Vendor
Information for Vendors and Campus Community
Welcome...
Vendors Guide
Your interest in our campus and the time you take to acquaint us
with your business is appreciated. This information has been prepared
so you may become more familiar with the procedures of the University
Purchasing Office, Contract and Procurement Services.
Our normal business hours are 9:00 am - Noon and 1:00 - 4:00 p.m.,
Monday through Friday. Vendors are encouraged to call in advance
for appointments to ensure that adequate time is given to you by
the respective buyer handling the commodities or services your company
is marketing. Please call (805) 756-2232 to arrange for an appointment.
In order that maximum efficiency can be achieved in the manner
in which the University purchases or contracts for products or services,
the following policy has been established and vendors are requested
to adhere to this policy when soliciting sales on campus.
1. All purchases made by the University utilizing general fund
appropriations, in whole or in part, are processed through a central
Purchasing Office located in the Administration Building - Room
128. The office is staffed by professional buyers and support staff
who are assigned the responsibility of buying and contracting for
various commodities, equipment, and specific services. Purchases
and contracts are executed in accordance with State of California
law, California State University policy and campus policy which
govern the bidding process based on the dollar value of the purchase.
Some purchases can be made without formal competitive bidding, through
an informal process which includes telephone/fax bidding and others
strictly through a very formal process.
2. When soliciting, vendors are requested
to contact the University Purchasing Office, Contract and Procurement
Services, at (805) 756-2232 to make an appointment with the appropriate
buyer. If your company is located away from the Central Coast and
you are contemplating a visit, appointments are highly recommended.
For local vendors, appointments are recommended, however, you may
be able to meet with a buyer when you stop by the office without
an appointment if time permits.
3. Vendors are reminded that only Contract
and Procurement Services has the authority to legally obligate the
University for any purchase or contract. Before a Purchase Order
can be issued, the vendor will be contacted and asked to fill out
a New Vendor Form. Without an official, signed purchase
order or contract, no contractual obligation exists with the University.
Unauthorized purchases will not be honored by the University.
4. The University prefers that all solicitations
be made through Contract and Procurement Services, however, if a
vendor finds it necessary, or is requested by a department to come
directly to their location, such visits must be by appointment only.
Sales calls to departments for the purpose of solicitation without
prior invitation or written approval by the Director of Contract
and Procurement Services are prohibited.
5. Vendors are prohibited from leaving
equipment at any location on campus for the purpose of demonstrating
its use without prior written approval from the Director of Contract
and Procurement Services. However, if a vendor chooses to leave
their equipment, they acknowledge it is for demonstration purposes
only with the understanding the University will not be held responsible
in any manner should the equipment be damaged or stolen.
6. Vendors are further reminded that the
Director of Contract and Procurement Services is the primary Contracting
Officer for the University in matters related to purchases and contracts.
This authority is not delegated outside the Contract and Procurement
staff except by written delegation to do so by the Procurement Card
Program.
7. Unlawful activity, illegal practices
or any manner of negative marketing on campus is prohibited and
is against the law. Any vendor engaging in such activities will
be denied participation in University procurement and contracting
activities in the future.
THESE POLICIES HAVE BEEN ESTABLISHED TO ASSURE THAT ALL VENDORS
ARE GIVEN A FAIR AND EQUAL OPPORTUNITY TO CONDUCT BUSINESS WITH
THE UNIVERSITY, PROVIDING SUCH BUSINESS IS CONDUCTED WITHIN THE
CONTEXT OF THESE SAME POLICIES.
Contract and Procurement Services is responsible for the timely
procurement of supplies and services for the University. In order
to provide these supplies and services at the lowest possible cost,
competitive bids are used. Orders are placed in the following ways:
1. For purchases under $3,500,
the Purchasing Office will generally use the vendor requested by
the end user. (The buyer, however, has the option of ordering
from another vendor at their discretion.) Departments are
encouraged to use their Procurement Card (P-Card) for these types
of commodity purchases. Departments are reminded that P-Cards may
not be used for services
2. For purchases of more than $3,500
but less than $50,000, telephone. fax or written bids may be
used. However, as requirements become more complex, formal bids
may be required.
3. Depending on the dollar amount of the
services or construction contracts, Cal Poly is required by state
law to advertise in the California State Contracts Register (CSCR).
4. For purchases exceeding $50,000,
formal written bids are required. A minimum of 10 days is given
for vendors to respond. Vendors may attend the bid opening at the
time indicated. Bids received after the time and date shown on the
request form (regardless of postmark) will be returned to vendor
unopened.
Make your sales investment wisely. Sometimes, a vendor will spend
a considerable amount of time and money to present a product to
an individual department. If you do this, please remember that the
purchase will eventually be made by a competitive bid process and
your expense for expensive designs, demonstrations, layouts, etc.,
does not guarantee you a sale. Department-prepared specifications
are carefully reviewed by our office to eliminate undue restrictions
and other limitations unnecessarily reducing competition.
PURCHASE ORDER NUMBERS:
All authorized purchases made by the University, require an official
purchase order issued by the Contract and Procurement Services Department.
If you receive a call from an employee of the University to place
an order and you are not sure that it is an authorized purchase,
contact our office at (805) 756-2232 to confirm a purchase order
number. Delivery of services, commodities, or equipment without
an authorized purchase order will not be considered an obligation
of the University. Rather it will be the responsibility of the vendor
to seek resolution from the person who placed the order and who
would be held personally responsible in accordance with California
State University policy.
BILLING AND PAYMENT:
Recent state Legislation has resulted in segregation of certain types of funding sources for the California State University (CSU) and CSU centralization of banking and cash management. This, in turn, has resulted in two changes in Cal Poly vendor payment procedures.
1. All payments will be mailed to vendors and will not be available for pick-up at the campus.
2. Depending on funding source, certain payments will be issued by the State of California, with state warrants mailed directly to the vendor address provided by Cal Poly. The payer on these warrants will be the Office of the State Controller (not Cal Poly).
Some purchases and contracts with split funding sources may result in two disbursements for one approved payment—one check from Cal Poly and one warrant from the State Controller.
Vendor payments will be made according to the terms and conditions of the contracts and purchase orders as set forth in CSU policy or any related agreements.
Please call Marc Benadiba, Assistant Director of Payroll and Payment Management, at (805) 756-5864, if you have questions about these changes.
Each shipment should be billed separately. The University will
pay for partial shipment. Complete description, unit, quantity,
unit price and extension should be on each invoice. All invoices,
statements, and correspondence should reference the purchase order
number. All invoices must be submitted to:
Cal Poly State University
State Accounting Office, Admin. #129
San Luis Obispo, CA 93407
Sending your invoice to any other department will delay payment.
THE SMALL BUSINESS and DVBE PROGRAM:
Section 14835 et seq. of the California Government Code requires that a 5% preference be given to bidders who qualify as a small business. The rules and regulations of this law, including the definition of a small business as issued by the California State University , are contained in Title 2, California Administrative Code Section 1896 et seq. To claim the Small Business 5% preference (which may not exceed $50,000 for any bid) your firm must have its principal place of business located in California and be certified by the State of California Department of General Services (DGS). Vendors interested in being verified for future bids can apply for the Small Business and DVBE Certification by filling out the application online or by contacting the Office of Small Business and DVBE Services (OSDS) at:
Office of Small Business and DVBE Services (OSDS)
707 3 rd Street , 1 st Floor, Room 1-400
West Sacramento , CA 95605
Contact #(916)375-4940
To apply online go to the Office of Small Business and DVBE Services website and follow the red links for the Online Application.
DRUG-FREE WORKPLACE:
Senate Bill 1120, Chapter 1170, Statutes of 1990, requires state
contractors and recipients of state grants to maintain a "drug-free
workplace." A state agency may cancel a contract or grant if
contractor or grantee has failed to comply with requirements defined
in statute. The Department of General Services will publish a list
of individuals and organizations whose contract or grants have been
canceled. Every contractor or grantee must:
1. Certify that the individual or organization
"will provide a drug-free workplace." (Government Code
Section 8355.)
2. Publish a statement notifying employees
that company policy prohibits specified activities involving controlled
substances, and defining actions to be taken for violating the policy.
(Government code Section 8355 (a))
3. Establish a drug-free awareness program
as required by Government Code Section 8355 (b), to inform employees
about all of the following:
a) The dangers of drug abuse in the workplace,
b) The person's or organization's policy of maintaining
a drug-free workplace.
c) Any available counseling, rehabilitation and
employee assistance programs, and
d) Penalties that may be imposed upon employees
for drug abuse violations.
4. Provide as required by Government Code
Section 8355(c) that every employee who works on the proposed contract
or grant:
a) Will receive a copy of the company's drug-free
policy statement, and
b) Will agree to abide by the terms of the company's
statement as a condition of
c) Employment on the contract or grant.
Cal Poly State University
Administration Building, Room 128
San Luis Obispo, CA 93407-0121
California Polytechnic Stae University
Contract & Procurement Services
1 Grand Ave.
San Luis Obispo, CA 93407-0121
Phone Number: (805) 756-2232
Fax Number: (805) 756-6500
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