Purchase Order Guidelines
Please note that all vendors must be bonded, have insurance, and have the correct California license; in which all items must be turned in if awarded.
The Internal Revenue Service Form W-9 - Request for Taxpayer Identification Number and Certification must be on file with Purchasing prior to award of a bid or contract.
Insurance and Bond Requirements outline the insurance and bond requirements for vendors contracting with the College.
The following conditions are legally-binding conditions which describe the responsibilities of the vendor and the College. These conditions shall form a part of all Purchase Orders issued by Palo Verde College. In accepting the award of a Purchase Order from the College, the vendor agrees to having read and acknowledged these Conditions.
- Complete Agreement
Upon acceptance by Palo Verde College, a solicitation, bid, proposal, or price quotation and the resulting Purchase Order shall be deemed a binding contract. Changes are binding only if agreed to in writing.
If a Purchase Order is not accepted as written, Palo Verde College must be notified immediately. The Purchase Order and a written explanation must be returned at once to Palo Verde College as specified on the Purchase Order
Written correspondence relating to a Purchase Order shall be delivered to the Purchasing Division to the attention of the specified Administrative Services Technician at the College's Delivery address.
Goods and/or services shall be delivered on or before the date specified on a Purchase Order. Partial deliveries may be accepted. The College reserves the right to designate the freight carrier and routing.
- Late Shipments
Vendor is responsible for notifying Palo Verde College receiving the items and the specified Administrative Services Technician of any late or delayed shipments. The College reserves the right to cancel all or any part of the Purchase Order if vendor fails to make deliveries within the time specified on the Purchase Order.
- Sellers Invoice
Vendor must submit its invoice within 100 days of completing the order. Failure to observe this time limitation may constitute a waiver of all claims for payment of the invoice. Invoices shall be prepared and submitted in duplicate to the "Ship-to" address shown on the Purchase Order. Separate invoices are required for each Purchase Order and shall reference the Purchase Order number, item number, description of supplies or services, sizes, unit of measure, quantity, unit price, and extended totals.
- Federal Excise Tax
The College is exempt from payment of Federal Excise Tax. Do not include Federal Excise Tax on invoices. Exemption certificates will be furnished if requested.
- Freight Charges
Freight charges, whether sold FOB Destination or FOB Point of Shipment, must be prepaid.
The vendor shall hold the College, its officers, agents, and employees harmless from liability of any nature or kind on account of any copyrighted or uncopyrighted composition, secret process, patented or unpatented invention, article, materials, or appliances furnished or used under a Purchase Order issued by the Palo Verde Community College District.
All material and workmanship is subject to inspection and test by the College notwithstanding any inspection during manufacture or witness test at the plant. Final inspection and acceptance of any articles ordered shall be after receipt by the College. The College reserves the right to reject any articles which do not comply with the specifications of its Purchase Orders or which contain defective materials or workmanship. Rejected articles shall be removed at vendor's expense, including transportation both ways promptly after notification of rejection, and vendor shall bear risk or rejected articles.
- Assignment of Contract
Contractor shall not assign any part of the Purchase Order or referenced contract without prior written consent of the College.
Deliveries must not exceed the quantities shown on the Purchase Order without prior written approval of the Purchasing Department.
- Safety Orders
Goods and services must conform with the Safety Orders of the California State Division of Industrial Safety and the Occupational Safety and Health Act of 1970.
- Title to Goods
It is the intent of the parties to this contract that all risk of loss and title to the commodities covered by this contract shall pass at the FOB point contained herein except as expressly ordered otherwise.
Notwithstanding the College's acceptance or right of inspection and/or any other terms or conditions provided in the Purchase Order and referenced contract, the vendor warrants that all articles furnished thereunder are free from defects in design, materials, or workmanship and that articles fully comply with specification and are suitable and fit for the use intended.
- Equal Employment Opportunity
Contractor shall not discriminate against any employee or applicant for employment on any basis prohibited by law. Contractor shall provide equal opportunity in all employment practices.