Purchasing Policies and Procedures

The San Bernardino County Superintendent of Schools, hereafter referred to as Superintendent, operates under a centralized purchasing concept.

Although under law, the Superintendent has the ultimate responsibility for all purchases, in accordance with the California Education Code, Section 81656, he has delegated authority to Purchasing Services. Therefore all inquiries should be directed to Purchasing Services.

Our goal and priority in Purchasing goods and services is to buy locally, buy in Southern California, buy in California, and buy in the United States. Price, quality, availability, return policy and customer services do effect the decision of all purchases.

Vendor Visits and Parking

Vendors should schedule appointments to meet with Purchasing/Contracts staff. Appointments may be scheduled between 9:00 a.m. and 3:00 p.m., Monday through Friday. Please call (909) 777-0801 for your appointment.

How to Get Started

To sell to the Superintendent, a vendor must contact Purchasing/Contracts and request a Bid Application Form (see reverse). If the vendor desires, they may contact Purchasing/Contracts and schedule an appointment with the Purchasing /Contracts Supervisor or Buyer. A product line card or a catalog may also be submitted. If the Superintendent uses these types of services and the vendor has facilities to provide responsible, quality products and services, the vendor will be added to our bid list and contacted when the Superintendent requires that product or services. Bid lists are maintained only for those products and services the Superintendent regularly requires.

Calling Directly on Programs and Departments

Direct solicitation to programs or departments is highly discouraged. Contact Purchasing/Contracts and if the situation warrants you will be referred to the using department. Many of the Superintendent’s products are standardized and are not changed without going through a sampling and testing procedure.

Deliveries

All materials shipped to the Superintendent should be directed to the warehouse at 4595 Hallmark Parkway, San Bernardino, CA 92407, unless otherwise directed on the purchase order or contract. Deliveries may be made between 9:00 a.m. and 3:00 p.m. Monday through Friday. There are no Saturday or Sunday hours, and the Superintendent observes national holidays. THE PURCHASE ORDER NUMBER MUST APPEAR ON ALL PACKAGES, PACKING SLIPS AND INVOICES.

Invoices

All invoices must be sent to 1020 Cooley Drive, Colton, CA 92324-3924, Attention: Accounts Payable.

Buying Responsibilities

Purchasing/Contracts has responsibility for buying materials, supplies, furniture, equipment, and services for all departments of the Superintendent. This includes our East Valley, West End and Desert/Mountain SELPA’s, KidsNCare sites, ROP’s, administrative Offices and classroom facilities.

Purchase and Bid Information

Purchase Order – The acquisition of materials and/or services in limited quantities may be made through the use of a purchase order.
Caveat Vendor – Purchases are made in the name of the Superintendent without an authorized purchase order, shall be considered an obligation of the person making the purchase and not an obligation of the Superintendent.
Verbal Quotations – Verbal quotations can be accepted for furniture, equipment and supplies under $5,000.00.
Written Quotations – Written quotations are required for furniture, equipment and supplies exceeding $5,000 but less than $72,400 and for services exceeding $5000 but less than $15,000.
Bids – Formal, advertised bids are required for furniture, equipment and supplies exceeding $72,400 and for services exceeding $15,000 (both are including applicable sales tax). Public Contract Code Section 20111.
Bid Advertisement – The Sun newspaper is the legal newspaper of record for all advertised bids. Bid announcements are published once a week for two consecutive weeks in the legal section.
Bond and Insurance Requirements – Depending on the commodity sought, successful bidders may be required to furnish any or all of the following.

1. Bid Bond
2. Performance Bond
3. Labor and Materials Bond
4. Public Liability Insurance
5. Fingerprint Certification
6. Workers’ Compensation Insurance
   

(Special requirements are outlined in the bid package)

Receipt of Bids – All advertised bids will be received by the department, name and location listed in the bid. All bids must be in a sealed envelope, identified with the bid name and number prior to the opening time specified in the notice to bidders. Bids received after the closing time specified in the notice will be returned unopened to the vendor. No faxed, Internet or e-mailed bids will be accepted.
Bid Opening – Presence at bid opening is not required, however encouraged.

Vendor Responses to the Bid Requests

The Superintendent invites bids on any advertised project where the bidder meets all
required qualifications. Bid lists are maintained in the Purchasing/Contracts
Department.

Procurement Awards

A purchase order (contract) is issued for every purchase. Vendors are not to provide
materials or services without first obtaining a purchase order number or receiving
direction from the Purchasing/Contracts Supervisor.

Material Safety

Vendors are required by law to provide MSDS from the manufacturer for all products
that are hazardous, as defined by Title 8, California Code of Regulations.

Click to download the Vendor Application - 60k pdf

For additional information, please contact: Ms. Carolyn Burleson by e-mail or by calling (909) 777-0801