Purchasing Services

If you’re a staff or faculty member, vendor or contractor and are looking for our policies and procedures about obtaining goods and services, you’re in the right place. We urge you to familiarize yourself with our “Doing Business With Chaffey” guide if you’re a vendor or contractor. New vendors must provide references, quotes and company information prior to meeting with the purchasing department staff. 

For information on receiving, warehousing, inventory, warehouse supply pricing, and disposal, please browse our warehouse department information below.

News and Announcements:

PlanetBids:

  • Effective June 2020, Chaffey College will implement a web-based procurement system hosted by PlanetBids. The PlanetBids system allows suppliers, contractors, and service providers to register online to receive automated email notifications of solicitations for all public Bids, Requests for Qualifications, and Requests for Proposals. To register, access the District's PlanetBids Vendor Portal:

    PlanetBids logo

  • Senate Bill 854 - Prevailing wage requirements by the Department of Industrial Relations (DIR).
  • Construction and maintenance contractors will find past bid result information under the Bids/RFP's link.  All future bid information will be accessible through the District's PlanetBids Vendor Portal.
  • Notice inviting interested contractors for the 2020 informal bidders list for Chaffey Community College District - If you or your company would like to be placed on the district's 2020 informal bidding contractors list, please visit our informal bidders list page for more information.
  • Bid threshold: As of January 1, 2020, the bid threshold is now $95,200.00, pursuant to Public Contract Code 20651(d). This threshold applies to: purchases of equipment, materials, or supplies to be furnished, sold, or leased to the district, services, except construction services, and repairs, including maintenance as defined in Section 20656, that are not a public project as defined in subdivision (c) of Public Contract Code 22002.

 

Warehouse

For information on receiving, warehousing, inventory, warehouse supply pricing and disposal, please review the information below.

Deliveries - General Information

All materials shipped to the Chaffey College main campus shall be delivered to the main warehouse/receiving area, unless otherwise specified on the purchase order. The purchase order number must appear on all packages and packing slips. Receiving hours are 8:00 a.m. to 4:00 p.m. Monday through Friday.

All merchandise is received through the district warehouse, checked for accuracy and condition, and a receipt of goods is done on-line and sent via paper to accounts payable for payment authorization. Any items over $500 are tagged for inventory. The receiving department delivers merchandise to the location indicated on the requisition. All instructional software purchases will be delivered by the warehouse to Information Technology Services so they can update the software inventory and make appropriate copies for Information Services and the department that ordered the software. ITS will deliver and install, as appropriate, after processing.

Deliveries made to the district to any location other than the central warehouse without an authorization from the purchasing department (unless so indicated on the purchase order) shall be considered the responsibility of the vendor/shipper and not an obligation of the district.

Postage/Mailings

Outgoing Mail

All District mailing is processed through the warehouse/mailroom. District mailing must have a department return address on the envelope.

First class mail is to be sealed by the department prior to pick up or delivery to the mailroom.

Pre-stamped envelopes are to be rubber banded before sending to the mailroom.

Third Class bulk mail (200 pieces or more) is used to process large volume mailings. This saves the department approximately 60 percent. For bulk mailings, departments are required to fill out a work Order form.

Contact the mailroom/warehouse staff at ext. 6712 for assistance.

No personal mail or packages may be sent or received through the Chaffey College mailroom.

Incoming Mail

The US Postal Service delivers all mail to the warehouse. The mailroom distributes the mail Monday - Friday to all departments and campuses between 8:00 a.m - 10:00 a.m.

Exception: human resources, admissions, accounting, and the president's office receives one additional delivery at 2:00 p.m.

Personal Deliveries

Personal deliveries are prohibited, please make sure that all shipments are intended for Chaffey College or one of its auxiliaries.

Construction Deliveries

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

Invoices For Shipping

Separate invoices for shipping charges may be submitted only when authorized on the purchase order. All original invoices should be directed to Accounts Payable and shall include the purchase order or contract number.

MSDS (Material Safety Data Sheets)

Vendors are required to provide Material Safety Data Sheets (MSDS) from the manufacturer for all products that are hazardous, as defined by Title 8, California Code of Regulations.

Hazardous Waste

Contractors transporting hazardous materials on or off campus must supply an approved manifest to the Director of Public Safety.

Warehouse Supplies & Stores

The District has adopted a just-in-time purchasing philosophy for high usage items. Office Depot is the selected vendor for all Chaffey College office supplies. Toner for standard printers and fax machines and paper are kept in stock in the Warehouse. To order toner or paper from the Warehouse, complete a warehouse supply requisition form and submit the form to the attention of the warehouse. Request forms can be obtained from the print shop.

The current warehouse supply list for paper and toner is e-mailed to each department throughout the fiscal year. If a staff or faculty member would like to be added to the recipient list, please contact Purchasing Services at extension 6701.

Surplus Property

Items no longer needed will be processed through the warehouse and taken to surplus property upon receipt of an approved asset transfer request form and approval from the Governing Board.

 

Doing Business With Chaffey College

Introduction and Authority

The Governing Board of the Chaffey College has adopted a centralized purchasing concept whereby the district will maintain an actively completive attitude to obtain the best combination of product quality, price and delivery through the purchasing department. The board has adopted policies and the campus is implementing procedures to meet these policy goals.

This general information is published in compliance with Sections 54202 and 54204 of the California Government Code. Specific questions should be addressed to the director of purchasing. The Chaffey purchasing philosophy is to maintain professional relationships with all vendors and contractors and to be receptive to new ideas, sources and concepts. The Chaffey College procurement professionals use their expertise to ensure that all transactions meet legal requirements, good business practice guidelines and district policy.

Although, under law, the governing board has the ultimate responsibility for all purchases/contracts of the district, the governing board, in accordance with Education Code Section 81656 delegates to the president who authorizes the Director of Purchasing Services to purchase supplies, materials apparatus, equipment and services involving an expenditure by the district up to, but not to exceed, the current statutory bid threshold for materials, supplies, or services, or $60,000 for construction work to be done.

In accordance with Education Code Section 81655 the board has also delegated to the president who authorizes the Associate Superintendent of Business Services and Economic Development to contract for supplies, materials apparatus, equipment, and services not authorized under Education Code Section 81656. All contracts entered into by such designate shall be approved, or ratified by the governing board, as evidenced by a motion duly passed and adopted.

 

Purchasing And Bid Information

Purchase Orders: The acquisition of materials and/or service in limited quantities may be made by issuing a purchase order, following competitive negotiations with vendors.

Purchases made in the name of the District without an authorized purchase order, shall be considered an obligation of the person making the purchase and not an obligation of the District.

Contracts: Construction projects under $60,000 and professional service agreements under $92,600 may be let on District approved contracts. Professional services over $92,600 require a competitive process. Contracts are not valid unless issued by a district representative authorized by Education Code Section 81656 and approved or ratified by the governing board.

Quotations: Verbal or written quotations may be secured for equipment, supplies, and services not requiring formal advertised bids or proposals.

Formal Bids And Proposals: Formal advertised bids or Requests for Proposals are required for equipment, supplies, and services exceeding the current statutory bid threshold (including applicable sales tax) or for construction exceeding $60,000.

Bid Advertisements: The Inland Valley Daily Bulletin is the newspaper of record for all advertised bids. Bid announcements are published once a week for two consecutive weeks, usually in the legal section. Some construction projects will be listed in appropriate trade publications. All are posted on the Chaffey College purchasing web page.

Bond And Surety Requirements: All bidders may be required to provide a Bid Bond with certain types of advertised bids. Successful contractors and bidders may, in addition, be required to furnish any or all of the following:

  • 100% Performance Bond
  • 100% Payment Bond (mandatory for all construction over $25,000)
  • proof of public liability insurance with endorsements
  • Workers' Compensation
  • verification of current contractor license
  • Specific requirements will be outlined in each advertised bid or contract.

Non-Collusion Affidavit: In addition to other bid documents, bidders on public works projects are required by Public Contract Code section 7106 to submit a certification form that they have not colluded with another bidder.

Receipt Of Bids: All formal advertised bids will be received ONLY in the location designated in the bid documents. The bid shall be submitted in a sealed envelope identified with the bid name/number prior to the date and time specified in the bid instructions. The electric date stamp determines whether or not a bid is received on time. Binds received after the scheduled time will be returned un opened to the bidder.

Bid Opening: Presence at bid openings are not required although vendors and contractors are welcome to attend. Raw bid results will be posted on the Purchasing web page within 72 hours of opening.

Award: The purchase of goods and/or services shall be let to the lowest responsible and responsive bidder(s). The evaluation of responses for award may be based upon price, terms, specifications, past performance of supplier or contractor, compatibility of bid items with existing equipment or materials, and where appropriate, delivery or completion time. Per Education Code Section 81645, contracts for electronic data processing systems and equipment, electronic telecommunication equipment, supporting software and related materials, goods and services may be let to the party who has submitted on of the three lowest responsible competitive proposals or competitive bids.

After bids have been reviewed and analyzed, a recommendation shall be made to the governing board at the next possible regularly scheduled board meeting. Bids will be available for review in the Purchasing office within three days of opening.

Relief Of Bidders: A vendor or contractor may be relieved of a bid in which a mistake was made in filling out the bid form and which was not due to an error in judgment or to carelessness in inspecting the site of the work, or in reading the specifications or plans. The vendor must give a detailed written notice of the mistake to the District within five (5) days of the opening of the bids. A bidder who is relieved of a bid will be prohibited from participating in further bidding on the project/purchase.

MSDS: Vendors are required to provide Material Safety Data Sheets (M.S.D.S.) from the manufacturer for all products that are hazardous, as defined by Title 8, California Code of Regulations.

Hazardous Waste: Contractors transporting hazardous materials on or off campus must supply an approved manifest to the Director of Public Safety

Equal Opportunity: The Chaffey Community College District conducts its business activities without regard to race, color, national origin, ancestry, religious creed, handicap or sex. The district may require certain contractors to supply data on use of Disable Veteran Businesses (DVBE) or to comply with the district's DVBE participation program.

Vendor Calls

Salespersons and supplier representatives shall promote their merchandise through purchasing services. This does not preclude a department from requesting information directly from a vendor.

Appointments are required for vendor calls. Please see the Staff Directory for contact information of purchasing and warehouse staff.

Deliveries

All materials shipped to the Chaffey College shall be delivered to the main warehouse/receiving area, unless otherwise specified on the purchase order. The purchase order number must appear on all packages and packing slips. Receiving hours are 8:00 a.m. to 4:00 p.m. Monday through Friday.

Invoices

All original invoices should be directed to accounts payable and shall include the purchase order or contract number.

 

Policies

Contracting With Employees

Chaffey College has a policy that does not allow service contracts to be entered with its employees. Under federal and state statutes and regulations, employees generally do not quality as independent contractors. Purchasing verifies the employment database on all contracts to verify employment status, and coordinates with the human resources department to ensure compliance with District policy.

Splitting Orders

It is against District policy as well as illegal to split orders in order to stay under certain dollar limits, subsequently lessening the competitive process.

Chaffey College Policies

District-established policies are adopted by the Governing Board. Any additions, deletions, or edits to these policies are also approved by the Governing Board. Visit our district policy page to learn more.

 

Sustainability

Our Path to Sustainability

Purchasing services will help the college to minimize the environmental impact without an overall increase in cost.

Buying

Step 1: Review Current Green Purchases

Request from vendors reports that determine how much of the College purchases are environmentally preferable products.

Step 2: Identify Alternatives

Assess the purchases to identify alternatives to the college's high volume purchases and prioritize decisions based on the priorities set forth by the policies set forth by the Governing Board.

Step 3: Buying and Contracting

Select from a range of products and services to achieve the purchasing objectives

Step 4: Revisit

Monitor the progress of the Purchasing practices by repeating the process. Incorporate industry best practices, methods and updated standards.

Conservation

Reduce Waste

  • Reduce, reuse and recycle paper
  • Recycle cardboard from shipments
  • Refill or recycle ink and toner cartridges

Reduce Fuel and Greenhouse Gases

  • Consider ordering supplies in bulk (bi-weekly/weekly delivery, not daily)

 

Register as a Vendor

To register as a vendor for products and consulting/independent contractor services, please complete the district’s prospective vendor registration form. It is the sole responsibility of the vendor to maintain its contact information.

To register as a vendor for construction, please click the CUPCCAA link and complete the informal bidding prequalification questionnaire.

Solicitation Procedures

Salespersons and supplier representatives shall promote their merchandise through Purchasing. This does not preclude a department from requesting information directly from a vendor. Any department wishing to secure a product presentation or demonstration should invite a Purchasing Department representative to attend the presentation. This will expedite ordering.

Vendor Appointments

Appointments are required.

Contact Purchasing Services

Chaffey College
5885 Haven Ave.
Rancho Cucamonga, CA 91737
909-652-6701
purchasing@chaffey.edu

Thank you for your continued business interest with Chaffey College.