Purchasing Deadlines for FY 2022-2023
Key Dates:
May 12, 2023 - Last day to submit all requisitions for all funds to Purchasing. Requisitions for goods/services after this date will not be purchased for FY 2022-2023. YOUR CAMPUS DEADLINES MAY DIFFER FROM PURCHASING’S DEADLINE. CONTACT YOUR BUSINESS SERVICE OFFICE TO CONFIRM THE CORRECT REQUISITION DEADLINE FOR YOUR CAMPUS.
June 30, 2023 - All goods and services must be received by COB. Goods received after this date will be purchased from your FY 2023-2024 budget.
June 9, 2023 - You may start entering requisitions for FY 2023-2024 that are critical to operations and must be in place on July 1, 2023. Please remember that the requisition date must read 07/01/23.
July 1, 2023 - Requisitions for FY 2023-2024 may be processed as normal.
See the full calendar deadlines in the Purchasing Policies section below.
Before entering a requisition, you will need a valid Vendor in Colleague and all supporting documents in hand. See this guide or video tutorial for how to initiate a Requisition.
Square 9 is a cloud document management system for Purchasing. All supporting documents must be uploaded to Square 9 to accompany your requisition. Instructions on how to use Square 9 can be found here: Square 9 Document Submission Instructions. - For the purchase of supplies that will be recurring, initiate a requisition to open a Blanket Purchase Order. A quote or rate sheet is helpful but not required.
- For the purchase of one time goods such as equipment, materials, or FF&E, obtain a quote from the vendor that is current within 30 days. Refer to the Purchasing Approval Matrix to determine multiple quote requirements.
- Supporting documents must be in hand prior to initiating your requisition. Your requisition must include approvals by your department manager and Business Services. Upon completion of your requisition, upload your supporting documents to Square 9 and notify your department manager and Business Services to approve your requisition.
- Vendor contact email/phone and department contact must be included in your requisition comments.
- Purchasing will convert your requisition into a Purchase Order and transmit the order to your vendor. You will be cc’d in the communication so that you are aware your order has been placed.
- Refer to the Purchasing Contract Procedures Flow Chart for an overview of the steps involved in contracting for services.
- Obtain a quote/proposal from your vendor. Refer to the Purchase of Services – Chart of Required Documents to determine the appropriate contract form to use.
- Refer to the Purchasing Approval Matrix to determine signature authority and multiple quote requirements.
- Supporting documents must be in hand prior to initiating your requisition. Your requisition must include approvals by your department manager and Business Services. Upon completion of your requisition, upload your supporting documents to Square 9 and notify your department manager and Business Services to approve your requisition.
Use the mnemonic VENI to search for a Vendor in Colleague. If the vendor does not exist, request the vendor to complete a W9 & BEC form Submit forms to Purchasing to add the vendor to the Colleague database.
You have several options of purchasing goods or services over the bid limit. The key is to plan ahead. Contact your vendor to inquire if they have Piggyback Agreements to utilize. You may also use CMAS agreements, Government Code 53060 or sole source justification. If none of these options are viable, a public bid conducted by Purchasing may be necessary. Contact the Purchasing Department for guidance.
- An Independent Contractor Agreement(ICA) is used for services such as moving, transportation, repairs, equipment installation, and other services that are not intellectual in nature. It is considered "physical" work.
- A Professional Services Agreement is used for services such as accounting, consulting, marketing, legal, Information Technology, and other services of an intellectual nature that provides professional advice. It is considered "brain" work. This contract requires professional liability insurance and may also require cyber liability insurance.
- Refer to the Purchase of Services – Chart of Required Documents for guidance on the appropriate contract form to use.
Refer to Purchasing Insurance Requirements section below on this webpage.
The Certificate of Insurance (COI) alone is not sufficient as it is informational only and does not alter the policy. The endorsement pages officially alters the policy to name the District as additional insured. This means the vendor's insurance will cover the District in the event of a loss. See here for an example: COI Reference Guide
- You have not followed the appropriate steps to procure services on behalf of the District. This may result in personal liability as you do not have an enforceable contract with the vendor. Furthermore, insurance was not put in place prior to services rendered which puts the District and yourself at risk of liability.
- Refer to the Purchasing Contract Procedures Flow Chart for the correct steps on the procurement of services on behalf of the District.
- Contact Business Services or Purchasing for guidance on how to handle a confirming order which is when goods or services have been rendered without a Purchase Order.
All these items and more can be found in the sections below on this webpage.
Please call the Purchasing department at 408-270-6420 or email Mark Hua, Director of General Services at mark.hua@sjeccd.edu.
Independent Contractor Agreement (ICA)
Professional Services Agreement (PSA)
Public Works Agreement (PWA)
Contract Revision Form
Waiver of Liability Agreement - Non-Volunteer
Waiver of Liability Agreement - Volunteer
Sports Officiating Agreement and Release of Liability
