PURCHASING

PURCHASING

ag6320AAdopted August 11, 2015

6320A - PURCHASING

Purchasing - General Provisions

  1. All purchases shall be by purchase order processed through the Central Office.

  2. The Superintendent shall be the contracting agent for all financial obligations.

  3. The Director of Finance shall be responsible for encumbering the funds as soon as the purchase order has been issued.

  4. A verbal financial commitment may be made only for emergencies or when it is impossible or impractical to precede the purchase with a purchase order. Before such a commitment is made, the Superintendent shall be contacted for prior approval and for a purchase order number. In all such cases, a purchase order shall be issued as soon as possible after the commitment is made.

  5. Employees are forbidden to use the name of the Corporation, any discounts provided the Corporation, or any other means for associating a personal purchase with the Corporation. They are to make clear to any Corporation supplier from whom they are purchasing an item that it is a personal purchase by the employee and is not associated with the Corporation. Failure to abide by this provision could lead to disciplinary action.

  6. Ongoing commitments such as service contracts and leases should be renewed annually, in writing, at the renewal date.

  7. The Superintendent will determine the most appropriate method of obtaining prices for items or groups of items which are not subject to formal bidding procedures.

  8. Quotes will be requested for any item or group of items in a single transaction costing between $5,000 and $150,000.

  9. Purchases of supplies costing more than the amount stipulated in Board policy must be obtained through competitive, sealed bids and be approved by the Board. (See Board Policy 6320)

  10. Annual purchase order cut-off dates shall be as follows:

    Purchase orders must be received in the Central Office on or before the first day prior to the close of the fiscal or project year, unless the services or supplies are essential to continue the daily operation of the department or building for the remainder of the current year, or unless an emergency exists.

© Neola 2015