Purchasing

OVERVIEW

The Ocean View School District (“District”) purchases a wide variety of goods and services through a centralized purchasing system, administered by the Purchasing Department, within the general direction of the Assistant Superintendent of Administrative Services.

The District’s Purchasing and Contracts Department is also responsible for informal and formal bidding processes, requests for proposals, and business contract negotiations and development.  The goal of the Purchasing Department is to ensure fair and open competition in strict conformance with the District’s Policies and Procedures, California’s Public Contract Code requirements, and all other applicable state and federal government laws and regulations.  This website will acquaint you with the District’s purchasing procedures and practices, and explain how you can do business with the District.

If you have any questions about OVSD Purchasing activities and processes, please call us at 714-847-2551, Ext. 1418.

VENDOR REGISTRATION

Vendors desiring to do business with the District should complete the vendor forms and requirements under the Doing Business tab on the District's Purchasing Website.

HOURS OF OPERATION

The Purchasing Department is open from 7:30 am to 4:30 pm Monday-Friday, excluding holidays.

ADDRESS & PHONE NUMBERS

OCEAN VIEW SCHOOL DISTRICT

ATTN: PURCHASING DEPARTMENT

17200 PINEHURST LANE

HUNTINGTON BEACH, CA 92647

(714) 847-2551 EXT 1418

EMAIL: PURCHASING@OVSD.ORG

DISTRICT PURCHASING METHODS

PURCHASE ORDERS

A Purchase order is required prior to the commencement of work to be performed, and any goods provided to the District, in order for payment to be made or fulfilled, with the exception of purchases made using a Confirming PO or authorized on behalf of the Purchasing Director.

BLANKET PURCHASE ORDERS

The Purchasing Department strongly encourages consolidation of annual requirements for certain commodities and services. Blanket or Open Purchase Orders are issued so that supplies or services can be requested by authorized personnel on an as-needed basis for certain District requirements. Such orders achieve economies of scale and reduce administrative handling costs. Blanket Purchase Order's require a detailed scope of services or description of materials to be purchased, along with pricing information. The District requires contractors' complete written agreements, including adherence to District's insurance requirements, prior to the issuance of a purchase order, and before any work can be performed by Contractor. 

INVOICING AND PAYMENT TERMS

NO WORK shall be performed until the receipt of a signed District Purchase Order is issued, and, as applicable, a contract is signed. The Purchase Order number must be included on all invoices. Failure to reference the correct purchase order number may result in the return of the unpaid invoice. 

DISTRICT INVOICE PAYMENT REQUIREMENTS

The District’s standard payment terms are net 45 days after receipt of materials or satisfactory completion of services, and receipt of an approved invoice, although the District diligently strives to remit payments net 30.  All suppliers must submit completed W-9 Forms prior to receiving a Purchase Order. Any change in the W-9 information (such as address change) requires that a new W-9 form be submitted. Forms should be sent to the attention of:  Ocean View School District, Attn:  Purchasing Department, 17200 Pinehurst Lane, Huntington Beach, CA  92647. Forms and Invoices can be sent via email to: purchasing@ovsd.org.  Please reference your purchase order number when remitting invoices.

BIDDING REQUIREMENTS 

Formal price quotations/proposals must be obtained on all purchases for goods and services where the dollar amount exceeds $10,000, unless there is a substantiated sole source condition.  Informal quotes and/or proposals may be solicited where the dollar amount is less than $10,000.  If formal bids or proposals are required, they are solicited from at least three firms, including those suggested by the end user department. The Invitation for Bids or Request for Proposals documents state an opening date and time, and no late bids or proposals will be accepted.

Formal bid openings are held for public works projects greater than the state bid limit then in effect – at dates, times, and locations specified in the bid documents, and are open to the public and may be attended by any interested party. After the bids are opened, they are evaluated. After which the lowest responsive bid is determined.  The contract award is recommended to the District’s governing board.

PIGGYBACK AGREEMENTS

The District may take advantage of cooperative or “piggyback” agreements. Competitive bidding is not required for orders covered by these contracts. If your firm has been awarded a contract with another government agency, and can offer the same pricing to the District, please contact the Purchasing/Contracts Department with information. An example of such an agreement is the California Multiple Award Schedule (CMAS).

EMERGENCY TRANSACTIONS

"Emergency" as used in the Public Contract Code, means a sudden, unexpected occurrence that poses a clear and imminent danger, requiring immediate action to prevent or mitigate the loss or impairment of life, health, property, or essential services. For such purchases, a purchase order may be issued after such work has been performed, if the work is required outside of normal business hours.

PURCHASING DOLLAR THRESHOLD LIMITS (REV 2020)

OVSD PURCHASE ORDER TERMS & CONDITIONS