DATE:
SEPTEMBER 29, 2011
TO:
PROJ-LEAP@LISTS.SDSU.EDU
FROM:
Cathy Garcia, Manager
SUBJECT:
NEW CAMPUS WIDE EQUIPMENT RENTAL CONTRACT - CLASSIC PARTY RENTALS
Good Day!
Contract and Procurement Management has completed the competitive bid process, through
solicitation of a Request for Proposal, for the Campus Wide Equipment Rental Contract. We are pleased
to announce a contract has been awarded and executed with Classic Party Rentals, Agreement
#40078948. The initial term of our new agreement is September 1, 2011 – June 30, 2014. We have
updated the Equipment Rental Request Form with the information for our new Contractor. We have
also revised the form for a more user friendly document complete with pull down menus and pricing for
the contracted items. Non-contract items can be filled in at the bottom of the list/form by simply
clicking in the line, erase the text and type in the description of the item you require. You can find the
new Equipment Rental Request form for Classic Party Rentals on the Contract and Procurement website
located at http://bfa.sdsu.edu/prosrvcs. A copy is also attached to this email for your information. The
steps for submitting your requests to the Contractor remain the same. Simply complete the form and fax
or email to David McCann the contact at Classic Party Rentals. They will return the form with
confirmation within 1 to 2 business days.
For those of you who expect to use this service throughout the year, we recommend that you
PROCESS YOUR REQUEST VIA PROCUREMENT CREDIT CARD (PCC):
After you receive the
Equipment Rental Request form back from Classic Party Rentals confirming availability of your request,
contact David McCann, Classic Party Rentals, (858)496-9700 and secure your requirement immediately
using your PCC (the campus issued departmental credit card through US Bank, not personal credit card).
Once you have provided your PCC information you will receive a receipt via your campus email. When
submitting your PCC statement to Accounts Payable, include the Equipment Rental Request form, PCC
receipt from Classic Party Rentals, and all appropriate approved justification. It is imperative that all
documents are submitted to ensure appropriate use of State funds and compliance with applicable State
and University policies. Note: to correctly record this transaction, you will need to submit a request to
add an account to your PCC using NACCT 61305 CONTRACTUAL SERVICES. The form can be found at
http://bfa.sdsu.edu/ap/forms.htm
OR
For those who expect to use this service on a one-time basis, you may want to PROCESS YOUR
REQUEST VIA PURCHASE ORDER:
After you receive the Equipment Rental Request form back
from Classic Party Rentals confirming availability of your request, submit an online requisition with the
form to Contract and Procurement Management for issuance of a Purchase Order. Remember to include
any justification, completion of the Hospitality Justification form, etc. with your request. Please allow
ample time for processing of your order. NOTE: An authorized approved Purchase Order must be
processed by Contract and Procurement Management prior to your event to secure your rental
requirements.
We encourage you to select processing your requirements via PCC for services under this campus wide
agreement. It should prove to be a time saver for you and provide immediate confirmation of your
rental request. Please feel free to contact us with any comments regarding our new agreement and
contractor for these services. You may send you comments to my attention at cgarcia@mail.sdsu.edu
Thank You!
Cathy
Cathy Garcia, C.P.M.
Manager
Contract & Procurement Management
San Diego State University
San Diego CA 92182-1616
Phone: 619-594-4723
Fax: 619-594-5919