General Purchasing Information

Blanket Orders

The Purchasing Department encourages consolidation of annual requirements for certain commodities and services. Blanket Orders can be competitively bid, so that supplies or services can be requested by authorized personnel on an as needed basis. Such orders achieve economies of scale, cut expenditures, and reduce administrative handling costs.

Required Justifications

Some items requiring approval are listed below along with the office that has authority to approve the items.

• Printing (University Print Shop)
• Copiers (Departmental Copier Program)
• Vehicles (Physical Planning)
• Furniture (Prison Industry Authority [through the Purchasing Office])

Sole Source/Sole Brand

Sole Source or Sole Brand procurements must be justified and approved in writing if the specified procurement exceeds $50,000 for supplies and equipment, and $50,000 for services, excluding Public Works.

A sole source acquisition is justified when it has been determined that only one source exists for the required product or service, and bidding is not possible. Justification for a sole source acquisition must accompany the requisition. This justification should include: the unique performance features of the product, why these specific features are required, and why other products that could be considered will not meet requirements.

A sole brand acquisition exists when only one brand-name product will satisfy the requirements of the requester, and a written justification has been authorized to limit the bidding only to dealers of that specified name-brand. Unless exempted, standard bid specifications call for "brand-name or equal."

Or Equal Products

An "or equal" product may be offered as an alternative but the bidder must establish that the offered product is truly equal to that requested (e.g., by full comparison of product specification). Failure to provide such information may be grounds for rejection of the bid/offer without further review. No substitutions will be accepted without information and/or documentation. Failure to provide documentation is grounds to reject the bid/offer or terminate the contract/purchase order. The evaluation of the "or equal" alternative item will be made by the University whose decision is final.

Payments

All payments of undisputed invoices are made in accordance with the California State Prompt Payment Act, in arrears upon receipt of materials or satisfactory completion of services and receipt of an approved invoice. Unless otherwise directed, invoices shall be sent in triplicate to the CSULB Accounts Payable Department.

Failure to reference the correct purchase order/contract number may result in the return of invoice and the Prompt Payment Act may not apply in such cases.

State/CMAS/GSA Contracts

State contracts are available for commonly required commodities and services. State contracts are issued by the Department of General Services. Prices, terms, and conditions have been determined. Competitive bidding is not required for orders covered by state contracts. Requesting departments are charged a nominal fee for orders placed with state contract vendors. vendors should be asked if a state contract is available for the commodity/service required. The state contract numbers should be noted on the departmental requisition.

CMAS

Contracts

The Department of General Services provides quarterly listings of current state contracts. Departments may contact the Purchasing department to find out if a state contract is available for the commodity/service required.

California Multiple Award Schedule (CMAS) is a contract that has been set up in order to purchase specific commodities without the need to obtain additional quotations or justifications. When obtaining a quote for a specific item, the supplier should be asked if they have a current CMAS contract. If they do, the requisition should reference the CMAS contract number. A nominal fee, based on the order price, will be added to the requisition to pay Department of General Services for use of the contract.

http://www.pd.dgs.ca.gov/cmas/default.html

A GSA (General Services Award) contract is a contract awarded by the Federal Government. Prices, terms and conditions have been determined. Orders, which have been awarded based upon a GSA contract, are not subject to competitive bidding. No fees are charged.

CSU System-wide Agreements

The California State University System has entered into and is expanding a series of contracts for commonly required commodities and services. These contracts are issued by the Chancellor's Office, or by individual campuses acting on behalf of the Trustees of the CSU, for use by all CSU entities.

See Current Bulletins of Systemwide Agreements

Department Confirming Orders

Divisions have been authorized to place confirming orders that total less than $2,500.00 . The Division Executive may elect to delegate this authority to the Department level. Competitive bidding is not required. Requirements can not be "split" to allow placement of orders.

Procurement Cards

A purchase order is probably the least cost effective method for procuring low dollar value goods. Therefore, CSULB , in conjunction with the Chancellor's Office and the Department of General Services has elected to participate in a Procurement Credit Card program designed to achieve cost savings and improve processing time for low dollar value supplies and services. Some restrictions apply.

Prompt Payment Act

All payments are made in accordance with the California State Prompt Payment Act.

Small Business Payments pursuant to Government Code Section 926.15, State Agencies are required to process payments to certified small businesses within thirty (30) days of the required payment date, or pay a penalty of one quarter of one percent (1/4%) of the amount due, per day, from the 31st day after the required payment date. Small businesses may procure from the Office of Small And Minority Business a stamp to be used on their invoices, identifying their firm as "small business certified".

All Other Payments are made Pursuant to Government Code, Section 926.17, which requires State agencies which acquire property or services pursuant to a contract with a business to pay that business for each complete delivered item of property or services by the date set forth in the contract or, if no payment date is specified in the contract, within 50 calendar days after the postmark date of the invoice.

An interest penalty fee (penalty) at a rate of one percent above the Pooled Money Investment Account earning rate for the previous year will be paid.

Bidding Requirements

Formal price quotations/proposals must be obtained on all purchases for goods and services where the dollar amount exceeds $10,000.00 and services that exceed $50,000.00. Informal price quotations are obtained for goods between $1,000.00 and $50,000.00 unless reasonableness of price can be determined without competition.

If formal bids are required, they are solicited from at least three suppliers and will include the department's suggested suppliers. The bids state an opening date and time. All formal bid openings are open to the public and may be attended by any interested party. After the bids are opened, they are evaluated by a buyer and, if necessary, by the issuing department. After the lowest responsive bid is determined, the award is made. The supplier receiving the award is notified of the award by receipt of an approved, signed purchase order.

Purchases for More Than $50,000

Purchase orders for $50,000 or more normally require formal bidding.

Additionally certain bids are required by law to be advertised as a legal ad in a local newspaper before the bid opening. Bids are solicited from at least three vendors and will include the department's suggested vendors. The bid states an opening date and time. All bid openings are open to the public and may be attended by any interested party. After the bids are opened, they are evaluated by a buyer and, if necessary, by the issuing department. After the lowest responsive bid is determined, the award is made. The vendor receiving the award is notified of the award by receipt of an approved, signed purchase order.

Emergency Transactions

"Emergency"as used in the Public Contract Code, means a sudden, unexpected occurrence that poses a clear and imminent danger, requiring immediate action to prevent or mitigate the loss or impairment of life, health, property, or essential services.

When an emergency requires the immediate issuance of a purchase order, standard agreement, or service order which exceeds the competitive bid limit of $50,000 for commodities and $50,000 for services, an Emergency Purchase Authorization form must be attached to the requisition, and be signed by both the requestor and the Director of Procurement & Support Services. Purchasing should normally be contacted before the emergency purchase order or contract is placed. The Emergency Authorization Form (available from Purchasing) must include an attestation that an immediate threat to the public health, welfare, or safety, or damage to State property exists. Annually, the CSU reports all emergency public works procurements to the Legislature.

Advertising

It is the University's policy to advertise in the Electronic California State Contracts Register (ECSCR) for services and public works projects whenever possible.

Best Value (Reasonable Price) Acquisitions

Best Value is an option which may be used on Commodity purchases which do not exceed $50,000 or for services between $10,000 and $50,000. It may also be used as supplement or guideline to preparing a Sole Source. Public Works excluded.

Best Value Definition

The most value-effective solution to the University's requirements based on life-cycle cost. There is no specific formula or methodology for conducting a best value determination, but it is important that the award is consistent with the terms of the solicitation.

Reasonable Price

Is a price that does not exceed that which would be paid in the conduct of a competitive process. This may be established by market quotes, price or cost analysis, or by experience and judgment. Recognition is being made for the total value to the campus and meeting campus needs for quality, quantity, delivery and service, and specific technical or value-added enhancements.

Factors of Consideration

May include, but are not limited to:

• Operational costs.
• Quality or technical competency of the bidder's product or service.
• Delivery and implementation timetables including incentives for early delivery.
• Warranties, guarantees, and return policies.
• Costs associated with financing provisions or alternatives.
• supplier's financial stability.
• Consistency of proposed product or service with the planned application.
• Quality and effectiveness of the proposed product or service.
• supplier's industry or program experience.
• supplier's past performance record with similar installations.
• Risk assessment.
• Value added services or options.
• Innovative use of current technologies and quality results.
• Proven development methodologies and tools.
• Maximum facilitation of data exchange and systems integration.

Requisition Documentation

Every purchase applying Best Value in making an award shall have documentation for audit purposes. The requisition documentation must include a statement of justification giving the reasons for a non-competitive award and include any price or cost analysis prepared.

Direct Contact With Departments

Direct discussions between the supplier's representative and potential users in the departments are encouraged. Product demonstrations can be arranged through coordination with Purchasing and the departments. While Purchasing does not expect the supplier's representative to coordinate visits through the office, we do ask to be kept informed of potential sales that appear imminent. This enables us to approach the purchase as a team so that the user's needs are met, competitive bids are obtained, supplier requirements are considered, and purchasing guidelines are followed. Venders are cautioned that only Purchasing staff is authorized to issue written or confirming purchase orders. Failure to follow these procedures will result in delayed payments or the return of material to the vendors.

Bidder's List

Vendors may add themselves to our standing bidders list by using our On-line Bids / Vendor Registration link on the Purchasing web page (create a hyperlink to our webpage at www.csulb.edu/purchasing). A detailed listing of commodity and services that the University purchases enable vendors to pinpoint the areas in which they would like to bid. Bid opportunities are listed on our bid board in the Purchasing Office and on On-line Bids / Vendor Registration powered by Planet Bids.

The Purchasing Process

All requirements received by Purchasing are processed similarly. When received, each is reviewed for accuracy and completeness. Erroneous or incomplete orders are returned to the department for correction. The remainder are approved for purchase, assigned to a buyer, and finally, distributed to the supplier. Normally, this complete process requires no more than 96 hours without bids, and 16 days average if bids are required. Complex bids with specifications and/or plans require substantially longer. Current goal for all contracts (3) percent Disabled Veteran Business (DVBE) participation.

General Provisions

All contracts and procurements are issued in accordance with the CSU's General Provisions:

Commodity & Service Acquisitions (CRL020):
Click on Forms

Public Works Projects and Contracts:
Click on Public Works

Service/Consulting Agreements (CRL050):
Click on Forms

Important Addresses

ALL deliveries must be made to the Receiving Department unless otherwise designated on the purchase order. See the campus map Legend Building # 58

Purchasing Address

California State University Long Beach
Purchasing Department
1250 Bellflower Blvd.
Long Beach, CA 90840-0123

Invoicing Address

Accounts Payable/Business Office
California State University Long Beach
Attn: Accounts Payable
6300 State University Dr #280
Long Beach, CA 90815-4680

Receiving Address

Receiving Department
California State University Long Beach
Attn: (P/O #)
1331 Palo Verde Avenue
Long Beach, CA 90840-5801

Disabled Veteran Business Enterprises

Current goal for all contracts (3) percent Disabled Veteran Business (DVBE) participation. For a complete set of the DVBE requirements see the section Disabled Veteran Business (DVBE) Enterprise under Forms at: http://www.calstate.edu/CSP/

Small business preference

Venders who qualify for a small business preference and provide proof of certification by the OSMB may receive an award in preference to a large business provided that:

• The purchase order is based on competitive bids.
• The bid of the small business does not exceed that of a large business by more than the percentage currently allowed by State law.
• Claim for such preference must be made in writing by the supplier at the time the bid is submitted and the supplier must be certified by the Office of Small and Minority Business (OSMB).

Questions regarding small and minority business certification should be addressed to:

The Office of Small Business Certification and Resources
1531 "I" Street, 2nd Floor, C-17
Sacramento, CA 95814
Phone: (916) 323-5478

Website: http://www.dgs.ca.gov/osbcr

Governing State Law

By law, all purchases of goods and services shall be governed by the laws of the State of California.

Contractor Evaluation

Contractors performance may be evaluated. If performance problems occur during the term of the contract, Contractors will be notified of the deficiency in writing and afforded an opportunity to "cure the breach" within a prescribed reasonable timeframe.

A contractor whose performance has been determined unsatisfactory may be temporarily disqualified from bidding on further contracts for a period of up to one year. No bidder, however, may be disqualified without written documentation from the end-user and formal notification by the Purchasing Department.

Request for Copies of Public Records

Requests for copies of public records should be directed in writing to the Purchasing Manager. The Purchasing Department will determine the (reasonable) cost for producing the requested copies and upon receipt of payment for the service provided, copies will be released to the requester in a timely manner.

Online Resources

Links to California State, CSU and other Web sites such as the CSU Chancellor's Office, Contracts and Procurement, Physical Planning & Development, The Thomas Register, State Contracts Listing, and Public Ethic Code.