Purchasing

PPE  SUPPLIES REPLENISHMENT FORM

Each year, it is necessary to establish purchasing cutoff dates that will allow for purchases to be received prior to the end of the current Fiscal Year (FY). Please plan accordingly for all end-of-year purchases (including summer school activities). **Note: Orders not received by June 26, 2023, will be canceled and the purchase order closed.

The District Purchasing and Warehouse cutoff dates for the FY 22/23 are outlined below:

Purchasing/Warehouse FY 22/23 Ordering Deadline

Please plan accordingly for all end-of-year purchases (including summer school activities if applicable). 

Requisitions are required to have all departmental approval levels completed up to Purchasing (Patricia/MaryLou) by the established deadlines. Purchasing will process all requisitions/orders on a first-in, first-out basis.

FY 22/23 Purchasing cutoff dates are as follows:

DESCRIPTION Fiscal year 2022/23	REQUISITION ENTERED AND APPROVED BY DEPARTMENT/SITE & BUDGET	DELIVERED BY
­­­­New Requisitions for: Out-of-Town Vendors Including Amazon & Office Depot Online Shopping Cart Ordering Requisitions for new purchases New US Bank Requisitions Travel & Local Shopping	May 12, 2023	June 26, 2023
Warehouse Requisitions Last day to requisition warehouse inventory items, including forms	June  9, 2023	June 16, 2023
Purchase Order Modifications (Increase/decrease or budget code changes)	June  9, 2023	N/A
PURCHASE ORDERS
Vendor/Supplier Last Day to Shop US Bank Online Ordering (by Purchasing) May 15, 2023 Office Depot Website Ordering using an existing BPO June 16, 2023 US Bank LOCAL SHOPPING (Ventura/SBA/SM/SLO) June 16, 2023 US Bank (Travel) for FY 22/23 June 30, 2023

 

QUESTIONS OR CONCERNS:

Requisition Processing Times	MaryLou McDonough, Purchasing Clerk 361-8176 - mmcdono@smbsd.net
Order Tracking (Amazon – Requisitioner Tracks Orders)	Angela Gudmunds, Buyer Ext. 5996 - agudmunds@smbsd.net
Year-end Emergency Purchase Requests	Patricia McKnight, Coordinator  of Purchasing Ext. 8175 - pmcknight@smbsd.net

 

Orders not received by June 26, 2023, may be canceled and the purchase order closed.

Please open the attached file for specific instructions. 

• Purchase Order Modification Form  - This form is used to modify existing purchase orders.
• Direct Cost Transfer Request - This form is to be used for Postage, Food Service and other internal charges.

Purchase Order Terms & Conditions

The District is NOW POSTING ALL proposal solicitations and bid opportunities via the Santa Maria Times Newspaper and online through PlanetBids™.  First-time users will be required to register as a bidder/vendor. Once registered, your company will receive an email notification when a new bid opportunity has been posted for the applicable categories identified in your vendor profile.  Registered users will also have full access to search the District's current bid opportunities, download documents, and view bid results.

To register, please visit the PlanetBids website:

Both formal and informal solicitations may be processed through our online system. All responses are due at, or before, the time shown on each solicitation. Late responses cannot be accepted. It is the bidder’s/proposer’s responsibility to ensure the most complete and current version of the solicitation, including addenda, has been downloaded.

Contractors/vendors are solely responsible for maintaining their online profile with up-to-date and accurate information. Vendors may edit their profile at any time.

The District has made every effort to make all aspects of the contracting process as easy, secure, and reliable as possible.

If you need assistance or have questions concerning the features available to our bidders/proposers, please contact the Purchasing Department at 805-361-8175 or 8176 or 5996.

Vendor/Supplier Registration:

The Santa Maria-Bonita School District encourages participation by all vendors and requires all prospective vendors to be registered on the PlanetBids™ site.  Once registered, you may be notified of upcoming bids and may submit proposals and bids in their respective fields.  When a need exists for your product or service; your company will automatically receive an e-mail advising a bid/proposal opportunity is now available in your area of interest. 

 

Vendor/Supplier Responsibility:

It will be the sole responsibility of each vendor/supplier/contractor to maintain and keep current, their company's information in the PlanetBids™ e-bidding website.  In the event of a contact person name change, address, phone, etc., it will be necessary for the vendor/supplier to edit their company information on the e-bid site.  It is understood that all bid notifications will be sent to the e-mail address supplied by the vendor. Therefore, in the event of an e-mail address, personnel or ISP change, it is imperative the vendor information be kept current.  Otherwise, bid notifications will never be received and the opportunity for bid participation will be lost.

To register OR update your information, please go to:

Disclaimer: Purchasing notices are available electronically on the PlanetBids™ website. Bid documents shall be obtained through PlanetBids™. The Santa Maria-Bonita School District is not responsible for any damages or losses related to any system errors or interruptions affecting the PlanetBids™ website.  The Santa Maria-Bonita School District is not responsible for technical or mechanical problems of third-party hosting.

 

Should you require further information, contact the Purchasing Department at 805-361-8175 or 8176 or 5996.

 

Bid Limits:

Effective January 1, 2021, the bid threshold for school district contracts competitively bid pursuant to Public Contract Code section 20111(a) has been increased from $95,200 to $96,700. This bid threshold applies to any of the following:

• Equipment, materials, or supplies furnished, sold, or leased to the district;
• Non-construction services; or
• Repairs, including maintenance (as defined in Public Contract Code section 20115, that are not public projects (as defined in Public Contract Code section 22002(c)).

The bid threshold for construction services contracts remains at $15,000, unless the district has adopted the California Uniform Public Construction Cost Accounting Act (CUPCCAA).

SMBSD is a CUPCCAA  District and as such bid thresholds for construction services contracts for agencies, including school and community college districts, are unchanged from 2019, and remain as follows:

• Public projects of $60,000 or less may be performed by the employees of a public agency by force account, by negotiated contract, or by purchase order without bidding;
• Public projects of $200,000 or less may be awarded by informal bidding procedures; and
• Public projects of more than $200,000 must be awarded by formal bidding procedures.

Public Contract Codes require formal bidding and advertising for public works projects or purchases equal to or exceeding these specified limits.

Public Notice

Santa Maria-Bonita School District disposes of surplus materials and equipment on a regular basis through an online auction process. Materials and equipment consist of items that can no longer be utilized in the district or are damaged beyond repair. Items can include furniture, school equipment, facilities equipment, appliances, and more.

Santa Maria-Bonita School District has partnered with GovDeals.com for online auction services. 

Auction dates vary throughout the year and the District encourages you to regularly visit the GovDeals.com Website for detailed information, to become a registered buyer, and to view a list of current auctions.

Type this URL into your Internet browser, GovDeals.com, and click on the item description as listed to learn more about an item and to place an online bid for such item(s).

 

Public Surplus Sales

General Surplus items and vehicles are sold at public auction through the following auction company.   

                  

 

SMBSD Standard Disclaimer Terms and Conditions for Surplus Auctions and Sales

READ TERMS AND CONDITIONS FOR COMPLETE INFORMATION

 

Inspection of Auction items are by appointment only as indicated in each item description.

Acceptable forms of payment are: See GovDeals.com rules and payment methods.

All sales are final. Buyer understands and aggress the Buyer is purchasing the described property "AS IS", "WHERE IS", and with NO WARRANTY.

 

Pick-up hours are typically Monday through Friday 9:00 a.m. to 2:30 p.m. and always by appointment only.

 

* Successful bidder will be responsible for all packing and loading or

coordination with a third-party facilitator.

 

Online Sales Terms and Conditions  - (See GovDeals.com for specific information)  

Guarantee Waiver.  All property is offered for sale "as-is", "where-is", and with "no warranty".  Santa Maria-Bonita School District makes no warranty, guarantee, or representation of any kind, expressed or implied, as to the merchantability or fitness for any purpose of the property offered for sale. The Buyer is not entitled to any payment for loss of profit or any other money damages special, direct, indirect, or consequential.

Description Warranty.  Please note upon removal of the property, all sales are final (See GovDeals.com for information).

Inspection. Most items offered for sale are used and may contain defects not immediately detectable. Bidders may inspect the property during the bidding process with a scheduled appointment as noted on GovDeals.com “Instructions to Bidders”.  Bidders must adhere to the inspection dates and times indicated in the item description or contact the person listed to schedule an inspection.

Pick-Up Procedures - (See GovDeals.com for information)

Removal -  (See GovDeals.com for information)

Please visit the seller sites or contact SMBSD - Purchasing Department at (805) 361-5996 (or 8175), Agudmunds@SMBSD.net, for more information regarding auction sales or upcoming products and disposition. 

 

Future Auction Items (2021):

Warehouse Catalog - Order items from the warehouse catalog through Escape.  Use a Warehouse Requisition to obtain items.