How do we process purchase orders?
A requisition is submitted for budget and purchasing approval prior to the processing of requested order. Upon approval, the requisition is converted into a purchase order via online directly by campus or department. The purchase order will be printed out at the purchasing department for distribution. The distribution of the each order entails: faxing, mailing, or pick-up of order to the vendor/originator. This process takes approximately no more than two business days.
What are the amount limits on purchase orders?
Purchase orders have various limitations depending on the amount of the order. All valid purchase orders of any amount must be issued to an approved vendor. If the purchase order is not issued to an approved vendor the following process is required:
Why does the district require that all purchases be made through a valid purchase order?
- Purchase orders that exceed $1,000.00 need three price quotes from vendors
- Purchase orders that exceed $ 10,000.00 must have three formal quote requests issued through the Purchasing Department.
- Purchase orders that exceed $50,000.00 require the formal bids process and approval from the Board of Trustees.
All purchases must have a valid purchase order. Valid purchase orders help:
What is the districts bid/proposal solicitation process?
- The purchase order itself acts as a promise to pay for all the vendors it is issued to.
- Track purchases and services requested by the originator through its purchase order number.
- Maintain current status on each departments/campus budget and expenditures throughout the year.
- Provides records of items/services requested by the various departments/campuses.
- Gives vendors a record/copy to distribute the merchandise/service.
- Reduces or eliminates the possibility of theft.
If the District identifies the need for a formal process the Purchasing Department will begin the process of gathering data and determining the best method that will provide the greatest probability for savings.
Bids and proposals are open to vendor’s local and state wide. Our state mandated procedures require that we advertise in a local newspaper for no less than two consecutive weeks. We then proceed to mail solicitations to vendors that have previously asked to be considered for that particular project. Once received all bids/proposals will be evaluated and a recommendation will be made to the Board of Trustees on the vendor who provides the best overall value to the District.
How are vendors placed on the mailing list for bids/proposals?
Vendors must fill out an application for consideration. Applications can be picked up and turned in at the Purchasing Department. Once the application is submitted, reviewed, and approved the district makes a mailing list to distribute individual bids/proposals.
What happens if an employee makes a purchase without a valid purchase order?
The districts policy requires that all purchases be made with a valid purchase order. Any employee that violates this policy will be solely responsible for that incurred debt. The employee will also be subject to suspension and/or termination. When in doubt make a purchase request.
How can someone find out who is on the approved vendors list?
The Purchasing Department provides a list of approved vendors to all campuses and departments on an annual basis. This catalog will be provided at the beginning of each school year in order for all campuses to be in compliance with the Districts Purchasing Procedures.
Are all the bid documents available to the public?
Yes. However if request are made for material other than a standard tabulation sheet it would be a requirement that all request be made in writing and sent to the Districts Communications Department for review.
By what method does the district solicit and evaluate all bid/proposals?
All school district contracts, except contracts for the purchase of produce or vehicle fuel, valued at $25,000 or more in the aggregate for 12-month period shall be made by the method.
The following method of solicitation provides the best value to the district:
The following method of evaluation determines to whom to award a contract, the district shall consider
- competitive bidding
- competitive sealed proposals
- a request for proposals, for services other than construction services
- an interlocal contract
- a design/build contract
- a contract to construct, rehabilitate, alter, or repair facilities that involves using a construction manager
- a job order contract for the minor repair, rehabilitation, or alteration of a facility
- a reverse auction
- the formation of a political subdivision corporation
What are possible delays in a Purchase Order process?
- the purchase price
- the reputation of the vendor and the vendor’s goods or services
- the quality of the vendor’s goods or services
- the vendor’s past relationship with the district
- the impact on the ability of the district to comply with laws and rules relating to historically underutilized businesses
- the total long-term cost to the district to acquire the vendor's goods or services
- the extent to which the goods or services meet the district's needs
- insufficient funds (purchase order exceeds budget balance)
- incorrect information (address, fax #, vendor name)
- unauthorized purchases (purchase order is missing proper authorized signatures)
- price increases (shipping/handling, item/service)
- item is backordered (discontinued, no longer in stock)
- purchase order is made to an unapproved vendor