6320A - PURCHASING
Purchasing - General Provisions
- All purchases shall be by purchase order processed through the District Office.
- The Director of Business Services shall encumber the funds as soon as the purchase order has been issued.
- Employees are forbidden to use the name of the District, any discounts provided the District, or any other means for associating a personal purchase with the District. They are to make clear to any District supplier from whom they are purchasing an item that it is a personal purchase by the employee and is not associated with the District. Failure to abide by this provision could lead to disciplinary action.
- Confirming purchase orders will be honored only in cases cited in the above paragraph.
- Ongoing commitments such as service contracts and leases should be renewed at the renewal date.
- Blanket purchase orders for goods or services are valid only for the time period and amount indicated on the purchase order. Extension of the commitment beyond that time and/or amount shall be confirmed by a new purchase order. Blanket purchase orders must be approved by the Director of Business Services before they are issued.
- Purchases of contracted services shall be negotiated either verbally, by a Request for Proposal, or through the bid process, as determined by the District Administrator. Such services that cost more than $50,000 require the approval of the Board.
- The Director of Business Services will determine the most appropriate method of obtaining prices for items or groups of items which are not subject to formal bidding procedures.
- Quotes will be requested for any item or group of items in a single transaction exceeding the cost set by Board Policy.
- Purchases of supplies, materials, and equipment items costing more than the amount stipulated in Board policy must be obtained through competitive, sealed bids and be approved by the Board.
- Annual purchase order cut-off dates shall be as follows:
Purchase orders must be received in the District Office on or before April 30th 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.
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