with Purchasing Todays objectives What the purchasing policy and - PowerPoint PPT Presentation

Partnering with Purchasing

Today’s objectives • What the purchasing policy and regulations are and their importance • What tools and support mechanisms are available to you • What we do and what you do • Help Resources

WHO WE ARE Purchasing Name Name Posit osition ion Ext Ext Email Email Cynthia Moore Director of 4305 moore_cynthia@smc.edu Purchasing Cindy Ordaz Admin. Asst. 8170 Ordaz_cindy@smc.edu Nyla Cotton Buyer 4495 Cotton_nyla@smc.edu Sandra Davis Buyer 4280 Davis_sandra@smc.edu Sandy Franke Buyer 4509 Franke_Sandra@smc.edu William Jeff Buyer 4494 Jeff_William@smc.edu

Who we are Receiving and Mail Services Name Name Posit osition ion Ext Ext Email Email Roberto Jaurequi Manager, 4477 Jaurequi_roberto@smc.edu Warehouse and Mail Services Darrell Heximer Warehouse 4476 Heximer_darrell@smc.edu Luis Martin Warehouse 4477 Martin_luis@smc.edu Robert Villanueva Warehouse 4477 Villanueva_robert@smc.edu Rudy Henry Mail Services 4437 Henry_rudy@smc.edu Frederick Mail Services 4437 Young_frederick@smc.edu Young(Rick)

Mail Services • To provide with reliable, customer focused and cost-effective mail • To efficiently integrate with the U. S. Postal Service

Who we are • Frederick (Rick) came to SMC in 1998 after a 24 years career in the Mail Services Dept. at USC • Rudy joined SMC in 1999 with over 10 years of work experience in Mail Services • Roberto a member of the SMC family since 1987

Mail Services  Outgo Outgoing ing Mail Mail  Inc Incoming oming M Mail ail  War Wareh ehou ouse se Liberal Arts 102  Outbound mail involves the  preparation, metering, All inbound mail is processed  presorting and delivering mail and sorted every day (Including to U. S. Post Office, satellite U. S. Mail, Inter Department, sites and SMM Unified. off site mail etc.) Personal mail ( Stamped)  Letters, postcards, books,  Express mail  boxes, magazines, flyers, Certified mail advertisements are received  and handled every day. First class  Design, elements, address  placement and size of a mail Combination lock mailbox  piece. Presort non profit. 

FIRST CLASS-PRESORT NON PROFIT Presort Non Profit First Class • Postage Discount • Delivery address • Maximum Price per piece .44 • No minimum quantity • Lowest Discount per piece .11 • Right Indicia or Permit • No sorting requirements. Imprint. • Hand written. • Minimum Requirements: • Letters, envelopes, small 500 for First Class packages. 200 for Standard Non Profit. • Priority handling of • Slower delivery: standard mail 1-2 days for first class 10-14 for standard non-profit. • Identical weight. • Content: First Class may contain personal data. Non Profit has to be generic in nature.

How should I address my mail? • Design Elements, Address Placement and mail piece size All mail pieces must have a SMC return address with  department name on it. White or light pastel colors of paper are best for readability  using black ink and either a 10 or 12 point. Paper weight and surface finish of paper is important when  direct imprinting addresses. Shinny and rough surfaces do not absorb the ink, they smear the ink. An alternate paper should be considered (Check with Mail Services).

Preparing Mail • Do not print any words or graphics in the read area of the mail piece (A template is available from mail services for positioning). • All self mailers must be tabbed NO STAPLES. • All designs should be checked by mail services BEFORE PRINTING to avoid costly surcharges and extra expenses.

MAIL PIECE DESIGN

FORMAT ELEMENTS OF A MAIL PIECE

SIZE OF A MAIL PIECE

Our Equipment Bulk Mailer Software • Qualify Mailings for discounts: Creates Bar Codes, Zip code sortation generates reports. • Improves deliverability • Reduces returned mail • Cleans mailing lists • CASS Certified for address correction

Address Printer • Eliminates the cost of labels. • Minimize labor (366 envelopes/ min). • Improves appearance. • Prints barcodes (required by USPS) • Prints on postcards, envelopes and flats.

Folder/Inserter • Maximizes productivity & versatility. • Collates, folds, inserts, seals. • Processes up to 4000 envelopes per hour.

Purchasing Website www.smc.edu Campus Resources > Purchasing Click on the links listed to find general information. Links and pages are updated regularly. Find new information and important changes under the “Announcements” link .

Our Value • Purchasing • Improved Decision support purchasing Methodologies • Product Sourcing • RFQ/RFP/IFB • Streamline processes • Supplier Qualification and • Improve efficiency relationship management • Improve accountability • Contract Development • Increase accuracy • Save time and money

What we do Su Supp pply ly Agree Agreemen ments ts Monit Mon itor or Complianc Compliance • Commodity • Policy contracts • Legal • Leverage District’s • Promote Best purchasing power Practices • Collaborate with other Districts, Municipalities, State and Local Government

Purchasing Policy • Objective • To provide a framework to: • Ensure we get the best value for academic purpose. • Meet Legal and Ethical obligations.

Ensure Best Value • Wide supply contracts for broadly used commodities and services • Informal Quotes on quotes on purchases over $2000.00 • Formal Bids (IFB or RFP on ) on purchases exceeding $78,900

Legal and Ethical Obligations • Publically Funded + Institution= Rigorous Standards • Arms length business relationships • Competitive bids • Bid evaluation process that is open to public scrutiny

PURCHASING METHODS • PURCHASE ORDERS • BLANKET ORDERS • PRICING AGREEMENTS • CONTRACTS

What is Piggy-Backing? • Use of other Agencies Agreements • PCC 20652 • Requires prior approval by the Board of Trustees • CMAS, WSCA, NJPA, State of California DGS, GSA Schedules • E and I Cooperative, FCCC (Foundation for California Community Colleges • CMAS and Price Schedules require further negotiation

TRANSACTION LEVELS AND AUTHORITY Typ ype of f Purch rchase se Total tal Quote te or Purch rchase se Orde rder r or r Authority uthority Amo mount t of f Solicitati tation Contr tract t Typ ype Purch rchase se Requireme rements ts Minor Purchases: $1- $1,000 One (1) Purchase Order Requestor Equipment, leases, documented rentals, materials verbal, written and supplies (Non or catalog Consulting quote Services Minor Purchases $2,000- Two Solicitation Purchase Order Requestor & $4999 of (2) or mor more Purchasing writ itten quotations Minor Purchases $5,000- Informal Quotes Purchase Order Purchasing 78,899 Solicitation of (3) or more written quotations or proposals Formal Competitive $78,000+ Competitive Bid After BOT Purchasing Purchases, or RFP approval, Materials, Supplies, conducted on purchase order Non Consulting Planet Bids and/or contract Services Issues Public Contract Code: 20651

Transaction Levels Author uthority ity Typ ype of f Purch rchase se Total tal Amo mount t of f Quote te or Purch rchase se Orde rder r Purch rchase se Solicitati tation or r Contr tract t Typ ype PCC PCC110 1101 Requireme rements ts Public Works- $1,000-5000 One written Contract Issued Facilities & Minor facilities quotation from Purchase Order Purchasing construction, a licensed Issued to alteration, contractor encumber funds renovation, obtained using demolition, approved format painting or repair Public Projects: $5001-$14,000 Solicitation of 3 Contract Issued Purchasing Request for or more written Purchase Order Quote (RFQ) (as price quotations issued to above) from Licensed encumber funds Contractors Public Projects $15,000 Formal After BOT Purchasing advertising approval Solid contract issued, Specifications Purchase Order Job Walks generated to Bonding encumber funds Prevailing Wages Insurance, Licenses

Electronic Bid Portal Planet Bids