purfhda News

Notice to Prospective Bidders

If you are a vendor interested in being added to our bidders list, go to the Notice to Prospective Bidders page for instructions on how to do this. Please review our Vendor Information page. You can also download our Vendor Guide.

If you are a small business interested in learning how to to sell products or services to California community colleges, go to http://www.communitycollegecontracting.net for information about free small business training and counseling. Please also see our Notice to Prospective Bidders; follow the instructions to register for our bidders lists and learn about bid opportunities at our District.

Requisition Tracking System

FHDA departments wanting to know whether their Purchasing Requisition has been received by Purchase Services or to otherwise learn about the status of a particular Purchase Requisition, please click on Requisition Tracking System.

Quick Reference Guide

FHDA employees who want a brief overview about District Material and Purchasing Services and the various purchasing processes, can download our Quick Reference Guide.

Purchasing Assignments

Should you wish to know which buyer makes purchases of certain kinds of commodities or services, please refer to our Purchasing Assignments list and also go to Contact Us for additional information.

Policies, Laws, & Procedures

Click on Policies, Laws, & Procedures for many helpful documents and links, including a list of Material and Purchasing Services employees and their assignments, copies of the Board of Trustees purchasing policies and delegations, a list of commonly used expense object codes, and access to relevant California laws. This section includes a document that gives instructions for how to complete a purchase requisition as well as a matrix that explains the quotation, contract form, and signature requirements for each type of purchase.

Flow Charts

Click on the Flow Charts for visuals of the most frequently used purchasing processes.

Forms

Go to the Forms section for Independent Contract forms, Agreement for Services forms, a Request for Quotation form for supplies or equipment, a Lump Sum Bid form for minor public works jobs under $15,000.00, and the District Standard Instructions and Conditions for bids, quotations, and purchase orders. Purchase Requisitons, Stores, and Requisitions forms are not available online, but they can be purchased from the District Warehouse.

Stores

The Stores section contains a catalog of items stocked in the District Warehouse and instructions on how to order them.

Contracts/Smart Shopping

Contracts/Smart Shopping contains information about District contracts and other public sector contracts that can save requistioners time and money. It also includes information about the Office Depot Recycle Program for used inkjet cartridges, laser cartridges, copier toner cartridges, and old personal cell phones.

Purchasing Deadlines

You may click on Purchasing Deadlines to obtain information about due dates for Purchase Requisitions that you want to charge to the current fiscal year budget.

***Material and Purchasing Services Mission Statement

Material and Purchasing Services will support and enhance the education of students by purchasing goods and services requested by the District and the colleges based upon an impartial open competitive vendor selection process that complies with applicable laws and District policies and achieves the lowest available acquisition cost consistent with the specified features, functions, quantity, quality, level of service, and required delivery time.

***Standards of Public Purchasing Practice

To regard public service as a sacred trust, giving primary consideration to the interests of the public agency that employs us.
To purchase without prejudice, seeking to obtain the maximum value for each dollar expended.
To avoid unfair practices, giving all qualified vendors equal opportunity.
To honor our obligations and require that obligations to our public agency be honored.
To accord vendor representatives courteous treatment, remembering that these representatives are important sources of information and assistance in solving our purchasing needs.
To refuse to accept any form of commercial bribery, and prevent any appearance of so doing.
To be receptive to counsel from our colleagues, and to cooperate with them to promote a spirit of teamwork and unity.
To conduct ourselves with fairness and dignity, and to demand honesty and truth in the purchasing process.
To strive for greater knowledge of purchasing methods and of the materials we purchase.
To cooperate with all organizations and individuals involved in activities designed to enhance the development of the purchasing profession, remembering that our actions reflect on the entire purchasing profession.

Source: California Association of Public Purchasing Officers