Terms & Conditions (updated October 2021)
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.
CALPIA unit prices include delivery within California to a single dockside location. Prices are domestic prices only for shipments within current delivery routes and schedules.
Prices are issued weekly and are listed in the Food Products section of the CALPIA online catalog. Prices are applied as of date of shipment. Prices and specifications are subject to change without prior notice.
Meat, Poultry, Egg and Juice prices are subject to market, fluctuations and the market price obtained for production needs.
Minimum Order
Minimum order of $250.00 per delivery is required. CALPIA approval is required for smaller orders.
Acknowledgments
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 shipped based on the delivery schedule provided by the customer.
Delivery
For information on delivery dates in your area, contact Customer Service or 916- 358-2733. Please email a copy of your signed purchase order with the delivery schedule to Customer Service to ensure timely delivery. Customer Service contact information is also available on the weekly price sheet.
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., causal labor disputes or accidents, inability to obtain necessary labor, material or transportation, or changes requested by the customer, the delivery date will be examined, and a new date will be established based on CALPIA and customer needs. Customer’s signature on CALPIA delivery receipts acknowledges acceptance of product as well as shipping baskets, crates, pallets, dollies and skids. Failure to return empty shipping containers will result in increased prices. Empty shipping containers must be assembled by the purchaser for convenient pick up at the delivery point.
Order Information
Orders/Delivery Schedules must be submitted in the original excel format 30 calendar days prior to the beginning of each quarter. Orders should include product for a minimum of one quarter.
Purchase orders are to be sent to the Food Orders Inbox: Customer Service
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
• Delivery schedule (in original format)
Bid Orders
Purchase orders based on successfully awarded bids must have the applicable bid number written noticeably on the order.
Exemption Policy
State agencies may be granted exemptions by CALPIA to procure products from other sources. Agencies seeking exemptions will be directed to their assigned CALPIA sales representative. If the product involved is not made by CALPIA, or for economic or technical reasons cannot be made, and exemption may be granted for outside procurement. The assigned CALPIA sales 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 departments procurement transaction files as proof of approval. It is the customers responsibility to cancel any existing purchase orders for item(s) no longer required as a result of the exemption
Prior Notification
If you would like to be notified prior to delivery, the request must be made on the purchase order or by contacting the factory representative.
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, the actual costs for freight, restocking, and re-handling will be billed to the customer.
Changes and Cancellations
Changes and cancellations of individual deliveries must be made through the Food Orders Inbox at Customer Service. See Delivery Schedule Factory Notification for working days notice.
Requests for cancellation must be submitted in writing, include a revised delivery schedule, and refer back to the original order. Change orders and cancellations are subject to additional charges for reimbursement of costs incurred. A change order cannot be accepted if the order has already been shipped. Orders for nonstandard and custom products are not subject to cancellation. Please see page 8 for the amended delivery schedule factory notification.
Shipment Damage/Shortages
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. Any discrepancies must be noted and initialed by the driver and the receiver. 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 calpia.ca.gov within fifteen (15) days of the product delivery date or sixty (60) days from the invoice date.
CALPIA requires that before any credit/ replacement can be processed all damaged/ spoiled product must be verified by a CALPIA representative to confirm and investigate possible damage source and quantities. CALPIA cannot process any damaged/spoilage claims if the product has been disposed of prior to inspection.
Warranty and Return Policy
CALPIA warrants to the original purchaser that products are free from defects in materials and workmanship. Customer wear and tear or abuse are not covered by warranty. The customer agrees to use CALPIA products properly and to instruct employees as to the proper care and use of products. All products shall comply with all applicable Federal and State Mandatory requirements and regulations relating to preparation, packaging, labeling, storage, distribution and sales of the product within the commercial marketplace. CALPIA will replace damaged or defective food products. Food products absent of damage or defects can not be returned.
Warranty and Return Policy
CALPIA warrants to the original purchaser that products are free from defects in materials and workmanship from original purchase date. The specified warranty period does not cover wear and tear or abuse. 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 the products, and to instruct employees as to the proper care and use of products according to the information provided by CALPIA.
General Correspondence
For all questions, please contact:
Customer Service 916-358-2733
Dan Bachilla: 916-597-8815
Joe Marti: 916-358-1601
Eric Bengtson: 916-358-0305
Credit Card Orders
Customers may use one of several major credit cards accepted by CALPIA. (Visa, Mastercard or Discovery)
Orders may be placed via our online store or by contacting Customer Service at 916-358-2733.
Bid Orders
Purchase orders based on successfully awarded bids must have the applicable bid number written noticeably on the order.
Exemption Policy
State agencies may be granted exemptions by CALPIA to procure products from other sources. Agencies seeking exemptions will be directed to their assigned CALPIA sales 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 sales 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 departments procurement transaction file as proof of approval. It is the customers responsibility to cancel any existing purchase orders for item(s) no longer required as a result of the exemption per the cancellation policy below.
Medical Exemptions
CALPIA will grant exemptions based upon medical reasons to agencies whom 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.
Delivery and Timing
CALPIA products are made to order rather than being pre-made and warehoused. Each item has its own unique production time line. 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 acknowledgment 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 FOB 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. Prior to submitting a purchase order to CALPIA, please contact the CALPIA Sales Department for estimated freight charges. Sales Contact Information: 916-323-2419 or Sales Unit.
Prior Notification
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 re-handling 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 nonstandard and custom products are not subject to cancellation.
Shipment Damage/Shortages
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 Customer Service or 916-358-2733 or via the Green check Mark at calpia.ca.gov within fifteen (15) days of the product delivery date or sixty (60) days from the invoice date.
CALPIA requires that before any credit/ replacement can be processed all damaged/ spoiled product must be verified by a CALPIA representative to confirm and investigate for possible damage source and quantities. CALPIA cannot process any damaged/spoilage claims if the product has been disposed of prior to inspection.
Return Policy
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 Service Branch. Credit cannot be issued for stock 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, 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 to the customer’s at their 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.
| Product Shelf Life | |
| Milk Products | Fourteen (14) days from processing date if kept at 40 degrees or lower |
| PackagedBeverages | Thirty (30) days from Julian date on carton if kept at 40 degrees or lower |
| Poultry Products – Frozen | Ninety (90) days from delivery date |
| Meat Cutting Products – Frozen | Ninety (90) days from delivery date |
| Coffee – Ground | Six (6) months from pack date if kept at room temperature |
| Coffee – Instant | One (1) year from pack date if kept at room temperature |
| Eggs – Shell | Forty-five (45) days from graded date stamp |
| Eggs – Liquid Fresh | Ten (10) weeks from date of production |
| Eggs – Liquid – No Cholesterol, Nonfat | Eighteen (18) weeks from date of production |
| Egg Product – Frozen 30lb Pails | Twenty-Four (24) months from date of production |
| Eggs, Frozen, Homogenized, 12-2lb Carton | Twelve (12) months from date of production |
| Almonds | Six (6) months from pack date if kept at room temperature |
| BreadProducts | Thirteen (13) days from Julian date on bread package if kept at room temperature |
| Cookies | Six (6) months from pack date if kept at room Temperature |
| Jelly | One (1) year from pack date |
| PeanutButter | One (1) year from pack date |
| Syrup | One (1) year from pack date |
| Prepackaged Meals (Box Lunches) | Thirteen (13) days from Julian date on bread package if kept at room temperature |
Amended Delivery Schedule Factory Notification
To change food deliveries, please email revised delivery schedules to with the following advance notice:
| ProductLine | PleaseProvide: |
| Bakery | Five (5) Working Days’ Notice |
| BeveragePackaging | Ten (10) Working Days’ Notice |
| Coffee | Ten (10) Working Days’ Notice |
| DairyCSP-Corcoran | Ten (10) Working Days’ Notice |
| Eggs | Fifteen (15) Working Days’ Notice |
| FoodPackaging | Ten (10) Working Days’ Notice |
| MeatCutting | Ten (10) Working Days’ Notice |
| Poultry | Ten (10) Working Days’ Notice |
Return Policy and Conditions of Use
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