PCL Frequently Asked Questions

Minimal Requirements to request a Purchase Order

A formal quote or a signed agreement outlining the goods or services to be received. Name of the parties to the contract. The total amount of the obligation and if progress payments are required then dates of payment and items that will be due by the progress payment due date. All documentation need to be attached to the XREQ. If the required documentation is not attached the XREQ shall be cancelled.

Where is the Procurement, Contracts, and Logistics Department located?

Procurement, Contracts, and Logistics is located at 2714 Pico Blvd., Room 329, Santa Monica, CA 90405 or visit our Contact Us page for more information.

For Deliveries: SMC Receiving Warehouse located at:

Santa Monica Community College

2121 16th Street

Santa Monica, CA 90405

How do I request an order for my department?

Who is authorized to sign a vendor contract on behalf of the District?

Only the District officials designated by the Board of Trustees are authorized to sign legally binding contracts on behalf of the District. In general, no staff, faculty member or dean has the authority to obligate the District in any contractual manner or sign an agreement. See the Transaction Levels page.

When is Formal bidding required?

How do I determine which buyer to contact regarding a particular commodity?

How do I determine if a requisition has been converted to a purchase order?

What is the procedure for ordering business cards?

Do I have to send the purchase order to the supplier for my order?

Can I initiate a transaction with a supplier and follow-up later with a requisition to Procurement, Contracts, and Logistics?

What steps need to be taken in order to use a new supplier?

A supplier must be added to the District vendor file. To be added, a supplier must complete the vendor registration form and will go through a vetting process by the Procurement Dept. Note: This process merely registers the supplier with the District. It does not give the supplier an "approved" or "preferred" status, nor does it preempt the need for Procurement, Contracts, and Logistics to solicit bids depending on the dollar amount.

Can I use a "Direct Pay and Revolving Fund Reimbursement Requisition" to purchase goods or services without going through Procurement, Contracts, and Logistics?

What do I do if a supplier asks me to sign their form (agreement)?

Where should I send the invoice?

When will a payment for an invoice be received?

How do you manage Suppliers / Vendors and the bidding process?

The Santa Monica College District uses PlanetBids, an electronic vendor portal that allows suppliers to register their business, search for bids and request for quotes / proposals, order and download documents electronically, bid electronically (where applicable), and much more!

How is a purchase order changed?

Purchasing methods:

Decreasing the amount of an Open Purchase Order is done by sending an email to the Accountant in Fiscal Services. They will review the request and in conjunction with Accounts Payable confirm payments and outstanding invoices, complete a change order form and forward to the Buyer that created the PO.
Request to cancel a line item on a purchase order by sending an email request to the Buyer that created the purchase order.
- If the item has not yet been received by the warehouse and the supplier has not yet shipped the item, and the line has not been paid, the line can be cancelled.
Adding or removing authorized users to an open purchase order.

Change order increase?

How do I cancel an order?

Is the Purchase Order for an emergency?

That would depend on the nature of the emergency.

Yes – If it is determined that goods or services are needed so the education function can continue.
No – If it is because the requisition was not submitted for processing in a timely manner.

Blanket Purchase Order (BPO)

Departments Responsibility for Blanket Purchase Orders (BPO)

BPO minimum dollars issued $500 and shall not exceed $10,000
Equipment value at $251 cannot be purchase via a Blanket Purchase Order
Order placement is processed by the Department
Returns are processed by the department including obtaining a Return Material Authorization Number (RMA), for items that are damaged
Getting shipment ready for returns, and coordinating with Receiving for pick-up
Managing your blanket and reconciling expenditures to ensure you do not exceed the BPO amount
Reconcile your BPO to ensure credits for return shipments are received and not charged for items that are on back order.
Processing increases if the BPO is close to the dollar threshold that has been issued

If the department do not adhere to the usage of the BPO, privileges will be suspended in the following year.

Procurment, Contracts, and Logistics Frequently Asked Questions

FAQ