Terms of Sale
Net 45 days or by Controller Transfer. Orders from California State agencies are exempt from State Account tax and federal excise tax. All other agencies must add current State Account tax to orders.
Prices shown cover standard products only. Prices and specifications are subject to change without prior notice.
CALPIA unit prices include delivery within California strictly to dockside locations excluding major projects. Applicable prices are those prices in effect at the time of receipt of purchase order or those established by awarded contract or bid. Prices are domestic prices only for shipment within the continental United States.
No minimum order requirements.
Upon receipt of a completed purchase order, CALPIA will issue an Order Acknowledgment to both the bill-to and ship-to addresses. Orders will be manufactured and invoiced based upon the information on the acknowledgment. IF THERE IS ANY DISCREPANCY, PLEASE NOTIFY CALPIA IMMEDIATELY.
After the date of acknowledgment, orders may not be changed or cancelled in whole or in part without the written agreement of all parties concerned.
Purchase orders are to be sent to:
Attn: Customer Service
560 East Natoma Street
Folsom, CA 95630-2200
All orders must include:
- ship-to and bill-to addresses
- authorized signature to encumber funds
- agency funding source: fund, agency, fiscal year, reference (State agencies only)
- agency contact person and public telephone number including area code
- bid number if applicable
- complete 10-digit item number
- specific colors, finishes and options
Please, do not FAX orders or any documents which may include credit card information— this is a "phone-in" process only. For billing questions, you may call 916/358-2684. To cancel call Customer Service.
Credit Card Orders
Customers may use one of several major credit cards accepted by CALPIA, Visa, Mastercard or Discovery. Order may be placed via our online store or by contacting Customer Service at (916) 358-2733.
Purchase orders based on successfully awarded bids must have the applicable bid number written noticeably on the order.
State agencies may be granted exemptions by CALPIA to procure products from other sources. Agencies seeking exemptions will be directed to their assigned CALPIA account representative. If the product involved is not made by CALPIA, or for economic or technical reasons cannot be made, an exemption may be granted for outside procurement. Additionally, exemptions may be granted to accommodate individual medical requirements (see below). The assigned CALPIA Account Representative will review all exemption requests. For all such requests the CALPIA Exemption Request Form must be completed and submitted to CALPIA. All approved requests must be maintained in the requesting department's procurement transaction file as proof of approval. It is the customer's responsibility to cancel any existing purchase orders for item(s) no longer required as a result of the exemption per the cancellation policy below.
CALPIA will grant exemptions based upon medical reasons to agencies who are required to purchase from CALPIA under Penal Code 2807. Purchase orders for medical exemptions must be accompanied by an authorization from the agency's Americans With Disabilities Act coordinator or designee. Documents should NOT include the name of the affected employee.
CALPIA warrants to the original purchaser that products are free from defects in materials and workmanship found through normal usage during the specified warranty period. The warranty applies for products delivered/ installed at the shipping destination only.
The customer agrees to use CALPIA products properly: not to remove or alter safety devices, warnings or operating instructions placed on products, and to instruct employees as to the proper care and use of products according to the information provided by CALPIA.
Delivery and Timing
CALPIA products are made to order rather than being pre-made and warehoused. Each item has its own unique production timeline. Additionally, CALPIA uses several delivery options (CALPIA Truck, Common Carrier, or GSO) determined by the product ordered and geographic area of the purchaser. You will be provided a sales order acknowledgement by CALPIA's Customer Service team with your estimated ship date. If you made the purchase with a credit card, your credit card will not be charged prior to shipment of your order.
CALPIA will make every attempt to meet scheduled delivery dates. If CALPIA cannot deliver product as scheduled due to causes beyond its control, i.e., casual labor disputes or accident, inability to obtain necessary labor, material or transportation, or changes requested by the customer, the delivery date will be examined by CALPIA and a new date will be established.
Out of State Deliveries
Out-of-state delivery will be F.O.B. shipping point. CALPIA will ship prepaid and the freight charges will be added to the invoice. Estimated freight charges must be included as an additional line item on the purchase order.
If you would like to be notified prior to delivery the request must be made on the purchase order with a contact name and telephone number.
Redelivery of Freight
When redelivery of merchandise is required because the customer is not ready to accept merchandise and no notification of this fact is given to CALPIA at least one week prior to the scheduled ship date, the actual costs for freight, restocking and rehandling will be billed to the customer.
Changes & Cancellations
Changes and cancellations are subject to approval by CALPIA. Requests must be submitted in writing and refer back to the original order. A Change Order Acknowledgment will be forwarded if approved.
Change orders and cancellations are subject to additional charges for reimbursement of costs incurred. If the order has already been shipped at the time of cancellation, shipping costs are the responsibility of the customer.
Orders for non-standard and custom products are not subject to cancellation.
All shipments should be carefully inspected by the customer before acceptance. If damage or shortage has occurred and the delivery is accepted, the damage or shortage must be noted on the Bill of Lading at the time of delivery. The Bill of Lading must be signed and include the printed name of both the receiver and driver. All types of product damage or shortage must be reported to CALPIA via the Green Check Mark at www.calpia.ca.gov within fifteen (15) days of the product delivery date or sixty (60) days from the invoice date
CALPIA reserves the right to refuse the return of standard, non-standard (custom), or altered products.
To return unused, undamaged products, customers must request a Returned Merchandise Authorization (RMA) through the CALPIA Customer Services Branch. Credit cannot be issued for stock returned without prior authorization.
All requests must be made within 30 days after receipt of item(s) with the following exceptions: Apparel, miscellaneous textiles, flags, gloves, boots and shoes, mesh signs and binders must be made within 90 days after receipt. Warranty returns are not accepted for these products.
If a return is authorized, CALPIA will make arrangements for pickup and bill the customer for round-trip freight charges. Customers should not make their own arrangements for return of items. CALPIA is not responsible for items lost or damaged in transit if the customer has made their own shipping arrangements and/or the items are shipped freight prepaid. Damaged items will be refused.
Returns are subject to a 25% restocking charge.
If CALPIA determines that a returned item has been used, modified or altered in any way, the item will be returned at the customer’s expense and a credit will not be issued.
Refer to the Shipment Damages/Shortages and Warranty Policy sections of Terms and Conditions for additional information on returns.