATION FOR VENDOR SETUP

7. VENDOR CREATION AND UPDATES

 Inactive—This status is used to inactivate a vendor who has missing

7.4 Setting up a Vendor for 1099 Miscellaneous Income Reporting

8. PAYMENT FOR SERVICES—NOT TO EXCEED $600

9. VENDOR DATABASE MAINTENANCE AND INACTIVATING A VENDOR

10. PURCHASING STAFF ASSISTANT ROLE

Gas Receipts and Vehicle Repair Log

5. DEFINITIONS AND ABBREVIATIONS

6. WAREHOUSE GAS RECEIPT FORM AND LOG—PROCEDURE

Vehicle License Plate #:

7. VEHICLE REPAIR LOG—PROCEDURE

Vehicle Repair Log—License Plate_________________

Vehicle License Plate #:

Vehicle License Plate #:

Flow Diagram—Accounts Payable Processes for Purchases of Goods

Flow Diagram—Receiving of Goods

Flow Diagram—Measure A Process

Business Process Document—Dispatching POs in the Promt System

Business Process Document—Adding Vendors in the Promt System

Business Process Document—Creating Requisitions in the Promt System

Business Process Document—Creating Receipts in the Promt System

Peralta Community College District—Purchasing Procedures

Peralta Community College District—Fixed Asset Management (Draft)

Board Policy Section 6.31—Procurement of Supplies, Equipment, Furniture,

PowerPoint Presentation—Overview of Purchasing Policies & Procedures

PowerPoint Presentation—Overview of Measure A Procurement Procedures

State of California Public Contract Code–Sections 20650-20660

State of California Education Code–Part 49 Commencing with Section 81000

Request for Change Order Form

Vendor Application and W-9 Form

ICC-Independent Contract/Consultant Services Contract Form

Inactive—This status is used to inactivate a vendor who has missing

Instructional Furniture & Equipment Procurement Request Form – for Campuses