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California State University, Long BeachCalifornia State University, Long Beach

The Purchasing Process

How Requests Are Handled

Requisitions for purchases are submitted through CFS, approved by the appropriate administrator and then electronically delivered to Purchasing. All requisitions received by Purchasing follow a similar process. Each is reviewed for accuracy and completeness and erroneous or incomplete orders are returned to the department for correction.

Any procurement requiring public advertising will still need to be submitted via a requisition. The Purchasing office requires a minimum of 4 days to process the advertisement once the requisition has been received in to the purchasing office and assigned to a buyer.

If a contract or terms and conditions are involved that require review or negotiation with the prospective supplier or service provider, the requisition must be submitted a minimum of 10 business days prior to the activity due date. All documentation requiring review (contracts, terms and conditions, ATI, etc.) must be submitted with the requisition, otherwise additional time will be required for Purchasing to obtain these items from the prospective supplier or service provider.

If additional insured endorsements are needed due to the type of service or activity, the requisition must be submitted a minimum of 10 days prior to the activity or service date. The remainder of the requisitions are assigned to a buyer and dispatched to the supplier. If there is neither contract review nor insurance required, the complete process requires a minimum of four days without bids, and 16 days average if bids are required. Complex formal bids with specifications and/or plans require substantially longer process times once the scope of work is received and finalized in Purchasing. These times range from five weeks to eight weeks on average. The current CSU goal for all contracts is 3 percent Disabled Veteran Business participation.

Competition Required

Competitive quotes are required for purchases over $10,000 unless referencing an existing contract. A minimum of three competitive quotes are required and must be dated within the past 30 days. The requestor is encouraged to provide these competitive quotes in the requisition in order to expedite the process. However, the Purchasing Department will secure the necessary quotes if not provided. All purchases require the establishment of fair and reasonable pricing. Final discretionary authority rests with the Purchasing Department regarding the level of competition required.

Purchases for More Than $100,000

Purchase orders for $100,000 or more normally require formal bidding. Additionally, certain bids are required by law to be placed as a legal advertisement in a local newspaper before the bid opening. The bid states an opening date and time and are solicited from at least three suppliers, including the department's suggested suppliers. 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 supplier receiving the award is notified of the award by receipt of an approved, signed purchase order.

Furniture Restrictions and Delivery

Due to the competitive nature of this commodity, specific ADA compliant requirements and installation activities, some furniture purchases are not permissible without a written pre-authorization from Purchasing.

Office Chairs

In accordance with the CSULB Ergonomics Program, an ergonomics assessment is to be performed for new office chairs in which a person is sitting for more than 2 hours in a workday. For this type of purchase, Environmental Health & Safety (EH&S) must be contacted prior to any purchase being made. Once the EH&S Office has approved the purchase, the request will be forwarded to purchasing for final approval.

If you are purchasing chairs from either Staples or your Procurement Credit Card, a pre-approved authorization email from the EH&S Director, Peer Gerber is required. You will need to attach his approval to your purchase submission.

Fully Assembled Chairs

The purchasing office recommends only purchasing chairs that are fully assembled and delivered directly to the department. Otherwise, you will require additional approval from EH&S (see below).

Unassembled Chair

The campus policy regarding unassembled chairs is that a work order must be submitted in order for a trained shop technician to assemble and deliver the chair(s).

Furniture/Chairs that require assembly or installation must go through Purchasing on a requisition to fulfill ADA and/or Prevailing wage requirements.

Side Chair/Non-Task-Chair, including Stools

The receiving department will only deliver a maximum of two (2) chairs each one weighing a maximum of 50lbs at no delivery charge.

If your purchase exceeds (2) chairs and/or a weight max of 50 lbs. each, you will be required to submit a work order for delivery, no assembly required.

NOTE: Should you need a demo chair, the Purchasing Department can contact the supplier and request a demo chair for your department.

Items Requiring Pre-approval from Environmental Health & Safety and Risk Management

  • Ammunition, fire arms and explosives
  • Fire extinguishers
  • Hazardous materials (laboratory chemicals, photographic chemicals, paint, solvents, etc.)
  • Appliances including heating, ventilation and refrigeration equipment over 50 lbs. (heaters, air conditioning equipment, fans, etc.)
  • Live vertebrate animals subject to approval by office of University Research
  • Pharmaceuticals
  • Radioactive materials, x-ray machines, electron microscopes
  • Respiratory and hearing protection items

Delivery

ALL deliveries must be made to the Receiving Department unless otherwise designated on the purchase order. See building code REC on the campus map.

Purchasing Address

Purchasing Department
California State University, Long Beach
1250 Bellflower Blvd. MS-0123
Long Beach, CA 90840-0123 USA
Work: (562) 985-4296

Invoicing Address

Accounts Payable / Business Office
California State University, Long Beach
Attn: Accounts Payable
Foundation Building (FND-280)
6300 State University Drive #280 MS 9901
Long Beach, CA 90815-4680 USA

Receiving Address

Physical Address

Receiving and Mail Services
1331 Palo Verde Blvd.
Long Beach, CA 90840-5801

Mailing Address

1250 Bellflower Blvd.
Long Beach, CA 90840-5801
Phone:work (562) 985-4828

Hours

Monday – Friday
8:00 a.m. – 5:00 p.m.