Table of Contents

Overview

As an agency of the State of California and a campus within the California State University system, requests for purchases of all commodities and services are processed by the Purchasing Office in accordance with legislation and guidelines established by the State and the CSU Board of Trustees.

The University's Purchasing Office is responsible for all purchases made by the University. Other than petty cash and procurement card transactions, individuals outside the Purchasing Office are not authorized to commit the University to acquiring products or services. Only five individuals on campus are authorized to sign contracts for CSUSB. They are: President, Provost, Vice President for Administration & Finance, Associate Vice President for Financial Operations, and Director of Procurement & Support Services.

Requests for purchases are made through requisitions. If appropriate, a requisition is processed by the Purchasing Office and a purchase order or contract is generated. A requisition is NOT a purchase order and the act of entering a requisition does not guarantee that a purchase order will be issued. Unauthorized purchases may not be honored by the University and the individual who made the unauthorized purchase will be responsible for vendor payment.

Petty Cash

Purchases up to $50.00 may be made by petty cash without the approval of the Purchasing Office. However, these purchases must follow the same guidelines as any purchase obtained through the Purchasing Office; items available on State Contracts may not be purchased elsewhere at a greater cost. The Accounting Office will reimburse for petty cash purchases upon submission of the properly completed form.

Procurement Card

An alternative method of purchasing small dollar value items, the Procurement Card, is available to departments and offices campuswide. The card is designed for purchases totaling up to $5,000 including sales tax and shipping, but there are restrictions both on items that can be purchased and accounts that can be charged. Usage is monitored. Cards can be issued to individuals who have first obtained their area vice president's approval and have attended a mandatory training session. Contact the Purchasing Office at x75142 for further information regarding the Procurement Card.

Requisition

Requests for supplies and services are initiated through submittal of an approved on-line requisition. Any special requirements or information which will assist the Purchasing Office should be included on the requisition. Instructions and procedures related to entering and inquiring against requisitions and purchases orders can be found on the Purchasing with PeopleSoft page

A training session is required before access to enter requisitions is granted. Training is coordinated through the CMS Office.

Processing Procedures:

Upon receipt of the requisition in the Purchasing Office, the Purchasing Manager reviews the request for adherence to university policies and procedures and then assigns it to one of the buyers. The actual ordering process is dependent on the total dollar amount of the request. Orders cannot be split to avoid purchasing processes. If requisitions are received from the same department for the same category of items within a thirty day period and the second requisition raises the cumulative total over $10,000, the Purchasing Office may bid the second requisition regardless of cost. Additionally, service projects cannot be split over a period of several months to avoid the bid process. For instance, if a department knows in advance that it will spend more than $10,000 on a particular service that year, even if the service will occur over several months at a cost of less than $10,000/month, then that service should be bid July 1.

Descriptions, Specifications

Delays in processing requisitions are usually caused more by a lack of sufficient descriptions or specifications than by any other cause. Please review the items listed on your requests to make sure that you have identified what the item is and have listed any details required (specific functions, size, color, catalog number, number of items in carton, package, etc.) before you send them to the Purchasing Office. In addition, please list the catalog page numbers so that we can rapidly verify the information you have listed. All this will assist us in expediting the order without having to call you for additional information.

Order Follow-Up/Returns/Replacements/Exchanges

It is Purchasing's job to provide follow-up assistance on orders and help to resolve any problems that might arise. Shipments to campus are first processed through Receiving, so if you're trying to determine if an item has arrived on campus, please call Receiving first, then if the item hasn't come in by the requested delivery date, contact the Purchasing Office and the buyer will work with the vendor to expedite delivery.

Problems with shipments are much easier to resolve if they are identified soon after receipt. Please check through delivered items right away so that any problems can be resolved in a timely manner. Should a return, replacement or exchange be required, please contact the Purchasing Office to coordinate the transactions. A buyer will work with the vendor, Receiving, Property and Accounts Payable to make sure that, depending on the situation, returns are shipped correctly, credits are processed, and replacements are delivered appropriately.

Under $10,000

Purchase requisitions under $10,000.00 (exclusive of sales tax) are generally processed without bid activity. However, if, in the buyer's judgment, the prices listed on the requisition do not seem reasonable, the buyer may obtain additional quotes.

$10,000.00 to $49,999.99

Requisitions for amounts between $10,000.00 and $49,999.99 (exclusive of sales tax) shall be processed within the general guidelines of determination of reasonable price.

Competition shall be sought, via either formal or informal solicitation, for these transactions whenever the Procurement Officer or buyer determines that competition is necessary to develop a source, validate prices or for other sound business reasons. Informal solicitations may be secured orally, in writing, or via electronic modes. The number of vendors from whom quotes or bids are solicited shall be determined by the buyer and will generally depend upon the size, complexity of the purchase, and market conditions. Before an order is placed, the buyer will determine that the price is reasonable and document how that determination was made. Every effort shall be made to secure quotations and develop sources from small and disabled veteran owned businesses.

Reasonable price is defined as a price that does not exceed that which would be paid in the conduct of a competitive business. It may be established by market quotes, price or cost analysis, or the experience and judgment of the Procurement Officer or designee. Such judgment considers total value to the campus. There is value to the campus in purchases which meet the campus needs for quality, quantity, delivery and service, and those which further business affirmative action goals. A reasonable price need not be the lowest price available, but is one which offers acceptable value to the campus.

The Purchasing Office uses the following criteria to determine reasonable prices whenever bid quotes are not obtained:

$50,000.00 and over

The Purchasing Office is required to obtain formal (written, sealed) bids on orders in this price range. Specifications must be complete for the items requested. Failure to identify specific requirements for any desired item may result in items being bid which do not meet the needs of the department. Vendors are allowed approximately 30 calendar days to respond after bids have been issued. Bids received are evaluated, ordering departments are consulted about any bids listing items other than those specified, and orders are issued to the lowest responsible bidder.

NOTE: The dollar amounts listed above include shipping charges but EXCLUDE tax. For example, if the requisition total before tax is $9,999.99, no bid activity is required; however, if there are any shipping charges in addition to the $9,999.99, Purchasing will follow the guidelines for purchase requisitions $10,000 and over.

The formal bid threshold for services is $50,000. As a general practice, informal quotes will be obtained for services $10,000-$49,999 if the project is relatively simple. For more complex projects in this dollar range, when multiple variables are involved or special terms and conditions are required, written quotes may be required. Determination of the method utilized for obtaining pricing will be made by the Purchasing Office in consultation with the ordering department. (CSP Section 401)

The DVBE* Program

Any order for services which totals more than $10,000 must adhere to Assembly Bill 1933. AB 1933 mandates that any vendor with whom we contract must meet specific goals in terms of the percentages of disabled veteran-owned busines participation in the contract. The vendor must show in his bid that 3% of the project is being handled by a disabled veteran-owned firm.

The implementation of this legislation has delayed our projects significantly. The failure of bidders to comply with AB 1933 causes their bids to be nonresponsive, and very often an entire bid must be thrown out when none of the bidders comply. We continually work to educate our vendors so that they can better respond to this DVBE requirement and are making progress in improving their compliance rate.

*DVBE = Disabled Veteran Business Enterprise

Check (Prepayment) Required

It is against State policy to pay for items or services in advance. If the vendor requires prepayment before shipment or performance, the ordering department should locate another source of supply. If the vendor is a sole source vendor, the department should make a notation to that effect on the requisition.

Once it is determined that the vendor is a sole source and that prepayment is required, the requisition should be prepared indicating CHECK REQUIRED. Purchasing will then request a check from Accounting to be sent along with the purchase order. You must allow a minimum of at least one week for the preparation of a check request.

Hand Carry Orders

There may be times when a department is unable to wait for a vendor to deliver requested items and is willing to take the purchase order and pick up the items. Before sending your requisition to Purchasing, please enter your request as a Header Comment: indicate "Hand Carry", the date you'd like the purchase order to be ready and your name and phone number. An order will be prepared as soon as possible and your department will be notified when it is ready for pick up in the Purchasing Office. IT IS THE RESPONSIBILITY OF THE DEPARTMENT TO THEN NOTIFY THE RECEIVING DEPARTMENT WHEN THE ITEMS ARE ACTUALLY OBTAINED. Failure to do so will delay payment to the vendor.

Orders From Publications

If the requisition being submitted is for items which have been located in any type of publication (magazine, catalog, etc.), please send the publication with the requisition (it will be returned if so desired) or send a copy of the page listing ordering instructions. If special instructions are listed and not known to the Purchasing Office, there may be a considerable delay in receiving the items while problems are being resolved.

Advertisements

Requisitions for ads promoting University events and programs must be reviewed and approved by the Public Affairs Office prior to submission to Purchasing. When submitting your requisition to Purchasing, please include three (3) copies of each ad. One copy will go with the order to the vendor, one copy is for Accounts Payable and one copy is for Purchasing files.

Carpeting

Purchase of carpeting requires special approval. Please contact the Purchasing Office prior to submitting a requisition.

Communication Equipment

This category includes telephone, radio, special data or video communication equipment. Please contact the Purchasing Office for assistance prior to issuing a requisition.

Copiers

High volume copiers are located in the larger buildings around campus. The Duplicating Center provides maintenance and supplies for this equipment on a charge-back basis. Requests for low volume copiers will only be considered from departments in buildings without a high volume copier, and only when copier requirements justify purchase of a copier. All costs associated with any low volume copier are the department's responsibility, including paper, print powder, and the maintenance contract.

The Purchasing Office maintains a list of acceptable brands and models of copiers which have been pre-approved by the State of California. These preapproved copiers are available through state contracts. Contact Purchasing with your estimated monthly usage and required copier features to determine which copier will best meet your needs.

Emergencies

There may be times when a special need arises which could not possibly have been foreseen and a purchase must be made immediately. Please call the Purchasing Office and we will be happy to assist you. DO NOT PLACE AN ORDER WITH ANY VENDOR WITHOUT CONTACTING THE PURCHASING OFFICE FIRST OTHERWISE YOU MAY BE PERSONALLY LIABLE FOR THE PURCHASE. For emergency orders requiring immediate attention, you need to enter your requisition on-line first then call the Purchasing Office to obtain a purchase order number. You will be given a purchase order number providing your requisition is properly entered and approved and the request is appropriate. Purchasing will not release an order number over the phone to a department unless a requisition has been entered and approved.

Sole Source/Brand Purchases

There is occasionally a need to purchase an item from one particular vendor or manufacturer. As the State is committed to a program of active competition in the purchase of items, a strong justification must be submitted with any request for a sole source purchase. If the Procurement Officer is unable to support the request, the using department will be notified and steps will be taken to resolve the problem. Contact the Purchasing Office for a copy of the form used to request a specific brand or a particular vendor or go to the forms page to download a copy.

Vehicles

The Facilities Services Department coordinates the vehicle program. If you have reason to purchase a vehicle, please contact that department prior to submitting a requisition.

Printing

All printing orders must be coordinated through the Public Affairs Office. Vendor selection is coordinated by Purchasing. Submit requirements directly to Public Affairs, allowing sufficient time for artwork development, proofing, requisition submital, bidding by Purchasing and printing. No requisition for printing will be processed by Purchasing that has not received approval from Public Affairs.

Business Cards & Letterhead

Business cards and letterhead for the University are ordered directly from the Duplicating Center on a Duplicating Request Form. Orders for cards which have not been printed before should be sent to the Public Affairs Office with a sample card attached indicating the new information to be printed. Public Affairs will then verify all titles and format, prepare the typesetting, and forward the request to Duplicating. Orders for reprints are sent directly to Duplicating (also with a sample card attached). Questions regarding format or acceptable titles, etc. are the responsibility of the Public Affairs Office.

Business Reply Mail

Frequently there are requests to send out business reply mail. This is the envelope or card which has imprinted on it a notation that the postage cost will be paid by the addressee (us) and are usually included with surveys, outreach materials, etc. Business reply mail is more expensive than regular mail and the additional cost must be justified. Prior to requesting the envelopes, please send a short memo to the Purchasing Office describing the project requiring the special handling, the quantity of items going out and the quantity expected to be returned. The normal return is about 33%. Upon review and approval of this request, the Public Affairs Officer will be advised that the project has been approved and arrangements may be made with her for having envelopes printed. The costs for the postage will be charged to your regular postage account.

Envelopes

Most printed envelope requirements can be met by the Duplicating Center. For information and pricing, call x75148.

Equipment Defined

Equipment is defined by the State as follows:

A movable article of property which have all of the following characteristics:

Items of equipment are charged to equipment accounts and are tagged for ease of inventory control. Funds may be transferred from your supplies and services accounts (or other accounts) to your equipment account for such purchases. Computer equipment should be charged to account 616060.

Equipment Approval

Purchases of equipment require review and pre-approval by the requesting department's division vice-president. The unit price threshhold at which VP approval is required is as follows:

Electric Fans and Heaters

Campus policies do not allow for the purchase of electric fans or heaters for offices. If you have a heating/cooling problem, please contact the supervisor in Heating and Air Conditioning for assistance.

Repair Calls

Repair calls for equipment must be placed by the Property Clerk. To report calls, please call Property at x75147. Please have the following information available when you call:

The following items are processed by Accounts Payable:

Independent Contractors

Individuals can be hired to provide a variety of services to the University through the use of Independent Contractor forms processed by Accounts Payable. Lecturers, tutors, consultants, live models, umpires, performers, etc. can be hired for short-term projects in this manner. These individuals must qualify as independent contractors in accordance with State and Federal statutes. (Those individuals fitting into the category of employee must be processed through the Payroll Office.)

Prior to hiring an individual you plan to reimburse through the Independent Contractor process, please contact Accounts Payable for a copy of the Independent Contractor booklet and with any questions you may have.

Established businesses should be engaged through a service order or contract. Contact Purchasing for details.

Direct Expenditures

Direct expenditure payment requests must be submitted directly to Accounts Payable on a Direct Expenditure Form (DEF). Requisitions will no longer be accepted for these transactions. All applicable State of California and University regulations and policies apply to any purchase/payment requested via the DEF.

For full details and instructions, see Accounts Payable's Direct Expenditures web-page.

Qualifying items include:

• Subscriptions
• Memberships
• Publications/videos
• Permit/license fees
• Software upgrades
• Accreditation fees
• Room rentals -- on campus only
• DGS car rentals
• Royalties (music)
• Freight bill/shipping charges
• Physicals/medical services
• Contractor deposit refunds - include name and address of company on Direct Expenditure Form, as well as identifying project for which deposit is being refunded
• Extended Education tour arrangement fees
• Insurance -- for Athletics’ use only
• Game guarantees
• Game officials -- payments to organizations only
• Foundation Food Services -- only qualifying activities and accounts/funds may be used
• Postage -- requires approval of Purchasing; no invoice required, but department is responsible for obtaining receipt from Post Office and turning it into Accounts Payable
• Personal reimbursements - requires approval of Purchasing, must be submitted with signed Generic invoice and original receipts of items purchased
• Non-travel related participant fees - includes workshops, seminars, conferences for which no other expense will be claimed by the attending individual

Payments to new vendors may be delayed until a completed Payee Data Record Form (State of California Form 204) is obtained from the vendor.

For Campus Stores orders - call x7-5149 or view the Campus Stores Catalog on-line.

Unless otherwise noted, on-line documents are in Portable Document Format (PDF) and require Adobe's Acrobat Reader to view, print or save to your computer. To download and/or learn more about the free reader program, follow the link to Adobe's website.

CSU Chancellor's Office, Contract Services & Procurement