A Vendor's Guide to Purchasing Policies and Procedures

Welcome to Del Mar Union School District
The Del Mar Union School District was created October 3, 1906 since then it has grown to more than 4,400 students in grades K through 6. The district's 8 campuses are located within the cities of Del Mar and San Diego.

Purchasing Policy
The Del Mar Union School District operates its business based on a centralized purchasing program. A Purchase Order (P.O.) properly numbered, signed and authorized by the Purchasing Department is the only document by which the district obligates itself to a vendor. The Purchasing Department is the only department authorized to sign and issue purchase orders. This policy is supported by the California Education Code, which requires that public school purchases have district approval prior to the receipt of goods and services.

Vendors are strongly advised not to provide materials or services to the district without first obtaining an authorized purchase order from the Purchasing Department. Purchases made in the name of the district without an authorized P.O. may be considered a donation to the district or a personal obligation of the person making the purchase and not an obligation of the district.

Agreements/Contracts Policy
All service contracts and agreement regardless of the contract amount must be approved by the Governing Board before a purchase order can be issued. This includes services for staff development, maintenance, professional services (such as legal, architectural, occupational therapy etc.), construction, school performances, assemblies and workshops. Vendors are strongly advised not to provide services to the district without first obtaining a signed copy of the agreement or contract and an authorized purchase order from the Purchasing Department
 
Billing, Invoicing, and Payments
Invoices should be mailed promptly after delivery to the Del Mar Union School District, Attn: Accounts Payable, 11232 El Camino Real, San Diego, CA 92130. Invoices should be submitted referencing the appropriate Purchase Order Number, otherwise, payment will be delayed. All school purchases are subject to state sales tax. Vendors can normally expect payment within 30 days of billing provided that proper purchasing procedures have been followed.

Vendor Contacts
The district urges vendors to deal directly with the Purchasing Department on all purchasing related matters including sales calls, sales presentations, promotions, catalog distribution, returns, exchanges and substitutions. Vendors are discouraged from making sales calls directly at school sites and with district personnel. The district maintains a competitive environment in its approach to purchasing and suggests that vendors first contact the Purchasing Department for direction and advice before making any sales presentations. This will save time and minimize confusion as to proper roles and authority in the district's procurement process.

Delivery Schedules
All material and supply orders shall be shipped to the location indicated on the purchase order. The P.O. number must appear on all packages and packing slips. Vendors should strive to meet all specified delivery schedules contained on purchase orders. If, for any reason, shipments cannot be accomplished as promised or as required, the Purchasing Department should be notified of the situation as soon as possible.
 
 

 

Public Works Contractor Registration
To be added to our contractor database please submit a contractor registration form. This form is for contractors interested in public works and maintenance projects.
 
 
To submit form click the Submit Form button located on the top right of the form.
 
 Submit Form
 
New Vendors
To be placed on the district's vendor or bidders' list, simply click on the link below, provide the information requested, and then fax the completed Vendor Registration Form to (858) 755-4361. This form is for vendors that provide professional services that do not require a contractor's license and for vendors that offer supplies and materials.
 
 
Sample Contracts
 
 
 
Insurance
Vendors that provide services on any of our school sites, district office or maintenance office shall provide certificates of insurance before issuance of payment is made.
 
Material Safety Data Sheets
Vendors are required to provide Material Safety Data Sheets (M.S.D.S.) from the manufacturer for all products that are hazardous, as defined by California Code, Title 8, General Industry Safety Orders, Section 5194.
 
 
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