New Vendor Information and Application
The Beverly Hills Unified School District (BHUSD) was formed in 1935. Serving the city of Beverly Hills, it consists of four K-8 schools, one high school, one continuation school and special education.
A Purchase Order (P.O.) properly numbered, signed and authorized by Business Services is the only document by which the District obligates itself to a vendor. Business Services is the only department authorized to sign and issue purchase orders.
Vendors are strongly advised not to provide materials or services to the District without first obtaining an authorized purchase orders from Business Services. Purchases made in the name of the District without a written authorized (P.O.) may be considered a personal obligation of the individual and not an obligation of the District.
What does Beverly Hills Unified School District Purchase?
The needs of the District are very diverse and include basic instructional materials, athletic supplies, furniture, audio visual equipment, office supplies, computers, computer hardware/software, maintenance & custodial supplies and equipment, contractors for school repairs, renovation, construction, and other site improvements.
The District urges vendors to deal directly with Business Services. Vendors are discouraged from making sales calls directly to school sites and with district personnel. The District maintains a competitive environment in its approach to purchasing and suggests the vendors first contact Business Services 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.
Please note that registering as a potential vendor does not guarantee a vendor will be notified every time a quotation or bid for that particular commodity of service is requested.
Bids – Formal and Informal
Formal bidding procedures are required for the purchase of materials and/or services exceeding amounts specified by law which is currently $86,000 or more for materials and supplies and $15,000 for public works services. Formal bids are advertised in the legal section of the Beverly Hills Courier or Beverly Hills Weekly or a reputable newspaper. Contractors and sub-contractors that will work on a Public Works project must be registered with the Department of Industrial Relations pursuant to Labor Code Section 1725.5.
Informal quotes, bids or proposals for materials and/or services may be requested and received in writing, by mail, e-mail, or facsimile, and/or by telephone. Informal quotes apply to purchases below the formal bidding limits.
Basis for Award
It is the District’s desire to develop maximum competition for all purchases. The District awards bids to the lowest, responsible bidder and reserves the right to waive any informalities and reject any and all bids offered. The evaluation of award may be based upon price, specifications, past performance of vendor, compatibility, quality and, where appropriate, delivery or completion time.
Vendors may be asked to comply with fingerprint clearance requirements as mandated by the state of California. Vendors will be required to submit a W-9 and a Conflict of Interest form. Vendors must maintain a valid construction license with the California Contractors State License Board (CSLB).
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.
Vendors providing services to BHUSD may be required to provide evidence of the following prior to commencement of services: General Liability Certificates including additional insured policy endorsement, Automobile Liability Insurance, and Worker’s Compensation Insurance. Depending on the project, the District may require additional coverage and/or may increase the minimum amount of coverage required.
Shipment in almost all cases is directly to a department or school site. The District does not have central receiving. Requirements for delivery are specified on the purchase order.
The purchase order (and in some instance an agreement) is the District’s contract with the vendor; therefore, any changes to the contract/agreement must be in writing and pre-authorized by the Business Services Department.
Billing, Invoicing, and Payments
Invoices should be mailed promptly after delivery to Beverly Hills Unified School District, Attention: Accounts Payable, 255 S. Lasky Drive, Beverly Hills, CA 90212
Invoices should reference the appropriate purchase order number, otherwise payment will be delayed. Vendors can normally expect payment within 30 days of billing provided that proper purchasing procedures have been followed.
All school purchases are subject to state sales tax.
District Contact Information
We appreciate your interest in doing business with Beverly Hills Unified School District. We hope this guide has helped you to better understand our purchasing policies and procedures. Our aim is to promote a climate of good business relations and it is our desire to have you feel that each transaction has been satisfactorily concluded in a respectful, fair and professional manner. If you need more information or further questions please contact us.
Vacant, Purchasing Agent
310-551-5100 ext. 2249
Pamela Winston, Purchasing Assistant
310-551-5100 ext. 2218