03/07/13 - Fiscal Year End Purchase Requisitions

In order to help you plan and facilitate a smooth completion of the current fiscal year, please forward any remaining Purchase Requisitions for Fiscal Year 2012-2013 to the appropriate Accountant in Fiscal Services assigned to support your program/location for equipment, services or supplies as follows:

(Note: the "PeopleSoft" financial system operated by the Los Angeles County Office of Education, does not allow for any exceptions to theses timelines)

April 5, 2013

  • All Fiscal Year 2012-2013 approved Purchase Requisitions that require formal bids (i.e., projects, goods, services and/or equipment have an individual or combined value of $83,400.00) are due in Fiscal Services.

April 30, 2013

  • Approved GENERAL FUND Purchase Requisitions under $83,399.00 are due in Fiscal Services.

May 15, 2013

  • ​Approved RESTRICTED Fund Purchase Requisitions under $83,399.00 are due in Fiscal Services.
  • All approved Change Order requests for services and commodities must be received in Fiscal Services. Change order requests received after this date WILL NOT be processed.
  • Requisitions for Fiscal Year 2013-2014 can be submitted to Fiscal Services.
​No Purchase Requisitions for Fiscal Year 2012-2013 received after these dates will be processed.

May 29, 2013

  • Orders placed against current Blanket orders should not be placed with the supplier after this date (unless delivery can be assured by June 10, 2013). SMC Warehouse cannot receive any deliveries for these items after this date.

June 12, 2013

  • Supplies and equipment that has been ordered using funds in FY 2012-2013, but not received and invoiced prior to this date will be charged to your Fiscal year 2013-2014 budget.

July 2, 2013

  • All invoices for recurring service agreements are due in Accounts Payable. Please request that the supplier send your June invoice by June 25, 2013.


11/16/12 - Dell's Member Purchase Program

Dell’s Member Purchase Program allows Santa Monica Community College employees to receive member only pricing on all personal PCs from Dell, including:

  • Up to 30% OFF list prices for select configurations
  • Members receive additional savings on select* electronics and accessories!
  • Monthly coupons for Members Only
  • NEW! Dell advantage loyalty program- enroll at no cost to receive an additional 5% eGift card and free 2nd business day shipping on personal purchases.

Enroll now at: www.dell.com/mpp/Advantage

*Offer does not apply to the following products categories: Printers and Ink, Gaming, Batteries and Power. Additional savings apply to select other offers.

Members can shop online at  www.dell.com/mpp or can call 888-243-9964 to speak with a sales representative.
Be sure to enter or mention Member ID US126417303.   





11/16/12 - College Buys Program

Santa Monica College faculty, staff, and students are eligible for discounts on products. Find the latest discounts by following the link below: http://www.shopcollegebuys.org/SchoolChoice/tabid/337/Default.aspx

College Buys Program.pdfCollege Buys Program.pdf


11/15/12 - Apple Discount Program

Apple offers special education pricing on Apple computers, software and select third party products. To receive the Education pricing go to: http://store.apple.com/us_edu_260860



11/15/12 - Verizon Discount Program

All employees of Santa Monica College qualify for a discount with Verizon  for their personal wireless services. To receive your discount, visit www.verizonwireless.com/getdiscounts and enter your Santa Monica College Email.

  • Discounts: Up to 15% off monthly access charge and 25% off accessories



11/15/12 - AT&T Discount Program

All employees of Santa Monica College qualify for a discount with AT&T for their personal wireless services. To receive your discount, visit www.att.com/wireless/smcstaff



11/09/12 - OfficeMax User Group Meeting

Thank you for attending the User Group Meeting. If you would like to download the presentation slides or the user guide, please go to our Documents & Forms link on the left menu or click on the links below. We appreciate your feedback. If you have any questions, please contact Sandy Franke at franke_sandra@smc.edu.

OfficeMax User Group Meeting Slides.pdf

OfficeMax Solutions User Guide November 2012.pdf


06/06/12 - Contracts - Facility Use Agreements, Independent Consultants, MOU/Professional Service Agreements, and Software License Agreements 

To: All Requesting Departments

As a reminder, if you have not done so already, please schedule your meeting with the Director of Purchasing, prior to submitting any Requisitions for Fiscal Year 2012-2013.

Listed below is the information required to encumber funds for each contract type:

Facility Use Agreement

  • Submit a copy of the Facilities Use Agreement Form signed by all parties, to include the appropriate account numbers, and vendor information (Name, Physical Address, and Email Address).
  • Please provide the total time period (number of days, weeks, or months), the facility will be used by SMC. An exact facility schedule is not required, actual facility use dates can be specified as needed.
  • If the Facilities Use Agreement has not been completed, please request the service by submitting an approved Purchase Requisition containing the required information.
  • Board of Trustees approval is Required

Independent Consultants

  •  Fully Executed "Independent Consultant" agreements, which shall include an email address, account number, who the consultant reports to and signature from the consultant and the VP of the requesting department. If this is the first time requesting the consultant service, a Vendor Data Record Form shall be completed (please download from the Documents & Forms link).
  • If reimbursable expenses are included as a part of the contracting document, please specify a Not-to-exceed dollar amount for the reimbursable items.
    • If you require assistance to determine the reimbursable dollar value, please contact Purchasing.
  • All Consultant agreements require Board of Trustees approval.

Memorandum of Understanding/Professional Service Agreements

  •  Completion of a Memorandum of Understanding or Professional Services Agreement occurred in FY 11-12, which included:
    • Valid account number
    • Authorized signatures
    • The amount to be expended in FY 12-13
    • Email address for the person signing the agreement
    • Board report stating the budget expenditure for each fiscal year
  • A Purchase Requisition is required for the following:
    • If any of the above information has changed or is not included in the original submission,
    • Carry over fund balances from FY 11-12
    • Adding or changing account numbers
    • Increase in program funding
    • Board of Trustees approval is required, if changes are required that differs from the original board report

Software License Agreements

  • Renewals- A completed Purchase Requisition accompanied by the renewal notice.
  • New Software License Agreements- Submit the supplier proposal outlining the terms of the agreement and start/end dates for the license. All software license agreements must be approved by Information Technology.

Please contact Nyla Cotton via email at Cotton_Nyla@smc.edu or at Ext. 4495 if you require any additional information.


07/06/2011 - OfficeMax: Preferred Supplier for Office Products

Office Max Customer Service


If you have any questions, call 800-817-8132. Press 1 for Customer Service or 2 for the Technical Helpdesk. 

Take a quick look at the User Guide below to start placing orders today!

OfficeMax Ordering Guide.pdf

If you have received your log-in information, go to:


​​We are pleased to announce that we have reached an agreement with office products. This agreement expects to yield a healthy 13% - 25% annual savings over the previous contract and includes prompt payment discounts.

Education & Institutional Cooperative Service, Inc. a not-for-profit buying cooperative established by members of the National Association of Educational Procurement (NAEP) serves as a "Lead Partner" to provide goods and services to members at the best possible clue. The OfficeMax contract was negotiated as a consortium with other schools and municipalities to leverage spend and negotiate a best-in-class agreement with SMC's financial interest in mind, while fulfilling the needs of our students, faculty and staff. The agreement identified approximately 500 core items from which to order as well as other negotiated discounts on non-standard items.

Some of the reasons for making the change to OfficeMax include the following:

  • ​​​Product savings ​on the items you order most frequently. Plus, on average, up to 85% discount from the catalog list price on all other items. (Varies by Category) 

  • A​ National Account Program which provides leveraged pricing with the potential of savings 25% or more year to year.

  • Superior customer service will recognize each employee by name through OfficeMax's state-of=the art PIN technology.

  • An employee purchasing program -- more information on this program will follow in the near future.

  • Retail Connect card that will provide you the negotiated contract pricing at any of the OfficeMax retail store sites.

  • A Reusable Bin Program - "A new way to think green"

Train session for the new process will  be conducted by an OfficeMax trainer through a Webinar. You will be notified in the very near future with the date and time for the training session. The Start date for converting to OfficeMax began July 1, 2011. Soon after, you will receive an information packet from OfficeMax detailing how to place your office requisition submitted for the issuance of a Blanket Order for Fiscal Year 2011-2012 is being processed. The approved Blanket Order will be emailed to your department Point of Contact.

In addition to enjoying certain cost efficiencies, working with OfficeMax will be an easier, more personalized experience for those who order these items.

Using the latest technology available, OfficeMax has implemented an internet ordering system that is much more streamlined and efficient than its competitors.

If you have any questions, please do not hesitate to contact Sandy Franke​ on ext. 4509 or via email at franke_sandra@smc.edu​.


01/07/2011 - Meet with Purchasing (Weekly Staff Meetings @ 11AM)

With the recent departmental changes like the re-organization of buyer assignments to a "Commodity Based Strategy" and the addition of two full time staff members, the Purchasing Department invites you to join our weekly staff meeting, held every Wednesday morning at 11:00 a.m.

We are extending this open invitation to you and your staff, to introduce your department and/or discuss any topics or items submitted to our agenda. Our intention is to offer you the possibility to meet our staff, get information on future projects, and our policies and procedures. Your input and support of issues brought to these meetings will be appreciated and valuable.

If you would like to attend a meeting, please email Cindy Ordaz at ordaz_cindy@smc.edu​ to coordinate the date you plan to attend. All agenda items must be submitted on the Friday prior to the week you plan to attend.​​