Services:
The Purchasing staff is available to assist in many areas in addition to the
acquisition of goods and services.  These areas include:
     Consulting on prices, contracts, and potential vendors;
     Evaluating products and suppliers;
     Reporting W/MBE activity, expenditures, and vendor information; 
     Supporting departments with disputes, invoicing, and deliveries; 
     Training users on the Panthernet system.  

Process:                                                                                                                              
The purchase process begins with the using department identifying a need
for a particular product or service.  Next, a determination of payment method
is made, which includes Purchase Order, Disbursement Request, Purchasing
Card or Petty Cash.  The method of payment is determined by the dollar
amount, nature of purchase, individual authorizations, and College policy.

Purchase Order:
The Purchase Order is the most common method for acquiring goods and services.
It must be used for purchases of $1,000 or more, and should not be used for
purchases under $25.

In order for a purchase order to be generated, the department must enter a
requisition into the College financial system (Panthernet). All employees responsible
for requisition entries must receive the required Panthernet training. Call the
Purchasing Department for additional information.

Responsibilities:
It is the responsibility of the Purchasing Department to determine whether the purchase is over or under $50,000. 

     For orders under $50,000, the Purchasing Department may choose to get 
     additional prices or simply place the order with the suggested vendor. 
     For orders over $50,000, the Purchasing Department checks for Bid Exceptions,
     which include Sole Source purchases, Professional Service contracts,
     Instructional Equipment and Supplies, “Piggyback” or “in-tandem” contracts,
     as well as others.

Bid Process:
The process begins with the Purchasing Department gathering specifications from the requesting department. A bid document is created and stipulates a specific date/time/place of opening. Bids are posted on the Purchasing website, and may be sent to vendors in the mail. All bids submitted are sealed and received in the Purchasing Department.

The sealed bids are opened at the specified time and date and analyzed with the
lowest/best responsible/responsive bidder identified. This bid is then recommended
for award to the District Board of Trustees, or College President. Once approved,
a purchase order is generated and sent to the vendor (awarded bidder).

Vendors:
Once a vendor receives our purchase order, the goods are shipped to Central
Receiving. Upon receipt in good order, the purchase order is “received” in the
Panthernet system and the goods are delivered to the using department. An invoice
is sent by the vendor to Accounts Payable who pays the bill. In order to conduct
business with PBCC, we must have a completed vendor application on file, including
a W-9 Request for Taxpayer Identification Number and Certification form. 

Types of Orders: 
     Standard – typically used for one-time purchases. 
     Blanket – used for items that cannot be quantified and remain open for 
     a given period of time.
     Library Blanket – used for library orders of books, references, and periodicals. 
     Service Contract – used for maintenance services, consultants, and warranty
     services. 
     Construction – used for construction and construction-related supplies and 
     services. 
     Prepaid – used for orders that require payment in advance. 
     Emergency – used for orders that require immediate attention to protect
     the welfare of students, staff, and property of the College. 
     College Stores – used to order supplies from the College storeroom.

Contracts:
The various types of contracts include: Service, Maintenance, Consultant, 
and Performance.

The routing for contract requests is from the requesting department to:

• Provost or Vice President
• Vice President of Administration/Business Services
• Legal Review
• President
• District Board of Trustees
• Purchasing Department

Authorization to sign contracts:

• President
• Vice President Administration and Business Services
• Director of Procurement Services
• Purchasing Manager

P-Card:
The Purchasing Card serves as an alternate and more efficient method for
making small dollar purchases. It also reduces the need for blanket orders,
check requests, and petty cash. For more information on how to obtain and
use the p-card, see P-Card Application and Agreement located
on the Finance website.

Petty Cash:
Petty cash reimbursement is used for small purchases needed in an
emergency. Petty cash transactions are limited to $50 per day per
account. A Petty Cash Voucher must be submitted for reimbursement.

Disbursement Request:
Disbursement (check) Requests are used when other methods of payment
aren’t feasible. These include utility payments, insurance premiums, fee
payments for guest speakers, performers, and the like.

E-Way - Office Supplies:
The College’s online office supply ordering system is via Corporate
Express’ E-Way. It is used for ordering routine office supplies and is
open to all users. The Corporate Express office should be contacted  to 
obtain an online account. Their online catalogue displays all items available;
however, not all items are permitted to be purchased. Contact a Purchasing
Department buyer for more information.

College Stores Orders:
A College Stores requisition must be entered in Panthernet. The College
Stores Inventory, Price List and Instructions can be found on the
Purchasing website homepage. 

Financial Obligations:
Only duly authorized employees are permitted to financially obligate the
College. A valid Purchase Order or P-Card is required prior to receiving any
goods or services.