How do I get information on
the web about Business & Contract Services?
The web page for the Palomar
Business Services Department is:
How do I order office
supplies from Office Depot?
There are two ways to place orders with Office Depot. If you do not have a Cal Card, you will have to fill out a Purchasing Requisition. If you do have a Cal Card, you need to email the Business & Contract Services Staff Assistant at ext. 2122 with your request. You will need to include your extension, the last 4 digits of your Cal Card, and the expiration date of your card. You will be set up at the Office Depot secure website with a logon, password, and an online training document.
What is a Cal Card and how
do I obtain one?
The CAL-Card program is designed to allow District
employees to purchase supplies/materials and equipment, valued under one
thousand dollars ($1,000), through the use of a Visa® credit card. Its purpose
is to provide an alternative cost effective way to obtain low-value goods that
would otherwise be purchased using purchase orders. The CAL-Card is issued for
government entity use only and contains limitations and special features
including: single purchase transaction limits, cycle limits, authorized merchant
categories, and approval procedures.
The CAL-Card is issued only to an employee who is a full-time permanent District
employee having a business need for such. When determining and justifying who
has significant business/operations need for the CAL-Card, Approving Officials
should consider the following criteria:
• The ability to satisfy the purchasing needs of several employees within the
• The projected dollar volume of CAL-Card purchases
• The projected frequency of CAL-Card usage
• Issuance of the Cal-Card should be needs based and not be solely for the
convenience of the employee
• Number of existing cards in the department/area
The CAL-Card must only be used by the Cardholder whose name appears on the card.
Cardholders are delegated limited purchasing authority on behalf of the
District. With this limited delegation of authority, the Cardholder is fully
responsible for the goods purchased, following District purchasing guidelines,
and ensuring that sufficient funding is available to pay for purchases at all
time. District purchasing guidelines can be found at the following website:
For information on applying for the CAL-Card, click here.
Apply for a
How do I obtain certificates
of insurance from outside agencies or companies?
The Business & Contract Services
Department is responsible for preparing proper insurance solicitations for the
District’s liability coverage. All District-wide insurance policies are
administered through the office of the Director of Business Services.
Contractors doing work on
campus or education centers must be required to file the following proofs of
insurance with the District prior to receiving authorization to proceed on a
a. Certificate of Insurance confirming $1,000,000 combined single limit
general liability coverage and automobile liability coverage, both naming the
Palomar Community College District as an additional insured, and
copies of the endorsements to the policies naming the Palomar Community
College District as an additional insured.
b. Proof of workers’ compensation coverage.
Should any of the
above-described policies be cancelled prior to their expiration dates, the
issuing company shall mail 30 days written notice of cancellation to the
District. The contractor shall maintain current insurance documents, for all of
the above coverages, on file at the District during the term of any contract
with the District.
How do I obtain a District certificate of insurance required by an external business or organization?
Use of facilities or other agreements often call for the District to submit proof of insurance. Please the Contact Business & Contract Services Staff Assistant at ext. 2122 with your request for a certificate of insurance.
What business opportunities are available with the College?
Vendors can review how to do business with the
and see current opportunities at
Who is responsible for contracts and agreements at the College?
Business & Contract Services provides contract services to the
executive administration, faculty, and staff. All construction contracts for
public works projects by the District are let through the Office, and contracts
and Board resolutions on a wide variety of topics are prepared.
http://www.palomar.edu/businessservices/ContractsHome.htm for additional
How do I have a contract/agreement prepared, reviewed, and/or submitted for Board authorizations?
All contracts/agreement must be submitted to Business & Contracts
Services with an attached review form
Please contact Business & Contract Services for any questions related to
How are public works projects (construction services) requests put out for
competitive quote or bid?
Public Works Projects (construction services)
$1,000 - $5,000
Depending on the nature of the given work
project, comparison-shopping needs will be determined by the Business Services
Department, Contracts Department or Facilities Department, as applicable.
$5,001 - $14,999 The Business Services Department, Contracts
Department, or Facilities Department, as applicable, will attempt to solicit at
least three (3) written competitive quotations.
$15,000 – Up “Formal bidding including advertising and
Board Approval is required” (California Public Contract Code).
Any “works of improvement”
(work involving labor), the total cost of which exceeds $15,000, must be
accompanied by a labor and materials (payment) bond prior to the commencement of
work, or the contractor may not be paid.
Vendors are responsible for the accuracy of quoted prices submitted to the
Business Services Department.
event of a discrepancy between a unit price and its extension, the unit price
Quotations may be
amended or withdrawn by the bidder up to the time of opening of the bids.
It is the vendor’s responsibility to ensure that their quotations are received
in the Business Services or Contracts Office no later than the designated hour
and day of the bid opening time and date, as specified in the request for bid.
All bids/quotations become a part of the Business & Contract Services
Department’s records and may be reviewed upon request by interested parties
after the bid is awarded.
No bids or
quotations may be removed from the Business Services or Contracts Department.
Who is authorized to sign
There are three individuals authorized to sign
contracts/agreements for the District.
These include the President, the Vice President of Finance & Administrative
Services, and the Director of Business & Contract Services.
How do I contact Auxiliary
Food Services can be accessed at
The Bookstore can be accessed through
Contract management matters should be addressed to the Director Business
& Contract Services at ext. 2125.
How do I get copies made?
To get copies made you can go to any one of Comet copy machines on campus.
There are machines located in the following rooms.
A-23, F-6, Instruction Office, GJ-1 and at the Escondido campus.
The machines in GJ-1 and F-6 are manned with employees to copy your work
A-23, Instruction and
Escondido are self-serve machines you use yourself. To get copies made in GJ-1
and F-6 a Comet Copy work order form must be submitted with the work to be
copied. In A-23, Instruction office and Escondido you do not need to fill out a
work order. All copy machines require an access code, if you do not know your
code you must obtain it from your department ADA or Chair.
How do I obtain business
To have any materials printed on campus submit a
completed Creative Services work order along with the information to be printed
to the Print Services department.
more information about Print Services please go to following link:
How do I use Fed Ex, UPS,
Please go to:
How do I obtain a mailbox
Business & Contract Services Technician
the Mailroom at extension 2811 and ask for a key.
If they are available, they will be signed out to you immediately.
If additional keys are not available, the department must have keys made
Are stamps available to
No, stamps are no longer
sold in the Mailroom.
Can employees ship personal
items through the Mailroom?
Only first-class and priority mail that has postage already affixed can be sent
through the Mailroom.
the weight of the mail piece is 13 ounces or over, the package must be taken to
the post office because of current postal regulations.
Can the warehouse store
items for campus departments?
Only if space is available and
arrangements are made with Warehouse Services prior to receiving shipment.
Who is responsible for
moving/transferring furniture on campus?
The Custodial Department is
responsible for all moves and transfers on campus. Warehouse Services is
responsible for moving and transferring furniture to all the off-site campuses.
Who do we contact for
You must first fill out a surplus request form, accessed through the Facilities
Department web page.
form (with all necessary signatures) should then be forwarded to the Facilities
They will notify
Warehouse Services when the surplus is ready for pick-up.
Note: the I.S. department must be contacted for computer related items.
I.S. will fill out the surplus form.
chairs, etc., with no property tag will be picked up by Warehouse Services as
soon as possible.