Interested vendors should send a letter to the Purchasing and Risk Management Department describing the products and services they offer. When the need arises for these services, the El Camino College will contact qualified vendors. Vendors may register by completing the Vendor Registration Form, available online here (PDF).
Buying Materials and Supplies
The Purchasing Department buys all materials and services for the College, including all construction and maintenance services. However, the Board of Trustees has sole responsibility for approval of all purchases and contracts for the District.
The Purchasing Department shall obtain maximum value of each dollar expended and consider the factors of price, quality, applicability, support services, pertinent county, state, and federal legislation, as well as other applicable codes.
Vendors are required to conduct their business directly with the Purchasing Department during established business hours. If calls to other campus departments are necessary, arrangements will be made by Purchasing Department staff.
The Bookstore staff purchases textbooks, student supplies and promotional materials.
Vendors may contact the Purchasing and Risk Management Department weekdays between 7:45 a.m. and 4:30 p.m. Appointments are recommended. Though other departments may occasionally contact vendors, only the Purchasing and Risk Management Department is authorized to issue purchase orders.
Purchases made in the name of the District without an authorized purchase order shall be considered an obligation of the person making the purchase and not an obligation of the District.
The Purchasing Department is located in the Bookstore Building, second floor, at 16007 Crenshaw Blvd., Torrance, CA, 90506.
Courtesy Parking Permits are available to vendors through pre-arrangements with the Purchasing Department. A daily parking permit is available from the parking permit machines in each lot. Handicap and reserved parking areas are restricted.
Purchase and Bid Process
The acquisition of materials and/or services totaling less than $5,000.00 (including sales tax), may be made by issuing a purchase order, following competitive negotiations with vendors.
Written quotations shall be secured for equipment/supplies/services totaling $5,000.00 up to $92,600.00 and may increase annually. These purchasing procedures are designed to encourage open competition.
The Purchasing and Risk Management Department shall ensure satisfaction of requirements through properly developed specifications. They are to be clear, detailed and descriptive, yet sufficiently broad to promote competition among vendors.
Law requires formal, advertised bids for Equipment/Supplies/Services totaling $92,600.00 or more (including applicable sales tax and shipping) and for Public Works projects over $15,000.00. These amounts are in accordance with Public Contract Code 20651 and may increase annually. The Torrance “Daily Breeze” is our legal newspaper of record for all advertised bids. Bid announcements are published once a week for two consecutive weeks.
All advertised bids will be received ONLY in the Purchasing and Risk Management Department, in a sealed envelope identified with the bid name/number prior to the due date/time indicated in the notice calling for bids. Vendors and contractors are responsible for ensuring that the Purchasing and Risk Management Department receives their bids on or before the deadline. Bids received in person or by mail after the scheduled bid closing will be returned unopened to the bidder. Faxed bids will not be accepted
All valid bids are reviewed to determine the lowest responsible and responsive bidder. This evaluation process may consider such factors as price, specification, vendor’s past performance, product compatibility and quality, and, when appropriate, proposed delivery or completion time. After bids have been reviewed and analyzed, a recommendation will be made to the Board of Trustees at their next regularly scheduled meeting (usually the third Monday of the month). Bid re-caps will be available for review by appointment only in the Purchasing Department after awards have been made. The purchase of goods and/or services shall be awarded to the lowest responsive and responsible bidder. The criteria for selection of bidder will appear in the bid packet.
Failure to respond to bid invitations or price requests may result in removal from the bid list. A vendor’s response of “No Bid” is considered responsive.
On April 15, 2019, the El Camino Community College District’s Board of Trustees passed a resolution to become subject to the California Uniform Public Construction Cost Accounting Act (CUPCCAA).
CONTRACTOR DIR REQUIREMENTS
Senate Bill 854 requires all contractors and subcontractors meet minimum qualification requirements and register with the Department of Industrial Relations (DIR) in order to be eligible to bid and work on public works projects. Public works refers to construction, alteration, demolition, installation, or repair work (including maintenance) done under contract and paid for by public funds.
Only registered contractors and subcontractors will be eligible to bid on public works projects.
A valid DIR registration ID will be required from contractors and subcontractors prior to the award of any contract.
Contractors are required to maintain certified payroll records on a continuous basis, and provide them to the Labor Commissioner’s Office upon request. Additionally, awarding agencies are not required to submit the notice of contract award through DIR’s PWC-100 system on projects that fall within the small project exemption. The small project exemption applies for all public works projects that do not exceed:
- $25,000 for new construction, alteration, installation, demolition or repair
- $15,000 for maintenance
TO BECOME A QUALIFIED CONTRACTOR FOR CUPCCAA PROJECTS VALUED BELOW $60,000:
- Complete W9 IRS Tax Form
- Complete 590 IRS Tax Form
- Obtain Certificate of Insurance (see sample Acord 25 form)
- Complete Contractor Application: CUPCCAA $60,000 and Below Contractor Application
For Maintenance/Repair Projects:
For Public Works Projects:
Board Resolution Permitting Cooperative Purchasing:
Providing the agency with whom the District wants to do business has a reciprocal agreement, the District may “piggyback” onto active bids for the acquisition of materials and services from other college/school districts as well as state and other public agencies.
Pre-bid Contact with District Personnel:
Vendors will occasionally expend considerable time in presenting or designing a product in hopes of making a sale. If you do this, remember that the purchase will eventually be made to the lowest responsive and responsible bidder meeting the specifications, terms, and conditions. Your investment of time and/or expenditures for design, demonstrations, layouts, etc., does not guarantee award to your company or preferential treatment of any kind.
Vendors are required to provide Safety Data Sheets (SDS) from the manufacturer for all products that contain hazardous material as defined by Title 8 California Code of Regulations. The SDS is required for all hazardous merchandise being shipped.
All materials shipped to the College must be delivered to the Warehouse at Central Receiving, 3400 W. Manhattan Beach Blvd., Torrance, CA 90506, unless otherwise specified by the Purchasing Department. The purchase order number MUST appear on all cartons and packing slips.
Receiving hours are 8:00 a.m. to 4:00 p.m.
Monday through Friday, excluding holidays.