The Berryessa Union School District is a public school entity.It is a major purchaser of numerous goods and services operating ten elementary and three middle schools.The district is situated in the sloping northeastern foothills of the Silicon Valley in San Jose, California.The
District serves a community of approximately 45,000 homes and has
approximately 7,800 students enrolled in kindergarten through eighth
grade.Challenging educational programs and a strong commitment to excellence produce high pupil achievement.As
such, we are constantly striving to fill District needs in the most
cost-effective manner to obtain the best combination of product,
quality, price and service.
The Berryessa Union School District maintains 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.Please be aware that the Purchasing Department is the only department authorized to sign and issue purchase orders.
California Education Code requires that the Berryessa Board of Trustees approve all District purchases prior to the receipt of goods and services.
are strongly advised not to provide materials or services to the
District without first obtaining an authorized purchase order from the
made in the name of the District without an authorized P.O. may be
considered a donation to the District or the personal obligation of the
person making the purchase and not an obligation of the District.
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
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 Agent 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.
What does the Berryessa Union
The needs of the Berryessa Schools are very diverse.They
range from basic instructional materials for reading, writing, math and
science, art and athletic supplies, furniture, audio and video
equipment, office equipment, maintenance services, custodial supplies,
transportation equipment, computers, software, etc.The Child Nutrition Services Department purchases food supplies, services and food service equipment.The
District also seeks services for equipment maintenance contracts,
public works contracts in school construction, remodeling and site
To be placed on the District's vendor or bidder lists, a new vendor need only send a letter to the Purchasing Agent at 1376 Piedmont Road, San Jose, CA95132, and request to be placed on a list.The
letter should contain at least the following information: business
name, address, telephone and fax number, tax I.D. number, e-mail
address, product(s) and/or services offered, contact person, a line
card, and business ownership certification (i.e. minority, women, or
disabled veteran owned).
Bids - Formal and Informal
bidding procedures are required for the purchase of materials and/or
services exceeding amounts specified by law (which is currently
specified at $69,000.00 for materials and $15,000.00 for public works
bidding process requires a bidder to attend a bid conference and submit
bids to the Purchasing Department in sealed envelopes at a specified
time and date. Formal bids are primarily advertised in the legal section
of the San Jose Mercury News or the Post Record.Minority, women, and disabled veteran owned businesses are strongly encouraged to participate in this process.The
district awards bids to the lowest, responsive, responsible bidder and
reserves the right to reject any and all bids offered.
quotes, bids or proposals for materials and/or services may be
requested and received in writing, by mail, e-mail, or facsimile, and/or
verbally such as by telephone.Informal bids apply to purchases below the formal bidding limits.
All materials and supplies orders shall be shipped to the District Warehouse located at 945 Piedmont Road, San Jose, CA 95132 unless otherwise indicated on the purchase order.Receiving hours are 12:00pm to 3:30pm.The
P.O. number must appear on all packages and packing slips. Vendors
should strive to meet all specified delivery schedules contained on
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.Items remaining undelivered after 60 days of the P.O. date may be automatically cancelled.
Billing, Invoicing, and Payments
Invoices should be mailed promptly after delivery to the Berryessa Union School District, Attn: Accounts Payable, 1376 Piedmont Road, San Jose, CA 95132.Invoices should be submitted in duplicate referencing the appropriate purchase order number, otherwise, payment will be delayed.All District 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.
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.