Contents
Cal Poly Pomona

Purchasing

Authority

Procurement and Support Services is authorized by the CSU Board of Trustees to oversee the purchasing of all goods and services required by the university. The department administers procurement activities for all university departments in accordance with responsibility and authority delegated by the university president.  It is the responsibility of Procurement Services to convert requests (requisitions) into purchase orders or contracts using procedures established by legislative regulations, state law, and the policies and directives of the CSU Board of Trustees and the President of California State Polytechnic University, Pomona; and to regard each transactions on its own merits and to promote fair, ethical and legal practices.

General Information

Appointments: Buyers are seen by appointment only.

Deliveries: Supplies and equipment shall be delivered to Central Receiving, 2740 South Campus Drive, Pomona, CA 91768 unless otherwise specified. All packages must indicate a valid purchase order number. Receiving hours: Monday through Friday, 7:30AM - noon.

Invoices: All invoices must be directed to Cal Poly Pomona Accounts Payable, Bldg. 98 B1-113, 3801 West Temple Avenue , Pomona , CA 91768 . All invoices must display a valid purchase order number. New vendors must complete a Vendor Data Record (form 204) prior to issuance of payment.

Vendor Parking: Vendors may park outside Building 75 in spaces designated for vendors. Parking is available at no charge.

Special Considerations/Approvals Required

Budget Impact regarding Procurement Process:
Purchases of $1,000+ require Provost or Division Vice President's approval (October 2008).

Presidential Order 7.8 (March 2009) "Use of Foundation Services and Central Support Resources" regarding campus resources: Requires faculty and staff to use Cal Poly Pomona Foundation services (bookstore, food services, catering, campus lodging) and Graphic Communications Services (printing and publications) for all state or foundation business instead of going off campus.

The complete Presidential Order can be found at http://www.csupomona.edu/~policies/presidential_orders/presidential_order_Foundation_Services.html

Software & I&IT Services of $1,000+ require approval of I&IT Chief Information Officer's Office.

Computer Hardware of $5,000+ require approval of I&IT Chief Information Officer's Office.

Accessible Technology Initiative requires approval of I&IT Chief Information Officer's Office. Accessible Technology Initiative (ATI) policy involves ensuring that all electronic and information technology (E&IT) products meet recognized accessibility and usability standards. ATI includes websites, web applications, telecommunication products, video and multimedia products, software, operating systems, self-contained, closed products, desktop and portable computers.

Purchases Less than $50,000

Informal competition is acceptable for commodities, equipment or services of an amount less than $50,000, unless Procurement determines that competition is necessary to develop sources, validate prices, is in the best interest of the University, or for other sound business reasons. See below for Information Technology (ITR) requirements.

Purchases Greater than $50,000

Purchases for commodities, equipment or services which are greater than $50,000 shall require formal bidding and will be awarded by written contract to the lowest responsible bidder meeting specifications. Requests for bids will be advertised in Bidsync at http://www.bidsync.com. See below for ITR requirements.

Information Technology Resources (ITR) Goods & Services

May require bidding at Procurement's discretion.

Small Business Preference

A Small Business Preference of 5% may be given to bidders who qualify as a small business. To claim the 5% preference (which may not exceed $50,000 for any bid) the vendor must have its principal place of business located in California and must be verified by the Office of Small Business and DVBE Services. The application of the 5% Small Business preference is also extended to any non-small business that commits to subcontracting at least 25% of its net bid price to California certified small businesses and/or micro businesses. Questions regarding the preference approval should be directed to that office at:

Office of Small Business and DVBE Services, Room 1-400
P.O. Box 989052
West Sacramento , CA 95798-9053
(916) 375-4940
http://www.pd/dgs/ca.gov/smbus/

Disabled Veteran Business Enterprises

State law requires that state agencies achieve a goal of three (3) percent participation for disabled veteran business enterprises (DVBE) in state contracts. For a complete set of the DVBE requirements, see the section regarding Disabled Veteran Business Enterprises at the following website:

http://www.calstate.edu/CSP/vendor_info.shtml

How to Requisition

All requests for supplies and services are submitted to Procurement on a requisition form. Any special requirements or information, which will assist the buyer, should be included on the form.

Helpful Hints

Requisitions for commodities: Include information below as applicable

  • Complete description including quantity, unit of measure, model or catalog number, manufacturer, color, style, etc.
  • When ordering parts, include the manufacturer, part number or model number of the unit that the part is to fit.
  • Vendor's quote(s) if available.
  • Date needed for timely processing.
  • Requisitions must include a valid chartfield string. (PeopleSoft account number string) and be signed by an authorized signer on that account. A Signature Authorization form must be on file in the Procurement and Support Services office.

Requisitions for Services: Include information below as applicable

  • Complete description of the service being requested.
  • Type of equipment including model and serial number
  • Vendor's quote(s) if available.
  • Period of Service .
  • Billing Cycle.
  • Contact person and phone number.
  • Requisitions must include a valid chartfield string (PeopleSoft account number string) and be signed by an authorized signer on that account. A Signature Authorization form must be on file in the Procurement and Support Services office.
  • Appropriate insurance and endorsements must be on file with Procurement.

 

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