Purchasing

Vendor Required Forms & Registration

Vendors doing business with Ocean View School District are requested to provide the following applicable documentation prior to conducting business.

• W-9 Form (Revised October 2018) 
• OVSD Vendor Information Form
• Certificate of Insurance- Type and Limits may differ for all vendors depending on the services provided:
  • Errors & Omissions/Malpractice (Professional Liability Insurance) including Sexual Molestation & Abuse Coverage
  • Worker's Compensation & Employer's Liability Insurance (If more than 5 employees)
  • Business Auto Liability Insurance
  • Commercial General Liability Insurance (Additional Insured Endorsement) 
• Tobacco Use Policy
• Drug-Free Workplace Certification
• Non-public School/Agency Assurance Statement (If applicable)
• Public Works Construction Projects ( OVER $25,000.00) (Vendor MUST provide proof of DIR registration and Payment Bonding).
• Maintenance Projects OVER $15,000.00 ((Vendor MUST provide proof of DIR registration.)
• State Contractor's License 

Email all documents to OVSD Purchasing Department at purchasing@ovsd.org

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.

Contact
Ocean View School District
Attn: Purchasing Department
17200 Pinehurst Lane
Huntington Beach, CA 92647

Phone: (714) 847-2551 ext. 1418
email: purchasing@ovsd.org

District Purchasing Methodss

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

 

Entering requisitions and getting a budget block or a budget warning sign?
If you receive a budget block or budget warning sign in a yellow tab at the top when you press enter. Email or Call either Teri Bonds, Financial Analyst at (714) 847-2551 Ext 1423 or TBonds@ovsd.org or Jose Velazquez, Accountant at (714) 847-2551 Ext 1421 or JVelazquez@ovsd.org. 

Is it possible to change the ship to address?
We ask that the ship to address is never changed on behalf of the user and always left as default. We have proper procedures in place for check in and to help speed along the payment process. Unless it is an absolute emergency or exception, we ask that you reach out to Purchasing and seek the director's approval. 

What happens when a user is on vacation or out and needs to approve a PR?
When a user is going to be out, we ask that they please log on to their account and under their home tab check the out of office box. This will then generate all PR's in the workflow to go to the backup approver to keep the workflow going. If a user is out and does not check the box we ask that you contact the Purchasing Department to help better assist you.

What if I change my mind on a PR/PO and I want it cancelled?
Please email the Purchasing Department with the PR/PO#, reason and with the supervisor/directors approval. We will then cancel the PR/PO for you.

What is the average lead time from when the PR is submitted?
On average, the estimated lead time on all Purchase Requisitions is two (2) weeks from when it is submitted in workflow. 

Where can I add notes on a PR (i.e. SPSA Plan, Contact Info)?
You can add all notes under the Notes tab in the center box. There are three options you can either add the notes as (PR Notes) which adds them but they will not display when the PR prints out, (Print Before) which will print any notes at the top of the PR such as dates, times etc and lastly (Print After) will print any notes at the very bottom of the PR below the legal lines. Please note to add all SPSA Plan information on the Print After tab.

Where do I send any quotes or additional attachments that go with the PR?
Please send any attachments, quotes, pricing, contracts or information gathered for the PR to purchasing@ovsd.org. This is the department email, it is important all information is sent here just in case a staff member is out sick or not in the office. 

OVSDBid24-25-1001VehiclePurchaseBidDocumentsREVISED2.pdf

ADDENDUM1BID2425-1001.pdf

ADDENDUM2BID24-25-1001OVSD.pdf

BID2424-1001QUESTIONSANDRESPONSES.pdf

BID24-25-1001QUESTIONSANDRESPONSES2.pdf