Purchasing and Contract Services

  
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Information for SDCCD Employees

 

 

  • Colleague Financial (Datatel)

    TRAINING IN COLLEAGUE- Designated staff members in each department have access to the administrative online software program called Colleague. The Purchasing Department plans to offer periodic training classes (Beginning & Advanced) throughout the year. The Purchasing Supervisor emails notices of upcoming classes to the Business Office administration. To register for a class, please obtain approval from your supervisor and contact your campus Business Office for details.

    PURCHASING MANUAL- Click to download the latest version of the Purchasing Training Manual.

    FORMS - A list of various forms are available for downloading, which include:
     New Vendor/Supplier Setup Form

  • District Contracts & Price Lists

The District has contracts for the following commodities, plus others:

Audiovisual Equipment & Supplies - current price list
 Auditing Services
Beverage (Alternate)
Cell Phones (discount offered to SDCCD employees) - current price list
College Bookstore Automation System
Copiers (Black & White) - current price list
Copiers (Digital Color)
Custodial Supplies - current price list
Dairy Products
Desktop Computers, Notebooks, & Accessories - current price list or online configurator
Document Management / Imaging System
Food Service Products
Fountain / Beverage
Furniture, Systems - current price list
Hazardous Waste Disposal
Long Distance Carrier Service
Maintenance/Operation Equipment & Supplies
Microcomputers, Laptops & Accessories (See Desktop Computers...)
Network Wiring Equipment & Services
Office / Instructional Supplies - current price list
Office Supplies (discount offered to SDCCD Employees) click here for instructions
Print-on-Demand Services
Printers, Scanners & Accessories (Hewlett-Packard) - current price list
Printing of College Catalogs, Class Schedules
Real-Time Captioning & Sign Language Interpreting
Remote Real-Time Captioning
Reprographic Paper Products - current price list
Science Equipment & Supplies
Shuttle Service
Study Abroad Travel Services
Temporary Buildings
Temporary Security Services
Toner Cartridges - current price list
Vehicles (Ford)
Vehicles (Ford Natural Gas)
Voice & Data Service
Waste Management Systems

Consultant Contract Procedure
Employer/Employee Evaluation Form
Consultant Agreement

  • Competitive Bidding: Legal Concepts and Principles

The competitive bidding requirement is founded on public policy declared by the Legislature of California to protect the taxpayers (not businesses) from fraud, corruption, favoritism, extravagance or carelessness of public officials (regardless of their intent), and the waste of public funds.

The Public Contract Code and the Education Code govern procurement activities of community colleges. Click here to learn more about current bid limits and further details.

  • Policies & Procedures

Our department, as well as other Business Services departments, are in the process of updating many of the District Policies & Procedures.

One important administrative procedure is about Returns & Exchanges.

  • FAQ's - Frequently Asked Questions by Employees

Question: What are the rules for determining if an item is a "supply" or "equipment"?

Answer: The first step is to look at District Procedure 6330.2, "Equipment and Supply Determination." If an item is categorized as a supply item, then it is a supply, regardless of the dollar value. Generally, if an item is listed as equipment, then it becomes a matter of minor equipment if it costs under $200, or capital equipment if it costs $200 or more. However, there are exceptions. For example, an automotive engine is considered equipment when used for educational purposes in a classroom. If the engine is to be used to repair a district vehicle, then it is a supply. The rationale is that the district has a capital item, a car, that is not useful until it is repaired. The engine is not useful by itself. Thus, it is a supply item for the car.

If you’re still confused, the rule of thumb is that the item is equipment if it (1) is tangible property; (2) has a useful / service life of one year or more; and (3) is useful by itself or is repairable. Call us at 619-388-6562 if you have any questions on how to classify an item.

 

Question: When I need to purchase something for my department, I’ll call a vendor and get a price for the product. I’ll enter this information onto the Purchase Requisition. Occasionally, Purchasing will buy the product from another vendor. Why does this happen?

Answer: If the product is on a contract with a different vendor, the district is obligated to purchase that product from the contracted vendor. This usually results in a cost savings to the district. If the product is not under contract, we encourage departments to contact vendors to obtain product and pricing information for product identification and budget purposes.

Remember, though, that it is the Purchasing buyer’s responsibility to ensure that the price the district pays for the product is fair and reasonable. One method a buyer uses to ascertain that the price is fair and reasonable is to solicit price quotes from several vendors, including the vendor suggested by the requesting department. If the requesting department’s suggested vendor does not submit the lowest price quote for the product or service requested, the buyer has an obligation to the district (and the taxpayer) to purchase the product from the vendor offering the best price.

We welcome and encourage your participaton in this FAQ section! Please email us with your questions at purchase@sdccd.edu. We will respond directly to you until we complete this section.

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