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How do I get information on
the web about Business Services?
The web page for the Palomar
Business Services Department is:
http://www.palomar.edu/businessservices/default.htm.
What is a Cal Card and how
do I obtain one?
The Cal Card is one method for
purchasing at the college. It is a Visa, issued by the State of California,
through the Business Services office. To find out more information about the
card program, and to access the forms necessary to obtain a card, please visit
the Business Services web page at the address above. There is a “Cal Card” link
on the left side of the Business Services department home web page.
When do I submit a
requisition?
All items not obtainable by
using the Cal Card are to be ordered by means of the District’s Purchasing
requisition. This would include supplies, materials, equipment, services,
repairs, and other miscellaneous commodities.
How do I complete and submit a
Purchase Requisition?
To access the requisition and
continuation form, go to the Palomar College homepage – click on Staff, under
Administrative Services – Business Services. Then click on Requisition
Instructions, for instructions on using the form. After reading the
instructions, use the back key. Then click on Requisition Form/Continuation
Sheet and fill out according to the instructions given at the instructions page.
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 requisition (instructions above). If you do have a Cal Card, you need to
email the Business Services Staff Assistant 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.
Who do I call to ask
questions about purchasing specific items?
The Business Services
department maintains a commodity listing at our web page. It lists all the main
commodities, and the buyer that is responsible for those commodities. The
listing is updated on a regular basis. To access the commodity listing, simply
visit the Business Services department home web page. Click on the link: “Please
contact our
staff. They will be happy to
answer your questions.”
How do I order computers?
The Information Services
Department has posted a list of standardized desktop and notebook computers that
the District may purchase. Go to the Palomar College homepage – click on
Computing at Palomar, then click on Dell Computer & Notebook Pricing for
District Use. Complete a requisition including the computer description and
quote number as referenced on the list and submit your requisition to Business
Services. All requisitions for computer hardware, peripherals, and software
will be sent to the Information Services Department for review and signature.
The requisition will then be returned to Business Services and an order will be
placed.
What is the current state of California sales tax rate?
State
of California sales tax rates vary by county; however Palomar College will
always pay tax based on the rate in San Diego County. Currently the sales tax
rate is 7.75%.
Palomar College is not tax
exempt – we will always pay tax on taxable items even if the vendor is out of
state. If an out of state vendor does not collect California state sales tax,
we will still have to pay the state of California directly.
Is petty cash available?
Yes – for items $200 and under,
on an emergency basis only. Complete a requisition form, using the wording
“Petty Cash” in the vendor section. Send your requisition to the Business
Services Staff Assistant. She will contact you to come pick up the cash. You
will be required to sign a form, signifying that you received the money and when
the receipts/unspent money will be returned.
How do I obtain certificates
of insurance from outside agencies or companies?
The Business 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
contract:
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 coverage’s, on file at the District during the term of any contract
with the District.
What dollar amount can I
expect my request to be put out for competitive quote or bid?
Whenever practical,
competitive quotations from vendors handling the same or similar products will
be secured. The Business Services Department may, at its discretion, choose to
bid any item which in its judgment lends itself to competitive bidding.
Individual departments may,
for their own information, wish to secure inquiry price quotations on items they
intend to purchase. It should be understood, however, that these price
quotations may not be usable at the time of purchase due to time lapse, quantity
changes, incomplete information, inability to meet District’s bond or insurance
requirements, or inability to meet federal or state laws or District policies
and regulations.
Requisitioners should be sure
to allow sufficient time for the Business Services Department to obtain quotes
or bids, evaluate vendor qualifications, place the order and receive
goods/services.
Quotations will be secured in
accordance with the following guidelines:
Supplies, Equipment and
Services (except under Government code section 53060 and construction services)
$5,001 – $14,999 Depending on the competitive nature of the
items, comparison-shopping needs will be determined by the Business Services
Department.
$15,000 - $58,900 The Business Services Department will
attempt to solicit at least three (3) written competitive quotations.
$58,900 – Up “Formal bidding including advertising and
Board approval is required” (California Public Contract Code).
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).
Note: 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.
The requisitioning department
is not to use multiple requisitions for like items to circumvent the bidding
process.
Vendors are responsible for
the accuracy of quoted prices submitted to the Business Services Department. In
the event of a discrepancy between a unit price and its extension, the unit
price will govern. 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 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
contracts/agreements?
There are three people on
campus that are authorized to sign contracts/agreements for the District. Those
people are the Vice President of Finance & Administrative Services, the Director
of Business Services, and campus Counsel, Contracts & Special Projects.
When should I use a pay
voucher?
Pay vouchers should be used for
the following:
-
Employee
reimbursements - under $1,000
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Subscriptions (Cal-Card may be used)
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Memberships (Cal-Card may be used)
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Emergency items - under $1,000 unless granted an exception
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Independent Contractor Honorarium
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Student Payments
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Payments to Campus Food Services
What is the time frame for
vendor payment?
We are aiming for normal vendor
payment within 30 days.
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-25, 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 for you. A-25, 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-25, 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
cards?
To have business cards made you
must complete a Print Services work order and submit it along with the card
information to the Print Services department.
How do I use Fed Ex, UPS,
etc?
Please go to:
http://www.palomar.edu/mailroom/.htm.
How do I obtain a mailbox
key?
Contact the
Business Services Technician in the Mailroom
at extension 2113 and ask for a key. Keys may be available immediately. It may
take a week to obtain a key if it needs to be ordered.
Are stamps available to
purchase?
Yes. Please see the information
at
http://www.palomar.edu/mailroom.htm.
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.
However, if the weight of the mail piece is 16 ounces or over, the package must
be taken to the post office due to 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
surplus pick-up?
You must first fill out a
surplus request form, accessed through the Facilities Department web page. The
completed form (with all necessary signatures) should then be forwarded to the
Facilities Planning division of the Facilities Department. They will notify
Warehouse Services when the surplus is ready for pick-up. Note: The I.S.
Department must deprogram computers before a surplus form is submitted. Also,
furniture, chairs, etc., with no property tag will be picked up by Warehouse
Services as soon as possible.
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